How to reverse the order of a list in Excel

Why Sort Z to A does not reverse a list

The tracking log lists parcel events oldest first, and you want the newest at the top. The first instinct is Sort Z to A, or =SORT(B2:B8,,-1). That sorts the text alphabetically, backwards. It does not flip the order of the rows, so Shipped jumps to the top and Delivered ends up near the bottom.

Reversing means sorting by position: the last row first, the first row last. Every method below does that by giving each row its row number and sorting those numbers from largest to smallest.

Method 1: SORTBY with ROW or SEQUENCE (Excel 365 / 2021)

SORTBY sorts one range by another. ROW(B2:B8) gives each row its row number, 2 to 8, and -1 sorts those descending, so the bottom row comes first. The result spills down from the formula cell and updates when you edit an event.

=SORTBY(B2:B8,SEQUENCE(ROWS(B2:B8)),-1) does the same job with the numbers 1 to 7 instead of 2 to 8. Use whichever reads better to you. To flip the whole table and keep each row together, give SORTBY all three columns: =SORTBY(A2:C8,ROW(A2:A8),-1).

Gotcha: sorting by date newest first is not the same thing

It seems equivalent to sort the log by date, newest first. It is not when two events share a date. Excel keeps tied rows in their original order, so on November 2, Out for delivery stays above Delivered and the newest event is in second place.

If the log is already in time order, reverse it by position with ROW. If it is not, sort by date and time together, which needs the time in the data.

Method 2: INDEX with COUNTA (every version)

Without SORTBY, use one formula per row. In the first cell of the new list, =INDEX($B$2:$B$8,COUNTA($B$2:$B$8)-ROW(A1)+1). COUNTA counts the 7 events, ROW(A1) is 1 in the first cell, so INDEX returns item 7, the last one. Fill down and ROW(A1) becomes ROW(A2), ROW(A3) and so on, counting backwards through the list.

The ROW(A1) part must stay relative and the list range absolute, or the formula breaks as you fill it. Two catches: COUNTA counts only filled cells, so a blank cell in the middle of the list makes the count too small and the bottom item never appears; and filling past the end returns wrong values. Guard the extra rows with an IF so they stay blank: =IF(ROW(A1)>COUNTA($B$2:$B$8),"",INDEX($B$2:$B$8,COUNTA($B$2:$B$8)-ROW(A1)+1)).

Method 3: a helper column and Sort (no formulas left behind)

Use this when you want the data itself flipped, for example before pasting it somewhere else.

1. Insert an empty column next to the list and type 1 and 2 in its first two cells.
2. Select both cells and double-click the fill handle to number every row down to the end of the data.
3. Click any number in the helper column, then Data > Sort Largest to Smallest (Z→A). Excel expands the selection to the neighbouring columns, so each row moves as a whole.
4. Delete the helper column.

Reverse a row left to right

The same idea works across a row: sort by COLUMN instead of ROW. In Excel 365 or 2024, =CHOOSEROWS(B2:B8,SEQUENCE(ROWS(B2:B8),,-1,-1)) is another way to reverse a column, because negative numbers count from the end. The Sort dialog can also sort left to right under Options, with a helper row of numbers.

Which method to pick

SORTBY with ROW for a reversed copy that stays live in Excel 365 or 2021. INDEX with COUNTA when the file must work in Excel 2019 or older. The helper column when you want to flip the original data in place and keep no formulas. Either way, never use Sort Z to A to reverse a list.