Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. 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 an Album List.

Sorting an Album List

by Allen Wyatt
(last updated April 2, 2015)

5

Don has a document that has a list of music albums in it. Under each album name he has a bulleted list that shows the songs in that album. If he sorts the album list alphabetically, then the songs are all messed up. Don wonders if there is a way to sort the albums by name and maintain the list of songs under each album title.

There are three different approaches that could be used to get your list sorted properly. One simple way is to make sure that each album (including each song within the album) is actually a single paragraph. At the end of the album name and each song, instead of pressing Enter just use Ctrl+Enter. That does away with the bulleted list but you can simulate the bulleted list by simply inserting a bullet character at the beginning of each song. The resulting paragraphs can easily be sorted without affecting the order of the songs within each album.

A second approach involves placing your album data within a table. The table could be as simple as two columns—the first column for album titles and the second column for songs. As long as you only use a single row for each album, you can perform your sort based upon the contents of the first column only. The result is an easy-to-maintain album list.

The third approach involves using the outlining feature in Word. You can keep your songs in the bulleted lists, but apply a heading style to each of the album titles. (You can always adjust the formatting of the heading style to match how you want your album titles to appear.) You can then click the Outline View button on the status bar, limit the view to just the headings, and perform your sort on those headings. When you switch back to one of the other views, you'll see your albums in the desired sorted order, and the bulleted lists of song titles are not disturbed.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11774) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Sorting an Album List.

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

Changing Strikethrough Lines

Want to change the way a strikethrough line appears? It's not as easy as you think, as you find out in this tip.

Discover More

Modifying the Backup Copy File Name

Backup files, created automatically by Word, have the filename extension WBK and start with the words "Backup of." If you ...

Discover More

Deleting Table Columns with Track Changes Turned On

If you are editing a document with Track Changes turned on, Word won't let you delete a column in a table and have it marked ...

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 by Highlighting

The sorting capabilities of Word are quite handy and easy to use. What if you want to sort by something Word doesn't sort by, ...

Discover More

Odd Sorting

Word is great at sorting simple information in tables and paragraphs. If you have more complex information (such as ...

Discover More

Alphabetizing By Last Name

Sorting lists of names by last name is easy if they are listed in a LAST, FIRST order. But what if the names are in FIRST ...

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. 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 seven minus 1?

2015-04-03 08:40:06

jer merrill

EXCELL [xls] works wonders..... Use the "msg. box" popup to elaborate about the item. Sorting columns is a breeze.


2015-04-02 07:12:39

Barry

Nice!


2012-08-05 14:52:39

Rohn

And the 4th method I suggested, by manually numbering the tracks.


2012-06-04 08:59:25

Glenn Case

An even better approach is to use Excel rather than word, as Excel excels at lists...


2012-06-02 05:45:30

Mary-Ann

Think you meant Shift+Enter for a line break in the first method.


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.