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Understanding Ascending and Descending Sorts

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: Understanding Ascending and Descending Sorts.

As you might expect from their names, ascending sorts are done such that values increase, while descending sorts result in values decreasing. How does this affect your actual data, however?

If you choose to do an ascending sort, Excel uses the following sorting order:

  1. Number values, from least to greatest
  2. Date and time values, from earliest to latest
  3. Text values, numbers first, then alphabetically (1, 2, 3, a, b, c, and so on)
  4. Logical values, FALSE, then TRUE
  5. Error values

Descending is the opposite of ascending. No matter which order you choose, Excel always places blanks (empty fields) at the end of the final list.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2254) 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: Understanding Ascending and Descending Sorts.

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Comments for this tip:

Gerald Diamond    31 Dec 2012, 09:54
This list would have been better if it included other things. For instance if a string starts with a blank, it moves to a different spot in the sort. Punctuation and special characters sort ahead of strings,apparently, but after numbers.
 
 

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