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#1
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Word Sorting
I swear I used to be able to sort a list of first and last names by the last
name, however I can't figure out how I did it. I am using Word 2003. |
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#2
Posted to microsoft.public.word.docmanagement
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Word Sorting
If they're in the form
Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51*pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003. |
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#3
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Word Sorting
Actually, you don't have to convert to a table to sort the second list. In
the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Peter T. Daniels" wrote in message ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003. |
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#4
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Word Sorting
Wow. As someone said yesterday, Is that documented anywhere?
On Jan 14, 5:10*pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.- |
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#5
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Word Sorting
Word 2003's Help topic "About sorting" contains this intriguing paragraph:
"You can also sort by more than one word or field inside a single table column. For example, if a column contains both last and first names, you can sort by either last name or first name, just as you could if the last and first names were in a list instead of a table." There's an illustration that shows "Last Name, First Name" in what appears to be a single table column. The "Troubleshoot sorting" entry dances all around this without spelling it out (it does mention the nonbreaking spaces); it describes sorting by more than one word in a given column but appears to say nothing about using any but the first word as the primary sort key until you get to the very end: "If you've already typed the entries, you can control the sort order by using a combination of regular spaces and nonbreaking spaces. Type a regular space between fields you want to sort on, and press CTRL+SHIFT+SPACEBAR to insert a nonbreaking space between fields you don't want to sort on. For example, type Dr.nonbreaking spaceJohn Smith or John Smith,nonbreaking spaceM.D. Then select the list or table, and click Sort on the Table menu. Click Options, and then click Other under Separate fields at. In the text box, type a space, and then click OK. In the Sort by list, click Word 2 (or the field you want to sort by), and then complete the sort as usual." So yes, this is documented, but you have to wade through a lot of other stuff to get to it (and you can find it only in an article that addresses "things that go wrong when I'm sorting," not in one that actually tells you how to do it right in the first place--an odd approach to take IMO). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Peter T. Daniels" wrote in message ... Wow. As someone said yesterday, Is that documented anywhere? On Jan 14, 5:10 pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.- |
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#6
Posted to microsoft.public.word.docmanagement
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Word Sorting
Help is so helpful!
Presumably one can write a macro to change all but the last space in an entry to nonbreaking space. On Jan 14, 11:05*pm, "Suzanne S. Barnhill" wrote: Word 2003's Help topic "About sorting" contains this intriguing paragraph: "You can also sort by more than one word or field inside a single table column. For example, if a column contains both last and first names, you can sort by either last name or first name, just as you could if the last and first names were in a list instead of a table." There's an illustration that shows "Last Name, First Name" in what appears to be a single table column. The "Troubleshoot sorting" entry dances all around this without spelling it out (it does mention the nonbreaking spaces); it describes sorting by more than one word in a given column but appears to say nothing about using any but the first word as the primary sort key until you get to the very end: "If you've already typed the entries, you can control the sort order by using a combination of regular spaces and nonbreaking spaces. Type a regular space between fields you want to sort on, and press CTRL+SHIFT+SPACEBAR to insert a nonbreaking space between fields you don't want to sort on. For example, type Dr.nonbreaking spaceJohn Smith or John Smith,nonbreaking spaceM.D. Then select the list or table, and click Sort on the Table menu. Click Options, and then click Other under Separate fields at. In the text box, type a space, and then click OK. In the Sort by list, click Word 2 (or the field you want to sort by), and then complete the sort as usual." So yes, this is documented, but you have to wade through a lot of other stuff to get to it (and you can find it only in an article that addresses "things that go wrong when I'm sorting," not in one that actually tells you how to do it right in the first place--an odd approach to take IMO). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... Wow. As someone said yesterday, Is that documented anywhere? On Jan 14, 5:10 pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.-- |
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#7
Posted to microsoft.public.word.docmanagement
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Word Sorting
Help is so helpful!
Presumably one can write a macro to change all but the last space in an entry to nonbreaking space. On Jan 14, 11:05*pm, "Suzanne S. Barnhill" wrote: Word 2003's Help topic "About sorting" contains this intriguing paragraph: "You can also sort by more than one word or field inside a single table column. For example, if a column contains both last and first names, you can sort by either last name or first name, just as you could if the last and first names were in a list instead of a table." There's an illustration that shows "Last Name, First Name" in what appears to be a single table column. The "Troubleshoot sorting" entry dances all around this without spelling it out (it does mention the nonbreaking spaces); it describes sorting by more than one word in a given column but appears to say nothing about using any but the first word as the primary sort key until you get to the very end: "If you've already typed the entries, you can control the sort order by using a combination of regular spaces and nonbreaking spaces. Type a regular space between fields you want to sort on, and press CTRL+SHIFT+SPACEBAR to insert a nonbreaking space between fields you don't want to sort on. For example, type Dr.nonbreaking spaceJohn Smith or John Smith,nonbreaking spaceM.D. Then select the list or table, and click Sort on the Table menu. Click Options, and then click Other under Separate fields at. In the text box, type a space, and then click OK. In the Sort by list, click Word 2 (or the field you want to sort by), and then complete the sort as usual." So yes, this is documented, but you have to wade through a lot of other stuff to get to it (and you can find it only in an article that addresses "things that go wrong when I'm sorting," not in one that actually tells you how to do it right in the first place--an odd approach to take IMO). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... Wow. As someone said yesterday, Is that documented anywhere? On Jan 14, 5:10 pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.-- |
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#8
Posted to microsoft.public.word.docmanagement
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Word Sorting
Word 2003's Help topic "About sorting" contains this intriguing paragraph:
"You can also sort by more than one word or field inside a single table column. For example, if a column contains both last and first names, you can sort by either last name or first name, just as you could if the last and first names were in a list instead of a table." There's an illustration that shows "Last Name, First Name" in what appears to be a single table column. The "Troubleshoot sorting" entry dances all around this without spelling it out (it does mention the nonbreaking spaces); it describes sorting by more than one word in a given column but appears to say nothing about using any but the first word as the primary sort key until you get to the very end: "If you've already typed the entries, you can control the sort order by using a combination of regular spaces and nonbreaking spaces. Type a regular space between fields you want to sort on, and press CTRL+SHIFT+SPACEBAR to insert a nonbreaking space between fields you don't want to sort on. For example, type Dr.nonbreaking spaceJohn Smith or John Smith,nonbreaking spaceM.D. Then select the list or table, and click Sort on the Table menu. Click Options, and then click Other under Separate fields at. In the text box, type a space, and then click OK. In the Sort by list, click Word 2 (or the field you want to sort by), and then complete the sort as usual." So yes, this is documented, but you have to wade through a lot of other stuff to get to it (and you can find it only in an article that addresses "things that go wrong when I'm sorting," not in one that actually tells you how to do it right in the first place--an odd approach to take IMO). -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Peter T. Daniels" wrote in message ... Wow. As someone said yesterday, Is that documented anywhere? On Jan 14, 5:10 pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.- |
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#9
Posted to microsoft.public.word.docmanagement
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Word Sorting
Wow. As someone said yesterday, Is that documented anywhere?
On Jan 14, 5:10*pm, "Suzanne S. Barnhill" wrote: Actually, you don't have to convert to a table to sort the second list. In the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USAhttp://word.mvps.org "Peter T. Daniels" wrote in ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003.- |
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#10
Posted to microsoft.public.word.docmanagement
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Word Sorting
Actually, you don't have to convert to a table to sort the second list. In
the Sort dialog, click on Options, choose Other, and type a space in the box, then click OK. When you return to the Sort dialog, you should have Word 1 and Word 2 as options under "Sort by." Choose Word 2. If some of the names have middle names or initials, you'll need to prepare the list by substituting a nonbreaking space (Ctrl+Shift+Spacebar) for the space in, say, "Peter T." or "Mary Ann." -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Peter T. Daniels" wrote in message ... If they're in the form Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51 pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003. |
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#11
Posted to microsoft.public.word.docmanagement
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Word Sorting
If they're in the form
Roe, Richard Doe, John (each name its own paragraph) then all you do is select the whole list and choose Table Sort (they don't have to be in a table). If they're in the form Richard Roe John Doe then you need to Convert to Table where the second column contains the name you want to alphabetize on (simple if every name has just a first name and a last name!), sort on that column, and Convert back to Text. On Jan 14, 1:51*pm, u50st wrote: I swear I used to be able to sort a list of first and last names by the last name, however I can't figure out how I did it. I am using Word 2003. |
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