How do I sort in excel and keep the rows together in sets of three?

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27-10-2024

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Sorting data in Excel can often lead to confusion, especially when you want to maintain the relationship between rows within a specific group. If you want to sort your data but keep rows grouped in sets of three, you'll need to follow a particular method. This article will guide you through the process, ensuring your data remains intact and organized.

Understanding the Problem

Imagine you have a dataset in Excel that consists of multiple rows where every three rows form a distinct set. For example:

In this dataset, Alice, Bob, and Carol are part of one set, while David, Emily, and Frank belong to another set. Now, the question is, How do I sort this data while keeping these sets together in threes?

Original Code for Sorting

While there isn't a straightforward code or function in Excel to achieve this, the method involves a few simple steps rather than coding:

1. Add a Helper Column:

   • Create a new column next to your data to group the rows. For our example, you can fill in the helper column as follows:

   Helper	A	B
   1	Alice	85
   1	Bob	90
   1	Carol	78
   2	David	88
   2	Emily	82
   2	Frank	95

2. Fill the Helper Column:

   • Fill the helper column with numbers representing each set (1, 2, etc.).

3. Sort the Data:

   • Select your data range, including the helper column.
   • Go to the "Data" tab and click on "Sort".
   • Choose to sort by the Helper column and then by any other column (like Score).

4. Remove the Helper Column (Optional):

   • If desired, you can delete the helper column after sorting.

Practical Example

Let's apply this method to our dataset. Suppose you want to sort the scores in descending order while keeping the rows intact:

1. Create a Helper Column.

2. Fill in the Helper Column:

   • All rows (Alice, Bob, Carol) would have a helper value of 1.
   • The next three rows (David, Emily, Frank) would have a helper value of 2.

3. Use the Sort function in Excel:

   • First sort by the Helper Column in ascending order.
   • Next, sort by the Score column in descending order.

The final sorted dataset will look like this:

Additional Tips

• Use Conditional Formatting: To visually identify each group in your dataset, consider applying conditional formatting based on the Helper column.
• Keep Data Backup: Before sorting, always keep a backup of your original data to avoid any loss.
• Shortcuts: Utilize keyboard shortcuts (like Ctrl + Shift + L for filtering) to speed up your work process in Excel.

Conclusion

Sorting data in Excel while keeping related rows together can be a bit tricky, but with the use of a helper column, it becomes an easy task. By following the outlined steps, you can organize your data efficiently while maintaining its integrity.

Useful Resources

• Microsoft Excel Official Documentation
• Excel Easy: Sorting Data
• Excel Campus: Sorting Data

By mastering this technique, you can enhance your data management skills and make your Excel work much more efficient. Happy sorting!