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: Incomplete and Corrupt Sorting.

Incomplete and Corrupt Sorting

by Allen Wyatt
(last updated September 9, 2017)

The sorting capabilities of Excel are quite handy and quite powerful. The different ways you sort information has been covered in quite a few different issues of ExcelTips. What happens, however, if you try to sort something and Excel omits some columns from the sort and otherwise scrambles your data?

The most common cause for this problem is that Excel isn't recognizing all your data. If you select a single cell in the data table, and then click on either the Sort Ascending or Sort Descending tool, Excel makes its best guess as to what data you want sorted. It may not always make a perfect guess, particularly if there are blank columns, blank rows, or large empty ranges in the data.

One way to see if this is the real problem is to press Ctrl+Shift+* (that's an asterisk). This shortcut selects the "region" around the current cell. Essentially, when you start a sort from a single cell, Excel initiates this command before doing the actual sort. If you press Ctrl+Shift+* first, you can get an idea of exactly which columns and rows Excel will sort.

To make sure there is no confusion in what Excel actually sorts, all you need to do is select the range of columns and rows that you want sorted, and then do the sort.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2355) 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: Incomplete and Corrupt Sorting.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Using AutoText and AutoCorrect Effectively

AutoText and AutoCorrect are closely related tools that can help you improve the productivity of your typing. This tip ...

Discover More

Calculating a Geometric Standard Deviation

One of the areas in which Excel provides worksheet functions is in the arena of statistical analysis. You may want to ...

Discover More

Selecting a Specific Cell in a Macro

Need to use a macro to select a specific cell in a different workbook? It's not as straightforward of a proposition as ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

Sorting Letters and Numbers

Sorting information in a worksheet can be confusing when Excel applies sorting rules of which you are unaware. This is ...

Discover More

Performing Complex Sorts

One way you can easily work with data in a worksheet is to sort it into whatever order you find most helpful. Excel ...

Discover More

Non-standard Sorting

Information in a cell can be entered using line feeds, which results in multiple lines of data in the same cell. If you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is one more than 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.