How to sort in Excel by last name: An easy guide

Sorting data efficiently in Excel is an essential skill for managing large datasets, especially in a business setting when dealing with names. One common task is organizing names by last name, which can be tricky if the full names are listed in a single column.

In this guide, we’ll show you how to sort in Excel by last name using different methods, including how to handle full names in one column and how to separate them into first and last names for easier sorting.

Why sorting by last name is important

Sorting data by last name is a common task in many industries, including HR, customer management, education, and more. Whether you’re organizing a list of employees, students, or clients, sorting by last name can make it easier to navigate and reference your data. Excel provides tools that make this task simple, even if the full name is in a single column.

Preparing your data for sorting

Before you begin sorting, it’s important to ensure that your data is organized and formatted correctly. If you have a column with both first and last names together, you may need to separate them to sort by last name efficiently.

1. Check for consistency

Ensure that the names are consistent in format. For example, all names should be in the format First Name Last Name (e.g., John Smith), without extra spaces or special characters.

2. Backup your data

Before making any changes, it’s always a good idea to create a backup of your file. This ensures that if anything goes wrong during the sorting process, you can restore your original data.

Method 1: Sorting by last name in a single column

If both the first and last names are in the same column, sorting by last name requires a few extra steps. You will need to extract the last name from the full name to sort properly.

Step 1: Insert a helper column

A helper column allows you to extract the last name without disrupting the original data.

1. Insert a new column: Next to the column containing the full names, insert a new blank column. This will serve as your helper column where you extract the last names.
2. Enter the formula: In the first cell of the new column, enter the following formula to extract the last name:excelCopy code=RIGHT(A2,LEN(A2)-FIND(" ",A2)) This formula works by finding the space between the first and last names, and then extracting everything after the space (which is the last name).

Step 2: Apply the formula to the entire column

After entering the formula in the first cell, drag the fill handle (a small square at the bottom-right corner of the cell) down to apply the formula to the entire column. This will extract the last name for each row in the dataset.

Step 3: Sort by the helper column

Now that you have a column containing only the last names, you can sort the data by that column.

1. Select the data: Highlight the entire dataset, including the original names and the helper column.
2. Sort the data: Go to the Data tab in the Excel ribbon and click Sort. In the Sort By dropdown, select the helper column that contains the extracted last names. Make sure to choose A to Z for ascending order or Z to A for descending order.
3. Remove the helper column: After sorting, you can delete the helper column if you no longer need it.

Method 2: Sorting by last name when names are in separate columns

If your dataset already has first names and last names in separate columns, sorting by last name is much simpler. Excel’s built-in features make it easy to arrange your data without the need for complex sorting algorithms that are commonly used in more advanced data management systems.

Step 1: Select the data

Highlight the columns that contain the first names, last names, and any other relevant data you want to sort. Make sure to include all columns that should move together during the sorting process.

Step 2: Sort by last name

1. Open the Sort dialog box: Go to the Data tab in the Excel ribbon and click Sort.
2. Select the last name column: In the Sort By dropdown, select the column containing the last names. In most cases, this will be labeled something like “Last Name.”
3. Choose the order: In the Order dropdown, select A to Z to sort alphabetically by last name in ascending order, or Z to A to sort in descending order.
4. Click OK: Once you’ve configured the sort options, click OK to apply the sort. Excel will automatically rearrange the rows based on the last name column.

Method 3: Sorting with Text To Columns feature

If your names are in a single column but you want to separate them into first and last names before sorting, Excel’s Text to Columns feature can help.

Step 1: Select the column with full names

Click on the column header that contains the full names (e.g., Column A).

Step 2: Open text to columns

1. Go to the Data tab in the Excel ribbon and click Text to Columns.
2. In the Convert Text to Columns Wizard, select Delimited and click Next.

Step 3: Choose the delimiter

1. In the next step, choose Space as the delimiter. This tells Excel to split the data wherever there is a space between the first and last name.
2. Click Finish to apply the split. Excel will now place the first names in one column and the last names in another.

Step 4: Sort by last name

Now that the names are separated, follow the steps in Method 2 to sort by the last name column.

Best practices for sorting data in Excel

When sorting data in Excel, it’s important to keep a few best practices in mind to avoid errors and ensure your data remains accurate.

1. Include all related data

Always select the entire dataset, including any related columns, before sorting. This ensures that all data stays aligned with the correct rows.

2. Use Freeze Panes for large datasets

If you’re working with a large dataset, use Excel’s Freeze Panes feature to keep the header row visible while you sort. This helps you stay organized and ensures that you don’t accidentally include the header in your sort.

3. Create a backup

Before sorting or making any major changes to your data, create a backup of your Excel file. This way, if anything goes wrong, you can easily restore the original data.

Final thoughts: How to sort in Excel by last name

Sorting names in Excel by last name is a common task that can be done efficiently using a variety of methods. Whether you are working with full names in one column or have separate columns for first and last names, Excel provides the tools you need to quickly organize your data.

By following the steps outlined in this guide on how to sort in Excel by last name, you’ll be able to manage your data more effectively and save time when handling large datasets. Also, here are some similar articles that you might find useful:

• How long does it take to learn Excel?
• How to remove empty rows in Excel: A step-by-step guide