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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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