Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Sorting Single-Column Addresses.

Sorting Single-Column Addresses

Written by Allen Wyatt (last updated March 25, 2017)
This tip applies to Word 97, 2000, 2002, and 2003


1

Alexander asked if there was an easy way to sort single-column addresses in Word, such as the following:

Jane R. Doe
1234 Anytown Road
Mapleton, AZ  85229
Fred Davis
5678 Main Street
Yorba Linda, CA  94123

The answer depends on your definition of "easy." The most versatile long-term solution is to transfer the addresses to some sort of a database program, or even to Excel. You can organize and sort to your heart's content in those programs, and then simply merge the results back into Word.

If you are intent on keeping the addresses in Word, then you can sort them easily, provided a few conditions are met. First of all, each address "block" (for lack of a better term) must be a single paragraph. This means that there must be a manual line break (Shift+Enter) at the end of each line in the address block, except the last one. Second, the only place in the first line where there can be any regular spaces is just before the beginning of the last name. For all other spaces (say, between the first name and middle initial or between a title and the first name) you should use a non-breaking space.

With the data in the proper condition, you can now sort the addresses by following these steps:

  1. Select all the addresses that you want to sort.
  2. Choose Sort from the Table menu. Word displays the Sort Text dialog box. (See Figure 1.)
  3. Figure 1. The Sort Text dialog box.

  4. Click on the Options button. Word displays the Sort Options dialog box. (See Figure 2.)
  5. Figure 2. The Sort Options dialog box.

  6. Make sure Other is selected, and that the small box to the right of Other contains a single space.
  7. Click on OK.
  8. Using the Sort By drop-down list, choose the Word 2 option. (Word considers everything up to the first space on each first line to be the first word, and then everything thereafter to be the second word. Since the only space on the first line of each block is just before the last name, this means you are instructing Word to sort by last name.)
  9. Click on OK.

Your addresses are now sorted properly.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1642) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Sorting Single-Column Addresses.

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

Creating a String

Need to use a macro to create a text string? One easy way to do it is to use the String function, described in this tip.

Discover More

Turning Off Document Protection

If you protect your document using the tools that Word provides, at some time you may need to turn off that protection. ...

Discover More

Jumping Back to the TOC

Word allows you to create a table of contents that provides hyperlinks to headings within your document. It doesn't make ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

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

Controlling How Word Sorts Text

Word has a very orderly way in which it sorts information, but that orderly method may not meet what you need to have ...

Discover More

Sorting Text

Word makes it easy to sort the information that is contained in your document. Here's how to accomplish this.

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}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. 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 6 - 0?

2017-05-04 17:03:51

Mary

THANK YOU!


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Videos
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.