Automatically Sorting Data in Excel Tables

Overview

To set up a table in Excel that automatically sorts when data is entered, one effective method is to use Excel's built-in Table feature combined with the sorting functionality. This ensures that all newly added data is consistently organized based on specified criteria.

Steps to Create an Automatically Sorting Table

Step 1: Create a Table

1. Select your data range: Highlight the range of cells that contain your data including headers.
2. Insert Table:
   • Go to the Insert tab on the Ribbon.
   • Click on Table.
   • Ensure the "Create Table" dialog box has the correct range selected, and check the option for "My table has headers" if applicable.
3. Confirm: Click OK.

Step 2: Enable Filtering

• Once the table is created, Excel automatically adds filter dropdowns to each column header. You can utilize these filters for sorting.

Step 3: Setup Sorting

1. Click Filter Dropdown: Click the dropdown arrow in the header of the column you wish to sort.
2. Select Sort Option: Choose "Sort A to Z" for ascending or "Sort Z to A" for descending.

Step 4: Maintain Automatic Sorting

• As data is entered into the table, it will automatically include new rows in the sorting functionality. However, the sorting will not occur automatically; you will need to click on the sort filter whenever new data is added.

Using VBA for Automatic Sorting

If you require the table to sort automatically upon data entry, a VBA script can be utilized. Below is an example of such a script.

Example VBA Code

1. Press ALT + F11 to open the VBA editor.
2. In the left pane, double-click on ThisWorkbook.
3. Copy and paste the following code:

Private Sub Worksheet_Change(ByVal Target As Range)
    If Not Intersect(Target, Me.ListObjects("Table1").DataBodyRange) Is Nothing Then
        Me.ListObjects("Table1").Sort.SortFields.Clear
        Me.ListObjects("Table1").Sort.SortFields.Add Key:=Range("Table1[ColumnHeader]"), Order:=xlAscending
        With Me.ListObjects("Table1").Sort
            .Header = xlYes
            .MatchCase = False
            .Orientation = xlTopToBottom
            .SortMethod = xlPinYin
            .Apply
        End With
    End If
End Sub

Explanation of VBA Code

• Worksheet_Change Event: This subroutine triggers whenever there is a change in the worksheet.
• Intersect Check: It checks if the change occurred in the data body of the specified table.
• Sorting Logic: The sorting fields are cleared and then re-applied based on the specified column header in the table.

Note

• Replace "Table1" with your actual table name and "ColumnHeader" with the name of the column you wish to sort.

Conclusion

By creating an Excel Table and potentially employing VBA coding, you can facilitate automatic sorting of data. While the initial solution requires manual interaction with sorting options, VBA offers a more automated approach for sorting as data is entered. For further enhancement of your Excel skills, consider engaging with the Enterprise DNA Platform for specialized learning resources.