How to sort alphabetically in excel and keep rows together

Answer

Sorting alphabetically in Excel while keeping rows together means Excel arranges values in one column in A–Z or Z–A order while preserving every row’s full data so no information separates during sorting.

How to sort alphabetically in Excel and keep rows together

To sort alphabetically in Excel and keep rows together, follow the steps below.

Windows and Mac instructions

The steps are identical on Windows and Mac. The interface layout is the same on both platforms.

Step-by-step instructions

1. Select the entire dataset, not just the column you want to sort.
   A dataset is every column that belongs to the same table or record structure.

2. Go to the Data tab on the Ribbon.

3. Click Sort.

4. Choose the column you want to sort by in the Column dropdown.

5. Select A to Z for alphabetical ascending order or Z to A for descending order.

6. Confirm the Sort by Values option.

7. Click OK.

Excel reorders the rows based on the selected column while keeping every row intact because the selection includes the full dataset.

Why selecting the entire dataset matters

Selecting only one column causes Excel to sort that column independently. The rows lose alignment because the rest of the data does not move with the sorted column. Selecting all related columns forces Excel to treat each row as a complete record.

How to sort a table automatically while keeping rows together

A structured Excel Table preserves row grouping during sorting without extra steps.

Steps

1. Select the dataset.

2. Press Ctrl + T.

3. Confirm My table has headers.

4. Click the filter arrow on the column you want to sort.

5. Choose Sort A to Z or Sort Z to A.

Tables maintain row integrity because they bind all columns into linked records.

How to sort by multiple alphabetical levels

Multiple-level sorting keeps rows together while applying priorities across columns.

Steps

1. Select the full dataset.

2. Go to Data → Sort.

3. Add the first level by choosing the primary sort column.

4. Click Add Level.

5. Choose the secondary column.

6. Choose A to Z or Z to A for each level.

7. Click OK.

Excel sorts by the first column, then breaks ties using the second column.

How to avoid common sorting errors

1. Blank rows

Blank rows break the dataset. Excel sorts only up to the first blank row.

2. Hidden rows

Hidden rows sort correctly, but their position changes. Unhide rows before sorting when doing data audits.

3. Merged cells

Merged cells block sorting operations. Excel displays an error when merged entries exist.

4. Unselected columns

Sorting a single column misaligns data. Always highlight the full dataset.

How to sort alphabetically with headings locked

Headings must stay at the top during sorting.

Steps

1. Select the full dataset, including headers.

2. Go to Data → Sort.

3. Confirm My data has headers.

4. Sort the relevant column.

Excel freezes the header row during sorting when the header box is enabled.

How to sort alphabetically using right-click

1. Right-click any cell in the column you want to sort.

2. Choose Sort.

3. Choose Sort A to Z or Sort Z to A.

4. Excel asks whether to expand the selection.

5. Click Expand the selection → Sort.

Expanding the selection keeps the rows together.

How to sort alphabetically when data includes numbers

Excel sorts numbers after letters in ascending alphabetical order. Rows remain intact when the full dataset is selected.

Best practices for preserving row alignment

1. Convert datasets into Tables for stability.

2. Remove merged cells.

3. Remove blank rows.

4. Select all relevant columns before sorting.

5. Use Data → Sort for multi-level or controlled sorting.

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