How to Add a Sort Button in Excel – Adding a Custom Sort Button for Effortless Data Sorting

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Have you ever wished for a magic wand to instantly organize your data in Excel? Well, while we can’t provide you with a wizard’s wand, we can introduce you to a powerful tool: the custom sort button. In this article, we’ll explore how to add a sort button in Excel, saving you time and effort in data management.

Excel’s Sorting Magic: Excel is renowned for its data manipulation capabilities, and one of its key features is sorting. Sorting helps you arrange your data in ascending or descending order, making it easier to analyze and comprehend. But what if you could make the sorting process even more convenient with a single click?

The Basics of Sorting in Excel

Before we dive into adding a sort button, let’s go over the fundamental principles of sorting in Excel. The process involves ordering data in ascending or descending order based on the values in a specific column. Here’s how you can manually sort data in Excel:

  1. Select the Range: Click on the column header that contains the data you want to sort. This will highlight the entire column.
  2. Sorting Options: You can use the “Sort A to Z” (ascending) or “Sort Z to A” (descending) buttons in the Data tab on the Excel Ribbon.
  3. Custom Sort: For more advanced sorting, use the “Sort” dialog box. In this window, you can specify multiple levels of sorting and choose from various sorting criteria.
  4. Sorting a Range: To sort a specific range within your data, highlight the range and then apply the sorting options.

While manual sorting is effective, it can become repetitive and time-consuming when you need to perform it regularly. This is where adding a sort button can be a game-changer.

Creating Your Custom Sort Button:

  1. Prepare Your Data: First, make sure your data is organized and ready for sorting. This means you should have headers in the first row and consistent data types in each column.
  2. Insert a Shape: To create your custom sort button, go to the “Insert” tab and select “Shapes.” Choose a shape that appeals to you. This will serve as your button.
  3. Design Your Button: Once you’ve inserted the shape, you can customize it by right-clicking and selecting “Edit Text” to add a label like “Sort” or “Click to Sort.”
  4. Assign a Macro: Now, the magic happens. Right-click the shape again and select “Assign Macro.” You will need to create a new macro or use an existing one to sort your data.
  5. Sort Data with a Macro: In the Visual Basic for Applications (VBA) editor, write a simple VBA script to sort your data as you desire. For instance, to sort column A in ascending order, you can use the following code:

Sub CustomSortButton()


    ActiveSheet.Sort.SortFields.Add Key:=Range(“A2:A” & Cells(Rows.Count, 1).End(xlUp).Row), Order:=xlAscending

    With ActiveSheet.Sort

        .SetRange Range(“A1:A” & Cells(Rows.Count, 1).End(xlUp).Row)

        .Header = xlYes


    End With

End Sub

  1. Connect the Macro to the Button: Go back to your button’s properties and assign the macro you’ve just created. This links the button to the sorting action.
  2. Test Your Sort Button: Your custom sort button is now ready. Click it, and watch your data magically rearrange according to your criteria.

How to Add a Sort Button in Excel

To streamline the sorting process and make it more user-friendly, you can add a custom sort button to your Excel worksheet. Follow these steps to create one:

  1. Enable the Developer Tab:
    • If you don’t see the Developer tab in your Excel Ribbon, you’ll need to enable it first. To do this, go to File > Options > Customize Ribbon and check the “Developer” option.
  2. Insert a Button:
    • In the Developer tab, click on the “Insert” button and choose “Button (Form Control).” Your cursor will turn into a crosshair.
  3. Draw the Button:
    • Click and drag to draw a button in your worksheet where you want the sort button to appear. A “Assign Macro” dialog box will open.
  4. Assign a Macro:
    • Click “New” to create a new macro, and a Visual Basic for Applications (VBA) editor window will open. In the editor, enter the VBA code for sorting, such as:

Sub SortData() ‘ Specify your sorting code here End Sub

  1. Customize the Macro:
    • Within the VBA code, specify the range you want to sort, the sorting order (ascending or descending), and the sorting criteria.
  2. Return to Excel:
    • Close the VBA editor, and your button will be assigned the sorting macro.

Now you have a custom sort button in your Excel worksheet that can be used to sort your data with a single click. This button makes the sorting process quicker and more accessible, especially for users who may not be familiar with Excel’s built-in sorting features.

Benefits of a Custom Sort Button:

  • Time-Saving: With your custom sort button, you can sort your data in an instant, eliminating the need to navigate Excel’s sorting menu.
  • Efficiency: Streamline your data management processes, especially when dealing with large datasets.
  • Consistency: Ensure that your data is sorted in the same way every time, reducing the risk of errors.

Final Thoughts

In conclusion, by creating a custom sort button in Excel, you can elevate your data manipulation skills to the next level. With a little bit of VBA knowledge and a creative touch, you can simplify your sorting process and save time for more critical tasks.

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