Microsoft KB Archive/114009

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Header Row Not Being Recognized When Sorting a Table

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Q114009

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The information in this article applies to:


 * Microsoft Word for Windows, versions 6.0, 6.0a

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SYMPTOMS
If a table contains a column heading name (such as "S" or "ST") that matches the beginning of a previous column heading name (such as "STATE"), Word for Windows sorts based on the first column ("STATE") when you sort based on the shorter, matching name ("S" or "ST").

This only happens if the following conditions are true:


 * 1) The data is in a table.
 * 2) The table contains a header row.
 * 3) The name of the Sort By column is a subset of another column heading name that appears to the left of the Sort By column. In other words, the name of the column you use as the basis for sorting is the same as the beginning of a previous column name.
 * 4) The insertion point is located in the table, but nothing is selected when you perform the sort option.

For example, if you sort the table below based on the "ST" column, Word uses the "STATE" column as the basis for sorting instead:

  NAME        ADDRESS        STATE       ZIP       ST   Jill        123 Main St.   NC          54321     S   John        P.O. Box 43    TX          76543     M   Lyle        410 First      WA          98765     W

STATUS
Microsoft has confirmed this to be a problem in Word versions 6.0 and 6.0a for Windows. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

WORKAROUND
Method 1: Rename the column so its name does not match the beginning of a previous column name. In the above sample, rename "ST" to STATUS.

Method 2: Separate the header row from the table by selecting the second row and pressing CTRL+SHIFT+ENTER. Sort the table, and then rejoin the header row with the table by deleting the paragraph mark between them.

Method 3: If the document is a mail merge data source, use the Sort Ascending or Sort Descending buttons on the Mail Merge toolbar to perform the sort operation. You do not need to select the column; you need only position the insertion point in the column upon which you want to base the sort.

Method 4: Select the column before you perform the sort operation.