Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.
With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company.
Learn more about Allen...
Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Non-standard Sorting.
It is not unusual in an office environment to work with Excel files created by other people. Some of these files can be pretty different than the files you might create. For instance, you might inherit a file in which the first column contains a person's first name on the first line, then their last name on the second line. (The user pressed Alt+Enter to separate the first name from the second name within the same cell.) What if you need to sort the rows in the worksheet based on the last name of the person?
Perhaps the best way to complete such a task is to insert a new column in the worksheet—column B. (This column could be hidden so it doesn't show up when normally working with the worksheet or when printing it out.) The following formula should then be placed in each cell of column B:
Obviously the cell references will change when placed in column B. In this formula the FIND portion determines the position of the Alt+Enter character (the character code of this character is 10). The RIGHT function returns the characters in the cell starting at the character following the Alt+Enter character. This solution results in column B containing the information on the second line of the first column. You can then easily sort based on the information in column B.
There is one assumption made in this solution—that there are only two lines in each cell of column A. If there are more, or less, then the solution becomes more difficult. If that is the case, the best (and easiest) solution may be to reformat the worksheet so that the sort key is in a column all by itself. If that is not possible (for whatever reason), then the following user-defined VBA function can be used:
Function SecLine(x) As String Dim B1 As Integer Dim B2 As Integer B1 = InStr(x, Chr(10)) B2 = InStr(B1 + 1, x, Chr(10)) If (B1 + B2) > 0 Then If B2 > 0 Then SecLine = Mid(x, B1 + 1, B2 – B1 - 1) Else SecLine = Mid(x, B1 + 1) End If End If End Function
To use this routine, simply include the following in the cells in column B:
Regardless of how many lines there are in cell A2 (in this instance), the function returns a string representing the value of the second line.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2252) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Non-standard Sorting.
Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!