Microsoft Office Tutorials and References
In Depth Information
Sorting Rows in a Table
Sorting Rows in a Table
The term sort refers to the process of rearranging information in alphabetical, numerical,
or chronological order. You can sort a series of paragraphs, including the contents of a
bulleted list, or you can sort the rows of a table.
When you sort a table, you arrange the rows based on the contents of one of the
columns. For example, you could sort the table you just created based on the contents
of the Item column—either in ascending alphabetical order (from A to Z) or in
descending alphabetical order (from Z to A). Alternately, you could sort the table based on the
contents of the Materials Cost column—either in ascending numerical order (lowest to
highest) or in descending numerical order (highest to lowest).
To sort a table, select the table, then, on the Table Tools Layout tab, click the Sort
button to open the Sort dialog box. This dialog box provides a number of options for ﬁ
netuning the sort, including options for sorting a table by the contents of more than one
column. This is useful if, for example, you want to organize the table rows by last name,
and then, within each last name, by ﬁ rst name. You’ll have to change fewer settings in
the Sort dialog box if you ﬁ rst take the time to format the headers in bold, as you just did.
That way Word recognizes the bold text as headers and excludes them from the sorting
process, leaving them at the top of the table.
Sorting the Rows of a Table
• Format the column headers in bold, and then click anywhere within the table.
• In the Data group on the Table Tools Layout tab, click the Sort button.
• In the Sort dialog box, click the Sort by arrow, and then select the header for the
column you want to sort by.
• In the Type box located to the right of the Sort by box, select the type of information
stored in the column you want to sort by; you can choose text, numbers, or dates.
• To sort in alphabetical, chronological, or numeric order, verify that the Ascending
option button is selected. To sort in reverse order, click the Descending option button.
• To sort by a second column, click the Then by arrow and click a column header. If
necessary, specify the type of information in the Then by column, and the sort order of
ascending or descending.
• Make sure the Header row option button is selected. This indicates that the table
includes a header row that should not be included in the sort.
• Click the OK button.
Robin would like you to sort the contents of the table in ascending alphabetical order,
based on the contents of the Item column.
To sort the information in the table:
1. Make sure the insertion point is somewhere in the table, and then click the Table
Tools Layout tab.
2. In the Data group, click the Sort button. The Sort dialog box opens, as shown in
Figure 3-11. By default, the Item column is already selected in the Sort by box,
indicating the sort will be based on the contents in this column. The contents of the Item
column is text, so “Text” is selected in the Type box. The Ascending option button
is selected by default, indicating that Word will sort the contents of the Item column
from A to Z. The Header row option button is selected in the lower-left corner of the
dialog box, ensuring this row will not be included in the sort.
If the Sort by column
contained dates or
numbers, the Type box would
display Date or Number.