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Sorting text

From: Word 2007 Essential Training

Video: Sorting text

When you start working with large amounts of text, specifically lists, you're likely to want to organize these lists in some fashion to make it easier to read or at least locate specific items in a list. For example, if you look at a phone book and you need to find the person you're glad the text is sorted alphabetically. Well, I can tell you this for sure: the list of names and phone numbers in that phone book were not entered alphabetically. They were entered by many people over time and then sorted before the phone book went to the printers. In Word you have the same ability to sort text, whether it's simple text in a document, a table or even numeric data.

Sorting text

When you start working with large amounts of text, specifically lists, you're likely to want to organize these lists in some fashion to make it easier to read or at least locate specific items in a list. For example, if you look at a phone book and you need to find the person you're glad the text is sorted alphabetically. Well, I can tell you this for sure: the list of names and phone numbers in that phone book were not entered alphabetically. They were entered by many people over time and then sorted before the phone book went to the printers. In Word you have the same ability to sort text, whether it's simple text in a document, a table or even numeric data.

So we'll begin with sorting a simple list of text in a document, and we need to open up that document first. So click your Open button on the Quick Access toolbar, unless you haven't modified your Quick Access toolbar. You'll then need to go to the Office button to find Open there. We need to navigate to the lesson 14 folder of your exercise files to find all star team 1 and we'll click open. OK, so here you can see we've got a list of names, teams and positions and this is the text that we want to sort down here.

We don't want to include these titles at the top of each column and sort them in amongst our names and teams etc., so we need to select the text first. So I'm going to move over to the left hand margin here just to the left of my first name Jason, and I'm going to click and drag straight down until I get each line selected. Alright, what we really wanted to is sort let's say, by name here. It's pretty easy. We come up to the Paragraph group, click the Sort button. You see sort by paragraphs, text, ascending is the default, we'll click OK.

There's no header row, and when we do, you can see that our list is sorted by what? By the first column with text in it. OK, so that's the default. This list is sorted by the text in our very first column and the first name of each of our players shows up there. But what if we wanted to sort by team names over here so we can see the players grouped by their teams? Well, no problem, but first before we start this, I want you to notice something. There's a space over here on the left-hand side. So from the left margin to the first column, the Tab key was hit.

Then the Tab key was hit here and you can see the tab stops up here on the ruler. So this is actually our second column, this is our third and this is our fourth. And the first column over here on the margin is blank. And I want to keep this in mind because what you really want to sort on is this third column here under Team. Okay, so with this list still selected, it needs to be selected like you see here before we continue, we go back up to our Sort button. We're going to change some of the options now, so we go down to our Options button below.

K. We do want to have Tabs selected we know there's a tab in between each of our columns. So that's good. Case-sensitive is not important. The sorting language is down below is. So we're using English and we'll click OK. Right. Next we're sorting by paragraphs, and you can see the type is text and ascending. Well we're going to change paragraphs here to our third field, the third column is actually the third field, so please remember our first one is empty.

The second column or field is the name and in the third one we've got our team names. So we can choose ascending or descending and we can even do multiple levels of sorts. So, for example, if we have a number of people that are on the same team and we want them sorted, we can do that by the second field. Remember? Which is actually the names. We want them to be ascending as well. No header row, we click OK and check it out. The Bulls come first, then the Flames, then the Wings and you can see within the Bulls group over here and Barry comes before Bill, before Jason and Kevin. Very nice.

Next we'll do something similar, but we're going to try sorting by numbers.

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This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 45728 viewers

David Rivers
Author

 
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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