Unlike Access and Excel, sorting doesn't come naturally in Word. Fortunately, Word offers a robust sorting feature that can handle most needs - even the more creative ones! For instance, let's suppose you have a document of paragraphs and you decide you want to rearrange the paragraphs. You might spend some time using cut and paste to move them around, but would it surprise you to learn that Word can sort them for you? Let's work through a simple example. Let's rearrange the paragraphs in the document below.
- First paragraph will be third.
- Second paragraph will be first.
- Third paragraph will be second.
- Fourth paragraph will be fifth.
- Fifth paragraph (not shown above) will be fourth.
- First, add the representative numbers to the beginning of each paragraph.
- In Word 2010, click the Home tab. Then, click Sort in the Paragraph group. In Word 2003, choose Sort from the Table menu.
- In the Sort Text dialog box, choose Paragraphs from the Sort By dropdown (it's the default, you shouldn't have to change it).
- Choose Number from the Type dropdown.
- Select an order—Ascending is the default.
- Click OK and Word sorts the paragraphs by their preceding numbers.
Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.