How to save custom sort criteria/order in Excel?

This method demonstrates how to save a user-defined sort sequence using Excel’s Custom Lists function. By creating a custom list, you can quickly apply the same sorting logic to other datasets — useful for repeated reporting needs or whenever default sorting options are insufficient (such as sorting status groups like "High", "Medium", "Low"). This method is straightforward, requires no additional tools, and provides a flexible way to standardize data sorting across multiple workbooks.

1. After sorting your data list as desired, click File > Options (or for earlier Excel versions, click the Office button > Excel Options) to open the Excel Options dialog box.

2. In the Excel Options dialog box, navigate to the Advanced tab in the left pane. Then, in the General section, click the Edit Custom Lists button. See screenshot:

Note: In Excel 2007, you need to select Popular from the left bar, then click the Edit Custom Lists button under the Top options for working with Excel section.

3. In the Custom Lists dialog box that appears, locate the Import list from cells box. Click the Browse button to select the range containing your custom sorted items. Afterwards, click Import and then OK to save your custom list. See screenshot:

Tip: Ensure that the range you select for importing matches the exact sequence you wish to use for future sorting. Any changes to the source list will not automatically update the custom list; you must re-import if the sequence changes. Additionally, be careful to import only the relevant column, as importing unintended cells may lead to sorting errors.

4. Confirm by pressing OK in the Excel Options dialog box. Your custom order is now registered in Excel as a reusable custom list.

This setup allows for efficient reuse of your sequence across sheets and workbooks, but note that custom lists are saved at the application (Excel) level on your computer, not within individual files. If you share files, recipients will need to recreate the custom list on their own installations for consistent behavior.

To use your saved custom sort order on another dataset, proceed as follows:

5. Select the range or table you wish to sort using your custom order. Click the Data tab > Sort.

6. In the Sort dialog box, specify the column you want to sort under the Column dropdown. Make sure Values is selected under Sort On, then choose Custom List from the Order dropdown. See screenshot:

7. In the Custom Lists window, select the custom list you previously created from the Custom lists box, and confirm by clicking OK.

8. Finalize by pressing OK in the Sort dialog box to sort your list as per your custom order.

Your selected range will now be sorted according to the order stored in your custom list, as illustrated below:

Practical Tip: If you need to use this sorting order regularly across different machines or workbooks, consider documenting the steps for teammates or exporting your sequence as a reference list. Remember to update your custom list if your sorted logic changes over time.

Limitations: While creating a custom list is fast and convenient, this method does not save multi-level sort criteria (e.g., sorting by multiple columns at once), nor can it be easily ported between computers without manually recreating the custom list. This approach is best for single-column, recurring sort requirements.