How to Use SORT in Excel: Simple Guide with Examples

Use the SORT function in Excel to arrange data in ascending or descending order by specifying the range, sort column, and order. The formula looks like =SORT(array, [sort_index], [sort_order], [by_col]), where you choose which column to sort and how.

Syntax

The SORT function arranges data from a range or array. It has four parts:

• array: The data range you want to sort.
• sort_index (optional): The column number to sort by (1 for first column).
• sort_order (optional): Use 1 for ascending (smallest to largest) or -1 for descending (largest to smallest). Default is ascending.
• by_col (optional): Set TRUE to sort by columns instead of rows; default is FALSE (sort by rows).

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=SORT(array, [sort_index], [sort_order], [by_col])

Example

This example sorts a list of names and scores by the score column in descending order.

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A1:B5 contains:
Name    Score
Anna    85
Ben     92
Cara    78
Dan     90

In cell D1, enter:
=SORT(A2:B5, 2, -1)

This sorts the data by the second column (Score) from highest to lowest.

Output

Ben    92
Dan    90
Anna   85
Cara   78

Common Pitfalls

Common mistakes when using SORT include:

• Not specifying sort_index correctly, which defaults to the first column and may not sort as expected.
• Forgetting that SORT returns a new sorted array and does not change the original data.
• Using sort_order values other than 1 or -1, which will cause errors.
• Trying to sort by columns without setting by_col to TRUE.

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Wrong: =SORT(A2:B5, 3)  // Column 3 does not exist
Right: =SORT(A2:B5, 2, 1)  // Sort by second column ascending

Quick Reference

Parameter	Description	Default
array	Range or array to sort	Required
sort_index	Column number to sort by	1
sort_order	1 for ascending, -1 for descending	1
by_col	TRUE to sort by columns, FALSE by rows	FALSE

Key Takeaways

SORT arranges data by rows or columns based on your chosen column and order.

Always specify the correct column number with sort_index to get expected results.

SORT outputs a new sorted array; it does not change the original data.

Use 1 for ascending and -1 for descending sort_order values only.

Set by_col to TRUE if you want to sort data horizontally by columns.