Advanced%20Word%20-%20Lesson%201:%20Sorting%20and%20Calculating

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Advanced Word - Lesson 1 Sorting and Calculating
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Objectives

• sort lists and paragraphs
• sort tables
• calculate sums in tables
• enter formulas in tables
• update calculations in tables

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Sort Lists and Paragraphs

• Word may not follow the filing rules you wish to
  use when text is sorted.
• It may be necessary to make adjustments after the
  sort is completed.

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Sort Lists and Paragraphs (continued)

• When keying lists that will later be sorted, it
  is best to plan how you will sort the list before
  you enter the text. For example, if you want to
  sort by last name, you must key the last name
  first.

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Sort Lists and Paragraphs (continued)

• If you want to sort a list of names (first,
  middle, and last) by last name (not all the
  entries in the list have a middle name) you can
  create a temporary solution to change the list so
  that all items have the same number of fields.
  Word recognizes a blank space as a field, so you
  can insert a blank space for those entries
  without middle names, thus making the last name
  the third field in every entry. After the sort is
  complete, you can remove the extra blank spaces.

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Sort Lists and Paragraphs (continued)

• An easy way to reorganize paragraphs in a
  document
• Key a number at the beginning of each existing
  paragraph (separated by paragraph marks, not
  newline characters). For example, key the number
  3 at the beginning of the paragraph you want to
  be the third paragraph.
• Then select the list, sort numerically, and
  finally remove the numbers.

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Sort Tables

• Understand the difference between sorting a
  column and sorting based on a column.
• Sorting a column means that only the column will
  be rearranged. The entries in all other cells
  remain in the same order. Unless you select the
  option to sort the column only, Word will
  rearrange all the rows for the entire list.

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Sort Tables (continued)

• If a column is sorted and headings and blank
  lines are moved, they were included in the
  selection before the sort. When possible, do not
  include column headings or blank rows in the
  selection to be sorted or turn on the Header Row
  option in the Sort Text dialog box. Delete or add
  blank lines as necessary after the sort.

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Calculate Sums in Tables

• You can use the AutoSum button on the Tables and
  Borders toolbar to quickly add numbers in a table
  column.

10
Enter Formulas in Tables

• A keyboard shortcut to toggle the display of
  field codes is AltF9. To toggle codes on and off
  for a single cell, click within a calculated
  value and press ShiftF9 instead. You can also
  click within a calculated value, click the right
  mouse button, and click Toggle Field Codes.

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Update Calculations in Tables

• To quickly update a single cell calculation,
  click within a calculated value, click the right
  mouse button, and click Update Field.

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Summary

• Text can be rearranged alphanumerically (numbers
  first, then letters).
• Lists, tabular columns, paragraphs, and text can
  be sorted in ascending or descending order.

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Summary (continued)

• When turned on , the Case Sensitive feature sorts
  text so that words beginning with the same letter
  will be sorted uppercase before lowercase
  letters.
• Paragraphs of text are sorted by the first word
  in each paragraphs. The text must be separated
  by spaces, commas, tabs, or some other character
  (delimiters).

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Summary (continued)

• Sorts can be based on as many as three criteria
  at a time.
• When sorting a single column, the data in the
  other table columns is not rearranged.

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Summary (continued)

• Before performing a calculation in a table, the
  insertion point should be positioned in the cell
  where the total (result) is to appear.
• The Update Field Key, F9, updates calculations in
  a table.
• The Formula command on the table menu enables you
  to perform complex math calculations in tables
  such as subtracting, multiplying, dividing,
  averaging, and calculating a percentage.