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Slide toàn tập microsoft word 2013 ch18

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Objectives
Objectives


Chapter 18: Sorting and Selecting; Finding and Replacing
Data
Performance Objectives


Sort Text in Paragraphs



Sort Text in Columns




Sort Text in Tables



CHECKPOINT 1



Sort Records in a Data Source



Select Records



Find Records



Find and Replace Formatting



Find and Replace Special Characters



Use Wildcards



CHECKPOINT 2

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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.

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Sort Text in Paragraphs - continued

Sort button

To sort text in paragraphs:

1.

Select the text.

2.

Click the HOME tab.

3.

Click the Sort button in the Paragraph group.

4.

Make any needed changes at the Sort Text dialog
box.

5.

Click OK.

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Sort Text in Paragraphs - continued

Use options in the Sort Text dialog box to specify the text on which you want to sort, the type of sort,
and the sort order.

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Sort Text in Paragraphs - continued

In a text sort, Word arranges text in the following order: first, text
Text

beginning with special symbols, such as $ and #; second, text preceded
by numbers; and third, alphabetically by letter. Word can also sort letters by case—text beginning with uppercase letters
first, followed by text beginning with lowercase letters.

In a number sort, Word arranges text in numeric order and ignores any
Number

alphabetic text. Only the numbers 0 through 9 and symbols pertaining to numbers are recognized. These symbols include $,
%, ( ), a decimal point, a comma, and the symbols for the four basic operations: + (addition), - (subtraction), *
(multiplication), and / (division). Word can sort numbers in ascending or descending order.

In a date sort, Word chronologically sorts dates that are expressed in a
Date

common date format, such as 06-01-2015; 06/01/2015; June 1, 2015; or 1 June 2015. Word does not sort dates that include
abbreviated month names without periods. Word does not sort dates that are expressed as a month, day, or year only. Like
a numeric sort, a date sort can be in ascending or descending order.

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Sort Text in Paragraphs - continued

To display the Sort Options dialog box:

1.

Click the HOME tab.

2.

Click the Sort button in the Paragraph
group.

3.

Click the Options button at the Sort Text
dialog box.

Sort Options dialog box

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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.




You can change this setting to Commas or Other.
With the Other setting, you can specify the text-dividing character by which to sort.

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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.

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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.

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Sort Text in Columns - continued

To sort text in columns:

1.

Select the specific text.

2.

Click the HOME tab.

3.

Click the Sort button in the Paragraph group.

4.

Click the Options button.

5.

Specify the Tabs option as the separator.

6.

Click OK.

7.

Make any needed changes at the Sort Text

Tabs option

dialog box.

8.

Click OK.

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Sort Text in Columns - continued

To specify a header row:

1.

Select the specific text.

2.

Click the HOME tab.

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.

6.

Click OK.
Header row option

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Sort Text in Columns - continued



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.

Then by option

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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
group.

3.

Make any needed changes at the Sort
dialog box.

4.

Click OK.

Sort dialog box

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CHECKPOINT 1
1)

The
The Sort
Sort button
button is
is located
located in
in which
which group
group on
on the
the HOME
HOME

3)

tab?
tab?

a.
b.
c.
d.

The
The Case
Case sensitive
sensitive check
check box
box is
is available
available only
only if
if this
this is
is
selected
selected in
in the
the Type
Type option
option box.
box.

a.
b.
c.
d.

Paragraph
Paragraph
Font
Font
Styles
Styles
Clipboard
Clipboard

Answer

Text
Text
Number
Number
Date
Date
Symbol
Symbol

Next
Next Question
Question

2)

This
This is
is the
the default
default setting
setting for
for the
the Sort
Sort by
by option.
option.

a.
b.
c.
d.

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Answer
Next
Next Question
Question

4)

To
To sort
sort text
text set
set in
in columns,
columns, the
the text
text must
must be
be separated
separated by
by
these.
these.

Columns
Columns

a.
b.
c.
d.

Paragraphs
Paragraphs
Fields
Fields
Words
Words

paragraphs
paragraphs
spaces
spaces
commas
commas
tabs
tabs

Answer

Answer

Next
Next Question
Question

Next
Next Slide
Slide

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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 dropdown list.

4.

Double-click the desired file.

5.

Click the Edit Recipient List button in the Start Mail

Use an Existing List option

Merge group.

(continues on next slide)

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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.

7.

Click OK.

Field column heading

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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
Merge group.

3.

At the Mail Merge Recipients dialog box, click the Sort
hyperlink.

4.

Make the desired selections at the Filter and Sort
dialog box.

5.

Click OK.
Sort hyperlink

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Sort Records in a Data Source - continued

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

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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.

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Select Records - continued

To select records:

1.

Click the MAILINGS tab.

2.

Click the Edit Recipient List button in the Start Mail
Merge group.

3.

At the Mail Merge Recipients dialog box, click the
Filter hyperlink.

4.

Make the desired selections at the Filter and Sort
dialog box.

5.

Click OK.
Filter hyperlink

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Select Records - continued

Use the Field option to specify which

Use the Comparison and Compare to options to specify records

field you want to select.

matching certain criteria.

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Select Records - continued



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.

Or option

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Select Records - continued



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.

Clear All button

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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.

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