Transcript Advanced Word - Lesson 1: Sorting and Calculating

Advanced Word - Lesson 1:
Sorting and Calculating
Objectives
sort lists and paragraphs
sort tables
calculate sums in tables
enter formulas in tables
update calculations in tables
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.
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.
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.
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.
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.
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.
Calculate Sums in Tables
You can use the AutoSum button on the
Tables and Borders toolbar to quickly add
numbers in a table column.
Enter Formulas in Tables
A keyboard shortcut to toggle the display of
field codes is Alt+F9. To toggle codes on
and off for a single cell, click within a
calculated value and press Shift+F9
instead. You can also click within a
calculated value, click the right mouse
button, and click Toggle Field Codes.
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.
Summary
Text can be rearranged alphanumerically
(numbers first, then letters).
Lists, tabular columns, paragraphs, and
text can be sorted in ascending or
descending order.
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).
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.
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.