Microsoft Office Tutorials and References
In Depth Information
Working with the Sort Command
5. Choose the order to sort by. You can choose
from A to Z, Z to A (as shown in Figure 7-7),
or Custom List. The last choice opens the
Custom Lists dialog box, which contains the
built-in and user-created custom lists that
are typically used to speed up data entry of
frequently used lists of names, numbers, and
values like days of the week or months of
the year. Your most useful choice? A to Z or
Z to A, depending on which values (largest
or smallest) you want to see first.
8. Continue adding sort levels until you have all
the fields you want to sort by listed, in the
order they should be sorted, in the dialog box.
9. Click OK to apply the sort to your list. Figure
7-9 shows a completed sort instruction, which
sorts by state, then by healthcare rating, then
Sort by as many fields as you want—although
sorting by too many fields can reduce the usability
and ease of use of the resulting sorted list.
Choose the order for the sort on the selected field.
6. Add another level by clicking the Add Level
button. The Then By drop-down menu
appears, as shown in Figure 7-8, from which
you can choose the second level of your sort.
Use the Copy Level button to duplicate
a selected level in the Sort dialog box.
When to use it? Because you wouldn’t
sort on the same field twice, use it when
you want to sort by the same Sort On and
Order values, and then just change the
Column designation. This shortcut saves
you two of the three steps involved in
establishing a new level for your sort.
Select the second level for your sort.
To get rid of a sort level you created by mistake
or no longer want, simply click the Delete Level
button while your mouse is in any of the options
for the unwanted level. The level is gone, and
you can continue creating levels or click OK to
perform the sort as you’ve set it up.
Repeat Steps 4 and 5 for the new field,
deciding what to sort on and what order
the sorted records should appear in.