Microsoft KB Archive/61851

Sorting Multiple Paragraphs While Retaining Grouping

PSS ID Number: Q61851 Article last modified on 03-07-1997

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= SUMMARY =

In Microsoft Word, text is sorted by the first character of each line. To prevent paragraphs from being separated by the sort process, you can create paragraph “sets” by pressing SHIFT+RETURN rather than RETURN at the ends of the lines. One example of this would be in a document where major points are numbered and other comments may fall within the major points.

Unfortunately, paragraphs that require a paragraph format different from the first must be separated from the first by a standard return.

= MORE INFORMATION =

One method to keep the related paragraphs together after a sort, even though they are separated by returns, is to do the following:


 * 1) From the Edit menu, choose Preferences. Select the Show Hidden Text option.
 * 2) Place the number 1 in front of each paragraph related to point 1 and format the 1 as hidden text. (If the first paragraph is already numbered, you do not need to renumber it or format it as hidden.)
 * 3) Repeat step 2 for all remaining points or paragraph “sets.”
 * 4) Select the area to be sorted and choose Sort from the Utilities menu.

Hidden text can be retained or removed once the paragraph groups have been sorted. If hidden text is retained and if the Print Hidden Text option (in the Print command dialog box) is unchecked, the hidden number formats will be disregarded when printing.

For more information about sorting, see page 331 of the “Reference to Microsoft Word” version 4.0 manual.

KBCategory: kbusage KBSubcategory: kbformat Additional reference words: macword macword5

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Copyright Microsoft Corporation 1997.