How to Sort Table Data in Microsoft Word (2026)

How to Sort Table Data in Microsoft Word (2026)

Word tables can be sorted by any column—alphabetically, numerically, or by date. Sorting is useful for organizing lists, inventory, contact information, and any tabular data. Word’s sorting feature handles the reorganization automatically.

Step-by-Step Instructions

Step 1: Create or Open Table

Ensure your data is in a Word table. If data is in text form, convert it to a table first using Table > Convert > Text to Table.

Step 2: Select Table Data

Click anywhere in the table. Select all rows you want to sort (usually all data rows, excluding headers if they exist).

Step 3: Access Sort Feature

Click the Table Design tab that appears when the cursor is in a table. Click ‘Sort’ button in the Data group.

Step 4: Choose Sort Criteria

In the Sort dialog, select the column to sort by. Choose ascending (A-Z or 1-9) or descending order. Select the data type: text, number, or date.

Step 5: Set Header Options

If your table has a header row, check ‘Header row’ so Word doesn’t sort the headers. Leave unchecked if there’s no header.

Step 6: Apply Sort

Click OK. Word reorganizes all rows according to your sort criteria instantly.

Common Mistakes to Avoid

• Forgetting to check ‘Header row’ when sorting, which causes headers to be treated as data and misplaced
• Not selecting the correct sort column, resulting in data sorted by the wrong field
• Sorting text that contains numbers as text instead of numbers—this causes incorrect ordering (10 before 2)

Tips and Tricks

• For multi-level sorting (sort by primary column, then secondary), use secondary sort options in the dialog
• Always make a backup before sorting critical data in case you need to undo
• Use the Sort dialog preview to verify the sort will work correctly before applying