At 21:09 26/12/2007 +1300, Zed Noname wrote:
I have recently started using Calc and am having difficulty in
sorting columns. Let me explain.
I have two columns. The first one has First Names listed and the
second (to the right) has Family Names, for example
Alec Mackintosh
Cedric Humblebee
David Whistleton
Edward Aldeburgh
I want to sort them so they appear as follows:
Edward Aldeburgh
Cedric Humblebee
Alec Mackintosh
David Whistleton
I have been into Data/Sort and endeavoured to choose the family name
(in alphabetical order) to sort by and tried to change the
parameters but try as I might, I cannot achieve what I want.
First, you need to select both sets of names together before you sort
them, so that the different parts of the names move together. (If
you select just one column, only that column will be sorted, leaving
the other unchanged.) You can do this in two ways: either select
both columns or the block of cells manually, or - more easily - just
select any single cell in the block. Providing the block of cells is
separated from other entries on the sheet, when you do the sort you
will see that Calc will automatically expand the selection from one
cell to the whole block.
To sort the cells:
o Go to Data Sort... .
o On the Options tab, remove the tick from "Range contains column
labels" - unless your columns have labels.
o On the Sort Criteria tab, select "Column B" (or wherever your
family names are) - or the column label for them - under "Sort by".
o Also on the Sort Criteria tab, select "Column A" or your first
names column label under "Then by".
o Press OK.
You wouldn't need to sort on the first names, in fact, for the
example names you give, since they all have different family
names. But you would need to do this if you had individuals with the
same family name but different first names, to ensure that Bertram
Aldeburgh appeared before Edward Aldeburgh, for example.
I trust this helps.
Brian Barker
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