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124 Introduction to Microsoft Offi fice
the fi rst number is 1, and each item in the list is fi
sequentially numbered from there.
If the
[Enter]
key is pressed at the end of
any paragraph in the list, the following line is
automatically formatted as part of the bulleted
or numbered list. To cancel the automatic
bulleting or numbering on this new line, either
press the
[Enter]
key a second time or click
Home Paragraph Bullets
in the ribbon.
Sorting a List
Sometimes, it is not enough just to create a
list, but the items in the list must be placed in a
certain order. Sorting is arranging a list in either
ascending or descending order. Ascending order
is when the lowest value, such as A or 1, is at the
top of the list. This is often called A to Z order.
Descending order is when the highest value, such r
as Z or 10, is at the top of the list. This is often called Z to A order.
Sorting can be used on a series of single words or numbers,
numbered lists, and bulleted lists. The items to be sorted must be
adjacent. Sorting is particularly useful when working with tables.
The fi rst character in each cell in the table is read and the table sorted fi
accordingly. Microsoft Word and Microsoft Excel can sort lists.
To sort a list in Microsoft Word, first select all items to be sorted. fi
Then, click
Home Paragraph Sort
in the ribbon. The
Sort Text
dialog box
is displayed, as shown in Figure 4-12. Select whether to sort in ascending
or descending order, and click the
OK
button to sort the list. Any empty
lines, rows, or paragraphs will be placed either at the top or bottom of the
list.
To sort a list in Microsoft Excel, first select all items to be sorted. fi
This may be an entire column, selected adjacent cells within a column, or
Word
3.2.1
FYI FYI
A spreadsheet is
basically a series of lists.
Each column can be
thought of as a vertical
list consisting of rows.
FYI
To set a starting number
in a list, right-click
the desired text and
select
Set Numbering
Value
from the shortcut
menu. A user can also
Restart at 1
or
Continue
Numbering
from the
shortcut menu.
Word
3.3.5, 3.3.6
Select how to sort
Select sort order
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Figure 4-12. Sorting text in Microsoft Word.
Blend Images/Shutterstock.com
Anytime you are working with lists, you may find the
need to sort the items.