Word’s Sort command can reorder any set of paragraphs, not just bulleted lists. It also sorts numbers and dates by value, and sorts tables by up to three columns, so you rarely need to copy data into Excel.
- Alphabetize a list A to Z or Z to A
- Sort numbers and dates correctly
- Sort a Word table
- Sort a table by multiple columns
Alphabetizing a list in Word
Use this when you have names, terms or references, one per line, that should be in alphabetical order.
- Select the whole list.
- Go to Home > Sort (the A-Z icon in the Paragraph group).
- In Sort Text, set Sort by to Paragraphs and Type to Text.
- Choose Ascending for A to Z or Descending for Z to A.
- Click OK.
Result: The lines are reordered alphabetically. This works for plain lines, bulleted lists and numbered lists; Microsoft’s sort a list alphabetically in Word guide covers the same steps.
Tip: If the first line is a title such as “Team members”, set My list has to Header row so it stays on top.
Alphabetizing by last name
Use this when each line holds a full name like “Priya Raman”.
- In Sort Text, click Options.
- Under Separate fields at, choose Other and type a space. Click OK.
- Set Sort by to Word 2 and click OK.
Result: The list is sorted by the second word, the surname.
Sorting numbers and dates correctly
Use this when a list starts with numbers or dates and the order looks wrong.
- Select the list and open Home > Sort.
- Set Type to Number for values, or Date for dates.
- Choose Ascending or Descending and click OK.
Result: Numbers sort by value (2 before 10), and dates sort in calendar order instead of alphabetical order.
With Type left as Text, Word compares characters, so “10” comes before “2” and “April” before “January”.
Sorting a Word table
Use this when your data is in a table and you want to reorder the rows.
- Click anywhere in the table.
- On the table Layout tab (next to Table Design), click Sort.
- Set My list has to Header row if the first row holds column titles.
- In Sort by, choose the column, then pick its Type.
- Choose Ascending or Descending and click OK.
Result: Whole rows move together, so each name stays with its own data.
Sorting a table by multiple columns
Use this when rows share the same value in the first column, for example several people in one department.
- Open Layout > Sort with the table selected.
- Set Sort by to the main column, such as Department.
- Set Then by to the second column, such as Last Name.
- Add a third level in the next Then by if you need it, then click OK.
Result: Rows are grouped by the first column and ordered by the second inside each group. Word supports up to three levels, as noted in sort the contents of a table.
Comparing the methods
| Method | Best for | Works on |
|---|---|---|
| Home > Sort (text) | Lists of names and terms | Windows, Mac |
| Home > Sort (number or date) | Numbered values and dates | Windows, Mac |
| Layout > Sort (table) | Reordering whole rows | Windows, Mac |
| Sort Table Ascending or Descending | Quick one-column table sort | Word for the web |
Platform differences
- Windows: Sort is on the Home tab and on the table Layout tab.
- Mac: the same Sort Text dialog opens from Home > Sort. For tables, select the table and use Layout > Sort.
- Word for the web: you can’t sort lists. Tables offer Sort Table Ascending or Sort Table Descending. For anything more, select Open in Word.
Troubleshooting sorting in Word
- Sort is greyed out: the document may be protected or open in Protected View. Select Enable Editing, or remove the restriction, and try again.
- A multilevel list sorts badly: Microsoft’s sort steps are for one-level lists. Sort each level separately, or convert the list to a table first.
- Headings or blank lines moved: Word sorts every selected paragraph. Select only the list, and delete empty lines first.
- Multi-line entries break apart: each line ending in Enter is a separate paragraph. Use Shift + Enter for line breaks inside one entry (Shift + Return on Mac).
- Uppercase and lowercase sort strangely: clear or tick Case sensitive under Options.
- The bibliography needs sorting: Word’s built-in bibliography sorts itself. See citations and references in Word.
Related guides
Sorted lists often end up in a table of contents in Word or a reference section. If you’re collecting lists from several files first, merge the Word documents into one file and sort once.
For checklists you sort and tick off, see clickable checkboxes in Word. More guides are in the Microsoft Word guides.