Row numbering in Word...

Gigabyte / G33m-s2l
February 12, 2009 at 02:22:39
Specs: Microsoft Windows XP Professional, 2.999 GHz / 3326 MB
Can anybody help, please?

Is it possible in Word to automatically number lines of data so that the numbers remain ‘locked’ to the data after sorting as in Example 3 below?

1 – Original (Automatically Numbered)

1. One
2. Two
3. Three
4. Four
5. Five
6. Six
7. Seven
8. Eight
9. Nine

2 – Sorted (Numbering remains in sequence)

1. Eight
2. Five
3. Four
4. Nine
5. One
6. Seven
7. Six
8. Three
9. Two

3 – Desired Result (Data correctly indexed)

8. Eight
5. Five
4. Four
9. Nine
1. One
7. Seven
6. Six
3. Three
2. Two

If not, can this be done in a Word table with the Index Number and the Data in separate columns?

If not, can it be done in Excel?

Thanks.
Pattie.


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#1
February 12, 2009 at 04:39:10
Excel would probably be easiest, as long as you don't change the rows or sort after the entries are input.

"So won’t you give this man his wings
What a shame
To have to beg you to see
We’re not all the same
What a shame" - Shinedown


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#2
February 12, 2009 at 09:24:00
Jenny,

Thanks for your suggestion, but the whole idea is to attach a number to each of the lines of data so that when they are sorted the numbers are also sorted.

If, for example, a collection of CDs is to be catalogued, the data might consist of the song title, the artist, the name of the CD and the year of the CD. If the CDs are to be stored in numerical order, the listing could be sorted by all of the above headings for reference, but the index number needs to remain attached to the line of data so that that the disc can be easily located.

The data itself is already listed. What I need to do is to add a number to each of the lines of data without having to number each line individually. I feel sure that there must be an easy way to do it.

Pattie.


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#3
February 12, 2009 at 10:27:01
In Excel

Column A contains your numbers
Column B contains your data

Select columns A & B

Select DATA
Select SORT

Always sort by Column B

In Word it can be done if you manually type
the numbers first then the data.

1 one
2 two
3 three

Select Table
Select Sort

In the 'Sort By' window make sure that the 'Type' is TEXT
Then select to sort by 'Word 2'

If you let Word automatically insert the numbers it won't work.

The same logic used in the Excel example should work in Word if you use a Table.

MIKE


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Related Solutions

#4
February 12, 2009 at 11:43:22
In that case, I'd use Access. That's what I did for all the items I have associated with a particular band. Cd/magazines/vinyl, etc.

"So won’t you give this man his wings
What a shame
To have to beg you to see
We’re not all the same
What a shame" - Shinedown


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#5
February 12, 2009 at 12:17:28
>>What I need to do is to add a number to each of the lines of data without having to number each line individually

In Excel

In cell A1 enter the number 1
In cell A2 enter the number 2

Highlight (Select) both A1 & A2
on the bottom right corner of the highlighted
cells you should see a small black square,
grab this square with your cursor,
left click and hold,
now drag the cursor down the column and each
cell will be automatically numbered.

MIKE


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#6
March 5, 2009 at 13:31:56
Hi all,

With apologies for the delay in responding, many thanks to you all for your help - particularly to Mike whose solution worked a treat.

Greatly appreciated!

Best regards to you all.

Pattie.


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