Alphabetizing a List

Although these directions pertain to alphabetizing a list of references they can easily be modified to sort other items. If you are using a reference manager such as End Note or Reference Manager the list of references would automatically be done for you.

• Word 2003
• Word 2007
• Word Perfect

Word 2003

Select all the references to be alphabetized. Click on the word "Table" on the menu line. Select Sort. If the reference list already has hanging paragraphs you will select Field If each reference is indented, or left justified you will select paragraph. Click OK   Return to Prior Screen

 

Word 2007

1. Select all the references to be alphabetized.
2. On the Home Ribbon click on the ascending
3. Select Sort.
   1. Be sure that Paragraphs is in the box under "Sort by" and Text is in the box next to "Type:"
4. Click OK

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Word Perfect

For the paragraph sort to work in Word Perfect it is necessary that there be an extra line between each paragraph, and that the paragraphs not be in a hanging format.

Format correctly before sorting.

If the reference list is not yet in the correct format, it is easy to change this. First I suggest that you copy all the references to a separate document. Then:

• Remove the hanging paragraph format
• Place an extra line between each reference (paragraph). (Note: If sorting a line instead of a paragraph, this is not necessary.)

With the reference list in the needed format, sort.

 

Remove hanging paragraph Remove (temporarily) the hanging paragraph. This requires searching for the two codes that create a hanging paragraph, HdLeftIndent and HdBack Tab and deleting them. (Not to worry, inserting them again is simple.) Place the insertion point at the beginning of this new document. Tap Ctrl+F On the menu line of the find window click Match, then Codes. On this window, type the letters hd (there is no space for this, just type them). Scroll to select the HdLeftIndent code. Then click on Insert. Scroll up and select HdBackTab. Click "Insert and Close" Make certain that there is nothing in the replace box. Click Replace All

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After sorting, you can reformat these as hanging paragraphs, but selecting them all, and tapping Ctrl+7.

Create an extra line between each paragraph.

1. Place the insertion point at the beginning of this new document.
2. Tap Ctrl+F
3. On the menu line of the find window click Match, then Codes.
4. Select the code "HRt" and click "Insert and Close."
5. Click on the line below labeled "Replace with."
6. On the menu line click "Replace".
7. Insert two HRt codes as above.
8. Click Replace All.

When done sorting, reverse this procedure to remove the extra HRt code. That is search for a double Hrt, and replace with a single HRt.

To sort the list

1. Select the entire document.
2. On the menu line, click Tools>Sort
3. Under Sort by, click on "First Word in a Paragraph."

4. Click Sort.
5. If you wish to sort on the second word in the paragraph, click on New. In the window that opens, enter the name, such as Second word in paragraph, and place a 2 in the word window as seen below.

Format the list correctly

Format the list so that there are no extra lines between each paragraph, and each reference is in the hanging paragraph format.

Return to Prior Screen

 

 

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