Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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 Single-Column Addresses.

Sorting Single-Column Addresses

by Allen Wyatt
(last updated September 30, 2017)

Alexander asked if there was an easy way to sort single-column addresses in Word, such as the following:

Jane R. Doe
1234 Anytown Road
Mapleton, AZ  85229
Fred Davis
5678 Main Street
Yorba Linda, CA  94123

The answer depends on your definition of "easy." The most versatile long-term solution is to transfer the addresses to some sort of a database program, or even to Excel. You can organize and sort to your heart's content in those programs, and then simply merge the results back into Word.

If you are intent on keeping the addresses in Word, then you can sort them easily, provided a few conditions are met. First of all, each address "block" (for lack of a better term) must be a single paragraph. This means that there must be a manual line break (Shift+Enter) at the end of each line in the address block, except the last one. Second, the only place in the first line where there can be any regular spaces is just before the beginning of the last name. For all other spaces (say, between the first name and middle initial or between a title and the first name) you should use a non-breaking space.

With the data in the proper condition, you can now sort the addresses by following these steps:

  1. Select all the addresses that you want to sort.
  2. Display the Home tab of the ribbon.
  3. Click the Sort tool in the Paragraph group. Word displays the Sort Text dialog box. (See Figure 1.)
  4. Figure 1. The Sort Text dialog box.

  5. Click on the Options button. Word displays the Sort Options dialog box. (See Figure 2.)
  6. Figure 2. The Sort Options dialog box.

  7. Make sure Other is selected, and that the small box to the right of Other contains a single space.
  8. Click on OK.
  9. Using the Sort By drop-down list, choose the Word 2 option. (Word considers everything up to the first space on each first line to be the first word, and then everything thereafter to be the second word. Since the only space on the first line of each block is just before the last name, this means you are instructing Word to sort by last name.)
  10. Click on OK.

Your addresses are now sorted properly.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10360) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Sorting Single-Column Addresses.

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. ...

MORE FROM ALLEN

Displaying Page Breaks

Page breaks can be added to a worksheet manually or automatically. If you want to see where Excel places page breaks, you'll ...

Discover More

Using Continued Lines

You can create a special header and footer page numbering scheme by using nested fields. This tip shows an example of how you ...

Discover More

Understanding Underlines

Excel provides a variety of underlining styles you can use when you need to underline information within a cell. Here's what ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Sorting Text

Word makes it easy to sort the information that is contained in your document. Here's how to accomplish this.

Discover More

Sorting Dates Numerically

How you sort dates depends, in large part, on how they are formatted. This tip examines a very specific date format ...

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 the ...

Discover More
Subscribe

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}] 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.

What is 6 - 0?

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.

Newest Tips
Subscribe

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

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.