An Excel custom list can be saved in two places for two different purposes: a list you create is registered on that computer for reuse across workbooks, while a custom sort order used in a workbook is also saved with that workbook. Open the workbook on another computer and the saved order can be used in that workbook’s Sort dialog; to use it there with Fill or other workbooks, add it to the second computer’s Custom Lists.
What happens when you move a workbook with a custom sort order?
Microsoft Support explains that a custom list you create is added to the computer registry so it is available in other workbooks on that computer. When you use a custom list to sort, Excel also saves the list with the workbook. That saved order can be used for sorting when the workbook is opened on another computer.
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Workbook storage does not install the list as a local custom list on the second computer. It will not automatically show in that computer’s Excel Options > Custom Lists panel or be ready to use with Fill. To make it generally available there, add the workbook-stored list to the destination computer’s Custom Lists.
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| Goal | Where the list is available | What to do |
|---|---|---|
| Use the saved custom sort order in this workbook | The workbook’s Sort dialog, under Order | Open the workbook and select the list in the sort dialog. |
| Reuse the list in other workbooks or with Fill | The destination computer’s Custom Lists | Add the workbook-stored list to that computer through the Custom Lists dialog. |
The first option is scoped to sorting in that workbook. The second registers the list on that computer for broader local use.
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Create a custom list in Windows desktop Excel
Microsoft documents the following Windows steps for Excel for Microsoft 365 and Excel 2016, 2019, 2021, and 2024.
Enter a short list
- Go to File > Options > Advanced > General > Edit Custom Lists.
- Select NEW LIST and type each item on its own line, in the order you want Excel to use.
- Choose Add, then confirm.
Import a longer list from worksheet cells
- Enter the values in a worksheet range in the required order, then select that range.
- Open File > Options > Advanced > General > Edit Custom Lists.
- Check the cell reference in Import list from cells.
- Choose Import, then confirm.
Use a custom list to sort
- Select the data to sort and open Data > Sort.
- Choose the column you want to sort.
- In the Order control, choose Custom List, then select the desired list.
This is useful when the intended sequence is not alphabetical, such as High, Medium, Low or S, M, L, XL. Microsoft describes the custom-list sort workflow in its custom-list sorting guidance.
Add a workbook-stored list on another computer
- Open the workbook on the destination computer.
- Open Data > Sort and choose the workbook’s custom order from the Order control.
- Open the custom-list selection and choose Add to register that list on the destination computer.
Once added, the list is available there for other workbooks and for Fill. Microsoft’s Windows instructions describe this transfer through the Sort dialog; they do not establish that the same registry procedure applies to Excel for Mac.
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Microsoft’s Mac instructions use Excel > Preferences > Formulas and Lists > Custom Lists. Select Add, enter the values in the desired order separated by commas, then select Add again. The cited Mac guidance covers creating and using lists, not the Windows registry-based transfer steps.
Delete a custom list in Windows
Open Edit Custom Lists, select the list, and choose Delete. Microsoft notes that the built-in weekday and month lists cannot be edited or deleted.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What this does not establish
Microsoft’s cited instructions cover specified desktop editions and separate Mac guidance. They do not resolve behavior in every Excel build, browser or cloud environment, or organization-managed computer, so do not assume identical availability across those configurations.
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Sources: Create or delete a custom list for sorting and filling data; Sort a list of data in Excel for Mac; Sort data using a custom list; Advanced options.
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