How To Sort By Color In Excel

To sort by color in Excel, use the “Sort” function and select the “Sort by Color” option.

Excel is a powerful spreadsheet software that allows you to manipulate and analyze data in various ways. One useful feature that many users may not be familiar with is the ability to sort data by color. Whether you have color-coded cells to represent different categories or simply want to organize your data visually, sorting by color can be a great way to quickly find and analyze specific information. In this blog post, we will guide you through the step-by-step process of sorting data by color in Excel. So, let’s dive in and unlock this powerful functionality that Excel has to offer!

How To Sort By Color In Excel: Step-by-Step


Step 1: Open Excel Document

To sort your data by color in Microsoft Excel, locate and open the specific Excel document where you have applied color formatting.

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Step 2: Select Data

To sort your data, select the range of cells you want to organize by clicking and dragging your mouse over them.

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Step 3: Go to Sort & Filter

Look for the “Sort & Filter” button on the right side of the toolbar at the top of Excel (usually found in the “Editing” or “Home” tab depending on Excel version). This feature allows you to organize and refine the data in your spreadsheet with ease.

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Step 4: Click on Custom Sort

In the “Sort & Filter” dropdown menu, select “Custom Sort” to access a new window. Here, you can define the specific criteria and preferences for your sorting requirements.

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Step 5: Sorting Criteria Selection

In the ‘Sort By’ dropdown, select the specific column within the table or spreadsheet where the colored cells are located. This will enable you to sort the data based on the colors assigned to those cells.

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Step 6: Sort On Selection

In the ‘Sort On’ drop-down menu, select “Cell Color” to organize data based on the background color of cells. This allows you to quickly identify and group similar cell colors for efficient analysis and decision-making.

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Step 7: Order Selection

In the ‘Order’ dropdown, you can specify the arrangement of colored cells by selecting the preferred order. Determine the sequence of colors by specifying their position, allowing customization and organization of your visual data.

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Step 8: Adding Levels

To sort multiple colors, simply click on “Add Level” to include additional color sorting criteria. Follow Steps 5, 6, and 7 for each color you want to organize. This allows for easy customization and thorough color sorting.

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Step 9: Apply Sort

Once you have configured all the sorting parameters, simply click “OK” to implement the sort on your chosen data. This will result in your cells being organized based on their respective colors.


Sorting by color in Excel is a powerful feature that allows you to quickly organize and analyze your data based on visual cues. It provides a more intuitive and efficient way to identify patterns or highlight specific data points for better insights. By following the step-by-step instructions provided in this blog post, you can easily apply the sorting by color functionality to your own spreadsheets.

Whether you need to group similar items, prioritize tasks based on color-coded categories, or simply highlight important data points, sorting by color in Excel can save you time and effort. This feature enables you to unlock the full potential of your data by leveraging the power of visual organization.

Remember to experiment with different color schemes and sorting options to achieve the desired results. With a little practice, you can become proficient in sorting by color and enhance your data analysis workflow.

In conclusion, mastering the art of sorting by color in Excel will undoubtedly boost your productivity and make data management a breeze. So start exploring this useful feature today and take your spreadsheet skills to a whole new level!

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