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How to sort a pivot table

October 19, 2021
4.7K Views

Sorting data in a pivot table is crucial for organizing and analyzing large datasets quickly. However, it can be challenging to choose the right sorting method based on different data categories, such as size, text, and date. This guide will help you make informed decisions and reduce the workload while ensuring clear and effective data analysis.

Part 1:How to Effectively Sort in Pivot Tables Step by Step 

Step 1:Create a Pivot Table: Open Excel, click "Insert," select "PivotTable," choose data range, and location.

 Create a Pivot Table

Create a Pivot Table


Step 2:Add Data Fields: Drag relevant fields into "Rows" or "Columns" area of the "PivotTable Field List."

Pivot Table

Pivot Table


Step 3:Sorting: Click drop-down arrow next to field, choose "Sort A to Z" or "Sort Z to A."

Sorting a Pivot Table

Sorting a Pivot Table


Step 4:Multi-Level Sorting: Repeat step 3 for additional fields to sort by multiple levels.

Step 5:Sorting Value Fields: Click drop-down arrow next to value field, choose sorting option.

Step 6:Remove Sorting: Click drop-down arrow of sorted field, select "Sort Smallest to Largest" or "Sort Largest to Smallest" or "Clear Sort."

By following these simple steps, you can effectively sort data in a pivot table for better data analysis.

Part 2:How to Fix Blank Rows and Columns in Excel

Step 1: Identify Blank Rows and Columns

  • Recognize rows and columns without any data.

Fix blank rows and columns in Excel

Fix blank rows and columns in Excel


Step 2: Use Excel's Sort Feature

  • Select the range with blank rows or columns.

  • Go to "Data" > "Sort" > Choose a data column > "Sort Smallest to Largest."

 Sorting data in Excel

Sorting data in Excel


Methods to Fix Blank Rows and Columns

Method 1: Filter Out Blank Rows and Columns

  • Select the range with blank rows or columns.

  • Go to "Data" > "Filter" > Uncheck "Blanks" in the filter dropdown.

Uncheck blanks in Excel

Uncheck blanks in Excel


Method 2: Use "Go To Special" Feature

  • Select the range with blank cells or columns.

  • Press "Ctrl+G" > "Special" > "Blanks" > Delete or fill with data.

Go To in Excel

Go To in Excel


Part 3:How to Sort a Column: Basics

Sorting data in Excel pivot tables is fundamental for organizing and analyzing information effectively.

  1. Select any cell within the column you want to sort in the pivot table.

  2. Locate the and click on the "Sort A to Z" button for ascending order or "Sort Z to A" for descending order.

Sorting in Excel

Sorting in Excel


How to Sort only Single Column in a Pivot Table

Step 1: Select the Column to Sort:

Sorting in Excel

Sorting in Excel


Step 2: Access the "Sort & Filter" in Data tab

Step 3: Click on the "Sort A to Z" button for ascending order or "Sort Z to A" for descending order.

Sort A to Z in Excel

Sort A to Z in Excel


Part 4:How to Sort Multiple Columns in a Pivot Table:

Step 1: Select the Dataset

Choose the dataset that you want to sort. Click and drag to select the entire range containing the data.

 Dataset in Excel

Dataset in Excel


Step 2: Open the Sort Dialog Box

Go to the "Data" tab in the Excel toolbar. Click on the "Sort" button to open the Sort dialog box.

Sort in Excel

Sort in Excel


Step 3: Choose the First Column to Sort

In the Sort dialog box, under "Column," select the first column you want to sort. For example, choose the "Price" column.

Columns to sort in Excel

Columns to sort in Excel


Step 4: Define Sort Options for the First Column

Under "Sort On," choose "Cell Values" to sort based on the actual values in the selected column.

Step 5: Specify the Order for the First Column

Under "Order," choose "Largest to Smallest" to sort the selected column in ascending order.

Step 6: Add Another Level of Sorting

To sort by multiple columns, click the "Add Level" button in the Sort dialog box.

Levels to sort in Excel

Levels to sort in Excel


Step 7: Choose the Second Column to Sort

In the new level, select the second column you want to sort. For example, choose the "Order ID" column.

Step 8: Define Sort Options for the Second Column

Again, under "Sort On," select "Cell Values" to sort based on the values in the "Agent" column.

Define sort options in Excel

Define sort options in Excel


Step 9: Specify the Order for the Second Column

Under "Order," choose "Smallest to Largest" to sort the "Order ID" column in descending order.

Step 10: Apply the Sorting

Click the "OK" button in the Sort dialog box to apply the multiple-level sorting to your dataset.

Part 5:A Full-Featured PDF Solution - WPS Office

If you're looking to sort pivot tables with ease, consider using WPS Office, a comprehensive PDF solution. While the methods mentioned earlier apply to both Microsoft Excel and WPS Office, we recommend WPS Office for several compelling reasons, including affordability, compatibility, convenience, and a modern, youthful style.

Reasons to Choose WPS Office:

1. Price: WPS Office offers an affordable solution without compromising on functionality, making it a cost-effective choice for all users.

2. Compatibility: WPS Office ensures seamless compatibility with Excel and other file formats, ensuring a smooth transition from one platform to another.

3. More Convenience: Enjoy user-friendly features and intuitive tools in WPS Office, simplifying the process of sorting pivot tables and enhancing your productivity.

4. Younger Style: WPS Office boasts a modern, youthful interface, appealing to users who prefer a fresh and visually engaging experience.

To unlock a hassle-free pivot table sorting experience, click the link below and download WPS Office today.

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FAQs:

Q1:Can I sort a pivot table by color?

Yes, you can sort a pivot table by color in Microsoft Excel. To do this, you need to use the "Sort by Color" feature. This feature allows you to sort the pivot table based on the color of cells, rows, or columns.

Q2:What should I do if my pivot table sorting is not working?

If your pivot table sorting is not working correctly, there could be various reasons behind it. Common issues include hidden rows or columns, data formatting problems, or issues with the source data range.

Q3:Is it possible to sort a pivot table based on a custom formula?

Yes, it is possible to sort a pivot table based on a custom formula in Microsoft Excel. This feature allows you to sort the pivot table using a formula you define. You can sort by calculated fields, values, or custom expressions.

Final Thoughts on Sorting in a Pivot Table

In conclusion, sorting pivot tables is a crucial aspect of data analysis, whether using Microsoft Excel or WPS Office. While both platforms offer similar sorting capabilities, WPS Office stands out as a full-featured PDF solution with numerous advantages.

WPS Office provides an affordable and highly compatible alternative to Excel, making it an excellent choice for users seeking a budget-friendly option without compromising on functionality. With its user-friendly interface and intuitive tools, WPS Office ensures a seamless and convenient pivot table sorting experience, enhancing productivity.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.