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| Microsoft Word 2000 |
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Quick Studies October 2000 • Vol.11 Issue 10 Page(s) 76 in print issue |
Microsoft Word 2000 Organize Data | ||
For example, to sort a list of names alphabetically in ascending order (from A to Z) when these names are not in a table, enter each name on its own line in last name, first name order. Press ENTER after you type in a name. When the list is complete, select all names on the list, then click Sort. The Sort Text dialog box appears. Choose Paragraphs from the Sort By drop-down field. This directs Word to reorder your list of names based on the first letter of the first word in each paragraph. (By pressing ENTER after each name, you've created a series of paragraphs.) To sort from A to Z, click the radio button to the left of Ascending. To sort from Z to A, click the Descending radio button. Even if you enter a list of names by typing in first name, then last name (e.g., Carol Holzberg), Word lets you sort your list alphabetically by last name. Create a list of 10 names, entering each name in first name, last name format, one name per line. Separating first name and last name by pressing the Spacebar (just as you usually would). When your list is complete, choose Sort. In the Sort Text dialog box, choose Options and the Sort Options dialog box appears. Under Separate Fields At, select Other. Put your cursor in the Other field and press your Spacebar. (You may need to delete another character first if one appears in that field.) Click OK.
Once again, select Sort. In the Sort By field, choose Word 2. Proceed as usual. Paragraph text separated by tabs, commas, or spaces can easily be converted from text to table format. Select the list of names that you just sorted alphabetically by last name. Make sure that the appropriate selection (tabs, commas, or spaces) is selected under Separate Fields At (located under Sort, Options). Click Table, Convert, point at Text to Table. The Convert Text to Table dialog box appears. Word lets you decide how many columns you want in your table. Enter the number you want. In the AutoFit Behavior section of the dialog box, select Fixed Column Width to create columns of a specific size or to create columns of equal size. You'll get columns of equal size if you choose Auto from the Width field. You can determine the width (in inches) of each column if you enter a particular measurement (e.g., 1.75"). You can also select a measurement by clicking the up arrow until you see the width value you want. If you select AutoFit To Contents, Word automatically adjusts column width in relation to the amount of column text. Choose AutoFit to window to ensure that this table will always resize to fit inside the window of a browser if viewed in a Web browser. It's easy to sort selected table data or columns. Highlight the column or cells to sort. Choose Sort. Since this table has no header row, click the No Header Row option in the My List Has section. Select Column 2 (last name) from the Sort By drop-down field. Click OK.  by Carol S. Holzberg, Ph.D. |
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