How to Alphabetize in Microsoft Word

Alphabetizing lists is a good skill to learn in word, especially if you find yourself dealing with directories and lists often. Luckily, the sorting process is quite simple once you learn how to access it. Follow this guide to learn how for any version of Word.

Method 1
Method 1 of 2:

Using Word 2007/2010/2013

  1. Image titled Alphabetize in Microsoft Word Step 1
    1
    Open the file that you want to sort. You can also copy and paste the list of words that you want to sort into a document. In order to alphabetize the words, they need to be formatted as a list, with each entry on its own line.
  2. Image titled Alphabetize in Microsoft Word Step 2
    2
    Select the text that you want to sort. If your list is the only part of your document, you don't need to highlight anything. If you want to alphabetize a list that is part of a larger document, highlight the section that you want to sort.
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  3. Image titled Alphabetize in Microsoft Word Step 3
    3
    Click the Home tab. In the Paragraph section of the Home tab, click the Sort button. The icon is an “A” above a “Z” with an arrow pointing down. This will open the Sort Text dialogue box.[1]
  4. Image titled Alphabetize in Microsoft Word Step 4
    4
    Choose your order. By default, the sorting will happen by paragraph. Click the Ascending or Descending button to select which order the list should appear. Ascending will put the list in alphabetical order, and Descending will put the list in reverse alphabetical order.
    • If you want to sort by the second word for each entry (for example, by last name in a FIRST, LAST format), click the Options button in the Sort Text window. In the “Separate fields by” section, select Other and enter a single space. Press OK, and then select Word 2 in the Sort By menu. Press OK to sort the list.[2]
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Method 2
Method 2 of 2:

Using Word 2003 and Earlier

  1. Image titled Alphabetize in Microsoft Word Step 5
    1
    Open the file that you want to sort. You can also copy and paste the list of words that you want to sort into a document. In order to alphabetize the words, they need to be formatted as a list, with each entry on its own line.
  2. Image titled Alphabetize in Microsoft Word Step 6
    2
    Select the text that you want to sort. If your list is the only part of your document, you don't need to highlight anything. If you want to alphabetize a list that is part of a larger document, highlight the section that you want to sort.
  3. Image titled Alphabetize in Microsoft Word Step 7
    3
    Click the Table menu. Select Sort. This will open the Sort Text dialogue box.
  4. Image titled Alphabetize in Microsoft Word Step 8
    4
    Choose your order. By default, the sorting will happen by paragraph. Click the Ascending or Descending button to select which order the list should appear. Ascending will put the list in alphabetical order, and Descending will put the list in reverse alphabetical order.
    • If you want to sort by the second word for each entry (for example, by last name in a FIRST, LAST format), click the Options button in the Sort Text window. In the “Separate fields by” section, select Other and enter a single space. Press OK, and then select Word 2 in the Sort By menu. Press OK to sort the list.
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Community Q&A

  • Question
    How can I alphabetize a list of names?
    Community Answer
    Community Answer
    From the Home section, go to the Paragraph subsection. From there, to Alphabetize text, go to Home > Paragraph>A Z↓
  • Question
    I have followed these steps, but I press "OK" and nothing happens. What can I do?
    Community Answer
    Community Answer
    Once you have pressed the "Sort Text" button on Word, it has the "Sort By" area unshaded. Select the options you want, for example "Headings" in drop box 1, "Text" in drop box 2, and then click on the "Descending" button. It is normally already selected as "Ascending." Click "OK" and it should alphabetize.
  • Question
    How do I alphabetize an address list?
    Community Answer
    Community Answer
    Capitalize the first letter of every word, making sure to capitalize both letters of the state. For example : 12345 Street, City, AZ, 12345.
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References

  1. ↑ http://office.microsoft.com/en-us/word-help/sort-a-list-alphabetically-HA010065212.aspx
  2. ↑ http://wordribbon.tips.net/T008099_Alphabetizing_By_Last_Name.html

About This Article

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Co-authors: 14
Updated: January 28, 2023
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Categories: Microsoft Word
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