Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Sorting Text.

Sorting Text

Written by Allen Wyatt (last updated February 13, 2024)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365

Word provides quite a few different tools on its various ribbons. If you do some exploring, you'll notice the Sort tool, in the Paragraph group on the Home tab of the ribbon. Using this tool, you can easily sort any information you desire. To sort text, follow these steps:

Select the text containing the information to be sorted. (If you are sorting a table, then simply place the cursor anywhere within the table. If you are sorting regular text, then select the entire list you want sorted.)
Display the Home tab of the ribbon.
Click the Sort tool, in the Paragraph group. Word displays either the Sort dialog box (if you are sorting information in a table) or the Sort Text dialog box (if you are sorting regular text that is not in a table). (See Figure 1.)

Figure 1. The Sort Text dialog box.

Using the controls in the dialog box, indicate the way in which the text should be sorted. (For regular text, outside of a table, the normal way to sort is by Paragraphs. When sorting a table, you can select which column of the table you sort by.)
Click on the OK button.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8140) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Sorting Text.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...

MORE FROM ALLEN

Adding Quoted Words to an Index

It is not unusual to need to convert one notation in a document into another entirely different notation. For instance, ...

Discover More

Converting Coded Dates into Real Dates

Sometimes the format in which you receive data is not the same format that would be optimal for Excel. For instance, you ...

Discover More

Entering Data as Thousands

There are many different ways you may need to enter data in a worksheet. For instance, you might want to enter data in ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Sorting an Album List

Word allows you to easily sort the information you store in a document. If you want to sort information as groups of ...

Discover More

Controlling Sorting Order

When you sort information either in a table or the body of you document, Word follows a very specific set of rules to do ...

Discover More

Sorting Tabular Tables

Some people like to format simple tables using tabs instead of using Word's table editor. When it comes time to sort such ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is 6 + 5?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.