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Alphabetizing lists is a good skill to learn in word, especially if you find yourself dealing with directories and lists often. Luckily, the sorting process is quite simple once you learn how to access it. Follow this guide to learn how for any version of Word.
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1
Open the file that you want to sort. You can also copy and paste the list of words that you want to sort into a document. In order to alphabetize the words, they need to be formatted as a list, with each entry on its own line.
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Select the text that you want to sort. If your list is the only part of your document, you don’t need to highlight anything. If you want to alphabetize a list that is part of a larger document, highlight the section that you want to sort.
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Click the Home tab. In the Paragraph section of the Home tab, click the Sort button. The icon is an “A” above a “Z” with an arrow pointing down. This will open the Sort Text dialogue box.[1]
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Choose your order. By default, the sorting will happen by paragraph. Click the Ascending or Descending button to select which order the list should appear. Ascending will put the list in alphabetical order, and Descending will put the list in reverse alphabetical order.
- If you want to sort by the second word for each entry (for example, by last name in a FIRST, LAST format), click the Options button in the Sort Text window. In the “Separate fields by” section, select Other and enter a single space. Press OK, and then select Word 2 in the Sort By menu. Press OK to sort the list.[2]
- If you want to sort by the second word for each entry (for example, by last name in a FIRST, LAST format), click the Options button in the Sort Text window. In the “Separate fields by” section, select Other and enter a single space. Press OK, and then select Word 2 in the Sort By menu. Press OK to sort the list.[2]
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1
Open the file that you want to sort. You can also copy and paste the list of words that you want to sort into a document. In order to alphabetize the words, they need to be formatted as a list, with each entry on its own line.
-
2
Select the text that you want to sort. If your list is the only part of your document, you don’t need to highlight anything. If you want to alphabetize a list that is part of a larger document, highlight the section that you want to sort.
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3
Click the Table menu. Select Sort. This will open the Sort Text dialogue box.
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4
Choose your order. By default, the sorting will happen by paragraph. Click the Ascending or Descending button to select which order the list should appear. Ascending will put the list in alphabetical order, and Descending will put the list in reverse alphabetical order.
- If you want to sort by the second word for each entry (for example, by last name in a FIRST, LAST format), click the Options button in the Sort Text window. In the “Separate fields by” section, select Other and enter a single space. Press OK, and then select Word 2 in the Sort By menu. Press OK to sort the list.
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Add New Question
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Question
How can I alphabetize a list of names?
From the Home section, go to the Paragraph subsection. From there, to Alphabetize text, go to
Home > Paragraph>A
Z↓ -
Question
I have followed these steps, but I press «OK» and nothing happens. What can I do?
Once you have pressed the «Sort Text» button on Word, it has the «Sort By» area unshaded. Select the options you want, for example «Headings» in drop box 1, «Text» in drop box 2, and then click on the «Descending» button. It is normally already selected as «Ascending.» Click «OK» and it should alphabetize.
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Question
How do I alphabetize an address list?
Capitalize the first letter of every word, making sure to capitalize both letters of the state. For example : 12345 Street, City, AZ, 12345.
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Video
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You may need to click on the arrow pointing down at the bottom of an MS Word menu (such as the Table menu) in order to expand the menu and see all of the options.
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You can use MS Word as a sorting tool to alphabetize text in any software that allows you to paste text. Just alphabetize in Microsoft Word first and then copy the sorted list and paste it at other destinations.
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About This Article
Article SummaryX
1. Select the text.
2. Click the Home tab.
3. Click the «AZ» button with the down-arrow.
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Any list of items presented in either an ordered (i.e., numbered) or unordered (i.e., bulleted) manner within Microsoft Word may be sorted in alphabetical order, in either ascending or descending sequence. Word allows sorts by text, by number, and by date, and even permits three levels of sorting that either includes or ignores a header row, if the first item in the list is a header.
Alphabetize a List in Word 2007 to Word 2019
Microsoft support provides these instructions, which are essentially identical to Word 2007:
- Select the text in a bulleted or numbered list.
- On the Home tab, in the Paragraph group, click Sort.
- In the Sort Text dialog box, under Sort by, click Paragraphs and then Text, and then click either Ascending or Descending. Modify these drop-downs and radio buttons to sort as you intend. In addition to sorting by text, you can sort by date and number.
Paragraphs Within Lists
Even though you’re working with either a numbered or bulleted list, Word assumes that every item in the list is a paragraph and it will sort according to that logic.
More Organizational Options in Word
Word offers a range of possibilities for organizing your text. In addition to ordinary alphabetizing from A-Z, you can also:
- Alphabetize from Z-A
- Organize numerically in ascending or descending order
- Organize by ascending or descending date
- Sort by fields
- Sort by headers
- Sort in one way and then in another (by number and then letter, for example, or by paragraph and then by header)
I was inspired to write this post after having to put yet another student’s bibliography into alphabetical order. I know the quick and easy way to do this – but I don’t think a lot of people know that you can do this!
So, you’ve got your bibliography, and you’ve been very good and followed the rules for setting it out (I’ve used Harvard method here) but it’s not in alphabetical order by author surname, and, except in certain cases,* it really should be.
*A very few referencing systems ask for the bibliography to be in the order in which the references appear in the text. I’ve hardly ever had to deal with them. But I like completeness!
So, a lovely list of books but not in order by the authors’ surnames. How can we resolve this without swapping all the lines around?
First, highlight all the text you want to alphabetise. Then, make sure you’ve got the Home tab at the front. See that little button you’ve never even seen before, next to the paragraph mark?
Press the A-Z button and up pops a dialogue box.
There are all sorts of ways in which you can order the text, which are very similar to the ways you can order text and numbers in Excel. You can even specify whether what you’re sorting has a header row (I’m not sure why you’d want to do that, as you can just exclude the header row when you’re doing the highlighting, but I suppose it would be useful if you realise you’ve accidentally highlighted the headers too). I’ve sorted by Paragraph, Text, and in Ascending Order here, and to be honest, that’s what I always do. Click on OK, and look what you get:
Here’s our bibliography in order by author surname with just a highlight of the text and a few clicks – much quicker and with far less risk of human error than doing it manually.
Note: if your results come out a bit odd and have split your entries up into two halves, reverse your alphabetising by either hitting Control-Z or the Undo button, and check there aren’t any pesky hard returns hiding out in the middle of paragraphs (the best way to do this is to click the Paragraph button, to the right of the A-Z button and look out for bent arrows signifying carriage returns). Get rid of those and alphabetise again to your heart’s content!
This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.
If you have enjoyed this post and found it useful, please click on the “share” buttons below or tell your friends and colleagues about it! Thank you!
Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!
Find all the short cuts here …
Asked by: Kaitlin Hintz
Score: 4.3/5
(13 votes)
You can sort a one-level bulleted or numbered list so the text appears in ascending (A to Z) or descending (Z to A) alphabetical order. Select the list you want to sort. Go to Home > Sort.
Can Word automatically alphabetize a list?
In the dialog box, under Sort by, Paragraphs and Text, select Ascending to sort alphabetically, A-Z and hit OK. It’s that simple!
How do you put an alphabetical order in a Word document?
Select all the addresses that you want to sort. Choose Sort from the Table menu. Word displays the Sort Text dialog box.
What are the rules for alphabetical order?
Alphabetical Order
Always alphabetize names by the first letter of the last name. A before B, and so on. If the first letters of the last name are the same, order according to the second letter. On my bookshelf, Douglas Adams is placed before Isaac Asimov because d comes before s alphabetically.
How do you do alphabetical order?
To put words in alphabetical order, we should look at the first letter of each word. If more than one word starts with the same letter, you should look at the second letter of the word.
21 related questions found
How do I sort alphabetically in Word Online?
How do I arrange references in alphabetical order in Word?
- Select the list you want to sort.
- Go to Home > Sort.
- Set Sort by to Paragraphs and Text.
- Choose Ascending (A to Z) or Descending (Z to A).
- Select OK.
Is there an app that will alphabetize lists?
Word sorting Machine, curious name, is an Android app that will help you sort your lists using your smartphone. The app supports lists that are separated by space, comma, and semicolons.
How do you alphabetize a list of names?
alphabetize names by comparing the first unit letter by letter. If the first letters are the same, file in terms of the second letter, and so on. Names of individuals are filed as follows: last name, first name or initial, middle name or initial.
How do you put a list in alphabetical order in notes?
Android
- Tap the More actions button (three dots) at the top of the note list.
- Tap ‘Sort by’, then choose a sort setting.
Can I put my icons in alphabetical order?
Organise Android Apps Icons Alphabetically
From the home screen, tap the Menu button, followed by the left soft key. Tap the Sort menu, and from the list, select Alphabetical.
Why are my apps not in alphabetical order?
From your home screen, swipe up from the bottom of the phone to open your app drawer. Tap on the three-button menu at the top right of the search field. Tap on Sort. Tap on Alphabetical order.
Can I alphabetize iPhone apps?
Answer: A: Answer: A: If you open the Settings app, then go to General>Reset>Reset Home Screen Layout, all of your downloaded apps will be put in alphabetical order.
How do I get my iPad to automatically organize apps?
Organize your apps in folders on iPad
- Touch and hold any app on the Home Screen, then tap Edit Home Screen. …
- To create a folder, drag an app onto another app.
- Drag other apps into the folder. …
- To rename the folder, touch and hold it, tap Rename, then enter a new name.
How do I arrange my apps in alphabetical order on iPad?
To arrange your apps alphabetically, on your iPad, tap Settings > General > Reset > Reset Home Screen Layout. This will make your first page default to the original Apple apps. Beginning on the second page, your apps will appear alphabetically.
Can Iphone automatically organize apps?
Your apps are automatically sorted into categories. For example, you might see your social media apps under a Social category. The apps that you use most frequently will automatically reorder based on your usage.
How do I organize my iPad?
Organize Your iPad With Folders
- Tap and hold the app icon until a menu appears, then select Edit Home Screen. …
- With your finger, tap and drag the app to one of the available folder app icons. …
- Add a name to the folder by tapping the name area, or keep the default title.
How do you alphabetize notes on iPhone?
To sort all of your notes automatically, go to Settings > Notes, and tap Sort Notes By. Then choose how you want to sort your notes.»
How do you alphabetize contacts on iPhone?
iPhone: How to change contacts sort order and display order
- Open Settings.
- Swipe down and tap Contacts.
- Choose Sort Order or Display Order and customize your settings.
How do I open app drawer?
Swipe up from the bottom of the home screen. Or you can tap on the app drawer icon. The app drawer icon is present in the dock — the area that houses apps like Phone, Messaging, and Camera by default. The app drawer icon usually looks like one of these icons.
How do I alphabetize my apps on my Samsung tablet?
How to organize the Samsung Galaxy Tab Apps Screen
- On the Apps screen, tap the Action Overflow and choose Sort.
- Choose Alphabetic Order. The apps are rearranged from A to Z, with app folders appearing first on the far left page.
How do you alphabetize notes on Mac?
Choose a default sort for all notes
In the Notes app on your Mac, choose Notes > Preferences. Click the “Sort notes by” pop-up menu, then choose an option.
Do you alphabetize by first or second last name?
A. In the absence of a hyphen, alphabetize by the final name. Since it’s usually not possible to know for certain the origin of the name in the middle, it is treated as a middle name (not a surname) by default.
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