If you’re working with large datasets, one of the first things you’ll need to master is how to sort by column in Excel. Sorting helps you organize data alphabetically, numerically, or even by color. Whether you’re using Windows, macOS, or Ubuntu, Excel (and LibreOffice Calc) makes column sorting fast and intuitive using the ribbon, right-click menus, or keyboard shortcuts.
✅ Why Sort by Column in Excel?
Sorting data by column is helpful when you need to:
- Organize names alphabetically
- Sort numbers in ascending/descending order
- Group similar items together
- Filter and analyze information efficiently
📊 Method 1: Sort by Column Using the Ribbon (All Platforms)
- Click any cell in the column you want to sort.
- Go to the Data tab.
- Click Sort A to Z (ascending) or Sort Z to A (descending).
This method sorts the entire sheet based on your selected column.
🟢 Works on Windows, macOS, and Ubuntu/Linux (LibreOffice Calc) with a similar menu.
⌨️ Method 2: Keyboard Shortcuts to Sort by Column
🪟 On Windows (Microsoft Excel)
- Select a cell in the column you want to sort.
- Alt + D + S → Opens Sort dialog
- Then choose your column, order, and press Enter.
For quick ascending sort:
- Alt + A + S + A
For descending:
- Alt + A + S + D
🍎 On macOS (Excel)
- Select column cell.
- Use menu path: Data > Sort
- Keyboard Shortcut: Fn + Alt + Command + R (varies slightly by version)
Alternatively, use Cmd + Shift + R if available.
🐧 On Ubuntu/Linux (LibreOffice Calc)
- Select a cell in the column.
- Press Ctrl + Shift + ↑ (ascending)
- Press Ctrl + Shift + ↓ (descending)
- Or: Data > Sort from the top menu
📋 Keyboard Shortcut Recap Table
| Action | Windows Excel | macOS Excel | Ubuntu LibreOffice Calc |
|---|---|---|---|
| Sort Ascending | Alt + A + S + A | Cmd + Shift + R | Ctrl + Shift + ↑ |
| Sort Descending | Alt + A + S + D | Cmd + Shift + R + ↓ | Ctrl + Shift + ↓ |
| Open Sort Dialog | Alt + D + S | Cmd + Shift + F | Data > Sort |
🧠 Bonus: Sort with Custom Lists or Colors
Excel allows you to sort:
- By cell values
- By cell color or font color
- Using custom lists (e.g., Monday to Sunday)
To do this:
- Go to Data > Sort
- Choose Sort by > Order dropdown
- Select Custom List or Color options
📝 Tip: Custom sorting is supported in Excel for Windows/macOS. In LibreOffice, look under Options > Define Sort Lists.
⚠️ Common Sorting Mistakes to Avoid
- Not selecting all related columns: Sorting one column without the others causes data misalignment.
- Merged cells: Excel can’t sort columns with merged cells—unmerge first.
- Hidden rows: Hidden rows don’t get sorted—unhide to include them.
❓ Frequently Asked Questions
Can I sort multiple columns at once?
Yes. Use Custom Sort and add multiple sort levels.
How do I sort without headers?
Uncheck “My data has headers” in the Sort dialog.
Can I undo a sort?
Yes! Press Ctrl + Z (Windows/Linux) or Cmd + Z (macOS) immediately after sorting.
Does sorting work the same on Excel Online?
Mostly yes, but keyboard shortcuts are more limited. Use the ribbon options.
✅ Conclusion
Knowing how to sort by column in Excel allows you to manage your data like a pro. Whether you’re sorting alphabetically, numerically, or by custom order, Excel on Windows, macOS, and Ubuntu gives you fast, flexible tools to get the job done—especially when paired with keyboard shortcuts.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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