Sorting your data when it contains photos or images is quite simple in Excel, but there are a few tips you need to be aware of. Let’s take a look!
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Here I have a small data base of 5 photos. Each row shows a different photo with a number, a random letter and the name of the photo:
To sort the data range by column “B” (Letter), all I need to do is click anywhere in that column, then go to the Data tab, and click on “A to Z” or “Z to A” and it will sort the whole data range, including the photos, in that order:
And now the data range is sorted in alphabetical order based on column “B”, and the photos came along with that sort properly:
Notice how two of the photos are in cells with a green fill, and three are with a yellow fill. I can sort the data range by the cell color, and again the photos will follow. I’ll select any one of the cells in column “C” (make sure to select the cell and not the photo), then click on the Data tab, then the sort command and set up the sort by the colors I want to rearrange my data by:
When I click OK, the data is sorted by the fill color in column “C” appropriately:
One issue you need to be very aware of. Your photos MUST be fully contained within the cell. Here is an example of where the Flowers photo is a little too high in row 5:
When I go to sort the data range by column “A” in descending order, look what happens:
The Flowers photo overlapped the Barn photo instead of moving up to row 3. So make sure you keep your photos in their place!
And that’s all there is to sorting data that contains photos or images. If you’d like to see two posts I did regarding how to tie photos to a Data Validation drop down list, check out these links:
For Excel 2007, click here
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