How to Sort Alphabetically in Microsoft Word

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Microsoft Word is a powerful word processing program that allows users to create professional documents with ease. Whether you are working on a research paper, creating a resume, or drafting a business proposal, organizing your content in a logical and structured manner is crucial. One common task in document formatting involves sorting text alphabetically. This can be particularly useful when you have a list of names, titles, or any other textual data that needs to be arranged in alphabetical order. In this guide, we will explore various methods to sort alphabetically in Microsoft Word, assisting you in efficiently managing your documents and saving you valuable time. Whether you are a beginner or an experienced Word user, this tutorial will provide you with step-by-step instructions on how to perform alphabetical sorting, allowing you to enhance the readability and organization of your written content.

Alphabetical sorting is a skill worth learning in Word, especially if you often have to work with tables of contents and lists. Fortunately, once that is known, the process is very simple. This guide will show you how to sort the list alphabetically on any version of Word.

Table of Contents

Steps

For Word 2007/2010/2013

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Open the file you want to edit. You can also copy and paste a list of words to sort into a document. To sort alphabetically, the data needs to be formatted as a list with each item on one line.

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Select the text that you want to sort. If the list is only part of the document, you don’t need to highlight the entire text. If you want to sort a list in a large document alphabetically, simply highlight the required data range.

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Click the Home tab. In the Paragraph section of the Home tab, click the Sort button with the “A” icon above the “Z”, next to the down arrow. The Sort Text dialog box appears. ^[1]

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Select order. By default, sorting takes place by paragraph. Click the Ascending or Descending button to choose how to order the list. Ascending will sort the list in alphabetical order and Descending will do the opposite.

• If you want to sort by the second word of each category (for example, by last name for first name, last name format in English), click the Options button in the Sort Text window. Under “Separate fields by”, select Other and enter a space. Click OK, then choose Word 2 (2nd Word) in the Sort By menu. Finally, click OK to sort the list. ^[2]

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For Word 2003 and earlier

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Open the file you want to edit. You can also copy and paste a list of words to sort into a document. To sort alphabetically, the data needs to be formatted as a list with each item on one line.

{“smallUrl”:”https://www.wikihow.com/images_en/thumb/b/b1/Alphabetize-in-Microsoft-Word-Step-6-Version-4.jpg/v4-728px-Alphabetize-in- Microsoft-Word-Step-6-Version-4.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/b/b1/Alphabetize-in-Microsoft-Word-Step-6- Version-4.jpg/v4-728px-Alphabetize-in-Microsoft-Word-Step-6-Version-4.jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight” :546,”licensing”:”<div class=”mw-parser-output”></div>”}

Select the text that you want to sort. If the list is only part of the document, you don’t need to highlight all of the information. If you want to sort a list in a large document alphabetically, simply highlight the required data range.

{“smallUrl”:”https://www.wikihow.com/images_en/thumb/0/01/Alphabetize-in-Microsoft-Word-Step-7-Version-4.jpg/v4-728px-Alphabetize-in- Microsoft-Word-Step-7-Version-4.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/0/01/Alphabetize-in-Microsoft-Word-Step-7- Version-4.jpg/v4-728px-Alphabetize-in-Microsoft-Word-Step-7-Version-4.jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight” :546,”licensing”:”<div class=”mw-parser-output”></div>”}

Click the Table menu, and then choose Sort. The Sort Text dialog box opens.

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Select order. By default, sorting takes place by paragraph. Click the Ascending or Descending button to choose how to order the list. Ascending will sort the list in alphabetical order and Descending will do the opposite. ^[3]

• If you want to sort by the second word of each category (for example, by last name for first name, last name format in English), click the Options button in the Sort Text window. Under “Separate fields by”, select Other and enter a space. Click OK, then choose Word 2 in the Sort By menu. Finally, click OK to sort the list.

Advice

• You may need to click the down arrow at the bottom of the MS Word menu (such as the Table menu) to expand and see all the options.
• You can use MS Word as a tool to alphabetize text and include it in any software that allows text to be pasted. Just edit in Microsoft Word first, then copy the sorted list and paste it elsewhere.

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Alphabetical sorting is a skill worth learning in Word, especially if you often have to work with tables of contents and lists. Fortunately, once that is known, the process is very simple. This guide will show you how to sort the list alphabetically on any version of Word.

In conclusion, sorting alphabetically in Microsoft Word is a simple yet effective way to organize information and make it easier to navigate. Whether it is a list of names, addresses, or any other types of data, Word’s sorting feature can efficiently arrange them in alphabetical order. By following the steps mentioned earlier, users can take advantage of this handy tool to save time and effort. Sorting alphabetically ensures that information is easily accessible and allows for better readability of documents. It is a useful feature that can be used across various industries and professions. Therefore, mastering the skill of sorting alphabetically in Microsoft Word is beneficial for anyone who frequently works with textual data.

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