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How to alphabetize in microsoft word

You’ve created a huge list in Microsoft Word, a list so long that without some sort of sorting or system it would be impossible to find the single line item you are searching for without scanning the entire document.

This is where sorting and, in this case, alphabetizing your list can really help! Alphabetizing a list will sort the list for you in either A-Z order or Z-A order, depending on your preference.

Microsoft Word has a built-in feature that enables you to sort any list or table with ease, in whichever order best suits your document.

In this post, we will show you how to sort your list into alphabetical order in Microsoft Word.

Sorting a list into Alphabetical Order in Microsoft Word

  1. Open Word
  2. Click Home
  3. Highlight the list you want to sort

How to alphabetize in microsoft word

  1. Find and click the Sort button

How to alphabetize in microsoft word

  1. In the Sort dropdown, select Paragraphs and Text
  2. Choose Ascending (A to Z) or Descending (Z to A)

How to alphabetize in microsoft word

  1. Select OK

How to alphabetize in microsoft word

You have now successfully sorted your list into ascending or descending order.

You can use this method to sort your list by headings or even numbers, if you select the ‘field1’ options.

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Collaborating together in a Microsoft Word document is something most of us will do during our working careers. Some more than others, some may even collaborate daily, which is why collaborating with ease is so important.

When it’s your turn to review and edit a shared Word Document you usually received an email in your inbox ‘for your review’, you open the email, click the attachment and a Word Document pops up.

You start reading the text, making some edits, add a few comments and then press save.

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How to alphabetize in microsoft word

Not sure where to save your document?

Simul has you covered.

Simul will keep track of every, single version your team creates. If the document is opened and a change made, Simul will automatically save this as a new version. Because, if there are new edits or changes you probably don’t want to miss them.

Automatically saving new versions is one thing, but Simul thought they would take it one step further, just to make sure you never have to stress about where your files are again. Simul manages version control on your behalf. When a new version is created, Simul will save it and give it a new version number such as 0.0.2 or 0.0.3, depending on how many versions of the document currently exist.

How to alphabetize in microsoft word

As your team continues collaborating, Simul will continue saving and managing your version control. Keeping track of every change and every file, while storing them neatly in a Versions List for you to review at any time.

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We show you how to alphabetize in Word, covering the various sorting options you have, sorting by a second word, and sorting tables.

Putting lists in alphabetical order helps the reader to more quickly find what they’re looking for. In this guide, we’re going to show you how to alphabetize in Word, whilst also explaining some of its features and limitations.

How to sort alphabetically in Word

The first thing you should know is that it doesn’t matter if your text is in separate paragraphs bullet points – Word will sort it either way. However, you should know that if you have multiple levels on your list, it will result in unexpected behavior. Word doesn’t differentiate between top-level and low-level list items, so everything will be re-organized into a single-level, alphabetical list.

With that disclaimer out of the way, let’s move on to the tutorial:

How to Alphabetize Text in Word

You can sort alphabetically in Word using its in-build alphabetize function, so long as it’s a paragraph or single-level list. Here’s how:

    Select your text and press “Paragraph > A-Z” in the “Home” tab of the ribbon

You can choose what to sort by(Paragraphs) , the type of content (Text), and whether you want the words in Ascending or Descending order.

How to Sort Alphabetically in Word by Something Other Than the First Word

If you have a list of addresses or first and last names, you may not want to sort by the first word of your list item. It may be more important to sort by the city or last name, for example. This is how you’d achieve that:

    Select the text and press “Paragraph > A-Z” in the “Home” tab of your ribbon

If you just have a space between your two words, you can enter a space in this field, too. Press “OK” to apply the changes.

If you have list items with more than two fields, you can sort by the second, then the first. To do so, select “Word 2” in the first “Sort by” dropdown, then “Word 1” in the second, and press “OK”.

How to Sort a Table Alphabetically in Word

Sorting a table alphabetically in Word uses the same tool as the methods above, but you’ll need to change a few options:

    Select your table and press “Paragraph” “A-Z” in the “Home” tab of the ribbon

Extra: How to Customize the Ribbon in Word

If you’d like to repeat this more easily in the future, follow our guide on how to customize the ribbon in Word. You can place your A-Z tool wherever it makes sense.

If you don’t have a list yet but still want to try this tutorial, generate some random text in Word using our guide, and then start from the top.

It is not unusual to have a list of names in a document, and then need to sort those names. The format in which the names appear can be bothersome, however. For instance, if the names are in the order FIRST LAST, then it can be more challenging to sort them than if they are in a LAST, FIRST order. There are several ways you can accomplish the task, however. One way is with the use of tables. All you need to do is follow these general steps:

  1. Convert the text to a table, using the space between the first and last names as a separator between columns.
  2. Sort the names based upon the second column, which contains the last name.
  3. Convert the table back into text.

This process might sound difficult, but it can go very quickly and allows you to easily see what Word is doing during the sorting.

Another approach that doesn’t require messing around with tables is to simply sort the text by words. You can do that by following these steps:

  1. Make sure the names in your document are arranged so there is only one person per paragraph.
  2. Select all the paragraphs containing names.
  3. Choose the Sort option from the Table menu. Word displays the Sort Text dialog box. (See Figure 1.)

How to alphabetize in microsoft word

Figure 1. The Sort Text dialog box.

How to alphabetize in microsoft word

Figure 2. The Sort Options dialog box.

You should note that this approach only works properly depending on the construction of the names in your list. If there is only a first and last name for each person, then the sorting works fine. It will also work fine if there is a first, middle, and last name for each person—the only difference is that you would select Word 3 in step 8. Problems creep in, however, if there are two names for some people and three for others. In those instances, even the convert-to-table approach first mentioned will not work properly. In that case you must do something to make sure that Word treats first and middle names as if they are a single word; for instance, by separating them with a non-breaking space.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1563) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Alphabetizing By Last Name.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen.

A useful trick you can use when developing some types of documents is the ability to sort the various parts of the document based on the headings you use. For instance, you can sort the document based on first-level headings (paragraphs that use the Heading 1 style) by following these steps:

  1. Switch to Outline view by clicking on the Outline view button that appears just to the left of the horizontal scroll bar.
  2. Using the controls on the Outlining toolbar, collapse the headings so that only the first-level headings are shown. (This step is not strictly necessary, but does make the screen a bit more readable.)
  3. Place the cursor at the beginning of the first heading and press Ctrl+Shift+End to select everything through the end of the document.
  4. Choose Sort from the Table menu. Word displays the Sort Text dialog box. (See Figure 1.)

How to alphabetize in microsoft word

Figure 1. The Sort Text dialog box.

Had you skipped the first two steps and performed the sort in any view besides Outline view, every paragraph would have been sorted alphabetically and therefore rearranged so that subordinate paragraphs would be separated from their headings. In other words, you would have a mess. However, in Outline view, the highest-level headings are sorted, bringing along the subordinate heading levels and body text.

If you wanted to sort by Heading 2 paragraphs, you should also use Outline view, but you would have to first select all the Heading 2 paragraphs subordinate to a particular Heading 1 paragraph and then sort. You will get the same results regardless of how many heading levels that you show on the Outline toolbar.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (41) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Sorting by Headings.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen.

It is not unusual to have a list of names in a document, and then need to sort those names. The format in which the names appear can be bothersome, however. For instance, if the names are in a FIRST LAST order, then it can be more challenging to sort them than if they are in a LAST, FIRST order. There are several ways you can accomplish the task, however. One way is with the use of tables. All you need to do is follow these general steps:

  1. Convert the text to a table, using the space between the first and last names as a separator between columns.
  2. Sort the names based upon the second column, which contains the last name.
  3. Convert the table back into text.

This process might sound difficult, but it can go very quickly and allows you to easily see what Word is doing during the sorting.

Another approach that doesn’t require messing around with tables is to simply sort the text by words. You can do that by following these steps:

  1. Make sure the names in your document are arranged so there is only one person per paragraph.
  2. Select all the paragraphs containing names.
  3. Make sure the Home tab of the ribbon is displayed.
  4. Click the Sort tool in the Paragraph group. Word displays the Sort Text dialog box. (See Figure 1.)

How to alphabetize in microsoft word

Figure 1. The Sort Text dialog box.

How to alphabetize in microsoft word

Figure 2. The Sort Options dialog box.

You should note that this approach only works properly depending on the construction of the names in your list. If there is only a first and last name for each person, then the sorting works fine. It will also work fine if there is a first, middle, and last name for each person—the only difference is that you would select Word 3 in step 8. Problems creep in, however, if there are two names for some people and three for others. In those instances, even the convert-to-table approach first mentioned will not work properly. In that case you must do something to make sure that Word treats first and middle names as if they are a single word; for instance, by separating them with a non-breaking space.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8099) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Alphabetizing By Last Name.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen.

Lists are a common occurrence in our lives. During events and for certain things lists take a different role where you need to arrange them in a particular order. This can be done manually or by using certain tools. This article takes you through How to put a list in alphabetical order in Microsoft word online.

How to put a list in alphabetical order in Microsoft word online? To arrange a list start by either typing the list or pasting it into a word document. Once you have the list select it. Go to the Home menu and you should see an arrange option. Select the order either ascending or descending and click OK.

How to put a list in alphabetical order in word online

Sorting data can be done by adding numbers and bullets. But arranging names or items alphabetically surely is frustrating.

Here are the steps that will help understand how to arrange the list alphabetically.

  • Start by opening the word document that contains the list.
  • Once you have the document either copy the text adn paste it to the desired location
  • You can alternatively start typing the list. This surely is time consuming, but the bottom line is you need a list.
  • Once the list is ready select the entire list.

how to put a list in alphabetical order in word online

  • Now go to the Home section and select the Sort option

You will then have a popup window with two primary options ascending and descending.

By choosing Ascending the text will be converted to a list that starts with A or anything that is set.

How to alphabetize in microsoft word

By choosing Descending the text will be converted to a list that starts with Z or anything that is the lowest.

How to alphabetize in microsoft word

how to put a list in alphabetical order in word online

  • The text can be sorted either way, depending on the requirement.
  • After the selection is made click on OK to arrange the text.

Putting things in alphabetical order on Word on a mac device?

Mac devices are lovely to work on. If you have a list ready and are confused about how to arrange the contents alphabetically, here is what needs to be done.

  • Open the document that has the list
  • If its a new document you will need to insert the list. If the list is already prepared go to the document. Select the text and then paste it on another document.
  • Incase you do not have a list you can start typing it firectly on the document. You can use a table to put the content in order or just type it into the document.
  • Once you have the list you copy the entire list. If thats the only document on the screen you can use the kepboards shortcut Ctrl + A. If you have other text in the document simply click on the fiest letter and then drag the mouse throught the list without releaing it.
  • Now that you have the list selected click on home in the top ribbon
  • Click on the Sort option once you have the list selected. You will now have a popup screen.
  • This popup will have information on how you would like to arrange the text.
  • The options available are
  • Under Sort by, select Paragraphs.
  • select Text The option is next to Type
  • Choose Ascending text arranged form A-Z or Descending where text is arranged from Z-A.

You can select OK once you are done selecting.

How do you alphabetize a list on word online?

Word online is great for creating lists and arranging data. You can use bullets and numbering to differentiate and organize lists. but unfortunately, it is not possible to sort a list alphabetically. if you still want to arrange the data alphabetically you have two choices

First, you do it manually – this is time-consuming and there are chances of an error especially if the list is long.

The second option is to create the list on the desktop version of Word. Here you will be able to create a list, include all the names or elements required. Then arrange it either in ascending or descending order.

once you have arranged the text all you need to do is select the list again and paste it to the word online document.

The word online document can then be shared with others. to edit the list you will need to follow a similar process.

You will need to copy the text past it on the desktop version, arranging it either in ascending or descending order. And then copying and pasting the text back on the web version.

Frequently asked questions

android devices are great for working on the go and there is a lot that can be done in terms of editing the content. Unfortunately, it is not possible to sort the list either in ascending or descending order on the phone. consider creating the list on the phone and arranging it on a desktop when you have access to one.

It is possible to create and edit lists on iOS devices but sorting the list is not possible don’t the iOS device. To sort the list it will have to be copied from the phone and pasted on a desktop. You could also in some cases email the list and then convert it using the desktop version.

Hope you found this article interesting, it took you through

  • How do I put things in alphabetical order on Word?
  • Putting things in alphabetical order on Word on a mac device?
  • How do you alphabetize a list on word online?
  • Can you arrange a list alphabetically on android devices?
  • Is it possible to arrange a list alphabetically on iOS devices?

Check out other tutorial articles here

I am an expert in Microsoft Word Online and use Word Online in my day-to-day tasks. I work for various clients in various countries like the United States, Canada, the United Kingdom, Australia, New Zealand, etc. Here I am trying to provide useful tips on Microsoft Word Online. Check out more.

Many Word users are familiar with sorting table rows in alphabetical order. Less do they know that it is possible to sort any list – even not in a table – in alphabetical order. In this tutorial, you are going to learn about how to alphabetize paragraphs, lists, and tables in Microsoft Word.

If you want to alphabetize text in Word, first select the text items you want to alphabetize and click the Sort button in the Paragraph group of the Home tab. The Sort Text dialog box will open up for you to specify the order you want – Ascending (A to Z) or Descending (Z to A). Then click the OK button.

For a detailed blow-by-blow guide on how to go about it, obey the following instructions.

Table of Contents

How to alphabetize paragraphs in Word

Sorting in Word is not limited to tables or lists. You can also sort paragraphs in alphabetical order.

To do so, obey the following instructions:

  • Select the paragraphs you wish to alphabetize.

How to alphabetize in microsoft word

  • Go to Home > Paragraph > Sort

How to alphabetize in microsoft word

The Sort Text dialog appears.

  • Select Sort byParagraph.
  • Select Type – Text.
  • Chose Ascending to alphabetize from A to Z.
  • Or Descending to alphabetize from Z to A.

How to alphabetize in microsoft word

  • Hit the OK button.

The paragraph should be sorted in either A to Z or vice versa depending on what you choose on the dialog.

How to alphabetize list in Word

You can also sort a list of items in Word in alphabetical order.

The process remains the same as in the above.

To sort a list in Word:

  • First, select the list you want to sort or alphabetize.
  • Go to the Home tab, in the Paragraph group, click on the Sort button.

How to alphabetize in microsoft word

The Sort Text dialog appears.

  • From the dialog, select Ascending to sort from A to Z.
  • Or choose Descending to sort from Z to Z.

How to alphabetize in microsoft word

  • Press the OK button.

This will sort the list in either A to Z or vice versa depending on what you select on the Sort Text dialog.

How to Sort a table in Word alphabetically

Of course, MS Word isn’t Excel, but it tries to be with its table features.

The best way to sort a table is to ensure that the table has a header row.

That being said, below are the steps to sort a table in Word:

  • Click inside the table.
  • Go to Table Tools > Layout.
  • Click on the Sort button.

How to alphabetize in microsoft word

The Sort dialog box should appear.

How to alphabetize in microsoft word

  • From the Sort By list, select the heading you want to sort.
  • From the Type list, choose how you want it to be sorted. Use text for an alphabetic sort, and Number for numeric sort, or Date for time sort.
  • Select whether Ascending or Descending. For example, A to Z is for Ascending and the reverse is true for Descending.
  • Click OK to sort the table.

This is how you may alphabetize in Word whether the items are a paragraph, list or inside a table.

More tools to Alphabetize your text

The links below are online resources that can help you sort any list or text in alphabetical order. They are awesome and free to use.

Microsoft Word makes it easy for you to alphabetize text, whether it’s on its own, in a list, or as part of a table. Let’s take a look at how it’s done.

How to alphabetize single-level paragraphs or lists

Alphabetizing text works the same way, whether it’s in separate paragraphs or in an actual list (bulleted or numbered). However, one thing to note is that Word can only handle sorting for a single-level list. If you sort a list with multiple levels, you still sort each line alphabetically and you can rearrange the entire list.

How to create and work with multilevel lists in Microsoft Word

First, select the text you want to order. Here, we are only using text where each word is its own paragraph, but the procedure is the same if you select items in a bulleted or numbered list.

Switch to the “Home” tab in Word’s Ribbon, and then click the “Sort” button.

How to alphabetize in microsoft word

This opens the Sort Text window. In the Sort By options, select “Paragraphs” from the first drop-down menu and then select “Text” from the “Type” drop-down menu. Click the “Ascending” option to sort from A to Z, or “Descending” to sort from Z to A. When you’ve set everything up, click the “OK” button.

How to alphabetize in microsoft word

And so your text will be sorted alphabetically.

How to alphabetize in microsoft word

How to alphabetize by something other than first Word

Let’s take a look at another example. Say that each item on your list has multiple words and you want to alphabetize by something other than the first word. The simplest example of this would be a list of names where we would like to sort by last name instead of first.

Select your text.

How to alphabetize in microsoft word

Switch to the “Home” tab in Word’s Ribbon, and then click the “Sort” button.

How to alphabetize in microsoft word

In the Sort Text window, click the “Options” button.

How to alphabetize in microsoft word

In the Sorting Options window, select the “Other” option. In the box on the right, delete the existing characters and then press the space bar once. Click “OK” when done.

How to alphabetize in microsoft word

Back in the Sort Text window, choose “Word 2” from the “Sort By” drop-down menu and then click the “OK” button.

How to alphabetize in microsoft word

Here is the result:

How to alphabetize in microsoft word

You can even sort by multiple words in one go. Suppose you have an ordered list with last name first, as in the following image.

How to alphabetize in microsoft word

You want to alphabetize that list by last name, but then you also want to do a second alphabetical order by first name. No problem. After selecting your list, press the “Sort” button on the ribbon again.

In the Sort Text window, choose “Word 2” from the “Sort By” drop-down menu, and then choose “Word 1” from the first “Then By” drop-down menu. (There’s even room for another layer down there if you need it.)

How to alphabetize in microsoft word

When you’re done, you’ll have a well-ordered list that looks like this.

How to alphabetize in microsoft word

How to alphabetize text in a table

In this next example, let’s say you have a table and you want to alphabetize the rows according to the text in a particular column. In our case here, we are using a table with information about various cities, and we want to sort alphabetically by state, which is our fourth column.

How to alphabetize in microsoft word

First, select the entire table.

How to alphabetize in microsoft word

Switch to the “Home” tab in Word’s Ribbon, and then click the “Sort” button.

In the Sort window, in the “Sort by” drop-down menu, select the column you want to sort by. In our case, we chose “State” because Word extracted that descriptor from our header row.

Let’s keep it simple on this. example and just sort by state, but if you want to add a second level of sorting (in our case we might want to sort by city after sorting by state), you can select it from the “Then by” dropdown.

Click “OK” when everything is configured.

How to alphabetize in microsoft word

And here is our table again, this time sorted alphabetically by the “Status” column.

Chronology in Microsoft Word is convenient when it comes to organizing your documents. Thankfully, you don’t have to manually edit the document to put things in alphabetical order! This video shows you how to do it in a few clicks.

Microsoft Word 2003 and 2007 both allow you to sort lists of words alphabetically. The following instructions apply to both versions of Word, with the exceptions noted.

Step 1: Select the list.

Step 2: Select the Sort option

On the Home tab in Word 2007, in the Paragraph group, click Sort.

TIP: In Word 2003, click on Sort in the Table menu.

Step 3: Select the Paragraphs and Text options

Select the paragraphs and text options in the Sort Text dialog box, under Sort by.

TIP: In the My List Has section, click No Header Row if your list does not include a header.

Step 4: Select the alphabetization order.

Select either Ascending or Descending. Ascending gives a list in order from A to Z. Descending produces a list ordered from Z to A.

Step 5: Click OK.

Click OK. The list is alphabetized.

Did you know? “Alphabetize” comes from the first two letters of the Greek alphabet, alpha and beta.

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Sorting text numerically or through alphabetising creates a universally understood order.

If you would like your list or paragraphs to be easily navigated and user friendly, re-arranging the list into alphabetical or numerical order will allow your readers to quickly find what they are looking for and search through the list in a flash.

How to alphabetize in microsoft word

What are your sorting options?

Microsoft Word allows you to sort your list by text, by number or by date, either ascending or descending.

In this post, we will show you how to sort your list numerically or alphabetically.

How to sort lists in Microsoft Word

  1. Open your Word Document
  2. Select the list or paragraphs you would like to sort
  3. Click Sort, found in the Home tab
  1. Select your preferred sorting option
  1. Press OK

Note – If you are sorting your entire document, with headers be sure to select ‘Header row’ under ‘My list has’ to ensure they are not sorted as well.

How to alphabetize in microsoft word

You have now successfully sorted your list, paragraph or document in Microsoft Word.

If you make any text edits to your document, Microsoft will not automatically re-sort the lists for you. It’s important to sort your document as the final step, before saving or submitted the file to ensure it is sorted correctly.

Searching for a better way to work together in Microsoft Word Documents?

When working with a number of people in the same Word document you can quickly find yourself siphoning through old versions to compute who made what changes where and when.

Unless you each have a dedicated ‘edit’ day or time slot, you may also end up accidentally working on the same Word document, at the same time. Leaving you with two versions of the same file and the torturous task of merging them together without wasting 2 hours of precious billable hours.

Before you scroll any further we’d like to introduce you to the solution you have been searching for, meet Simul Docs.

Simul Docs was built to make your life easier.

To make working together on a Word Document seamless and pain free.

Simul Docs manages version control for you, version control means they will not only save each new document automatically once an edit is made (no minor feat, with this feature alone you’ll never accidentally save over another author’s document again) but Simul gives each document a version number, relevant to when it was last edited.

This makes it easy to see which document is the most recent file and when it was last edited.

How to alphabetize in microsoft word

To add a cherry on top of this already sweet tool, Simul also puts the author’s name next to the saved document so you know at a glance when it was saved, how old it is AND who created it. It sounds like a lot but for Simul its a breeze and its what they love doing – making your collaborating life a whole lot easier.

How to alphabetize in microsoft word

Now without sounding too smug, Simul also has a whole heap of other cool features that might help your team collaborate better.

Think tracked changes, they are automatically turned on, every single new change is tracked and saved. You quite literally will never miss an edit again. Amazing!

Then Simul makes merging as easy as the click of a button.

How to alphabetize in microsoft word

If two team members are working simultaneously on the document, Simul has your back. Simul will allow the changes to be made, save each version as a new document and let you know there are two new updates for your review. Upon review, you can accept or decline each author’s changes and press ‘merge’. Done. Documents merged!

Simul really does make collaborating easy and it’s a tool that will save you time and frustration.

Microsoft Word is a program with a lot of potential uses, and its’ wide variety of tools attempts to ensure that most any task that you need to perform can be accomplished. If you have a list of information and you are wondering if you can alphabetize it in Word 2011, then you will be pleased to learn that you can.

If you are familiar with Microsoft Excel, then you may be aware that there is a “Sort” utility that allows you to quickly organize your information in a manner that you specify. This same feature is available in Word 2011, although it works in a slightly different manner. You can learn how to use the Sort feature to alphabetize in Word 2011 by following our tutorial below.

How to Alphabetize in Word 2011

The steps below will show you to alphabetize a list in Microsoft Word 2011. You can alphabetize any type of selection in Word 2011, however, so you can follow our guide and customize the sorting parameters based on your own needs.

Step 1: Open the document containing the information that you want to alphabetize in Word 2011.

Step 2: Use your mouse to select the information that you wan to alphabetize. If you do not select anything, then Word will automatically select the entire document when you click the Sort button further along in the process.

Step 3: Click the Home tab.

Step 4: Click the Sort button in the Paragraph section of the navigational ribbon.

Step 5: Specify the parameters for your search in the Sort by section of the window, then click the OK button at the bottom of the window when you are ready to alphabetize your selection.

Do you dislike the font that Word automatically uses when you create a new document? Learn how to change the default font in Word 2011 and use any of the available fonts instead.

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Choose Tools, then Sort. Alternatively, press Ctrl-F9 ( Alt-F9 in WordPerfect 6.1) and then select Sort. The Sort (Source and Destination) dialog box will appear. Choose the “From (Source)” location of the information you want to sort.

How do I sort columns in WordPerfect?

  1. Click on Tools, Sort.
  2. Click on the New button to open the New Sort dialog.
  3. In the “Sort Description” field, enter a name (e.g., “Sort by last word”).
  4. Click the Sort by Line radio button.
  5. Under “Keys (sorting rules)”:
  6. Click OK to dismiss the New Sort dialog and return to the Sort dialog.

How do I alphabetize a list of names in Word?

Sort a list alphabetically in Word

  1. Select the list you want to sort.
  2. Go to Home > Sort.
  3. Set Sort by to Paragraphs and Text.
  4. Choose Ascending (A to Z) or Descending (Z to A).
  5. Select OK.

How do you alphabetize a list by last name?

Use the Sort By drop-down lists to specify the word by which you want to sort. For instance, if you want to sort by last name (the word after the first space), you should choose Word 2 in the Sort By drop-down list. Click on OK to sort your names.

How to alphabetize a list in word 2019?

How do I sort a bulleted list alphabetically in word?

What is alphabetical order in Microsoft Word?

How do I know what template a WordPerfect document is based on?

In Word document, we can quickly sort a list of names alphabetically by using the Sort function, and all the names will be sorted by the first name. But, have you ever tried to sort the full names based on the last name in Word?

Sort full names based on the last name with Sort function in Word document

In Word document, to sort a list of names by last name, please do with the following steps:

1. Select the names list, and then click Home > Sort, see screenshot:

2. In the Sort Text dialog box, click Options button, see screenshot:

How to alphabetize in microsoft word

3. In the Sort Options dialog box, in the Separate fields at section, select the separator that between the names, in this case, I will choose Other option, and then type a space into the box, see screenshot:

How to alphabetize in microsoft word

4. Then click OK to return the Sort Text dialog, here, you should select Word 2 from the Sort by drop down list, and then specify the sort order as you need, see screenshot:

How to alphabetize in microsoft word

5. And then click OK to close the dialog box, and now, you can see the full names have been sorted by the last name as following screenshot shown:

Sorting a long list of terms manually in Word can be tedious in the extreme, but you can tackle the task quickly if you know how to harness the power of the Outline view.

Sorting a long list of words or phrases in a Microsoft Word document can be laborious if you do it manually, especially when each of the items also has text associated with it. This situation happened to me recently when I was tasked with creating a glossary of statistical terms and then alphabetizing them. However, as an experienced word processing veteran, I had a few tricks up my sleeve.

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Taking advantage of some features available only when looking at a document in Word’s Outline view, I was able to sort my glossary alphabetically, keeping all the definitions with the appropriate entries. More important, I was able to do this in just a few clicks of the mouse. Here is how it works.

Outline view

To illustrate this technique, I will alphabetize a list of 2016’s most popular baby names, according to babycenter.com. Figure A shows the unsorted list.

Figure A

The first thing you need to do is select the items in your list and apply a Heading style. For the example, I am using the Heading 2 style. Then switch to Outline view. Unfortunately, Outline view is not normally on the Quick Access Toolbar so you will have to navigate to the View tab on the Word Ribbon to find it. Figure B shows the unsorted list in Outline view.

Figure B

Notice that I have collapsed the view to show only text in Heading 2 style or higher. In Word, the default configuration is to have each heading style represent a level in an outline, so Heading 1 is Level 1, Heading 2 is Level 2, etc. As long as each entry in your list is at the same level, you can use this trick successfully.

Now comes the important step. After collapsing Outline view to show only the level you are trying to sort, select your list and click the Home tab on the Word Ribbon. (Do not close Outline view or the trick won’t work.)

Click the Sort button on the Home tab and you should see a screen similar to Figure C, asking how you want your sorting to proceed. It defaults to alphabetizing in ascending order, so for our purposes we can just click the OK button.

Figure C

Note: If you have more than one level in your document, like we do in our example, you will want to select your list. If you don’t, the whole document will be sorted, which is not what we want.

Now that the list is sorted alphabetically, you can close Outline view and look at your document in a more traditional view. Figure D shows our example document in Draft view.

Figure D

The list is now alphabetized. Also notice how the text associated with each entry came along for the ride during our sorting process. All accomplished with a few mouse clicks and the unique power of Word’s Outline view.

Also read…

Your thoughts

Do you know any tricks made possible by features found in obscure parts of Microsoft Word? Care to share?

A useful trick you can use when developing some types of documents is the ability to sort the various parts of the document based on the headings you use. For instance, you can sort the document based on first-level headings (paragraphs that use the Heading 1 style) by following these steps:

  1. Switch to Outline view. (Either click the Outline view button on the status bar or go to the View tab of the Ribbon and select Outline in the Views group.)
  2. Using the controls on the Outlining tab of the ribbon, collapse the headings so that only the first-level headings are shown. (This step is not strictly necessary, but does make the screen a bit more readable.)
  3. Place the cursor at the beginning of the first heading and press Ctrl+Shift+End to select everything through the end of the document.
  4. Display the Home tab of the ribbon.
  5. Click the Sort tool in the Paragraph group. Word displays the Sort Text dialog box. (See Figure 1.)

How to alphabetize in microsoft word

Figure 1. The Sort Text dialog box.

Had you skipped the first two steps and performed the sort in any view besides Outline view, every paragraph would have been sorted alphabetically and therefore rearranged so that subordinate paragraphs would be separated from their headings. In other words, you would have a mess. However, in Outline view, the highest-level headings are sorted, bringing along the subordinate heading levels and body text.

If you wanted to sort by Heading 2 paragraphs, you should also use Outline view, but you would have to first select all the Heading 2 paragraphs subordinate to a particular Heading 1 paragraph and then sort. You will get the same results regardless of how many heading levels that you show on the Outline tab of the ribbon.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11238) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Sorting by Headings.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen.

Organize your data in your Microsoft Excel Spreadsheet is important. One way to do this is to sort your data alphabetically in ascending or descending order. We’ll show you how to do this in both rows and columns.

How to alphabetize lists and tables in Microsoft Word

table of contents

  • Sort a column alphabetically in Microsoft Excel
  • One line literacy in Microsoft Excel

How to sort a column in Microsoft Excel

To sort data from A to Z (descending) or Z to A (ascending) in a column, use Excel’s quick sort option. This option moves the relevant data to other columns as well, so your table remains intact.

First, open your spreadsheet with Microsoft Excel. In the table, click the header of the column in which you want to sort the data alphabetically.

In ExcelWith the ribbon at the top, click the Data tab.

How to alphabetize in microsoft word

On the “Data” tab, under the “Sort & Filter” section, you will find options for sorting your data alphabetically. To sort your data from A to Z, click on the “AZ” symbol. To sort your data from Z to A, click on the “ZA” icon.

How to alphabetize in microsoft word

A Sorting Warning window opens. This window suggests that you allow Excel to adjust the data in other columns so that your data remains intact. Check the Expand Choices option, then click Sort.

How to alphabetize in microsoft word

And so on, Excel will arrange your data alphabetically in your table.

How to alphabetize in microsoft word

You can sort in by date if you want Excel, even.

How to sort by date in Microsoft Excel

How to sort a line in Microsoft Excel

How to sort the data on a row in Excel, you need to configure an additional option.

To do this, first start your spreadsheet with Microsoft Excel.

In the table, select the entire table whose data you want to sort alphabetically. Do not select any table headings. In the following table, Name, Age, City, and Country are not selected because they are table headings.

How to alphabetize in microsoft word

In ExcelWith the ribbon at the top, click the Data tab.

How to alphabetize in microsoft word

On the Data tab, in the Sort & Filter section, click Sort.

How to alphabetize in microsoft word

In the “Sort” window that opens, click “Options” at the top.

How to alphabetize in microsoft word

You will see a “Sort Options” box. Select “Sort from left to right” and click “OK”.

How to alphabetize in microsoft word

In the Sort window, click the Sort By drop-down menu and select the row that you want to sort alphabetically. Then click the “Order” drop-down menu and select either “A to Z” or “Z to A” sorting.

Finally, click OK at the bottom of the Sort window.

How to alphabetize in microsoft word

And so on, Excel sorts the selected data alphabetically in your table.

How to alphabetize in microsoft word

And you are done.

With that in mind, there are many other ways you can sort and filter the data in your business Excel Spreadsheets. Check out our guide on how to do this to see what these options are.

Looking for a way on how to alphabetize in Word document? The following post has step by step instructions on how to do that.

On the References tab, in the Index group, click Mark Entry. You can edit the text in the Mark Index Entry dialog box. Microsoft products keep freezing and crashing mac airbook. You can add a second-level in the Subentry box. If you need a third level, follow the subentry text with a colon. To create a cross-reference to another entry, click Cross-reference under Options. Type your title (Works Cited or References), click the Center button to center your title, and press the Enter key. Then type each entry. You don’t need to be concerned about alphabetizing your entries. Microsoft Word will do that for you as explained in the next set of instructions.

How To Put References In Alphabetical Order On Word Mac

MS Word is a favorite word processor program developed by the Microsoft. It is a part of Microsoft Office suite and also available as a standalone program.

It has a plethora of formatting options enough to create any documents. Whether you want to create an assignment for your school or have to share a survey report document with your boss, the program is capable enough to create one.

How to Alphabetize in Word Document

Since using an MS Word document is easy, but some users find it difficult to employ various formatting options while creating a document.

One out of those options is an Alphabetizing feature; it is indeed a useful skill to master in the MS Word, especially if you’re reading with lists and directories often.

The good thing is that sorting a list alphabetically is super easy as you just have to make a click or two to use the option. In the upcoming lines, you will read step by step instructions on how to sort a list alphabetically in Word.

Related Reading – How to Insert Angle Symbol in Word

So without further delay why don’t you start reading the instructions:

How to Alphabetize in Word 2007 or Latest

1. First of all, you need to open the Word document in which you want to Alphabetize text. In case, you don’t have the Word file, and you just want to learn this feature, then create a new word document.

For that, right click on the desktop and from the context menu select New -> Microsoft Office Word Document.

2. In the text document start typing and create a list of words which you want to Alphabetize in the same document.

Note: Keep in mind that, the words which you want to sort alphabetically in the document required to formatted as a list, each entry need to have its line.

3. Once you have a list, just make a selection of the Words which you want to Alphabetize.

Note: In case, the Word document only has a list then there is no need to make a selection. Male and female symbols in microsoft word mac. It is required only if the list in Word document is the part of a larger document.

4. To Alphabetize, you’re required to click on the ‘Sort‘ option listed under Home tab available in the ribbon of Word document. Like shown in the following screenshot:

This will launch the ‘Sort text‘ window.

With default settings, the Alphabetize process will happen by Paragraph. Next, to this, you will find two radio buttons, i.e., Ascending or Descending. You need to click on the one to choose how the list should appear.

Ascending – It will show the list in alphabetical order (A-Z)

Descending – It will show the list in reverse alphabetical order. (Z-A)

In my case, I have sort Alphabetize in Ascending order and here is sorting happen in the Word document

How to Alphabetize in Word 2003 or Earlier

In Word 2003 or earlier, the Sort option is listed in the menu of Table tab available on the ribbon. Check the screenshot for a clear idea:

The rest of the steps are similar to the steps discussed above for Word 2007 or above.

Related Reading – How to Corrupt Word File

I trust you will find my this blog post on how to Alphabetize in Word Document useful. If you want me to write a tutorial on any other MS Word document, feel free to share it in the comments.

If you need to insert citations into a Word document, Office 2011 for Mac offers the Citation feature to help you. Citations describe the source of a quotation, passage, figure, or data, and they follow a particular formatting style.

To activate the Citations feature, follow these steps:

Switch to a view that supports the Toolbox, such as Print Layout view, by clicking the Print Layout button at the lower-left corner of the document window.

If Toolbox isn’t showing already, click the Toolbox button on the Standard toolbar to display it.

Click the Citations button (second from the left in the top toolbar) to activate the Citations tab.

In the Citations tab of the Toolbox, you have the following options:

Citation Style: Click this pop-up menu to choose from four different styles: APA, Chicago, MLA, and Turabian.

Citations List: Word maintains a list of your citations. This option shows Word’s master citations list filtered by the selected style. Select a citation; then double-click it to insert it in your document at the insertion cursor.

Add Citation: Displays the Add New Citation dialog for your master citations list. You can enter appropriate data for the currently selected citation style.

Delete Citation: Removes the selected citation from Word’s master citation list.

Edit Source or Use Citation Source Manager:

You have two options when you click this button:

Edit Source: Displays the Edit Citation dialog.

Citation Source Manager: Displays the Citation Source Manager. Here you can copy citations to and from open documents and share citations with others.

Word maintains a master list of citations, but you have to add or copy at least one citation to your master citations list before you can insert a citation into a document.

How To Alphabetize In Word Mac

In the Edit Citation dialog, you have these options:

Type of Source: Click this pop-up menu to choose from a list of many source types.

Bibliography Fields: https://everhive.tistory.com/9. Enter data as applicable for the citation style selected in the Toolbox pop-up menu.

Example: Shows an example for the currently select input field.

Use the Citation Source Manager dialog to set the following features:

Alphabetizing References Microsoft Word Mac Free

Master List: Your Word master list of citations.

Current List: Citations in the currently active document.

Copy: Copy a selected citation to or from either list. The Copy direction arrow changes depending upon which list has the currently selected citation.

How to alphabetize in microsoft word

Putting lists in alphabetical order helps the reader to more quickly find what they’re looking for. In this guide, we’re going to show you how to alphabetize in Word, whilst also explaining some of its features and limitations.

How to sort alphabetically in Word

The first thing you should know is that it doesn’t matter if your text is in separate paragraphs bullet points – Word will sort it either way. However, you should know that if you have multiple levels on your list, it will result in unexpected behavior. Word doesn’t differentiate between top-level and low-level list items, so everything will be re-organized into a single-level, alphabetical list.

With that disclaimer out of the way, let’s move on to the tutorial:

How to Alphabetize Text in Word

You can sort alphabetically in Word using its in-build alphabetize function, so long as it’s a paragraph or single-level list. Here’s how:

    Select your text and press “Paragraph > A-Z” in the “Home” tab of the ribbon

How to alphabetize in microsoft word

You can choose what to sort by(Paragraphs) , the type of content (Text), and whether you want the words in Ascending or Descending order.

How to alphabetize in microsoft word

How to Sort Alphabetically in Word by Something Other Than the First Word

If you have a list of addresses or first and last names, you may not want to sort by the first word of your list item. It may be more important to sort by the city or last name, for example. This is how you’d achieve that:

    Select the text and press “Paragraph > A-Z” in the “Home” tab of your ribbon

If you just have a space between your two words, you can enter a space in this field, too. Press “OK” to apply the changes.

If you have list items with more than two fields, you can sort by the second, then the first. To do so, select “Word 2” in the first “Sort by” dropdown, then “Word 1” in the second, and press “OK”.

How to Sort a Table Alphabetically in Word

Sorting a table alphabetically in Word uses the same tool as the methods above, but you’ll need to change a few options:

    Select your table and press “Paragraph” “A-Z” in the “Home” tab of the ribbon

Extra: How to Customize the Ribbon in Word

If you’d like to repeat this more easily in the future, follow our guide on how to customize the ribbon in Word. You can place your A-Z tool wherever it makes sense.

Extra: How to Generate Random Text in Word

If you don’t have a list yet but still want to try this tutorial, generate some random text in Word using our guide, and then start from the top.

Most people know how to alphabetize a list in excel, but few of them actually know the best and fastest ways to do it. In this tutorial, I am going to highlight some of the best methods to alphabetize in Excel.

Table of Contents

What does alphabetizing a column means and what are its uses

Alphabetizing a column or list means sorting a list alphabetically in excel. It can be done both ways, either in ascending order or in descending order.

Uses of Alphabetic sorting in Excel

  1. It makes the data more sensible.
  2. It gives you the ease to search values based on alphabetical order.
  3. It also makes it easier for you to visually identify duplicate records in your data set.

Method 1 – Alphabetize using options from Excel Ribbon

This is one of the easiest ways to sort data in excel. Follow below use this method:

  • First, select the list which you wish to sort.

How to alphabetize in microsoft word

  • Next, navigate to the “Data” Tab on the Excel ribbon and click the “A-Z” icon for ascending order sort or the “Z-A” icon for descending sort.

How to alphabetize in microsoft word

Sorting data table with multiple columns using this method:

If you have a list with two columns like “Student Name” and “Roll number”. And you have to alphabetize this list based on “Student Names”. Then you should use the “Sort” button instead of the “A-Z” and “Z-A” buttons.

The sort button gives you more control over how you want the list to be sorted. It allows you to select only one column to be sorted, it takes care of your table headers and it can also sort your data on the basis of text font or color.

Follow the below steps to use this method:

  • First of all, select the table to be alphabetized.

How to alphabetize in microsoft word

  • After this click the “Sort” button, on the “Data” tab.

How to alphabetize in microsoft word

  • This will open a “Sort” dialog box, in the ‘Column’ dropdown select the column based on which you want to alphabetize your data.

How to alphabetize in microsoft word

  • In the ‘Sort On’ dropdown select the ‘values’ option. Using ‘Sort On’ dropdown you can sort your data based on cell colour, font colour or cell icons.

How to alphabetize in microsoft word

  • In the ‘Order’ field select “A-Z” for Ascending sort or “Z-A” for descending sort. If your data is without a header row then uncheck the ‘My data has headers’ checkbox, otherwise, leave it checked.

How to alphabetize in microsoft word

  • Finally, click on the ‘Ok’ button and your data is sorted.

Notice that the names are sorted but the corresponding roll numbers have not changed, so the data is still reliable.

Method 2 – Alphabetizing a column using shortcut keys

If you are someone who loves to use the keyboard more than doing the same tasks with a mouse, then here I will share a list of shortcut keys that will be useful for you while sorting columns in excel.

Keys Description
Alt + D, S This will open the Sort menu.
Alt + H, S, S This will simulate the click event of “A-Z” icon on the ribbon. (Ascending Sort)
Alt + H, S, O This will simulate the click event of “Z-A” icon on the ribbon. (Descending Sort)

Note before using these shortcuts make sure that you have already selected your data table.

Method 3 – Sort a list using Excel formula:

In this method, we will use excel formulas to alphabetize a list. The two formulas that we are going to use are COUNTIF and VLOOKUP.

Many of you would be thinking that “how we can sort a list using a CountIf function?” The trick behind this is, we can use the COUNTIF function to count values based on the given criteria.

For example: Suppose we have a list with some alphabets ‘o, l, n, m, p, q’ in a range A1:A6 . Now if we use a formula as:

The result would be 3 because only three alphabets (l, m, n) come before ‘o’ . This clearly indicates that the COUNTIF function if used properly can give us sorting orders.

Let’s use this concept in our previous example.

And then we will drag this formula to fill it in the entire range.

This formula gives the sorting order of each of the items in the list. Now, we just have to arrange the data based on the sorting order and for this, we will use a VLOOKUP function.

Here ‘sort number’ signifies the numbers in ascending order from 1-10. For descending order sort the numbers should be from 10-1.

How to alphabetize in microsoft word

Similarly, for the second and third items, you can use the formula as :

After applying this VlookUp formula the list gets alphabetized.

Tip: Instead of manually entering the 1-10 in the above formula, you can also use the row function to ease your task. Row() gives you the row number of the current cell.

So, with the use of the row function the formula would be:

Thanks to Chandoo for explaining this method so nicely. You can also find the same tutorial here.

Method 4 – How to alphabetize using Excel Macro

Here is another method for sorting your data, this method can be used if you are looking for alphabetizing your data using a macro.

So here is the macro:

Please note that you need to do some customizations in the above macro before using it. Following are the changes:

  • If your data is not starting from 1 st row then change the fromRow = 1
  • If you need to explicitly specify the row till which sorting should occur then change toRow = ActiveSheet.UsedRange.rows.Count
  • This macro sorts the data on the basis of Range "A:A", but you can change it by changing Sort Key1:=ActiveSheet.Range(“A:A”) argument.
  • Change ' Order1:=xlAscending ' to ' Order1:=xlDescending ' for descending sort.
  • If your table doesn’t have a header row then change Header:=xlYes to Header:=xlNo

So, this was all about how to alphabetize in excel. Do share your thoughts about this topic.

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Maybe you have tried to make a list of names or titles, but you did not manage to put them all in alphabetical order. It is time-consuming to arrange a list in alphabetic or numerical order manually, but that is unnecessary. Instead, you can learn how to sort a list of names alphabetically in Word in a few steps. Find out how to arrange names in alphabetical order in Word. You will also learn how to sort a table alphabetically in Word.

Table of contents

Put names in alphabetical order in Word

We will start with a simple list of first, middle, and surnames. However, some people have a compound name such as ‘Sarah Jean’ or ‘Bobby Lee’, as you can see in the example below. In this case, you should replace the standard space with a hard space, also called the nonbreaking space. This way, your Word document will see the two separate names as one first name.

If you don’t have any compound names in your list or table, you can skip the following step.

Compound names

Go to the compound name and change the standard space into a nonbreaking space. Then, click where you need to insert the nonbreaking space by using the shortcut key:

  • Ctrl + Shift + Spacebar

In the example below, all the compound names have a red arrow to show where you should insert the nonbreaking space. E.g., You should put a nonbreaking space right after Sarah as the compound name is ‘Sarah Jean’. Do this step only if you have compound words.

How to alphabetize in microsoft word

Sort a list of names alphabetically in Word

The first step was to make sure to put all the compound names as a first name. If you only have a list of first names, then you can easily do the following steps.

  1. Select the entire list of names
  2. Go the Home tab
  3. In the Paragraph group > Click on the Sort icon

How to alphabetize in microsoft word

Once you click on the Sort icon, a new box opens up, called Sort Text. You have to make one change to sort your text correctly.

  • Under Sort by > Select Paragraphs > Select Text > Select Ascending
  • Leave everything in the Sort Text box unchanged if these are selected
  • Click OK

How to alphabetize in microsoft word

You managed to arrange the names in alphabetical order in Word. Below you can see images before and after ordering the names alphabetically.

Arrange surnames in alphabetical order

Sometimes it is required to arrange a list with last names in alphabetic order. There is an option to sort a list of words after the surnames. Follow the same steps below.

  • Select the list of names
  • Go to the Home tab
  • In the Paragraph group > Click on the Sort icon
  • Now the Sort Text box opens up

If you have done the above steps, the Sort Text box will appear.

  1. In the Sort Text box > click on Options in the left down corner > Now a new box opens up called Sort Options
  2. In the Sort Options box > Click on Other > replace the contents of the white box next to it with a standard space
  3. Make sure to choose the correct language, as you are going to set the names in alphabetic order
  4. Click OK

How to alphabetize in microsoft word

You will automatically go back to the Sort Text box, where you must make a few changes.

  1. Under Sort by > Click on the dropdown arrow
  2. You will see a selection > Now select Word 2
  3. Click OK

How to alphabetize in microsoft word

If you have followed the steps correctly, you will see a list with surnames in alphabetic order. The images below show a before and after picture.

Sort a table list alphabetically in Word

You will follow the same steps if you want to arrange data in a table. It is beneficial to use the Sort icon whenever you want to organize data in a table. Now we are going to show you how to sort a table alphabetically in Word.

First, you have to select the entire table. Then go to the Home tab and click on the Sort icon.

How to alphabetize in microsoft word

The Sort Text box will open up.

  • Under Sort by > Click on the dropdown arrow
  • A selection appears > Click on the one you would like to sort from the selection. In our example, we will select Country.
  • If you want to add a second selection > Go to Then by > Click on the dropdown arrow
  • Choose one of the selection choices. In our case, we have selected Population of country.

Lastly, click OK.

How to alphabetize in microsoft word

Now the table looks different, as it is sorted alphabetically by Country, and then by Population of country.

How to alphabetize in microsoft word

Conclusion

If you have a document with multiple names or titles that you want to order in an alphabetical list, you can easily do that in Word. Within a few steps, you can easily arrange names or titles in alphabetic order. You also know how to sort a table alphabetically in Word.

Microsoft Word is a powerful word processing application that’s capable of creating complex and compelling documents. It can also perform very simple but useful tasks, like alphabetizing a list. Here’s how to alphabetize lists in Microsoft Word.

Sort by the first item in a list

In this example, we’ll look at a list of first and last names. We’re going to sort them by the first name.

Step 1: To begin, select all the items in your list.

How to alphabetize in microsoft word

Step 2: Select the Sort button from the Home menu.

How to alphabetize in microsoft word

Step 3: Select your options from the pop-up box. You can sort by paragraphs, headers (if they exist), or fields (again, if they exist) in ascending or descending order. If you’re working in a table, then you can sort by multiple items. Indicate whether your list has a header row.

How to alphabetize in microsoft word

Under options, you can separate the fields by a delimiter (for example, the space between first and last name in our list), and decide if the sorting should be case sensitive. You can also choose the sorting language.

Step 4: Click OK in the options box to close it and then on OK in the Sort Text box to sort your list. It will now be alphabetized by the first name.

How to alphabetize in microsoft word

Sort items in a table

If you want to sort on other words in a list, say in this case by the last name, then it’s easiest to work with a table.

Step 1: To sort within a table, put your cursor anywhere in the table contents. Putting it in a header cell will make the rest of the process easier. Click the Sort button.

How to alphabetize in microsoft word

Step 2: In our example, we’ll want to select Last Name in the Sort By drop-down list. We’re sorting by text here, but we could also sort by number or date by selecting from the Type drop-down list. Again, we need to choose ascending or descending. We could also sort by other columns in our table if they existed.

When you have your options selected, click OK. Your table will now be sorted by last name.

How to alphabetize in microsoft word

You can sort a table in Word that is used for storing and organizing data. It is possible to sort a table in Word by one or more columns of data in the table. You can sort a table in Word both alphabetically or numerically. You can also sort column data in either ascending (A-Z, 1-9) or descending (Z-A, 9-1) order.

To sort a table in Word, click into the table to sort. Then click the table’s “Layout” contextual tab in the Ribbon. Note that if you are using Word 2016 or earlier, this tab appears within the “Table Tools” contextual tab in the Ribbon. Then click the “Sort” button in the “Data” button group to open the “Sort” dialog box. You use this dialog box to sort the table information.

If your table has column headers, or titles, for each data column, you can sort the table using those names. To show the field names in the “Sort by” drop-down menus, select the “Header row” option. This option appears in the “My list has” section at the bottom of this dialog box. If you don’t have column headers, instead select the column number by which to sort the data. Select either the column names or numbers from the “Sort by” drop-down menus.

After choosing by which columns to sort, you then select the type of data in the column. Select the type of data contained in the column from the “Type:” and “Using:” drop-down menus. Your data type choices are text, number, or date. Then select in what order you want to sort the column’s data: “Ascending” or “Descending.”

How to alphabetize in microsoft word

Sort a Table in Word – Instructions: A picture of a user sorting a table in Word.

You can sort by an individual column or by multiple columns at the same time. To sort by multiple columns, repeat the same process you just completed for the “Then by” sections. Use the “Then by” drop-downs instead of the “Sort by” drop-down for each. You can sort a table by up to three columns. Once you have decided how to sort the table, click the “OK” button to perform the sort.

Sort a Table in Word: Instructions

  1. To sort a table in Word, click into the table to sort.
  2. Then click the table’s “Layout” contextual tab in the Ribbon. Note that if you are using Word 2016 or earlier, this tab appears within the “Table Tools” contextual tab in the Ribbon.
  3. Then click the “Sort” button in the “Data” button group to open the “Sort” dialog box.
  4. To show field names in the “Sort by” drop-downs for tables with column headers, select the “Header row” option.
  5. This option appears in the “My list has” section at the bottom of this dialog box.
  6. If you don’t have column headers, instead select the column number by which you want to sort the data.
  7. Select either the column names or numbers from the “Sort by” drop-down menus.
  8. After choosing by which columns to sort, then select the type of data in the column.
  9. Select the type of data contained in the column from the “Type:” and “Using:” drop-down menus. Your data type choices are text, number, or date.
  10. Then select in which order to sort the column’s data. You can choose either “Ascending” or “Descending” order.
  11. To sort a table in Word by multiple columns, repeat steps 7 through 10 within the following “Then by” sections, as needed.
  12. To perform the sort after deciding how to sort the table, click the “OK” button.

Sort a Table in Word: Video Lesson

The following video lesson, titled “ Sorting Tables ,” shows how to sort a table in Word. The following video lesson on how to sort a table in Word is from our complete Word tutorial , titled “ Mastering Word Made Easy v.2019 and 365 .”

culun797375 于 2020-09-18 03:44:55 发布 756 收藏

How to alphabetize in microsoft word

Microsoft Word makes it easy for you to alphabetize text, whether that text is on its own, in a list, or part of a table. Let’s take a look at how it’s done.

Microsoft Word使您可以轻松地按字母顺序排列文本,无论文本是独立的,在列表中还是在表的一部分中。 让我们看看它是如何完成的。

如何按字母顺序排列段落或单层列表 ( How to Alphabetize Paragraphs or Single-Level Lists )

Sorting text alphabetically works the same way whether the text is in separate paragraphs or an actual list (bulleted or numbered). One thing to note, though, is that Word can only handle sorting a single level list. If you sort a list with multiple levels, it still sorts every line alphabetically and can rearrange your whole list.

无论文本是在单独的段落中还是在实际列表中(按项目符号或编号),按字母顺序对文本进行排序的方式都相同。 但是要注意的一件事是Word只能处理对单个级别列表的排序。 如果您对具有多个级别的列表进行排序,它仍然会按字母顺序对每一行进行排序,并且可以重新排列整个列表。

First, select the text that you want to sort. Here, we’re just using text where each word is its own paragraph, but the procedure is the same if you select items in a bulleted or numbered list.

How to alphabetize in microsoft word

Switch over to the “Home” tab on Word’s Ribbon, and then click the “Sort” button.

How to alphabetize in microsoft word

This opens the Sort Text window. In the Sort By options, select “Paragraphs” from the first dropdown, and then select “Text” from the “Type” dropdown. Click the “Ascending” option to sort from A to Z, or “Descending” to sort from Z to A. When you’ve got it all set up, click the “OK” button.

这将打开“排序文本”窗口。 在“排序依据”选项中,从第一个下拉列表中选择“段落”,然后从“类型”下拉列表中选择“文本”。 单击“升序”选项从A到Z进行排序,或者单击“降序”从Z到A进行排序。设置完毕后,单击“确定”按钮。

How to alphabetize in microsoft word

And just like that, your text is alphabetized.

How to alphabetize in microsoft word

如何用第一个单词以外的字母按字母顺序排列 ( How to Alphabetize By Something Other Than the First Word )

Let’s look at another example. Say that each item on your list has multiple words and you want to alphabetize by something other than the first word. The most straightforward example of this would be a list of names where we wanted to sort by the last name instead of the first.

让我们看另一个例子。 假设您列表中的每个项目都有多个单词,并且您想按字母顺序而不是第一个单词来按字母顺序排列。 最直接的例子是我们要按姓氏而不是名字排序的名称列表。

Select your text.

How to alphabetize in microsoft word

Switch over to the “Home” tab on Word’s Ribbon, and then click the “Sort” button.

How to alphabetize in microsoft word

In the Sort Text window, click the “Options” button.

How to alphabetize in microsoft word

In the Sort Options window, select the “Other” option. In the box to its right, delete any existing characters, and then press the Spacebar once. Click “OK” when you’re done.

在“排序选项”窗口中,选择“其他”选项。 在其右侧的框中,删除所有现有字符,然后按一下空格键。 完成后,单击“确定”。

How to alphabetize in microsoft word

Back in the Sort Text window, choose “Word 2” from the “Sort By” dropdown, and then click the “OK” button.

How to alphabetize in microsoft word

Here’s the result:

How to alphabetize in microsoft word

You can even sort by multiple words in one go. Suppose you had a list arranged last name first, like in the following image.

How to alphabetize in microsoft word

You want to alphabetize that list by the last name, but then you also want to do a second alphabetization by the first name. No problem. After selecting your list, hit that “Sort” button on the Ribbon again.

您想按姓氏按字母顺序排列该列表,但随后您也想按名字按第二个字母顺序排列。 没问题。 选择列表后,再次点击功能区上的“排序”按钮。

In the Sort Text window, choose “Word 2” from the “Sort By” dropdown, and then choose “Word 1” from the first “Then By” dropdown. (There’s even room for another layer down there if you need it.)

How to alphabetize in microsoft word

When you’re done, you’ve got a nicely sorted list that looks like this.

How to alphabetize in microsoft word

如何按字母顺序排列表格中的文字 ( How to Alphabetize Text in a Table )

In this next example, let’s say you had a table and you wanted to alphabetize the rows according to the text in a particular column. In our case here, we’re using a table with some information about various cities, and we want to alphabetize by the state, which is our fourth column.

How to alphabetize in microsoft word

First, select the entire table.

How to alphabetize in microsoft word

Switch over to the “Home” tab on Word’s Ribbon, and then click the “Sort” button.

In the Sort window, in the “Sort By” dropdown menu, select the column you by which you’d like to sort. In our case, we’re choosing “State” because Word pulled that descriptor from our header row.

We’re going to keep it simple in this example and just sort by state, but if you wanted to add a second level of sorting (in our case we might want to sort by city after sorting by state), you could select it from the “Then By” dropdown menu.

在本示例中,我们将使其保持简单,仅按州排序,但是如果您想添加第二级排序(在我们的示例中,我们可能希望在按州排序后按城市排序),则可以从中选择“ Then By”下拉菜单。

Click “OK” when you’re all set up.

How to alphabetize in microsoft word

And here’s our table again, this time sorted alphabetically by the “State” column.

In some cases, you will want to make portions of your documents appear sorted alphabetically, numerically, in ascending or descending order. Word 2010 includes a special feature that allows you to do that without having to manually reorder lines of text, as you’ll learn in this tutorial. We will illustrate the data sorting capabilities included in Microsoft Word with two of the most common cases: sorting rows in a table, and alphabetizing a bulleted list of items. We’ll also cover the special case of sorting lines of text, which has an unexpected behavior if you don’t know what to expect.

Alphabetically sorting table rows

Re-arranging rows in a table is the most common and most intuitive data sorting mechanism, since Word understands right away what you want to do (you’ll note the contrast once we start talking about sorting other types of text elements, like lists or even entire paragraphs). First, create a table in your document, with two columns and at least three to five rows, and leave the cursor inside one of its cells (making it the current text object). Then, click on the “Sort” button in the “Home” tab of the ribbon:
As soon as you do, Microsoft Word will automatically select the entire table (understanding that it is what you want to sort, without having to manually select a range of data), and the “Sort” dialog will open.

How to alphabetize in microsoft word

Unlike regular text, a table is “structured” data, which includes additional options:

  • Let’s look at the bottom of the dialog: Word 2010 has automatically recognized that our table includes “No header row” (which should not be sorted). If you select “Header row” instead, the first row will be left out of the sorting operation.
  • Because there was no header row, Word labeled our first column ” Column 1 “.
  • Under the “Type” dropdown, you’ll find three choices: depending on the “data type” of values in your column, Word 2010 will sort them differently: (next examples use ascending order)
    • “Text” means that the data will be sorted alphabetically. If your data is mixed and includes symbols, numbers, and text, it will be sorted in that order. Note that in that scenario, the number ” 2 ” will appear after the number ” 10 “, because it starts with a ” 2 ” (which is greater than ” 1 “, the first character in ” 10 ” – work around this side effect of text sorting by appending (“padding“) your numbers with zeroes, as in ” 01 “, or ” 001 “, etc.) With “text” sorting, Microsoft Word will place lower case letters before their uppercase equivalent.

• “Number” will make Microsoft Word sort intelligently numbers, making ” 2 ” appear before ” 10 “, for example. With “number” sorting, Word will make symbols and letters appear before any number, with lowercase also appearing before uppercase characters and words.

Tip: as mentioned above, Word 2010 will automatically assume that you want to sort the entire table. To only sort a few rows, select them manually and then click on the “Sort” button: Word will respect your selection and only work on it.

Sort by multiple criteria

In most cases, sorting by a single field will meet your needs; if, however, you need to create nested sorts, just pick a value in the “Sort By” dropdown menu on the left (this is automatically done for you with tables), and this will “unlock” the next sort field. Word 2010 allows you to sort up to three criteria.

Sorting paragraphs or lists

When it comes to sorting unstructured text, like paragraphs or bulleted/numbered lists, you will need to manually select the range of data you want to sort, otherwise Word 2010 will attempt to sort the entire document, rarely what you’d want or expect. (Tip: hit Ctrl+Z or click on the “Undo” button to cancel a sorting operation).

Select the part of your document you want sorted, and click on the “Sort” button; after optionally configuring sort order, data type instructions, and sub-sorting criteria, click on the “OK” button and Word 2010 will modify the text selection (or entire document). Unlike tables, lists need to be manually selected, whether you select all items for sorting, or a subset of them.

Tip: to sort lines of text, you need to type each of them as an individual paragraph; in other words, separated with a regular hit on the Enter key. If each line is separated with a soft return ( Shift+Enter ), Word 2010 will not consider each line as an entity of its own, and simply see a multi-line paragraph!