sorting spreadsheet data alphabetically

[Cherise]

Version: 2008
Operating System: Mac OS X 10.4 (Tiger)
Processor: Intel

When I used Excel on a PC (so may have been an older version) I was able to sort one column (surnames) alphabetically and a dialogue box would appear asking if I wanted to sort the surrounding cells so that the forename, addresses etc all lined up with the appropriate surname.
On Excel 2008 I can't seem to sort more than 3 columns. Is there a way around this so I can sort the surnames but have the other data stay connected to the surname?

 

[CyberTaz]

Ouch ‹ that must have been a *much* older version There's no need to do
anything special... Just select any one cell in the surname column then
click the "Sort A-Z" button on the Standard toolbar. You can also do a
multi-level sort based on as many as 3 fields by using Data> Sort.

This is one of the few topics covered reasonably well in Excel Help: Sort a
list of data.

HTH |:>)
Bob Jones
[MVP] Office:Mac

 

[Cherise]

I need to be able to sort more than 3 fields. Is this possible?
This is a client contact database so I need to be able to keep forename, surname, address, D.O.B, email address, phone numbers and other data aligned.
I have looked at the help menu on numerous occasions to no avail.

 

[CyberTaz]

I believe you're misinterpreting the information... It makes no difference
how many *columns* of data (fields) comprise a *record* (row), when you do
as I suggested the data will be sorted by row based on the one field you
choose to sort by. IOW, not just that one column will be sorted. As long as
the columns are next to one another & the list of records is in successive
rows the records will remain intact but rearranged in ascending/descending
order by surname, depending on whether you use the A-Z or Z-A.

There is no additional dialog when you do a single-column sort -- the
feature has been improved from what you recall. It recognizes the extent of
your data range & understands that you *don't* want to scramble the data.

The multi-level sort I mentioned can be used if you wanted to sort the
records based on up to 3 fields, such as:

By State, within State by City & within City by Surname... Even so, the
records would be sorted as complete records no matter how many additional
columns of data were involved. All fields of info on the row get moved to
the new row.

Stated a bit differently, if your list comprises 20 columns you can specify
up to 3 of them as the "sort keys". The list of records will be sorted
accordingly but all the data in any given row will remain together on
whatever different row the sort order dictates.

Have you tried what was suggested? Are you not having success with it? If
this doesn't answer the question you'll need to be more descriptive of what
the problem actually is. Indicate exactly what you're doing, what you
expect, and what actually happens contrary to your expectations.

HTH |:>)
Bob Jones
[MVP] Office:Mac

 

[Laroche J]

I need to be able to sort more than 3 fields. Is this possible?
This is a client contact database so I need to be able to keep forename,
surname, address, D.O.B, email address, phone numbers and other data aligned.
I have looked at the help menu on numerous occasions to no avail.

You probably have an empty (hidden??) column somewhere in your data. From
the originally selected cell(s), Excel only sorts columns within an area
surrounded by an empty column and an empty row.

So either you select all your columns before sorting, or you find and delete
that empty column.

JL
Mac OS X 10.4.11
Office v.X 10.1.9, Office 2008 trial