Function Problems

How to Sort Excel Data by Setup Date or Opening Date When Blank

Ayan Masood Oct 1, 2026 868 views

Question details

The user needs to sort records primarily by Setup Date, but automatically fall back to Opening Date whenever the Setup Date is missing or blank.

How to Sort Excel Data by Setup Date or Opening Date When Blank

Product: Excel / WPS Spreadsheet
Device & OS: not provided
Scenario: Managing schedules (like store setups) where some primary date fields have blank cells, requiring dynamic sorting logic based on a secondary date.
Observed behavior: The dataset is sorted seamlessly by Setup Date or Opening Date without requiring manual entry of placeholder dates.

Before you start

Ensure both your Setup Date and Opening Date columns are properly formatted as Date values (not Text) so the sorting functions can process them chronologically.

Solution 1Recommended

Use a Helper Column with the IF Function

Create a temporary column to evaluate the dates and use standard sorting tools. This method is ideal for maximum compatibility across all spreadsheet versions.

By utilizing the IF function, you can instruct the spreadsheet to check if the Setup Date is empty. If it is, the formula pulls the Opening Date; if not, it keeps the Setup Date. You can then sort the entire table based on this new column.

Insert a Helper Column

Add a new column next to your data (e.g., column D) and name it 'Sort Date'.

Enter the IF Formula

In the first data row of the new column, enter the formula =IF(B2="",C2,B2) assuming column B is Setup Date and column C is Opening Date.

Apply Formula to All Rows

Drag the fill handle (the small square at the bottom-right of the cell) down to apply this formula to the rest of your dataset.

Sort the Dataset

Select your entire data range, navigate to the 'Data' tab on the ribbon, and click 'Sort'. Choose 'Sort Date' as your sorting key, set the order to 'Oldest to Newest', and click 'OK'.

Use a Helper Column with the IF Function

Hide the Helper Column: Once sorted, you can right-click the helper column letter at the top and select 'Hide' to keep your final report clean and presentation-ready.

Solution 2

Use the SORTBY Function for Dynamic Sorting

Use dynamic array functions to instantly generate a newly sorted table automatically, without altering the original dataset.

Manage Data Easily with WPS Spreadsheet

Sort and Analyze Complex Data for Free in WPS Office

WPS Spreadsheet fully supports advanced logical formulas like IF and dynamic array functions like SORTBY, making it incredibly easy to manage complex sorting tasks efficiently.

1. Open Your Workbook: Launch WPS Spreadsheet and open the file containing your date records.
2. Apply Logic Functions: Use the IF or SORTBY formulas to instantly handle missing or blank date cells.
3. Sort and Format: Utilize the built-in Sort feature under the Data tab to organize your dataset with one click.

Fully compatible with Microsoft Excel formulas and functionsSupports dynamic arrays for automated data sortingFree, lightweight, and fast spreadsheet processingClean and familiar user interface for seamless workflow migration

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Frequently Asked Questions

Why does sorting blank date cells put them at the end of my Excel list?

By default, spreadsheets treat blank cells as empty strings and place them at the very bottom of a sorted list, regardless of whether you sort ascending or descending. Using a helper column with an IF function allows you to assign a fallback value so they sort chronologically.

Can I use conditional formatting to highlight the blank dates after sorting?

Yes. Select your Setup Date column, go to Home > Conditional Formatting > New Rule, and choose 'Format only cells that contain'. Set the criteria to 'Blanks' and choose a fill color to highlight missing dates.

What if both the Setup Date and Opening Date are blank?

If both cells are blank, the =IF(B2="",C2,B2) formula will output a blank (or a 0, which displays as Jan 1, 1900, if formatted as a date). To handle this gracefully, you can nest another IF statement to output a specific placeholder date or text like 'No Date'.

Does the SORTBY function work in older versions of spreadsheets?

The SORTBY function is a dynamic array function available in Microsoft 365, Excel 2021, and modern versions of WPS Office. If you are using an older version (like Excel 2016), you must use the helper column method with the IF function instead.

Excel & Data Problems