Data Sorting Query - Get Excel To Calculate?

Feb 10, 2013

I am a teacher and have a recurring problem when trying to sort data in excel. The problem involves national curriculum sub levels. For those not familiar with these levels, there is a main level then 3 sub levels. The problem is that they are counter intuative to the way excel sorts data. The sub levels work like this:

4a - highest
4b
4c
3a
3b
3c
2a
2b
2c - lowest

There are lower and higher levels, but you get the idea. If I have a set of pupil data that I want to sort into decending order, I find it difficult in Excel. E.g.

Jacob2c
Mary3b
John2a
Sally2b
Sarah2b
Joe3a
Bill3a

If I manually sort the above data into descending order of national curriculum level it will look like this:

Joe3a
Bill3a
Mary3b
John2a
Sally2b
Sarah2b
Jacob2c

but if I try to get excel to do it, obviously excel just treat the levels as alpha numeric and sorts them like this:

Mary3b
Joe3a
Bill3a
Jacob2c
Sally2b
Sarah2b
John2a

I know there must be an easy way involving creating a custom list, but I don't know how to do it.

Problem 2

A related query involves finding a way to get excel to complete the data in the Sub levels progress required column below:

NameLevelTargetSub levels progress required
Mary3b4a
Joe3a4a
Bill3a4a
Jacob2c2a
Sally2b3c
Sarah2b3c
John2a3a

At the moment I manually complete this. E.g. for Mary the Sub levels progress required would be 4, as there are 4 sub levels between 3b and 4a. For Joe it would be 3 as there are 3 sub levels between 3a and 4a, etc. Is there a quick way to get excel to calculate this.

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