Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. 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 by Headings.
Written by Allen Wyatt (last updated May 27, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021
A useful trick you can use when developing some types of documents is the ability to sort the various parts of the document based on the headings you use. For instance, you can sort the document based on first-level headings (paragraphs that use the Heading 1 style) by following these steps:
Figure 1. The Sort Text dialog box.
Had you skipped the first two steps and performed the sort in any view besides Outline view, every paragraph would have been sorted alphabetically and therefore rearranged so that subordinate paragraphs would be separated from their headings. In other words, you would have a mess. However, in Outline view, the highest-level headings are sorted, bringing along the subordinate heading levels and body text.
If you wanted to sort by Heading 2 paragraphs, you should also use Outline view, but you would have to first select all the Heading 2 paragraphs subordinate to a particular Heading 1 paragraph and then sort. You will get the same results regardless of how many heading levels that you show on the Outline tab of the ribbon.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11238) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Word here: Sorting by Headings.
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