How To Put In Date Order On Excel

Excel is a powerful tool for data management, and one of its core functions is organizing data effectively. When dealing with dates, ensuring they are in the correct order is crucial for accurate analysis and reporting. Whether you're tracking project timelines, managing sales data, or organizing customer information, knowing how to put dates in order in Excel can save you time and prevent errors.

This comprehensive guide will walk you through the various methods to sort dates in Excel, from simple ascending and descending sorts to more advanced techniques using formulas and custom lists. We will cover common issues that arise when working with dates in Excel and provide troubleshooting tips to ensure your data is always accurately organized.

Understanding Date Formatting in Excel

Before diving into the sorting process, it's essential to understand how Excel handles dates. Excel stores dates as sequential serial numbers, where each number represents a day since January 0, 1900. For example, January 1, 1900, is represented by the number 1. This system allows Excel to perform calculations with dates, such as finding the difference between two dates or adding days to a date.

Date Formats

Excel offers a variety of date formats, including:

• Short Date: Displays dates in a concise format (e.g., 1/1/2024).
• Long Date: Displays dates with the full day of the week and month name (e.g., Monday, January 1, 2024).
• Medium Date: Displays dates in a format that includes the month abbreviation (e.g., 1-Jan-2024).
• Time Formats: Includes options to display the time of day along with the date.

To change the date format in Excel:

1. Select the cells containing the dates.
2. Right-click and choose Format Cells.
3. In the Format Cells dialog box, go to the Number tab.
4. Select Date in the Category list.
5. Choose your desired date format from the Type list.
6. Click OK.

Why Proper Formatting Matters

Proper formatting is crucial because Excel needs to recognize dates as dates, not as text. If Excel interprets a date as text, sorting may not work correctly, leading to unexpected results. For instance, if dates are entered as text (e.g., "January 1, 2024"), Excel might sort them alphabetically rather than chronologically.

Basic Sorting Techniques in Excel

Excel provides several straightforward methods to sort dates, which can be accessed via the ribbon or the right-click menu.

Sorting with the Ribbon

The ribbon is the main toolbar at the top of the Excel window, and it offers easy access to sorting functions.

1. Select the Data:
   • Click on any cell within the column containing the dates you want to sort.
2. Navigate to the Data Tab:
   • In the Excel ribbon, click on the Data tab.
3. Use the Sort Buttons:
   • In the Sort & Filter group, you'll find the Sort A to Z and Sort Z to A buttons.
     • Sort A to Z sorts dates in ascending order (from oldest to newest).
     • Sort Z to A sorts dates in descending order (from newest to oldest).
4. Apply the Sort:
   • Click the appropriate button to sort your dates. Excel will automatically adjust the adjacent columns to maintain the integrity of your data.
5. Handling the "Sort Warning" Dialogue Box:
   • Excel may display a Sort Warning dialogue box asking if you want to "Expand the selection" or "Continue with the current selection."
     • Expand the selection: This is the recommended option. It ensures that all related data in other columns is sorted along with the dates, keeping your rows intact.
     • Continue with the current selection: This will only sort the selected date column, which can misalign your data.
   • Choose Expand the selection and click Sort.

Sorting with the Right-Click Menu

The right-click menu provides a quick way to access common sorting functions.

1. Select the Data:
   • Select any cell within the column containing the dates you want to sort.
2. Open the Right-Click Menu:
   • Right-click on the selected cell.
3. Navigate to the Sort Options:
   • In the context menu, hover over the Sort option.
   • You'll see options to sort Smallest to Largest (ascending order) and Largest to Smallest (descending order).
4. Apply the Sort:
   • Choose the appropriate option to sort your dates.
5. Handling the "Sort Warning" Dialogue Box:
   • As with the ribbon method, Excel may display a Sort Warning dialogue box.
   • Choose Expand the selection and click Sort.

Advanced Sorting Techniques in Excel

For more complex sorting requirements, Excel offers advanced features that provide greater control and flexibility.

Custom Sort

The custom sort feature allows you to sort data based on multiple criteria and specify a custom order.

1. Select the Data Range:
   • Select the entire range of data you want to sort, including column headers.
2. Open the Sort Dialogue Box:
   • Go to the Data tab in the ribbon and click the Sort button in the Sort & Filter group.
3. Specify Sort Criteria:
   • In the Sort dialogue box, you can add multiple levels of sorting.
     • Column: Choose the column containing the dates you want to sort.
     • Sort On: Select Values to sort by the actual date values.
     • Order: Choose Oldest to Newest (ascending) or Newest to Oldest (descending).
   • To add additional sorting levels, click Add Level and specify the next sorting criteria.
4. Apply the Sort:
   • Click OK to apply the sort.

Sorting by Multiple Columns

Sorting by multiple columns is useful when you need to maintain a specific order within groups of dates.

1. Open the Sort Dialogue Box:
   • Select the entire data range, including headers.
   • Go to the Data tab and click Sort.
2. Add Sort Levels:
   • In the Sort dialogue box, specify the primary sorting column (e.g., a category column).
   • Click Add Level to add a secondary sorting column (the date column).
   • Set the Order for each column as needed.
3. Apply the Sort:
   • Click OK to sort the data.

For example, if you have a column for "Category" and a column for "Date," you can first sort by "Category" and then by "Date" within each category.

Sorting Dates with Text or Other Data

Sometimes, you may need to sort dates that are mixed with text or other non-date data. Excel can handle this, but you might need to take extra steps to ensure accuracy.

1. Ensure Date Recognition:
   • Verify that Excel recognizes your dates as dates, not as text.
   • If dates are not recognized, format the cells as dates using the Format Cells dialogue box.
2. Use Custom Sort:
   • Select your data range and open the Sort dialogue box.
   • Specify the column containing the mixed data and dates.
   • Set the Sort On option to Values.
   • Choose the desired Order (Oldest to Newest or Newest to Oldest).
3. Handling Errors:
   • If Excel still doesn't sort correctly, you may need to separate the dates from the text using formulas or helper columns.

Using Formulas to Sort Dates in Excel

While sorting tools are effective, formulas can provide more dynamic and automated ways to manage dates in Excel.

Using the SORT Function (Excel 365 and Later)

The SORT function is available in Excel 365 and later versions. It allows you to create a new, sorted array of your data without modifying the original data.

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

• array: The range of data you want to sort.
• sort_index: The column number to sort by (optional; defaults to 1).
• sort_order: 1 for ascending order (default) or -1 for descending order (optional).
• by_col: FALSE to sort by rows (default) or TRUE to sort by columns (optional).

Example:

To sort a range of dates in column A (A2:A10) in ascending order, you would use the following formula:

=SORT(A2:A10)

To sort the same range in descending order:

=SORT(A2:A10,,,-1)

To sort an entire table based on the date column (assuming the date column is the second column):

=SORT(A2:C10,2,1)

This formula will sort the range A2:C10 based on the values in the second column (column B, the date column) in ascending order.

Using the SORTBY Function (Excel 365 and Later)

The SORTBY function allows you to sort one range based on the order of another range. This is useful when you want to sort an entire table based on a date column.

=SORTBY(array, by_array1, [sort_order1], [by_array2, sort_order2], ...)

• array: The range of data you want to sort.
• by_array1: The range to sort by.
• sort_order1: 1 for ascending order (default) or -1 for descending order (optional).
• by_array2, sort_order2, ...: Additional ranges and sort orders for more complex sorting.

Example:

To sort a table in the range A2:C10 based on the dates in column B (B2:B10) in ascending order:

=SORTBY(A2:C10,B2:B10,1)

To sort the same table in descending order:

=SORTBY(A2:C10,B2:B10,-1)

Using Helper Columns with Formulas

If you're using an older version of Excel or need more control over the sorting process, you can use helper columns with formulas to extract and sort dates.

1. Insert a Helper Column:

   • Insert a new column next to the column containing your dates.

2. Extract Date Values:

   • Use formulas to extract the date values from the original column. If your dates are mixed with text, you can use formulas like DATEVALUE, LEFT, RIGHT, MID, and FIND to isolate the date portion.

   For example, if your dates are in the format "Text - 1/1/2024," you might use a formula like:

   =DATEVALUE(RIGHT(A2,LEN(A2)-FIND("-",A2)))
   

   This formula finds the position of the "-" character, extracts the date portion, and converts it to a date value using DATEVALUE.

3. Sort by Helper Column:

   • Select your data range, including the helper column.
   • Use the Sort dialogue box to sort by the helper column.
   • Once sorted, you can hide or delete the helper column if needed.

Common Issues and Troubleshooting

Sorting dates in Excel can sometimes be tricky due to various issues. Here are some common problems and their solutions:

Dates Not Recognized as Dates

Problem: Excel may not recognize your dates as dates, causing sorting to fail or produce incorrect results.

Solution:

• Check Formatting: Ensure that the cells containing dates are formatted as dates. Select the cells, right-click, choose Format Cells, and select the Date category.

• Re-enter Dates: If the dates were entered as text, re-enter them in a valid date format.

• Use DATEVALUE: If your dates are in text format, use the DATEVALUE function to convert them to date values.

  =DATEVALUE("1/1/2024")
  

• Text to Columns: Use the Text to Columns feature to split the text into separate columns and then format the date column as a date.

Inconsistent Date Formats

Problem: Inconsistent date formats (e.g., some dates in MM/DD/YYYY format and others in DD/MM/YYYY format) can cause sorting errors.

Solution:

• Standardize Date Formats: Ensure all dates are in the same format. Use the Format Cells dialogue box to apply a consistent date format.

• Use Formulas for Conversion: If you have a mix of formats, use formulas to convert all dates to a standard format. For example, if some dates are in DD/MM/YYYY and others in MM/DD/YYYY, you can use the following formula:

  =IF(DAY(A2)>12,DATE(YEAR(A2),DAY(A2),MONTH(A2)),A2)
  

  This formula checks if the day is greater than 12 (which would indicate DD/MM/YYYY format) and, if so, swaps the day and month.

• Use Power Query: For more complex transformations, use Power Query to clean and standardize your date formats.

Dates Stored as Text

Problem: Dates stored as text are sorted alphabetically rather than chronologically.

Solution:

• Check for Green Triangles: Look for green triangles in the upper-left corner of the cells. These indicate that the dates are stored as text.
• Convert to Numbers: Select the cells with the green triangles, click the error indicator, and choose Convert to Number.
• Use DATEVALUE: Use the DATEVALUE function to convert the text dates to date values.

Sorting Blanks and Errors

Problem: Blank cells and error values can interfere with sorting.

Solution:

• Handle Blanks: Before sorting, replace blank cells with a placeholder date (e.g., 1/1/1900) or filter them out.

• Handle Errors: Correct any error values (e.g., #VALUE!, #DIV/0!) before sorting. You can use the IFERROR function to replace errors with a placeholder value.

  =IFERROR(A2,DATE(1900,1,1))
  

  This formula replaces any error values in cell A2 with January 1, 1900.

• Filter Out Errors: Use Excel's filter to hide rows with errors before sorting

Dealing with Time Zones

Problem: When dealing with dates and times from different time zones, sorting may produce unexpected results.

Solution:

• Convert to a Common Time Zone: Convert all dates and times to a common time zone before sorting. You can use formulas or Power Query to perform the conversion.
• Use UTC: Consider storing dates and times in UTC (Coordinated Universal Time) to avoid time zone issues.

Using Excel Tables

Using Excel tables can streamline the sorting process and provide additional benefits.

1. Create a Table:
   • Select your data range, including headers.
   • Go to the Insert tab and click Table.
   • Ensure the "My table has headers" box is checked and click OK.
2. Sort Dates in the Table:
   • Click the dropdown arrow in the date column header.
   • Choose Sort Oldest to Newest or Sort Newest to Oldest.
3. Benefits of Using Tables:
   • Automatic Expansion: Tables automatically expand when you add new data.
   • Structured References: Tables use structured references, making formulas more readable and maintainable.
   • Total Row: Tables can display summary statistics, such as the earliest or latest date.

Best Practices for Managing Dates in Excel

To ensure accurate and efficient date management in Excel, follow these best practices:

• Use Consistent Date Formats: Always use a consistent date format throughout your spreadsheet.
• Verify Date Recognition: Ensure that Excel recognizes your dates as dates, not as text.
• Clean Data Regularly: Regularly clean and validate your data to identify and correct any errors.
• Use Helper Columns Wisely: Use helper columns to extract and sort dates when necessary.
• Leverage Excel Tables: Use Excel tables to streamline data management and sorting.
• Document Your Processes: Document your data management and sorting processes to ensure consistency and reproducibility.
• Back Up Your Data: Regularly back up your data to prevent data loss.

Conclusion

Sorting dates in Excel is a fundamental skill for anyone working with data. By understanding how Excel handles dates, mastering basic and advanced sorting techniques, and troubleshooting common issues, you can ensure your data is always accurately organized. Whether you're using the ribbon, right-click menu, custom sort, formulas, or Excel tables, the methods outlined in this guide will help you manage your dates effectively. By following best practices and staying vigilant about data quality, you can unlock the full potential of Excel for date management and analysis.