Microsoft Office Tutorials and References
In Depth Information
Sorting a list
sorting a list
You might type or paste a list of names, book titles, or other
information in a document, and then need to sort that list by a
different order. Consider, for example, a list of people’s names
with the given name followed by the family name. You might
want the list to be alphabetized by the family names, but with-
out changing the way the names appear. To do this, you need
to specify to Word 2013 what part of each name is the family
name by using a unique character to separate the given name
from the family name.
Names of people and places are notorious for not following
rules. You can encounter family names that consist of two or
three words. No computer program can decide accurately which
of the names is the family name. Perhaps one is a middle name,
for example. It usually takes examination by a human to prepare
a list of names that can be sorted properly.
Prepare a list of names for sorting
1 Open the document containing the original list. On the Home tab,
in the Paragraph group, click the Show/Hide ¶ button.
2 In each name, if the given name consists of two or more words,
replace the space characters between them with nonbreaking
spaces (select the space and press Ctrl+Shift+space). Similarly, if
the family name consists of two or more words, replace the space
characters between them with nonbreaking spaces. Leave only one
space character in each name, separating the given name from the
family name.
1
2
TRY ThIs After you prepare the list, you can easily convert it
to a table, with the given names in one column and the family
names in another column. On the Insert tab, click Table and then, at the
bottom of the gallery that appears, click Convert Text To Table. In the
Convert Text To Table dialog box, under the label Separate Text At,
click the Other option button, type a space in the box to its right, and
then click OK.
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