Excel Sort Data (by Value, Color, Icon, Own List) & How to Unsort

Overview

This is a hands-on Excel tutorial showing all the main ways to sort worksheet data and how to restore the original row order (“unsort”). Covered topics include quick sorts, custom lists, multi-level sorts, sorting by cell color and icons (including conditional-format icons), selection pitfalls, and a reliable workaround (index/helper column) to return to the original order.

Key concepts, features and steps shown

Basic sorts

• Sort a column ascending/descending (A→Z / Z→A) via right-click > Sort or Home > Sort & Filter.
• Excel auto-detects a contiguous data range and headers when there are no blank rows/columns.
• Shortcuts for selection:
  • Ctrl+A — select the whole contiguous range.
  • Ctrl+Shift+Down — extend selection down a column.

Selection behavior / pitfalls

• If extra cells/text lie adjacent to the table, Excel may include them in the sort.
• To avoid unintended inclusions, explicitly select the exact range you want to sort before applying the sort.

Custom Sort dialog

• Open via Home > Sort & Filter > Custom Sort or right-click > Sort > Custom Sort.
• Option to mark “My data has headers”.
• Add multiple sort levels (for example: Division → Region → App) and rearrange levels with the up/down arrows.
• Delete levels as needed.

Custom lists (user-defined sort order)

• Create a custom sort order by typing a list (e.g., Productivity, Utility, Game) in Custom Sort and clicking Add.
• Excel will follow that specified order instead of the normal A→Z ordering.

Sort by cell color

• In Custom Sort set “Sort On” = Cell Color and choose which color(s) should appear first.
• You can stack multiple color-levels to control color priority.

Sort by cell icon (including conditional-format icons)

• After applying an icon set conditional formatting, use Custom Sort with “Sort On” = Cell Icon.
• Choose icon ordering (for example: green flag first, then red, then yellow).

Returning to original order (“unsort”)

Excel does NOT remember the original row order after a sort (unless you immediately press Ctrl+Z).

Reliable workaround — use a helper (index) column before sorting:

1. Add a new column to the left or right of your data.
2. Fill a sequential series 1…N (Home > Fill > Series or drag the fill handle).
3. Perform your sorts as needed.
4. To restore the original order, sort the sheet by the index column (smallest → largest).

Note: This is a proactive step you must take before altering order if you may need to restore the original arrangement later.

Shortcuts & menu reminders

• Ctrl+A — select entire contiguous data region.
• Ctrl+Shift+Down — extend selection to bottom of column.
• Right-click > Sort — quick access to basic sorts and Custom Sort.
• Home tab > Sort & Filter — open Custom Sort and other options.

Guides / tutorials contained in the video

1. Quick sort by numeric or alphabetic values (ascending/descending).
2. How Excel detects contiguous data and headers.
3. How to exclude adjacent extra cells from a sort by selecting the specific range.
4. Creating and using a custom list for non-alphabetical sort order.
5. Building multi-level sorts (e.g., Division → Region → App).
6. Sorting by cell color and stacking color priorities.
7. Applying conditional formatting icon sets and sorting by icons.
8. How to “unsort” using a helper/index column (restoring original row order).

Main speaker / source

• The video’s narrator / Excel instructor (unnamed in subtitles) — source: YouTube video “Excel Sort Data (by Value, Color, Icon, Own List) & How to Unsort.”