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During this Microsoft Word 2016 training tutorial video, we will talk about managing a list. We will show how to sort a list of names alphabetically by last names, as well as how to sort a list by the first letter of a first word.

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Hey there. It’s Cindy again. We’re down to module 5 now where we’re going to talk in this particular module about managing different lists that you have in Microsoft Word. So very similar to how Excel works you have the ability to take any list you have and actually sort that list and then you can also format it any way you like as well. So let me go ahead and show you a list that I have set up and I’ll show you how to sort that list.

Okay you’ll see here that I have a list of names. I’ve got first and last names. And they’re in no particular order. I’d like to have Word go ahead and sort these by last name. Now I need to make sure before I do this that it’s properly set up and properly formatted. What I mean by that is we’re going to have to tell Word how I’ve separated each of these names. And in this case I’ve used the Enter key. So I’ll turn on my non-printing characters so you can see that. See the Enter key at the end? Now I could tell Word that I want these separated by a tab or any other special character but this is how mine are separated.

I could actually have these set up as bulleted items or as a numerical list and it would still sort them. So just know that.
The first thing you’re going to do if you want to sort the list is select the list and if you’re under the Home tab under this Paragraph grouping you’ll see this A to Z. That’s you Sort button. You’re going to be able to sort your text three different ways. And what I mean by that is I could say something like Sort by Last Name if the last names are the same sort the first names and then maybe sort by middle initial. That’s why you have three options here. And you may not use all of those but you do have the ability to do that.

The first thing you want to do is go down to the Options at the bottom and tell Word how your text is separated. You notice ours was separated with a space between Carol and Smith. Normally when you first come into this window it’s usually set on this Tabs options automatically. So what you want to do is if it’s not a tab or a comma click where it says Other, delete whatever is in there and just type a space. Also if you want your sort to be case sensitive you need to check this, but that’s not the case right now. I’ll go ahead and click OK.

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