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#1
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Need help sorting and need a real pro - this is a toughy.
Perhaps someone can tell me how to sort this list:
1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. |
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#2
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Need help sorting and need a real pro - this is a toughy.
Remove the numbers. To sort by first name, use Table | Sort and choose
Paragraph. To sort by last name, select space as the field separator and sort on Word 1. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Terri" wrote in message ... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. |
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#3
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Need help sorting and need a real pro - this is a toughy.
Tried it - does not work....
"Suzanne S. Barnhill" wrote in message ... Remove the numbers. To sort by first name, use Table | Sort and choose Paragraph. To sort by last name, select space as the field separator and sort on Word 1. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Terri" wrote in message ... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. |
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#4
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Need help sorting and need a real pro - this is a toughy.
Hello Terri.
Your list could easily be transformed into a simple database application. First name, last name, address, city, state and zipcide would be stored as separate fields in the database and you could sort ascending or descending on any field. The sorted list could be displayed on-screen and/or printed out. If you think this might work better for you and/or if you have questions, contact me at . I could build this database for you for a very modest fee. Steve "Terri" wrote in message ... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. |
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#5
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
I think Suzanne meant to write "word 2". It works in W2007 €” & should work
in W2003 & before €”as long as you don't have middle names or initials. PamC Suzanne S. Barnhill wrote: Remove the numbers. To sort by first name, use Table | Sort and choose Paragraph. To sort by last name, select space as the field separator and sort on Word 1. Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 [quoted text clipped - 5 lines] list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. -- Message posted via http://www.officekb.com |
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#6
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
Indeed I did. Thanks, Pam.
-- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "PamC via OfficeKB.com" u43222@uwe wrote in message news:8f693518b56c4@uwe... I think Suzanne meant to write "word 2". It works in W2007 - & should work in W2003 & before -as long as you don't have middle names or initials. PamC Suzanne S. Barnhill wrote: Remove the numbers. To sort by first name, use Table | Sort and choose Paragraph. To sort by last name, select space as the field separator and sort on Word 1. Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 [quoted text clipped - 5 lines] list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. -- Message posted via http://www.officekb.com |
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#7
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
"Terri" wrote in message
... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. What is the purpose of this list? You might be better off using a spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#8
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Need help sorting and need a real pro - this is a toughy.
I can't use Excel for this as it is simply a list which I fax daily but
would like it sorted. It still is not working at all with the instructions given. Any other suggestions? "Gordon" wrote in message ... "Terri" wrote in message ... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. What is the purpose of this list? You might be better off using a spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#9
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Need help sorting and need a real pro - this is a toughy.
"Terri" wrote in message
... I can't use Excel for this as it is simply a list which I fax daily So why does that preclude Excel? -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#10
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
Terri,
FYI, if you did your contacts in a database, it could easily be faxed! A database would be much easier for you than doing your list in Word. Steve "Terri" wrote in message ... I can't use Excel for this as it is simply a list which I fax daily but would like it sorted. It still is not working at all with the instructions given. Any other suggestions? "Gordon" wrote in message ... "Terri" wrote in message ... Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 2. mary jones 2 central ave anywhere ny 11456 and so forth. I would like to sort them in alphabetical order by first or last name and have the rest of the information appear as well. If necessary, I can eliminate the numbers preceding the name. I could have a list of up to 50 to sort. I use Word 2003 and Windows XP Pro. Thanks so much. What is the purpose of this list? You might be better off using a spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#11
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
"Steve" wrote in message
m... Terri, FYI, if you did your contacts in a database, it could easily be faxed! A database would be much easier for you than doing your list in Word. Or Excel which is what I suggested...... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#12
Posted to microsoft.public.word.newusers
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Need help sorting and need a real pro - this is a toughy.
Yes, you are right but a database is the correct tool to use not a
spreadsheet. "Gordon" wrote in message ... "Steve" wrote in message m... Terri, FYI, if you did your contacts in a database, it could easily be faxed! A database would be much easier for you than doing your list in Word. Or Excel which is what I suggested...... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#13
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Need help sorting and need a real pro - this is a toughy.
"Steve" wrote in message
m... Yes, you are right but a database is the correct tool to use not a spreadsheet. Not at all. If it's just a simple list then a spreadsheet is perfectly adequate... -- Asking a question? Please tell us the version of the application you are asking about, your OS, Service Pack level and the FULL contents of any error message(s) |
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#14
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Need help sorting and need a real pro - this is a toughy.
You say it doesn't work, but you haven't said what you get. Does it not
sort (rearrange) at all? Or does it rearrange oddly? BTW, I agree that for your undelimited list, Word should provide the simplest way to get the sort done. Pam Terri wrote: I can't use Excel for this as it is simply a list which I fax daily but would like it sorted. It still is not working at all with the instructions given. Any other suggestions? Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 [quoted text clipped - 9 lines] spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...neral/200812/1 |
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#15
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Need help sorting and need a real pro - this is a toughy.
Pam:
I am starting with: Ann smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Bob Jones 87 munn ave Harrisburg pa 18378 I select them all - go to Sort - on options I chose just a space bar and then on the main page I chose Paragraph Text Ascending and this is what I get. 123 east main st 253 central ave 87 munn ave Ann smith Anywhere PA 18298 Bob Jones Harrisburg pa 18378 John Doe New York NY 10001 Perhaps this is easier to tell me what to do... Thanks! "PamC via OfficeKB.com" u43222@uwe wrote in message news:8f75dd7cfc459@uwe... You say it doesn't work, but you haven't said what you get. Does it not sort (rearrange) at all? Or does it rearrange oddly? BTW, I agree that for your undelimited list, Word should provide the simplest way to get the sort done. Pam Terri wrote: I can't use Excel for this as it is simply a list which I fax daily but would like it sorted. It still is not working at all with the instructions given. Any other suggestions? Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 [quoted text clipped - 9 lines] spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...neral/200812/1 |
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#16
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Need help sorting and need a real pro - this is a toughy.
That is quite different from what was originally posted. For this you need
to first replace every paragraph break (^p) with a line break (^l). Then replace two line breaks (^l^l) with a paragraph break. Then you should be able to sort the paragraphs. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Terri" wrote in message ... Pam: I am starting with: Ann smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Bob Jones 87 munn ave Harrisburg pa 18378 I select them all - go to Sort - on options I chose just a space bar and then on the main page I chose Paragraph Text Ascending and this is what I get. 123 east main st 253 central ave 87 munn ave Ann smith Anywhere PA 18298 Bob Jones Harrisburg pa 18378 John Doe New York NY 10001 Perhaps this is easier to tell me what to do... Thanks! "PamC via OfficeKB.com" u43222@uwe wrote in message news:8f75dd7cfc459@uwe... You say it doesn't work, but you haven't said what you get. Does it not sort (rearrange) at all? Or does it rearrange oddly? BTW, I agree that for your undelimited list, Word should provide the simplest way to get the sort done. Pam Terri wrote: I can't use Excel for this as it is simply a list which I fax daily but would like it sorted. It still is not working at all with the instructions given. Any other suggestions? Perhaps someone can tell me how to sort this list: 1. joe smith 1 main st someplace ny 11300 [quoted text clipped - 9 lines] spreadsheet application rather than a WP one. Depends on what you are using the data for... -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...neral/200812/1 |
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#17
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Need help sorting and need a real pro - this is a toughy.
What do you do with the addresses after they are sorted? If you want
flexible data, i.e. the ability to sort, mail merge envelopes/labels, mail merge directly to fax, create a two-column directory, etc then you need to convert it into a list that can be used with mail merge. Right now all you have is multiple paragraphs and there isn't a way to "tell" Word which paragraphs need to stay together. It needs to be set up such as: Ann Smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Similar to the examples you previously provided. :-) Here's an article that provides instructions on converting your data into a list: http://word.mvps.org/FAQs/MailMerge/...ToDatafile.htm Now, if you want to forgo the potential flexibility and you want is to sort your addresses then you need to replace the paragraph mark at the end of each line in the address with a manual line break (Shift+Enter). so you can treat each address as one paragraph which can be sorted. You can use still use Find/Replace (described in the cited article) but use the following in Find/Replace: Find: ^p^p Replace with: @@@@ Replace All Find: ^p Replace with: ^l Replace All Find: @@@@ Replace with: ^p Replace All ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP https://mvp.support.microsoft.com/profile/Melton What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs Guides for the Office 2007 Interface: http://office.microsoft.com/en-us/tr...295841033.aspx "Terri" wrote in message ... Pam: I am starting with: Ann smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Bob Jones 87 munn ave Harrisburg pa 18378 |
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#18
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Need help sorting and need a real pro - this is a toughy.
The Replace operation I describe requires just two passes instead of three.
-- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA http://word.mvps.org "Beth Melton" wrote in message ... What do you do with the addresses after they are sorted? If you want flexible data, i.e. the ability to sort, mail merge envelopes/labels, mail merge directly to fax, create a two-column directory, etc then you need to convert it into a list that can be used with mail merge. Right now all you have is multiple paragraphs and there isn't a way to "tell" Word which paragraphs need to stay together. It needs to be set up such as: Ann Smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Similar to the examples you previously provided. :-) Here's an article that provides instructions on converting your data into a list: http://word.mvps.org/FAQs/MailMerge/...ToDatafile.htm Now, if you want to forgo the potential flexibility and you want is to sort your addresses then you need to replace the paragraph mark at the end of each line in the address with a manual line break (Shift+Enter). so you can treat each address as one paragraph which can be sorted. You can use still use Find/Replace (described in the cited article) but use the following in Find/Replace: Find: ^p^p Replace with: @@@@ Replace All Find: ^p Replace with: ^l Replace All Find: @@@@ Replace with: ^p Replace All ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP https://mvp.support.microsoft.com/profile/Melton What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs Guides for the Office 2007 Interface: http://office.microsoft.com/en-us/tr...295841033.aspx "Terri" wrote in message ... Pam: I am starting with: Ann smith 123 east main st Anywhere PA 18298 John Doe 253 central ave New York NY 10001 Bob Jones 87 munn ave Harrisburg pa 18378 |
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