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Signature Word 2007 : Lecture Hall : Chapter Outlines and Summaries : Chapter 17

Chapter 17

  • Word is a word processing program that includes some basic database functions that you can use to alphabetize information, arrange numbers numerically, or select specific records from a data source.
  • You can sort text in paragraphs, columns, or tables. You can also sort records in a data source file and select specific records for merging with a main document.
  • Word can perform three types of sorts: text, numbers, and date.
  • Unless specific text is selected, Word sorts text in the entire document.
  • Use the Sort button in the Paragraph group in the Home tab to sort text in paragraphs, columns, and tables.
  • The Sort by option at the Sort Text dialog box has a default setting of Paragraphs. This default setting changes depending on the text in the document.
  • Click the Options button in the Select Text dialog box to display the Sort Options dialog box. Use the Separate fields at section to specify the character that divides text to be sorted.
  • To sort text in columns, the text must be separated with tabs. When Word sorts text set in columns, it considers the left margin Field 1, the first column Field 2, and so on.
  • Use the Header row option in the My list has option in the Sort Text dialog box to sort all text in columns except the first row.
  • You can sort on more than one field with the Sort by and Then by options at the Sort dialog box.
  • You can sort text in the columns of a table much the same way you sort columns of text. The Sort Text dialog box becomes the Sort dialog box when you sort in a table.
  • Sort records in a data source file at the Mail Merge Recipients dialog box. Sort by clicking the column heading. You can also sort by clicking the Sort hyperlink in the Refine recipient list section of the Mail Merge Recipients dialog box. This displays the Filter and Sort dialog box with the Sort Records tab selected.
  • Select specific records in a data source file by inserting or removing check marks from the check boxes preceding records or with options at the Filter and Sort dialog box with the Filter Records tab selected. Display the dialog box by clicking the Filter hyperlink that displays in the Refine recipient list section.
  • Use the Comparison option box to refine your search to records that meet specific criteria.
  • Use the Find duplicates hyperlink in the Refine recipient list section of the Mail Merge Recipients dialog box to find duplicate records in a data source file and use the Find recipient hyperlink to search for records that match a specific criterion.


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