Excel.Tips.Net ExcelTips (Menu Interface)

Sorting Data Containing Merged Cells

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: Sorting Data Containing Merged Cells.

Excel has long included the ability to merge adjacent cells into a larger, single cell. This ability has been used by many worksheet designers to give their worksheets a polished, professional look.

There is a huge drawback to using merged cells, however: You can't sort tables that include them. If you try, you'll get a message that says "The operation requires the merged cells to be identically sized."

The most obvious solution to the problem is to not use merged cells. Let's say, for instance, that you have a worksheet in which each "record" actually consists of two rows, and that the first column of the worksheet contains merged cells. (Each two-row record starts with two merged cells spanning the two rows. This merged cell contains a project name.)

It is better to unmerge the cells in the first column, but then you may wonder how to make the records sort properly in the worksheet; how to keep the row pairs together during a sort. You can do this by putting your project name in the first row and the project name appended with "zz" in the second row. For instance, if the first row contains "Wilburn Chemical" (the project name), then the second row could contain "Wilburn Chemicalzz". Format the second row's cell so the name doesn't show up (such as white text on a white background), and you can then successfully sort as you want to.

Another solution is to use a macro to juggle your worksheet and get the sorting done. Assuming that the merged cells are in column A (as previously described), you can use the following macro to sort the data by the contents of column A:

Sub SortList()
    Dim sAddStart As String
    Dim rng As Range
    Dim rng2 As Range
    Dim lRows As Long

    Application.ScreenUpdating = False
    sAddStart = Selection.Address
    Set rng = Range("A1").CurrentRegion

    With rng
        lRows = .Rows.Count - 1
        .Cells(1).Offset(0, -1) = "Temp"
        .Cells(1).Offset(1, -1).FormulaR1C1 = _
          "=+RC[1]&"" ""&ROW()"
        .Cells(1).Offset(2, -1).FormulaR1C1 = _
          "=+R[-1]C[1]&"" ""&ROW()"
        Set rng2 = .Cells(1).Offset(1, -1).Resize(lRows, 1)
        Range(.Cells(2, 0), .Cells(3, 0)).AutoFill _
        rng2.PasteSpecial Paste:=xlValues

        .Columns(1).MergeCells = False

    .CurrentRegion.Sort _
        Key1:=Range("A2"), Order1:=xlAscending, _
        Header:=xlYes, OrderCustom:=1, _
        MatchCase:=False, Orientation:=xlTopToBottom


        With Range(.Cells(2, 1), .Cells(3, 1))
            .Cells(3, 1).Resize(lRows - 2, 1). _
                PasteSpecial Paste:=xlFormats
        End With
    End With
    Application.CutCopyMode = False
    Application.ScreenUpdating = True
End Sub

The macro inserts a temporary column, reads the items from the first column of the list, appends the row number, copies it down the temporary column, unmerges the cells, sorts the list, deletes the temporary column, and re-merges column A. (That's a lot of work just to sort a table with merged cells!)

This macro is very specific to a particular layout of your data, and therefore would need to be tested and probably modified to make sure it would work with data formatted in any other way.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2581) 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: Sorting Data Containing Merged Cells.

Related Tips:

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!


Leave your own comment:

  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*What is 5+3 (To prevent automated submissions and spam.)
           Commenting Terms

Comments for this tip:

Dani    04 Oct 2016, 04:31
When i clikc on Run Macto then following error shos:
Run-time error '1004'
to do this, all the merged cells need to be the same size

and i click debug then the following line show error.

.CurrentRegion.Sort _
        Key1:=Range("A2"), Order1:=xlAscending, _
        Header:=xlYes, OrderCustom:=1, _
        MatchCase:=False, Orientation:=xlTopToBottom.

my sheet data examle show below

1. A2 and A3 are merged and having Serial No
2. B2 and B3 are merged and having Labour ID
3. C2 having data "Name" and C3 having data "Father's Name"
4. D2 and D3 are again merged and having Labour Designation.

Now i wants to sort data in column B "Labour ID"

please help because my all sheets having data in thousand of labours

Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us


Advertise with Us

Our Privacy Policy

Our Sites


Beauty and Style




DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2016)



Home Improvement

Money and Finances


Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2016)

Our Products

Helpful E-books

Newsletter Archives


Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2016 Sharon Parq Associates, Inc.