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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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" <terri[ at ]mylanusa.com> wrote in message
news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl...
[Quoted Text] > 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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Tried it - does not work....
"Suzanne S. Barnhill" <sbarnhill[ at ]mvps.org> wrote in message
news:eWY5w0gaJHA.4520[ at ]TK2MSFTNGP06.phx.gbl...
[Quoted Text] > 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" <terri[ at ]mylanusa.com> wrote in message > news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl... >> 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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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 santus[ at ]penn.com. I could build this database for
you for a very modest fee.
Steve
"Terri" <terri[ at ]mylanusa.com> wrote in message
news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl...
[Quoted Text] > 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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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:
[Quoted Text] >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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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[ at ]uwe> wrote in message
news:8f693518b56c4[ at ]uwe...
[Quoted Text] >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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"Terri" <terri[ at ]mylanusa.com> wrote in message
news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl...
[Quoted Text] > 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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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" <gordonbparker[ at ]yahoo.com.invalid> wrote in message
news:Ov1F%239laJHA.1676[ at ]TK2MSFTNGP03.phx.gbl...
[Quoted Text] > "Terri" <terri[ at ]mylanusa.com> wrote in message
> news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl...
>> 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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"Terri" <terri[ at ]mylanusa.com> wrote in message
news:Op1BnbpaJHA.3952[ at ]TK2MSFTNGP05.phx.gbl...
[Quoted Text] >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)
|
|
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" <terri[ at ]mylanusa.com> wrote in message
news:Op1BnbpaJHA.3952[ at ]TK2MSFTNGP05.phx.gbl...
[Quoted Text] >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" <gordonbparker[ at ]yahoo.com.invalid> wrote in message
> news:Ov1F%239laJHA.1676[ at ]TK2MSFTNGP03.phx.gbl...
>> "Terri" <terri[ at ]mylanusa.com> wrote in message
>> news:ehnUNIgaJHA.1272[ at ]TK2MSFTNGP04.phx.gbl...
>>> 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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"Steve" <nonsense[ at ]nomsense.com> wrote in message
news:cOmdneuS0sCK9MfUnZ2dnUVZ_qjinZ2d[ at ]earthlink.com...
[Quoted Text] > 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)
|
|
Yes, you are right but a database is the correct tool to use not a
spreadsheet.
"Gordon" <gordonbparker[ at ]yahoo.com.invalid> wrote in message
news:%23AM4j5qaJHA.3548[ at ]TK2MSFTNGP05.phx.gbl...
[Quoted Text] > "Steve" <nonsense[ at ]nomsense.com> wrote in message
> news:cOmdneuS0sCK9MfUnZ2dnUVZ_qjinZ2d[ at ]earthlink.com...
>> 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)
|
|
"Steve" <nonsense[ at ]nomsense.com> wrote in message
news:fNqdnVn3sdwjFsfUnZ2dnUVZ_rfinZ2d[ at ]earthlink.com...
[Quoted Text] > 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)
|
|
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:
[Quoted Text] >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.aspx/ms-word-general/200812/1
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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[ at ]uwe> wrote in message
news:8f75dd7cfc459[ at ]uwe...
[Quoted Text] > 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.aspx/ms-word-general/200812/1>
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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" <terri[ at ]mylanusa.com> wrote in message
news:uB6gT03aJHA.4072[ at ]TK2MSFTNGP02.phx.gbl...
[Quoted Text] > 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[ at ]uwe> wrote in message > news:8f75dd7cfc459[ at ]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.aspx/ms-word-general/200812/1>> > > >
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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/ConvertAdrsToDatafile.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: [ at ][ at ][ at ][ at ]
Replace All
Find: ^p
Replace with: ^l
Replace All
Find: [ at ][ at ][ at ][ at ]
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/training/HA102295841033.aspx
"Terri" <terri[ at ]mylanusa.com> wrote in message
news:uB6gT03aJHA.4072[ at ]TK2MSFTNGP02.phx.gbl...
[Quoted Text] > 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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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" <bmelton[ at ]mvps.org> wrote in message
news:OybjDR4aJHA.4488[ at ]TK2MSFTNGP06.phx.gbl...
[Quoted Text] > 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/ConvertAdrsToDatafile.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: [ at ][ at ][ at ][ at ] > Replace All > > Find: ^p > Replace with: ^l > Replace All > > Find: [ at ][ at ][ at ][ at ] > 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/training/HA102295841033.aspx> > > "Terri" <terri[ at ]mylanusa.com> wrote in message > news:uB6gT03aJHA.4072[ at ]TK2MSFTNGP02.phx.gbl... >> 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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