Advanced Word - Lesson 1: Sorting and Calculating

Objectives  sort lists and paragraphs  sort tables  calculate sums in tables  enter formulas in tables  update calculations in tables

Sort Lists and Paragraphs  Word may not follow the filing rules you wish to use when text is sorted.  It may be necessary to make adjustments after the sort is completed.

Sort Lists and Paragraphs (continued)  When keying lists that will later be sorted, it is best to plan how you will sort the list before you enter the text. For example, if you want to sort by last name, you must key the last name first.

Sort Lists and Paragraphs (continued)  If you want to sort a list of names (first, middle, and last) by last name (not all the entries in the list have a middle name) you can create a temporary solution to change the list so that all items have the same number of fields. Word recognizes a blank space as a field, so you can insert a blank space for those entries without middle names, thus making the last name the third field in every entry. After the sort is complete, you can remove the extra blank spaces.

Sort Lists and Paragraphs (continued)  An easy way to reorganize paragraphs in a document:  Key a number at the beginning of each existing paragraph (separated by paragraph marks, not newline characters). For example, key the number 3 at the beginning of the paragraph you want to be the third paragraph.  Then select the list, sort numerically, and finally remove the numbers.

Sort Tables  Understand the difference between sorting a column and sorting based on a column.  Sorting a column means that only the column will be rearranged. The entries in all other cells remain in the same order. Unless you select the option to sort the column only, Word will rearrange all the rows for the entire list.

Sort Tables (continued)  If a column is sorted and headings and blank lines are moved, they were included in the selection before the sort. When possible, do not include column headings or blank rows in the selection to be sorted or turn on the Header Row option in the Sort Text dialog box. Delete or add blank lines as necessary after the sort.

Calculate Sums in Tables  You can use the AutoSum button on the Tables and Borders toolbar to quickly add numbers in a table column.

Enter Formulas in Tables  A keyboard shortcut to toggle the display of field codes is Alt+F9. To toggle codes on and off for a single cell, click within a calculated value and press Shift+F9 instead. You can also click within a calculated value, click the right mouse button, and click Toggle Field Codes.

Update Calculations in Tables  To quickly update a single cell calculation, click within a calculated value, click the right mouse button, and click Update Field.

Summary  Text can be rearranged alphanumerically (numbers first, then letters).  Lists, tabular columns, paragraphs, and text can be sorted in ascending or descending order.

Summary (continued)  When turned on, the Case Sensitive feature sorts text so that words beginning with the same letter will be sorted uppercase before lowercase letters.  Paragraphs of text are sorted by the first word in each paragraphs. The text must be separated by spaces, commas, tabs, or some other character (delimiters).

Summary (continued)  Sorts can be based on as many as three criteria at a time.  When sorting a single column, the data in the other table columns is not rearranged.

Summary (continued)  Before performing a calculation in a table, the insertion point should be positioned in the cell where the total (result) is to appear.  The Update Field Key, F9, updates calculations in a table.  The Formula command on the table menu enables you to perform complex math calculations in tables such as subtracting, multiplying, dividing, averaging, and calculating a percentage.