Slide toàn tập microsoft word 2013 ch18

Sort Text in Paragraphs In Word, you can sort text in paragraphs, text in columns within a table, and records in a data source file.. Sort Text in Paragraphs - continuedTo display the S

Chapter 18: Sorting and Selecting; Finding and Replacing Data

Performance Objectives

Sort Text in Paragraphs

 In Word, you can sort text in paragraphs, text in columns within a table, and records in a data source file.

 Word can perform three types of sorts: text, number, and date.

 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.

 Unless you select specific paragraphs to be sorted, Word sorts the entire document.

Sort Text in Paragraphs - continued

To sort text in paragraphs:

1. Select the text

3. Click the Sort button in the Paragraph group

4. Make any needed changes at the Sort Text dialog

box

Sort button

Sort Text in Paragraphs - continued

Sort Text in Paragraphs - continued

a numeric sort, a date sort can be in ascending or descending order.

Sort Text in Paragraphs - continued

To display the Sort Options dialog box:

2. Click the Sort button in the Paragraph

group

3. Click the Options button at the Sort Text

dialog box

Sort Text in Paragraphs - continued

 The Separate fields at section of the dialog box contains three options:

 The first option, Tabs, is the default setting At this setting, Word assumes that the text to be sorted is divided by

tabs

 With the Other setting, you can specify the text-dividing character by which to sort.

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 that begins with a

capital letter is sorted before any word that begins with the same letter but lowercase

Sort Text in Columns

 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.

 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

Sort Text in Columns - continued

To sort text in columns:

1. Select the specific text

3. Click the Sort button in the Paragraph group

4. Click the Options button

5. Specify the Tabs option as the separator.

Sort Text in Columns - continued

To specify a header row:

1. Select the specific text

3. Click the Sort button in the Paragraph

group

4. At the Sort Text dialog box, click the

Header row option.

5. Select the desired heading at the Sort by

drop-down list

Header row option

Sort Text in Columns - continued

Then by option

 Text can be sorted 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.

Sort Text in Tables

To sort text in a table:

1. Position the insertion point in the table

2. Click the Sort button in the Paragraph

3) The Case sensitive check box is available only if this is

selected in the Type option box.

a. Text

b. Number

c. Date

d. Symbol

3) The Case sensitive check box is available only if this is

selected in the Type option box.

Sort Records in a Data Source

To sort records in a data source:

1. Click the MAILINGS tab

2. Click the Select Recipients button in the Start Mail

Merge group

3. Click the Use an Existing List option at the

drop-down list

4. Double-click the desired file

5. Click the Edit Recipient List button in the Start Mail

Merge group

(continues on next slide)

Use an Existing List option

Sort Records in a Data Source - continued

6. At the Mail Merge Recipients dialog box, sort by the

specific field by clicking the field column heading

Field column heading

Sort Records in a Data Source - continued

To sort using the Filter and Sort dialog box:

1. Click the MAILINGS tab

2. Click the Edit Recipient List button in the Start Mail

Sort Records in a Data Source - continued

Use options at the Filter and Sort dialog box to specify sort options.

Use options at the Filter and Sort dialog box to specify sort options.

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

Select Records - continued

To select records:

1. Click the MAILINGS tab

2. Click the Edit Recipient List button in the Start Mail

Select Records - continued

Use the Field option to specify which

field you want to select.

Use the Field option to specify which

field you want to select.

Use the Comparison and Compare to options to specify records

matching certain criteria.

Use the Comparison and Compare to options to specify records

matching certain criteria.

Select Records - continued

Or option

 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 to Or if needed.

 With the And and Or options, you can specify more than one condition for selecting records as shown below.

Select Records - continued

Clear All button

 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.

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

Find Records - continued

Find duplicates hyperlink

 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 Records - continued

Find recipient hyperlink

 To find a specific record in a data source file, click

the Find recipient hyperlink

Find Records - continued

 By default, Word searches for the specified text in all of the fields of all of the 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

Find Entry dialog box

Find Entry dialog box

Find and Replace Formatting

To find and replace formatting:

4. With the insertion point in the Find what text box, click the Format

button

5. Select the desired format to search and click OK

6. With the insertion point in the Replace with text box, click the

Format button

Find and Replace Formatting - continued

 By default, a Word document has the Office theme applied, which applies theme colors, fonts, and effects.

 The theme fonts include a body font and heading font.

 The default settings for theme fonts are Calibri (Body) and Calibri Light (Headings).

 These fonts display at the beginning of the Font button drop-down gallery.

 You can search a document for a body or heading font and then replace it with a different font.

Find and Replace Special Characters

To find and replace a special character:

2. Click the Replace button in the Editing group

3. At the Find and Replace dialog box, click the More

button

4. Click in the Find what text box.

5. Click the Special button

6. Click the desired character

(continues on next slide)

Special button

Special button

Find and Replace Special Characters - continued

7. Click in the Replace with text box.

8. Click the Special button

9. Click the desired character

10. Click the Replace All button.

Replace All button

Use Wildcards

 The expanded Find and Replace dialog box contains a Use wildcards check box.

 Insert a check mark in this check box if you want to use wildcard characters in a search to find or find and

replace data

 For example, if you want to find the company name Hansen Products and think it may also appear in the

document as Hanson Products, you can find both spellings by typing Hans?n in the Find what text box Word will find Hansen and Hanson if the Use wildcards check box contains a check mark.

Use Wildcards - continued

* Indicates any characters For example, type le*s and Word finds

less, leases, and letters.

? Indicates one character For example, type gr?y and Word finds

gray and grey.

@ Indicates any occurrence of the previous character For example,

type cho@se and Word finds chose and choose.

< Indicates the beginning of a word For example, type <(med)

and Word finds medical, medicine, and media.

> Indicates the ending of a word For example, type (tion)> and

Word finds election, deduction, and education.

CHECKPOINT 2

1) Clicking a field column heading in the Merge Recipients

dialog box sorts the column in this order.

a. forward

b. backward

c. ascending

d. descending

1) Clicking a field column heading in the Merge Recipients

dialog box sorts the column in this order.

2) Word automatically inserts this in the Comparison option

box of the Filter and Sort dialog box.

a. Equal to

b. Not equal to

c. Less than

d. Greater than

2) Word automatically inserts this in the Comparison option

box of the Filter and Sort dialog box.