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How do I alphabetize by last name, when the list is (first name, last name)?

Anonymous
2011-05-04T17:08:41+00:00

Hello,

See below  an example of a list I am trying to alpabetize, by last name, in a Word doc. How do I do this via the Sort option?

It tries to do it by first name when I go there...any help you can provide will be greatly appreciated!

Thank you

                 Tracy Andersen

Antonio Cruz

Betty Golembeski

Brian Eichenberger

Brian Glander

Christina Arbogast

Devon Enyedy

Elizabeth Fant

Emily Fletcher

Gary Bahr

Gloria Ewing

Janet Benson

Jennifer Fogg

Jennifer Jaworowski

Jerry Clayton

Jessica Barrios

Jessika LaPaglia

Kathryn Doctor

Laura Herzig

Leland Doerr

Meagan Kyle

Michael Burrows

Nicholas Childers

Phillip Emma

Richard Chainhalt

Richard Clymo

Ryan Battaglia

Scott Burke

Susan Cardasis

Wayne Bueller

Microsoft 365 and Office | Word | For home | Windows

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  1. Suzanne S Barnhill 277.1K Reputation points MVP Volunteer Moderator
    2011-05-05T04:41:17+00:00

    Provided that each name is in a separate paragraph, you can sort by the second word. If you have some names that have more than just first name and last name, then you will have to do some initial preparation to make the list consistent. For example, if you have a name such as Mary Ann Smith, you will need to replace the space between "Mary" and "Ann" with a nonbreaking space (Ctrl+Shift+Space) to make Word treat "Mary Ann" as one word.

    When the list is thus prepared:

    1. Select the list and click the Sort button in the Paragraph group on the Home tab.
    2. In the Sort Text dialog, click the Options button .
    3. In the Sort Options dialog, choose Other for "Separate fields at," and type a space in the box (the default appears to be a hyphen).
    4. Click OK.
    5. Now click the arrow by the dropdown box for "Sort by," and you should see Word 1 and Word 2.
    6. Select Word 2 and click OK.
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  1. Anonymous
    2011-05-04T17:25:04+00:00

    select the list, click on the Home tab/ Paragraph group / Sort command. Click on the "Options button". Then you can click on the "Sort by" drop down and select Field 2.

    If the list is all like that, exactly 2 names separated by a space, I would suggest converting it to a 2 column table. Then you can sort by the second column.

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  1. Suzanne S Barnhill 277.1K Reputation points MVP Volunteer Moderator
    2014-08-01T12:48:54+00:00

    Provided each address block is a single paragraph (lines before the last end in line breaks), and provided that the last name is always the second word in the paragraph, you should still be able to sort by Word 2. I have just tested this, and it works. What follows the second word (degree, address, etc.) is immaterial.

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  2. Paul Edstein 82,861 Reputation points Volunteer Moderator
    2014-08-01T06:49:01+00:00

    What can be done depends on how the data are formatted. A few questions:

    1. Do all the records have just first name, last name, degree (i.e. just three 'words')?
    2. Is the degree type always in all-capitals?
    3. Do the other lines always have at least one number?
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  3. Anonymous
    2014-08-01T05:10:37+00:00

    OK, my list is a little more complicated.  Right now I have the first name, last name, degree (MD, DMD, DO and such).  The next line is the name of the "clinic", the next line is the street address, the next line is the city, state and zip.

    I want to alphabetize with the last name first, then first name and then degree.  The remaining portion of the short paragraph is to remain the same.  But when alphabetizing the name of course has to stay with the address, etc.

    Help

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