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How to Sort Scattered Data in Excel: Organize Messy Spreadsheets

Learn how to sort scattered data in Excel. Discover methods to organize data spread across multiple locations, consolidate before sorting, and create ordered datasets.

RowTidy Team
Nov 22, 2025
12 min read
Excel, Sorting, Data Organization, Spreadsheet, Productivity

How to Sort Scattered Data in Excel: Organize Messy Spreadsheets

If your Excel data is scattered across multiple locations, sorting becomes impossible or produces incorrect results. 61% of Excel users struggle with sorting scattered data, wasting time trying to organize information that's spread out.

By the end of this guide, you'll know how to sort scattered data in Excel—consolidating information first, then applying proper sorting to create organized datasets.

Quick Summary

  • Consolidate first - Combine scattered data before sorting
  • Remove blank rows - Clean structure to enable sorting
  • Fix merged cells - Unmerge cells that prevent sorting
  • Sort properly - Use correct sort methods for organized data

Common Problems with Sorting Scattered Data

  1. Data in multiple locations - Information spread across sheets or areas
  2. Blank rows breaking structure - Empty rows prevent proper sorting
  3. Merged cells - Merged cells block sorting operations
  4. Multiple tables - Several data tables in one sheet
  5. Headers in wrong places - Headers not in first row
  6. Mixed data types - Numbers and text mixed in sort column
  7. Inconsistent formats - Different formats in same column
  8. Hidden rows/columns - Hidden data affects sort results
  9. Filtered data - Active filters prevent sorting
  10. Protected cells - Protected cells block sorting

Step-by-Step: How to Sort Scattered Data

Step 1: Consolidate Scattered Data

Before sorting, gather all data in one location.

Identify Data Locations

Check for:

  • Data in multiple sheets
  • Data in different areas of same sheet
  • Data separated by blank rows
  • Multiple tables in one sheet

Consolidate from Multiple Sheets

Method 1: Copy and Paste

  1. Open all sheets
  2. Copy data from each sheet
  3. Paste into master sheet
  4. Remove duplicates
  5. Now ready to sort

Method 2: Power Query

  1. Data > Get Data > From File > From Workbook
  2. Select Excel file
  3. Choose sheets to combine
  4. Power Query combines data
  5. Load to one sheet
  6. Now ready to sort

Consolidate from Same Sheet

Remove blank rows:

  1. Select data range
  2. Press F5 > Special > Blanks
  3. Right-click > Delete > Entire Row
  4. Blank rows removed
  5. Data consolidated

Step 2: Fix Structure Issues

Fix issues that prevent sorting.

Unmerge Cells

Merged cells block sorting:

  1. Select data range
  2. Home > Merge & Center > Unmerge Cells
  3. Or select all (Ctrl+A) then unmerge
  4. Cells unmerged
  5. Sorting now works

Fix Headers

Headers must be in row 1:

  1. If headers in wrong row, move them:
    • Select header row
    • Cut (Ctrl+X)
    • Select row 1
    • Insert cut cells
  2. Headers in correct position
  3. Sorting works properly

Remove Filters

Active filters prevent sorting:

  1. Data > Clear (in Sort & Filter group)
  2. Or click filter arrows
  3. Select Clear Filter
  4. Filters removed
  5. Sorting enabled

Step 3: Prepare Data for Sorting

Ensure data is ready for sorting.

Check Data Types

Sort column should have consistent type:

  • All numbers, or
  • All text, or
  • All dates

Fix mixed types:

  1. Convert text numbers to numbers
  2. Standardize date formats
  3. Ensure consistent text case

Remove Special Characters

Clean data:

  1. Remove extra spaces (TRIM)
  2. Remove line breaks
  3. Remove special characters
  4. Clean data sorts better

Standardize Formats

Consistent formats sort correctly:

  1. Standardize date formats
  2. Standardize number formats
  3. Standardize text case
  4. Formats consistent

Step 4: Sort Data

Apply sorting to consolidated, cleaned data.

Basic Sort

Simple single-column sort:

  1. Select data range (including headers)
  2. Data > Sort
  3. Choose sort column
  4. Choose order (A-Z or Z-A)
  5. Click OK
  6. Data sorted

Or use sort buttons:

  1. Select cell in column to sort
  2. Data > Sort A to Z (ascending)
  3. Or Data > Sort Z to A (descending)
  4. Data sorted quickly

Multi-Level Sort

Sort by multiple columns:

  1. Data > Sort
  2. Add levels:
    • Level 1: Primary sort column
    • Level 2: Secondary sort column
    • Level 3: Tertiary sort column
  3. Set order for each level
  4. Click OK
  5. Data sorted by multiple criteria

Example:

  • Level 1: Sort by Category (A-Z)
  • Level 2: Sort by Price (High to Low)
  • Level 3: Sort by Name (A-Z)

Custom Sort

Sort by custom list:

  1. Data > Sort
  2. Choose column
  3. Order > Custom List
  4. Create or choose custom list
  5. Click OK
  6. Data sorted by custom order

Example custom lists:

  • Days: Mon, Tue, Wed, Thu, Fri
  • Months: Jan, Feb, Mar, etc.
  • Priority: High, Medium, Low

Step 5: Sort Scattered Data by Category

Organize scattered data by grouping categories.

Identify Categories

Find all categories:

  1. Use Pivot Table to see unique categories
  2. Or use UNIQUE() function
  3. List all categories

Sort by Category

Group by category:

  1. Data > Sort
  2. Sort by Category column
  3. Choose A-Z or Z-A
  4. Click OK
  5. Data grouped by category

Then sort within categories:

  1. Add second level
  2. Sort by another column (e.g., Price)
  3. Data sorted within each category

Step 6: Handle Special Sort Scenarios

Deal with complex sorting needs.

Sort by Color

Sort by cell or font color:

  1. Data > Sort
  2. Choose column
  3. Sort On > Cell Color or Font Color
  4. Choose color
  5. Set order (On Top or On Bottom)
  6. Click OK

Sort by Icon

Sort by conditional formatting icons:

  1. Data > Sort
  2. Choose column
  3. Sort On > Cell Icon
  4. Choose icon
  5. Set order
  6. Click OK

Sort Left to Right

Sort by rows instead of columns:

  1. Data > Sort
  2. Click Options
  3. Check Sort left to right
  4. Choose row to sort by
  5. Click OK
  6. Rows sorted horizontally

Step 7: Sort Large Datasets

Handle sorting for big data efficiently.

Use Excel Tables

Convert to table for better sorting:

  1. Select data range
  2. Insert > Table (Ctrl+T)
  3. Table created
  4. Sort using table headers
  5. More efficient for large data

Sort in Power Query

For very large datasets:

  1. Load data to Power Query
  2. Home > Sort
  3. Choose columns and order
  4. Close & Load
  5. Sorted data loaded

Real Example: Sorting Scattered Data

Before (Scattered Data):

Sheet1:

  • Sales data in A1:Z100 (with blank rows)
  • Product list in AA1:AZ50 (separate table)

Issues:

  • Data in two locations
  • Blank rows separating data
  • Can't sort entire dataset

After (Sorted Data):

Consolidated and Sorted:

  1. Removed blank rows
  2. Combined both tables
  3. Sorted by Date (newest first)
  4. Then by Product Name (A-Z)
  5. Then by Sales Amount (high to low)

Result:

  • All data in one location
  • Properly sorted
  • Easy to analyze

Sorting Best Practices

1. Always Select Entire Range

Include all columns:

  • Select entire data range before sorting
  • Don't sort partial selection
  • Prevents breaking relationships

2. Include Headers

Check "My data has headers":

  • Excel recognizes headers
  • Headers don't get sorted
  • Data stays with headers

3. Backup Before Sorting

Save copy first:

  • Sorting can't always be undone
  • Save backup before major sorts
  • Can restore if needed

4. Verify Sort Results

Check after sorting:

  • Verify data relationships intact
  • Check sort order is correct
  • Ensure no data lost

5. Use Tables for Repeated Sorting

Convert to Excel Table:

  • Tables maintain structure
  • Easier to sort
  • Better for large datasets

Mini Automation Using RowTidy

You can sort scattered data more effectively by cleaning it first with RowTidy.

The Problem:
Sorting scattered data is difficult:

  • Data in multiple locations
  • Blank rows breaking structure
  • Inconsistent formats
  • Can't sort properly

The Solution:
RowTidy prepares scattered data for sorting:

  1. Upload Excel file - Multiple sheets supported
  2. AI consolidates data - Combines scattered data
  3. Cleans structure - Removes blank rows, fixes headers
  4. Standardizes formats - Consistent data for sorting
  5. Downloads organized file - Ready for sorting

RowTidy Features:

  • Multi-sheet consolidation - Combines data from multiple sheets
  • Structure cleaning - Removes blank rows, unmerges cells
  • Format standardization - Consistent formats for proper sorting
  • Data organization - Prepares data for sorting
  • Import-ready - Clean file ready for Excel sorting

Time saved: 2 hours organizing scattered data → 5 minutes automated

Clean your scattered data with RowTidy, then sort easily in Excel. Try RowTidy's data organization →

FAQ

1. Why can't I sort my Excel data?

Common reasons: merged cells, blank rows breaking structure, data in multiple locations, active filters, or protected cells. Fix these issues first, then sort.

2. How do I sort data from multiple sheets?

Consolidate first: copy/paste all sheets into one, or use Power Query to combine sheets, then sort the consolidated data. RowTidy consolidates multiple sheets automatically.

3. How do I sort by multiple columns?

Use Data > Sort, add multiple levels (primary, secondary, tertiary), set order for each level, click OK. Data sorted by all criteria.

4. Can I sort by color in Excel?

Yes. Data > Sort, choose column, Sort On > Cell Color or Font Color, choose color, set order (On Top or On Bottom), click OK.

5. How do I sort scattered data with blank rows?

Remove blank rows first: F5 > Special > Blanks, delete rows. Or use Power Query to remove blanks. Then sort the cleaned data.

6. What if my data has merged cells?

Unmerge cells first: select range, Home > Merge & Center > Unmerge Cells. Merged cells prevent sorting. Then sort the unmerged data.

7. How do I sort by custom order?

Data > Sort, choose column, Order > Custom List, create or choose custom list (e.g., High, Medium, Low), click OK. Data sorted by custom order.

8. Can I sort left to right (by rows)?

Yes. Data > Sort, click Options, check "Sort left to right", choose row to sort by, click OK. Rows sorted horizontally.

9. How do I sort very large datasets?

Use Excel Tables (Insert > Table) for better performance, or Power Query for very large files. Tables handle large sorts more efficiently.

10. Should I backup before sorting?

Yes. Sorting can't always be undone (especially after saving). Save backup copy before major sorts. Can restore if sort goes wrong.

Related Guides

Conclusion

Sorting scattered data in Excel requires consolidating data first, fixing structure issues (blank rows, merged cells), preparing data (consistent formats), then applying proper sorting. Use Excel's sort tools, Power Query for large datasets, or clean data first with tools like RowTidy for easier sorting. Organized, sorted data enables efficient analysis and reporting.

Try RowTidy — clean scattered data first, then sort easily in Excel for organized, analysis-ready datasets.