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#1
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How to alphabetize a list
IWhen I look in Help within MS Word (2003) it says How to sort a list or
table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#2
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The Sort command happens to be under the Table menu, but your names
don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#3
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I answered this in the newsgroup. I tried that and still got the same black
line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#4
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Scroll down a ways to see the names. When you sort a list containing
blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#5
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OK, I took another look and I see where the names are under the long line.
Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented e-mail addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#6
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Start WordPerfect, open the WordPerfect version of your file, and "save
as" a Microsoft Word (.doc) file. joymp wrote: OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented e-mail addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#7
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That's probably because you have a paragraph break at the end of each line.
If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented e-mail addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#8
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Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I
change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented e-mail addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#9
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Well, the reason I didn't go into that is that it probably won't be easy
unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another email address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#10
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OK, you've given me a challenge for a learning experience! S I've printed
this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another email address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#11
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Suzanne,
I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another email address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#12
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The easiest way is to Ctrl+A, Ctrl+0 (zero). This adds 12 pts Space Before
each item. If you'd rather have Space After, you have to visit the Format | Paragraph dialog to do that. You do *not* want to use an empty paragraph or line for this purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#13
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Suzanne,
If I'm understanding what you are saying, there would be a double space between each line. The lines are now arranged with the name on one line, then the e-mail address on the next line (indented slightly), then (immediately) on the next line another name, followed by (indented) e-mail address on the next line. The way it WAS, had a double line/space after the e-mail address before showing the next name. Hope I'm explaining this right. It's easier to read the list if there could, once again, be that double line/space. Joy "Suzanne S. Barnhill" wrote: The easiest way is to Ctrl+A, Ctrl+0 (zero). This adds 12 pts Space Before each item. If you'd rather have Space After, you have to visit the Format | Paragraph dialog to do that. You do *not* want to use an empty paragraph or line for this purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the e-mail addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#14
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Have you tried what I suggested? Press Ctrl+A, Ctrl+0 and see if that
doesn't give you the result you want. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, If I'm understanding what you are saying, there would be a double space between each line. The lines are now arranged with the name on one line, then the e-mail address on the next line (indented slightly), then (immediately) on the next line another name, followed by (indented) e-mail address on the next line. The way it WAS, had a double line/space after the e-mail address before showing the next name. Hope I'm explaining this right. It's easier to read the list if there could, once again, be that double line/space. Joy "Suzanne S. Barnhill" wrote: The easiest way is to Ctrl+A, Ctrl+0 (zero). This adds 12 pts Space Before each item. If you'd rather have Space After, you have to visit the Format | Paragraph dialog to do that. You do *not* want to use an empty paragraph or line for this purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
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Wonderful! That did it! Thanks again. I see your posts on the MS
Newsgroup(s) and you are always SO helpful. "Suzanne S. Barnhill" wrote: Have you tried what I suggested? Press Ctrl+A, Ctrl+0 and see if that doesn't give you the result you want. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, If I'm understanding what you are saying, there would be a double space between each line. The lines are now arranged with the name on one line, then the e-mail address on the next line (indented slightly), then (immediately) on the next line another name, followed by (indented) e-mail address on the next line. The way it WAS, had a double line/space after the e-mail address before showing the next name. Hope I'm explaining this right. It's easier to read the list if there could, once again, be that double line/space. Joy "Suzanne S. Barnhill" wrote: The easiest way is to Ctrl+A, Ctrl+0 (zero). This adds 12 pts Space Before each item. If you'd rather have Space After, you have to visit the Format | Paragraph dialog to do that. You do *not* want to use an empty paragraph or line for this purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
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Glad I could help.
-- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Wonderful! That did it! Thanks again. I see your posts on the MS Newsgroup(s) and you are always SO helpful. "Suzanne S. Barnhill" wrote: Have you tried what I suggested? Press Ctrl+A, Ctrl+0 and see if that doesn't give you the result you want. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, If I'm understanding what you are saying, there would be a double space between each line. The lines are now arranged with the name on one line, then the e-mail address on the next line (indented slightly), then (immediately) on the next line another name, followed by (indented) address on the next line. The way it WAS, had a double line/space after the e-mail address before showing the next name. Hope I'm explaining this right. It's easier to read the list if there could, once again, be that double line/space. Joy "Suzanne S. Barnhill" wrote: The easiest way is to Ctrl+A, Ctrl+0 (zero). This adds 12 pts Space Before each item. If you'd rather have Space After, you have to visit the Format | Paragraph dialog to do that. You do *not* want to use an empty paragraph or line for this purpose. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Suzanne, I tried what you said, and it worked! THANK YOU! I no longer have a double line space between each name/e-mail address and the next, though; they are all together. Is there any way to restore the double line space using the same technique? Joy "." wrote: OK, you've given me a challenge for a learning experience! S I've printed this info and will be brave and try it later on (got a busy schedule today). Thanks! "Suzanne S. Barnhill" wrote: Well, the reason I didn't go into that is that it probably won't be easy unless you've by any chance got two paragraph breaks between entries. If you have, then you can use Find and Replace to look for paragraph breaks (^p) and replace with line breaks (^l). You then replace two line breaks together (^l^l) with a paragraph break, and you're home and dry. But if you have the whole list as a solid chunk--that is, line 1 is a name, line 2 is an email address, line 3 is another name, line 4 another address, and so on, you'll have to do this semi-manually. You can insert a line break manually by pressing Shift+Enter; if you select the paragraph mark first (display nonprinting characters so you can see them), it will replace it. But that would be very labor-intensive. Instead, use F&R to replace ^p with ^l, but instead of using Replace All, just alternate Find Next and Replace judiciously to replace only every other paragraph break. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "." wrote in message ... Thanks, Garfield and Suzanne. Suzanne, sorry to be dumb, but how do I change the break from a paragraph break to a line break? "Suzanne S. Barnhill" wrote: That's probably because you have a paragraph break at the end of each line. If you change the break between the name and the email address to a line break, then Word will sort the paragraphs correctly. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "joymp" wrote in message ... OK, I took another look and I see where the names are under the long line. Now I have another problem. I see that it mixed in the addresses (which were indented) alphabetically. I was able to accomplish this in WordPerfect and it only alphabetized the names, not the indented addresses; it left them under each respective name. I'd like to have the list in both Word & WordPerfect so I can share it with those who only have Word. "garfield-n-odie" wrote: Scroll down a ways to see the names. When you sort a list containing blank lines and non-blank lines, all of the blank lines will end up together at the beginning of the document (sort order = nothing before something). Joy wrote: I answered this in the newsgroup. I tried that and still got the same black line with the names having disappeared. BTW, each name was on a separate line with its e-mail address indented under it; then a line space before the next name. "garfield-n-odie" wrote: The Sort command happens to be under the Table menu, but your names don't have to be in a table. Each name should be on a separate line though. Select the list of names, and click on Table | Sort. joy wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#17
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How to alphabetize a list
"joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#18
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How to alphabetize a list
In Word 2000 you would select the text you want sorted, then click Table
Sort, and choose to sort by paragraph. It is in my view absurd to sort something that isn't in a table by clicking the Table menu, but there it is. I don't know if they improved on the reasoning in Word 2003. "Karen" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#19
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How to alphabetize a list
Sort is on the Table menu, but you can sort a series of paragraphs by
selecting it and using Table | Sort | By Paragraphs. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Karen" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#20
Posted to microsoft.public.word.docmanagement
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How to alphabetize a list
Perhaps it will ease the pain to consider that the overwhelming majority of
the sorting done in a word processing program involves content in a Table or a Tabular List. Not only does it not seem absurd to have it there, but also quite logical -- Regards |:) Bob Jones [MVP] Office:Mac "BruceM" wrote in message ... In Word 2000 you would select the text you want sorted, then click Table Sort, and choose to sort by paragraph. It is in my view absurd to sort something that isn't in a table by clicking the Table menu, but there it is. I don't know if they improved on the reasoning in Word 2003. "Karen" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#21
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How to alphabetize a list
We click the Start button to stop the computer, so I suppose we can get used
to anything, but that doesn't make it logical. Logical would be to put sorting on the Tools menu, in my view. That being said, Help does explain that sorting is a situation in which the Table menu is used in the absence of a table (although it doesn't put it like that). Lots of things are hidden in rather obscure places. For instance, to make choices about default formatting of ordinal suffixes (such as in 1st, 2nd, etc.) you click Insert AutoText. By the way, I am not a Word basher at all. Word has some wonderful features. My biggest complaint is that the interface, features, and automation can get in the way. "CyberTaz" typegeneraltaz1ATcomcastdotnet wrote in message ... Perhaps it will ease the pain to consider that the overwhelming majority of the sorting done in a word processing program involves content in a Table or a Tabular List. Not only does it not seem absurd to have it there, but also quite logical -- Regards |:) Bob Jones [MVP] Office:Mac "BruceM" wrote in message ... In Word 2000 you would select the text you want sorted, then click Table Sort, and choose to sort by paragraph. It is in my view absurd to sort something that isn't in a table by clicking the Table menu, but there it is. I don't know if they improved on the reasoning in Word 2003. "Karen" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#22
Posted to microsoft.public.word.docmanagement
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How to alphabetize a list
"joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#23
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How to alphabetize a list
Although the Sort command is on the Table menu, you don't have to have text
in a table to sort it. You do have to have each item in its own paragraph. Then select the text to be sorted and click on the Table | Sort command. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "noodnicki" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#24
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How to alphabetize a list
"joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
#25
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How to alphabetize a list
Assuming that each item is in a separate paragraph, you can select the whole
list and click Sort on the Table menu. Make sure to sort on paragraphs. In Word 2007, you'll find the Sort command in the Paragraphs group of the Home ribbon tab. -- Stefan Blom Microsoft Word MVP "Lorraine" wrote in message ... "joy" wrote: IWhen I look in Help within MS Word (2003) it says How to sort a list or table, and then it only tells how to sort in a table. This is just one long list of names and I want to alphabetize the list. I don't want them in a table. If I try to put them in a table and sort from there I get a long black vertical line and the names disappear. Can anyone help? TIA. |
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