How to use the SORT function

The SORT function lets you sort values from a cell range or array. It returns an array with a size that matches the number of values in the array argument.

The SORT function is in the Lookup and reference category and is only available to Excel 365 subscribers.

1. SORT Function Syntax

SORT(array, [sort_index], [sort_order], [by_col])

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2. SORT Function Arguments

Argument	Text
array	Required. Cell range or array.
[sort_index]	Optional. A number representing the row / column to sort by.
[sort_order]	Optional. 1 - Ascending order (A to Z or small to large) -1 - descending order (Z to A or large to small). 1 is the default value if the argument is not specified.
[by_col]	Optional. False - Sort horizontally (by row), True - Sort vertically (by column). False is the default value if the argument is not specified.

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3. SORT Function example

Formula in cell D3:

The formula above sorts the data in cell range C3:C7 and returns the sorted array in cell D3.

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4. What is a spilled array formula?

A spilled array formula is a formula that returns multiple values. It returns automatically all values to cells below or to the right, this is a new feature for Excel 365 subscribers.

There is no need to enter the formula as an array formula as before, simply press Enter like a regular formula.

The animated image above shows the SORT function being entered in cell D3, as soon as I press Enter the formula returns an array of values to cells below as far as needed.

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5. Why does the SORT function return a #SPILL! error?

A #SPILL! error is returned if one or more cells below are populated. The animated image above shows text value "a" in cell D6.

The SORT function in cell D3 needs cells below to show all values. Cell D6 makes this impossible and a #SPILL! error is returned in cell D3.

You have two options, delete the value in cell D6 or enter the SORT function in another cell that has empty cells below.

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6. How to sort a specific column in a data set?

The SORT function can sort a multi-column cell range, however, you can only choose one column to sort by. Use the SORTBY function if you need to sort by two or more columns.

Formula in cell E3:

SORT(array, [sort_index], [sort_order], [by_col])

array - B3:C7

[sort_index] - 2

The formula in cell E3 sorts values in cell range B3:C7 based on the second column (column C) from small to large.

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7. Is it possible to sort letters and numbers?

Yes, the SORT function sorts the numbers first and then letters if you sort from A to Z.

Formula in cell D3:

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8. Sort based on an adjacent column

The image above demonstrates a formula that sorts values based on cell range B3:C7 by column 1 (B3:B7), however, it returns only column 2 (C3:C7).

Formula in cell E3:

Here is how the formula works.

Step 1 - Sort values from A to z

The SORT function sorts a cell range by the first column from A to Z with the default settings.

SORT(B3:C7)

becomes

SORT({"Banana", 5; "Lemon", 2; "Apple", 6; "Pear", 3; "Orange", 1})

and returns

{"Apple", 6; "Banana", 5; "Lemon", 2; "Orange", 1; "Pear", 3}

Step 2 - Extract the second column

The FILTER function can extract the second column using an array containing 0 (zero) and 1. The array must be the same size as the tnumber of columns in the cell range.

1 means that the column is extracted and 0 (zero) means that the column is not extracted.

FILTER(SORT(B3:C7), {0,1})

becomes

FILTER({"Apple", 6; "Banana", 5; "Lemon", 2; "Orange", 1; "Pear", 3}, {0,1})

and returns

{6; 5; 2; 1; 3}

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9. Is the SORT function case sensitive?

No, it is not sorting data based on upper and lower letters. The image above shows that item "apple" and "Apple" with a capital letter is sorted in random order.

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10. Can you sort data based on an Excel Table?

Yes, you can. Structured references work fine. Add, delete or edit values in the Excel Table and the SORT function output is instantly changed.

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11. How to sort by column

The SORT function sorts an array by row if the argument is left out, however, if you use TRUE the SORT function sorts the array by column.

This is demonstrated in the image above.

Formula in cell E3:

Here is the SORT function syntax:

SORT(array, [sort_index], [sort_order], [by_col])

The last argument [by_col] lets you change the SORT method to by column. TRUE - By column, FALSE or omitted - By row.

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12. How to sort by column header?

You can use the fourth argument [by_col] to sort a cell range by column header. The image above shows the formula in cell F2, the output is sorted based on column header names.

SORT(array, [sort_index], [sort_order], [by_col])

Formula in cell F2:

You can also sort the column headers from Z to A using this formula:

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13. Sum numbers based on items and return totals sorted from large to small

The formula in cell F3 adds adjacent numbers based on distinct values and returns totals sorted from large to small. For example, item "Banana" is shown both in cell B3 and B7. The corresponding values are 5 and 2, the total is 7.

This calculation is made for all values in cell range B3:C7, the formula returns the totals for each item sorted from large to small in cell range F3:F5.

Formula in cell F3:

Here is how the formula works.

Step 1 - Extract unique distinct values from cell range B3:B7

The UNIQUE function returns all distinct values meaning all duplicates are merged into one distinct value.

UNIQUE(B3:B7)

becomes

UNIQUE({"Banana"; "Lemon"; "Apple"; "Lemon"; "Banana"})

and returns

{"Banana"; "Lemon"; "Apple"}

Step 2 - Add numbers based on distinct values and return totals

The SUMIF function sums values based on a condition. In this example all distinct values from cell range B3:B7 will be used as criteria.

SUMIF(range, criteria, [sum_range])

SUMIF(B3:B7, UNIQUE(B3:B7), C3:C7)

becomes

SUMIF(B3:B7, {"Banana"; "Lemon"; "Apple"}, C3:C7)

becomes

SUMIF({"Banana"; "Lemon"; "Apple"; "Lemon"; "Banana"}, {"Banana"; "Lemon"; "Apple"}, {5; 2; 8; 4; 2})

and returns

{7; 6; 8}

Step 3 - Sort numbers from large to small

SORT(SUMIF(B3:B7, UNIQUE(B3:B7), C3:C7), , -1)

becomes

SORT({7; 6; 8}, , -1)

and returns

{8; 7; 6}

Formula in cell E3

The formula in cell E3 returns the distinct values sorted based on their total shown in column F.

Step 1 - Extract distinct values

The UNIQUE function returns all distinct values meaning all duplicates are merged into one distinct value.

UNIQUE(B3:B7)

becomes

UNIQUE({"Banana"; "Lemon"; "Apple"; "Lemon"; "Banana"})

and returns

{"Banana"; "Lemon"; "Apple"}.

Step 2 - Calculate totals based on distinct values

The SUMIF function sums values based on a condition. In this example, all distinct values from cell range B3:B7 will be used as criteria.

SUMIF(range, criteria, [sum_range])

SUMIF(B3:B7, UNIQUE(B3:B7), C3:C7)

becomes

SUMIF(B3:B7, {"Banana"; "Lemon"; "Apple"}, C3:C7)

becomes

SUMIF({"Banana"; "Lemon"; "Apple"; "Lemon"; "Banana"}, {"Banana"; "Lemon"; "Apple"}, {5; 2; 8; 4; 2})

and returns

{7; 6; 8}.

Step 3 - Sort distinct values based on totals

The SORTBY function sorts an array or cell range, it has the following syntax:

SORTBY(array, by_array1, [sort_order1], [by_array2, sort_order2],…)

SORTBY(UNIQUE(B3:B7), SUMIF(B3:B7, UNIQUE(B3:B7), C3:C7), -1)

becomes

SORTBY(UNIQUE(B3:B7), {7; 6; 8}, -1)

becomes

SORTBY({"Banana"; "Lemon"; "Apple"}, {7; 6; 8},-1)

and returns

{"Apple"; "Banana"; "Lemon"}.

This article demonstrates a formula for earlier Excel versions: Extract unique distinct values sorted based on sum of adjacent values

I recommend a pivot table if you are working with lots of data: Discover Pivot Tables – Excels most powerful feature and also least known

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14. Sort based on item count

The formula in cell E3 calculates the count for each distinct value and sorts the result from large to small. Item "Banan" is shown in cell B4, B6, and B8, the total count is 3 in cell range B3:B8.

The formula in cell D3 returns each distinct value from cell range B3:B8 based on their count from large to small.

Formula in cell E3:

Here is how the formula works.

Step 1 - Extract distinct values

The UNIQUE function returns all distinct values meaning all duplicates are ignored, only one instance of each value is extracted.

UNIQUE(B3:B8)

becomes

UNIQUE({"Lemon"; "Banana"; "Apple"; "Banana"; "Lemon"; "Banana"})

and returns

{"Lemon"; "Banana"; "Apple"}.

Step 2 - Count distinct values in cell range B3:B8

The COUNTIF function counts the number of cells that is equal to a condition or criteria.

COUNTIF(range, criteria)

COUNTIF(B3:B8, UNIQUE(B3:B8))

becomes

COUNTIF({"Lemon"; "Banana"; "Apple"; "Banana"; "Lemon"; "Banana"}, {"Lemon"; "Banana"; "Apple"})

and returns

{2; 3; 1}.

Step 3 - Sort the result from large to small

The SORT function sorts the array of numbers from large to small.

SORT(array, [sort_index], [sort_order], [by_col])

The second argument [sort_index] allows you to sort the array from large to small if you set it to -1.

SORT(COUNTIF(B3:B8, UNIQUE(B3:B8)), , -1)

becomes

SORT({2; 3; 1}, , -1)

and returns

{3; 2; 1}.

Formula in cell D3

Step 1 - Extract distinct values

The UNIQUE function returns all distinct values meaning all duplicates are ignored.

UNIQUE(B3:B8)

becomes

UNIQUE({"Lemon"; "Banana"; "Apple"; "Banana"; "Lemon"; "Banana"})

and returns

{"Lemon"; "Banana"; "Apple"}.

Step 2 - Count distinct values in cell range B3:B8

The COUNTIF function counts the number of cells that is equal to a condition or criteria.

COUNTIF(range, criteria)

COUNTIF(B3:B8, UNIQUE(B3:B8))

becomes

COUNTIF({"Lemon"; "Banana"; "Apple"; "Banana"; "Lemon"; "Banana"}, {"Lemon"; "Banana"; "Apple"})

and returns

{2; 3; 1}.

Step 3 - Sort the result from large to small

The SORTBY function sorts an array or cell range, it has the following syntax:

SORTBY(array, by_array1, [sort_order1], [by_array2, sort_order2],…)

SORTBY(UNIQUE(B3:B7),COUNTIF(B3:B8,UNIQUE(B3:B8)),-1)

becomes

SORTBY(UNIQUE(B3:B7),{2; 3; 1},-1)

becomes

SORTBY({"Lemon"; "Banana"; "Apple"},{2; 3; 1},-1)

and returns

{"Banana"; "Lemon"; "Apple"}.

The following article demonstrates a formula for earlier Excel versions: Sort column based on count

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15. Sort a multicolumn range

This example demonstrates a formula that creates an array of values from a cell range and then sorts the values.

For example, cell range B2:E5 contains numerical values and the SORT function can't sort a multicolumn cell range out of the box.

We need to convert the values to a single column array, to do that we can use the FILTERXML function. The SORT function can now easily sort the values.

Formula in cell G3:

Explaining formula in cell G3

Step 1 - Join cell values

TEXTJOIN("|",TRUE,B2:F6)

becomes

TEXTJOIN("|", TRUE, {85, 9, 28, 45, 0;40, 87, 70, 16, 0;98, 16, 97, 45, 0;70, 40, 45, 83, 0;0, 0, 0, 0, 0})

and returns

"85|9|28|45|40|87|70|16|98|16|97|45|70|40|45|83"

Step 2 - Substitute delimiting character with XML tag

SUBSTITUTE(TEXTJOIN("|",TRUE,B2:F6),"|","</B><B>")

becomes

SUBSTITUTE("85|9|28|45|40|87|70|16|98|16|97|45|70|40|45|83","|","</B><B>")

and returns

"85</B><B>9</B><B>28</B><B>45</B><B>40</B><B>87</B><B>70</B><B>16</B><B>98</B><B>16</B><B>97</B><B>45</B><B>70</B><B>40</B><B>45</B><B>83"

Step 3 - Create an array based on XML tags

FILTERXML("<A><B>"&SUBSTITUTE(TEXTJOIN("|",TRUE,B2:F6),"|","</B><B>")&"</B></A>","//B")

becomes

FILTERXML("<A><B>"&"85</B><B>9</B><B>28</B><B>45</B><B>40</B><B>87</B><B>70</B><B>16</B><B>98</B><B>16</B><B>97</B><B>45</B><B>70</B><B>40</B><B>45</B><B>83"&"</B></A>","//B")

becomes

FILTERXML("<A><B>85</B><B>9</B><B>28</B><B>45</B><B>40</B><B>87</B><B>70</B><B>16</B><B>98</B><B>16</B><B>97</B><B>45</B><B>70</B><B>40</B><B>45</B><B>83</B></A>","//B")

and returns {85; 9; 28; 45; 40; 87; 70; 16; 98; 16; 97; 45; 70; 40; 45; 83}.

Step 4 - Sort the array

SORT(FILTERXML("<A><B>"&SUBSTITUTE(TEXTJOIN("|",TRUE,B2:F6),"|","</B><B>")&"</B></A>","//B"))

becomes

SORT({85; 9; 28; 45; 40; 87; 70; 16; 98; 16; 97; 45; 70; 40; 45; 83})

and returns {9; 16; 16; 28; 40; 40; 45; 45; 45; 70; 70; 83; 85; 87; 97; 98}.

16. Get Excel file

Useful links

SORT function - Microsoft

17. Sort items by adjacent number in every other value - Array formula

I showed you in an earlier post how to sort text by number using a formula, it was a question from Denisa. The first thing that comes to mind would be to rearrange the values and then apply a filter or an excel defined table to be able to sort the names by value.

In other words, names in one column and numbers in another column. But I didn't, I built a formula, shown in row 3 (A3:F3), it was an interesting challenge that I could not resist.

15 is the largest number and Zack is the corresponding name. 13 is the second largest number and John is the name next to it. 10 is the smallest number and the adjacent name is Nick. Check out the post if you want to know more.

In this post, I will show you a formula that sorts numbers by text, a little bit different than the previous post mentioned above. The values are in column A and the formula will sort the names alphabetically and also return the corresponding number in column C, see picture below.

The formula is in column C.

You must enter this formula as an array formula. Here are the steps:

1. Copy and paste the formula in cell C1
2. Press and hold CTRL + SHIFT simultaneously
3. Press Enter once
4. Release all keys.

The formula is now surrounded by curly brackets, like this {=formula} if you did it right. Check your formula bar and make sure you have the curly brackets.

Then copy cell C1 and paste to cells beneath.

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17.1 Explaining the formula in cell C1

Step 1 - Sort data alphabetically

The COUNTIF function counts the number of cells in a cell range that meets a condition. You can use the COUNTIF function to create an array containing numbers that represent the sort order.

COUNTIF($A$1:$A$6, "<"&$A$1:$A$6)

becomes

COUNTIF({"Nick"; 10; "Zack"; 15; "John"; 13}, "<"&{"Nick"; 10; "Zack"; 15; "John"; 13})

and returns {1; 0; 2; 2; 0; 1}

The COUNTIF function compares each value in the second argument with values in the first argument and labels them with numbers depending on their position in a sorted list. The magic is done by this code "<"& in the second argument. It appends a less than sign to each value in the second argument.

Step 2 - Filter text values

The ISTEXT function returns TRUE if a cell contains a text value and FALSE if not.

ISTEXT($A$1:$A$6)

becomes

ISTEXT({"Nick"; 10; "Zack"; 15; "John"; 13})

and returns

{TRUE; FALSE; TRUE; FALSE; TRUE; FALSE}

TRUE and FALSE are boolean values. The numerical equivalents are TRUE - 1, FALSE - 0 (zero).

Step 3 - Filter text values

The IF function returns one value if the logical test is TRUE and another value if the logical test is FALSE.

IF(logical_test, [value_if_true], [value_if_false])

IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), "")

becomes

IF({TRUE; FALSE; TRUE; FALSE; TRUE; FALSE}, {1; 0; 2; 2; 0; 1}, "")

and returns {1; ""; 2; ""; 0; ""}

We want to sort text values only, that is why we use the IF and ISTEXT functions to check if a value is a text value.

The double quotations "" indicate that a cell is empty.

Step 4 - Find n-th the smallest number in array

The SMALL function returns the k-th smallest value from a group of numbers.

SMALL(array, k)

SMALL(IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), ROUND(ROW(A1)*0.5, 0))

becomes

SMALL({1;"";2;"";0;""}, ROUND(ROW(A1)*0.5, 0))

becomes

SMALL({1;"";2;"";0;""}, ROUND(0.5, 0))

becomes

SMALL({1;"";2;"";0;""}, 1)

and returns 0.

This part of the formula ROUND(ROW(A1)*0.5, 0) requires explanation, it returns a value depending on the relative cell reference A1. It changes as you copy the formula downwards. In cell C1 ROUND(ROW(A1)*0.5, 0) returns 1, C2 returns 1, C3 returns 2, C4 returns 2, C5 returns 3 and C6 returns 3. This makes it possible to get both the number and text from column A using the INDEX function, I will explain that later.

Read more about SMALL function.

Step 6 - Find the position in the array

MATCH(SMALL(IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), ROUND(ROW(A1)*0.5, 0)), IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), 0)

becomes

MATCH(0, IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), 0)

becomes

MATCH(0, {1;"";2;"";0;""}, 0)

and returns 5.

Learn more about the MATCH function.

Step 7 - Return values from column A

INDEX($A$1:$A$6, MATCH(SMALL(IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), ROUND(ROW(A1)*0.5, 0)), IF(ISTEXT($A$1:$A$6), COUNTIF($A$1:$A$6, "<"&$A$1:$A$6), ""), 0)+MOD(ROW(A2), 2))

becomes

INDEX($A$1:$A$6, 5+MOD(ROW(A2), 2))

becomes

INDEX($A$1:$A$6, 5+0)

and returns "John" from cell A5.

As you copy the formula and paste it to cells below, this part changes MOD(ROW(A2), 2). There is a relative cell reference here also, MOD(ROW(A2), 2) returns 0 in cell C1, 1 in cell C2. This makes it possible to also fetch the corresponding value.

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18. Sort items by adjacent number in every other value - Excel 365 formula

Formula in cell D2:

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19. Sort items by adjacent number in every other value horizontally

If data is arranged horisontally, see picture above. Use this array formula in cell A3:

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20. Get Excel file

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21. Sort values in a single cell based on a delimiting character (Formula)

The image above shows a formula in cell D3 that sorts multiple values in cell B3 based on a delimiting character. The formula returns an array of values, Excel 365 users may enter the formula as a regular formula, however, previous versions must enter the formula as an array formula.

The FILTERXML function is an Excel 2013 function.

Formula in cell D3:

Update! The new TEXTSPLIT function available for Excel 365 users.

Excel 365 dynamic array formula in cell D3:

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21.1 Explaining formula in cell D3

Step 1 - Replace the delimiting character with a XML tag name

The SUBSTITUTE function substitutes a given string with another string, all found instances are replaced.

SUBSTITUTE(B3, ",", "</a><a>")

returns "c</a><a>b</a><a>m</a><a> v</a><a> b </a><a> a"

Step 2 - Concatenate XML tags

The ampersand character concatenates strings in an excel formula.

"<b><a>"&SUBSTITUTE(B3, ",", "</a><a>")&"</a></b>"

returns "<b><a>c</a><a>b</a><a>m</a><a> v</a><a> b </a><a> a</a></b>"

Step 3 - Extract XML data

FILTERXML("<b><a>"&SUBSTITUTE(B3, ",", "</a><a>")&"</a></b>","//a")

returns {"c";"b";"m";"v";"b";"a"}.

Note that leading and trailing blanks are automatically removed.

Step 4 - Sort array values

SORT(FILTERXML("<b><a>"&SUBSTITUTE(B3, ",", "</a><a>")&"</a></b>","//a"))

returns {"a";"b";"b";"c";"m";"v"}.

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22. Sort values in a single cell based on a delimiting character (Macro)

The macro asks you for a delimiting character and based on that character it creates an array of values and returns those values concatenated and sorted.

What you will learn in this section

1. How to use an inputbox programmatically.
2. How to iterate through cells using VBA.
3. How to split values in a cell programmatically.
4. How to send an array to another macro/User defined function using VBA.
5. How to sort arrays from A to Z.
6. How to concatenate values in an array using VBA.

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22.1 How this macro works

The animated image above shows you how to start the macro and use the macro.

1. Make sure you have made a backup of your workbook before running this macro.
2. Press Alt + F8 to open the macro dialog box.
3. Press with mouse on macro SortValuesInCell to select it.
4. Press with left mouse button on "Run" button to run the macro.
5. The macro shows a input box and prompts for a cell range, select a cell range.
6. Press with left mouse button on OK button.
7. The macro asks for a delimiting character, type it and then press OK button.
8. The macro returns the values sorted in the same cells as they were fetched from.

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22.2 VBA Code

'Name macro
Sub SortValuesInCell()

'Dimension variables and declare data types
Dim rng As Range
Dim cell As Range
Dim del As String
Dim Arr As Variant

'Enable error handling
On Error Resume Next

'Show an inputbox and ask for a cell range
Set rng = Application.InputBox(Prompt:="Select a cell range:", _
Title:="Sort values in a single cell", _
Default:=Selection.Address, Type:=8)

'Show an inputbox and ask for a delimiting character
del = InputBox(Prompt:="Delimiting character:", _
Title:="Sort values in a single cell", _
Default:="")

'Disable error handling
On Error GoTo 0

'Iterate through each cell in cell range
For Each cell In rng

    'Split values based on the delimiting character and save those to an array variable
    Arr = Split(cell, del)

    'Sort array using a second user defined function
    SelectionSort Arr

    'Concatenate array using the same delimiting character
    cell = Join(Arr, del)

'Continue with next cell
Next cell

End Sub

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22.3 Sort algorithm

The following user defined function sorts the contents in an array.

'Name user defined function and dimension arguments and declare data types
Function SelectionSort(TempArray As Variant)

    'Dimension variables and declare data types
    Dim MaxVal As Variant
    Dim MaxIndex As Integer
    Dim i As Integer, j As Integer

    ' Step through the elements in the array starting with the
    ' last element in the array.
    For i = UBound(TempArray) To 0 Step -1

        ' Set MaxVal to the element in the array and save the
        ' index of this element as MaxIndex.
        MaxVal = TempArray(i)
        MaxIndex = i

        ' Loop through the remaining elements to see if any is
        ' larger than MaxVal. If it is then set this element
        ' to be the new MaxVal.
        For j = 0 To i
            If TempArray(j) > MaxVal Then
                MaxVal = TempArray(j)
                MaxIndex = j
            End If
        Next j

        ' If the index of the largest element is not i, then
        ' exchange this element with element i.
        If MaxIndex < i Then
            TempArray(MaxIndex) = TempArray(i)
            TempArray(i) = MaxVal
        End If
    Next i

End Function

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22.4 Where to put the code?

1. Copy above VBA code.
2. Press Alt+ F11 to open the Visual Basic Editor.
3. Select your workbook in the Project Explorer.
4. Press with mouse on "Insert" on the menu.
5. Press with mouse on "Module" to create a module.
6. Paste VBA code to code module.
7. Return to Excel.

I used the "Sort array" function found here:
Using a Visual Basic Macro to Sort Arrays in Microsoft Excel (Microsoft)

Edit: That link is now broken and I don't know where the code is located now, I have added the SelectionSort function code to this article with some small modifications.

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23. Get Excel *.xlsx file

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'SORT' function examples

Functions in 'Lookup and reference' category

The SORT function function is one of 25 functions in the 'Lookup and reference' category.

Excel function categories

Excel categories

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