Objectives

1. Objectives

2. Chapter 17: Sorting and SelectingPerformance Objectives • Sort Text • Sort Text in Paragraphs • Sort Text in Columns • Sort Text in Tables • CHECKPOINT 1 • Sort Records in a Data Source • Select Records • Find Records • CHECKPOINT 2

3. Sort Text • In Word, you can sort text in paragraphs, text in columns, within a table, or records in a data source file.

4. Sort Text in Paragraphs • As you learned in Chapter 4, you can sort text arranged in paragraphs by the first character of the paragraph. • This character can be a number or a symbol (such as $ or #). • In an alphanumeric sort, Word sorts paragraphs beginning with a punctuation mark or special symbol first, followed by paragraphs beginning with a number, and then paragraphs beginning with a letter. • If you sort paragraphs alphanumerically or numerically, Word treats dates as regular text.

5. Sort Text in Paragraphs…continued To sort text in paragraphs: • Select the text. • Click the Home tab. • Click the Sort button in the Paragraph group. • Make any needed changes at the Sort Text dialog box. • Click OK. Sort button

6. Sort Text in Paragraphs…continued Use options in the Sort Text dialog box to specify the text on which you want to sort, the type of sort, and the sort order.

7. Sort Text in Paragraphs…continued

8. Sort Text in Paragraphs…continued

9. Sort Text in Paragraphs…continued To display the Sort Options dialog box: • Click the Home tab. • Click the Sort button in the Paragraph group. • Click the Options button at the Sort Text dialog box. Options button

10. Sort Text in Paragraphs…continued In this section, specify how fields are separated.

11. Sort Text in Paragraphs…continued • The first option, Tabs, is the default setting. At this setting, Word assumes that the text to be sorted is divided by tabs. • You can change this setting to Commas or Other. • With the Other setting, you can specify which character that divides text to sort by. • If names are separated by a comma, click the Commas option.

12. Sort Text in Paragraphs…continued • The Sort Options dialog box contains two choices in the Sort options section. • The first choice, Sort column only, sorts only the selected column. This choice is dimmed unless a column of text is selected. • If a check mark appears in the Case sensitive check box, Word will sort text so that a word whose first letter is a capital letter is sorted before any word with the same first letter in lowercase.

13. Sort Text in Paragraphs…continued • When you make changes at the Sort Options dialog box, those changes are reflected in the choices available with the Sort by option at the Sort Text dialog box.

14. Sort Text in Columns • To sort text set in columns, the text must be separated by tabs. • When Word sorts text in columns, it sorts by field. • Word considers text typed at the left margin to be Field 1, text typed at the first tab stop Field 2, text typed at the second tab stop Field 3, and so on.

15. Sort Text in Columns…continued • When you sort text in columns, make sure the columns are separated by one tab only. • If you press the Tab key more than once between columns, Word recognizes each tab as a separate column. In this case, the field number you specify may correspond to an empty column rather than the desired column.

16. Sort Text in Columns…continued To sort text in columns: • Select the specific text. • Click the Home tab. • Click the Sort button in the Paragraph group. • Click the Options button. • Specify the Tabs option as the separator. • Click OK. • Make any needed changes at the Sort Text dialog box. • Click OK. Tabs option

17. Sort Text in Columns…continued To specify a header row: • Select the specific text. • Click the Home tab. • Click the Sort button in the Paragraph group. • At the Sort Text dialog box, click the Header row option. • Select the desired heading in the Sort by drop-down list. • Click OK. Header row option

18. Sort Text in Columns…continued • When sorting text, you can sort on more than one field. • To do this, specify the first column in the Sort by option and then specify the second column in the Then by option. Then by option

19. Sort Text in Tables To sort text in a table: • Position the insertion point in the table. • Click the Sort button in the Paragraph group. • Make any needed changes at the Sort dialog box. • Click OK. Sort dialog box

20. CHECKPOINT 1 • The Sort button is located in which group in the Home tab? • Paragraph • Font • Styles • Clipboard • The Case sensitive check box is available only if this is selected in the Type option box. • Text • Number • Date • Symbol Answer Answer Next Question Next Question • This is the default setting for the Sort by option. • Columns • Paragraphs • Fields • Words • To sort text set in columns, the text must be separated by these. • paragraphs • spaces • commas • tabs Answer Answer Next Question Next Slide

21. Sort Records in a Data Source To sort records in a data source: • Click the Mailings tab. • Click the Select Recipients button in the Start Mail Merge group. • Click the Use Existing List option at the drop-down list. • Double-click the desired file. • Click the Edit Recipient List button in the Start Mail Merge group. (continues on next slide) Use Existing List option

22. Sort Records in a Data Source…continued • At the Mail Merge Recipients dialog box, sort by the specific field by clicking the field column heading. • Click OK. field column heading

23. Sort Records in a Data Source…continued To sort using the Filter and Sort dialog box: • Click the Mailings tab. • Click the Edit Recipient List button in the Start Mail Merge group. • At the Mail Merge Recipients dialog box, click the Sorthyperlink. • Make the desired selections at the Filter and Sort dialog box. • Click OK. Sort hyperlink

24. Sort Records in a Data Source…continued Use options at the Filter and Sort dialog box to specify sort options.

25. Select Records • If a data source file contains numerous records, situations may arise in which you want to merge the main document with only specific records in the data source. • For example, you may want to send a letter to customers with a specific ZIP code or who live in a particular city. • As you learned in Chapter 16, one method for selecting specific records is to display the Mail Merge Recipients dialog box and then insert or remove check marks from specific records.

26. Select Records…continued To select records: • Click the Mailings tab. • Click the Edit Recipient List button in the Start Mail Merge group. • At the Mail Merge Recipients dialog box, click the Filterhyperlink. • Make the desired selections at the Filter and Sort dialog box. • Click OK. Filter hyperlink

27. Select Records…continued Use the Comparison and Compare to options to specify records matching certain criteria. Use the Field option to specify which field you want to select.

28. Select Records…continued • When you select a field from the Field option box, Word automatically inserts And in the first box at the left side of the dialog box. • You can change this, if needed, to Or. • With the And and Or options, you can specify more than one condition for selecting records as shown below. Or option

29. Select Records…continued • If you want to clear the current options at the Filter and Sort dialog box with the Filter Records tab selected, click the Clear All button as displayed below. • This clears any text from text boxes and leaves the dialog box on the screen. Clear All button

30. Find Records • The Find duplicates and Find recipient hyperlinks in the Refine recipient list section of the Mail Merge Recipients dialog box can be very useful for finding records in an extensive data source file. • Use the Find duplicates hyperlink if you want to locate any duplicate records that appear in the data source file. • If you need to find a specific record or records that meet a specific criterion, use the Find recipient hyperlink.

31. Find Records…continued • When you click the Find duplicates hyperlink, any duplicate records display in the Find Duplicates dialog box. • At this dialog box, remove the check mark from the duplicate record you do not want to include in the merge. Find duplicates hyperlink

32. Find Records…continued • To find a specific record in a data source file, click the Find recipient hyperlink. Find recipient hyperlink

33. Find Records…continued Find Entry dialog box

34. Find Records…continued • By default, Word searches for the specified text in all fields of all records in the data source file. • You can limit the search by clicking the down-pointing arrow at the right of the This field option box and then clicking the specific field. • Type the text to find in the Find text box and then click OK.

35. CHECKPOINT 2 • Clicking a field column heading in the Merge Recipients dialog box sorts the column in this order. • forwards • backwards • ascending • descending • Click this hyperlink if you want to locate any duplicate records that appear in the data source file. • Find duplicates • Validate addresses • Find recipient • Sort Answer Answer Next Question Next Question • Word automatically inserts this in the Comparison option box of the Filter and Sort dialog box. • Equal to • Not equal to • Less than • Greater than • If you need to find a specific record or records that meet a specific criterion, use this hyperlink. • Find duplicates • Validate addresses • Find recipient • Sort Answer Answer Next Question Next Slide