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How do you sort text in Apple Pages (iWorks)?

I have been trying to make the switch from Microsoft Office to Apple iWorks and it's been going well but I just hit a problem in Pages that I can't figure out. Is there any way to sort text in a Pages document? I can't figure it out...


Dave's Answer:

I'm a big fan of iWorks myself and I too made the big transition from Microsoft Office to iWorks a few years ago. Just went cold turkey. I admit, there were some hiccups, particularly since it was the first generation of iWorks I was working with, but other than some compatibility issues with Keynote vs. PowerPoint, it's gone smoothly.

I rarely have to sort data in Pages documents myself but I created some sample text so i could check out what you were talking about and darned if you're not right. There's no easy way to sort text in the program.

There is, however, a trick...

Turns out you can indeed sort text in Apple Pages by converting the lines to a table, sorting the table, then converting it back into text. Let me show you.

Here's a sample of a dozen or so lines, my frequent flier accounts (all slightly tweaked for my own privacy, in case you're curious):

mac iworks sort text pages 1

Select all the lines by using either "Select All" or just click and drag to select them all. I used the context menu accessible from a control-click:

mac iworks sort text pages 2

With the lines to sort selected, we need to choose "Convert Text to Table" from the "Table" menu under "Format":

mac iworks sort text pages 3

Once that's done, the information will be shown in a one column table format:

mac iworks sort text pages 4

That's the hard part done. Now, time to sort the table. You need to launch the Inspector window and get to the "table" area, then you'll see a small 'gear' menu under "Edit Rows and Columns". Click on it:

mac iworks sort text pages 5

That's the only place I can find any sort of sort capability in the entire program, but it's good enough! Choose "Sort Ascending" and the text in the table is sorted as we'd hope:

mac iworks sort text pages 6

Last step, time to switch the table data back into regular text. Do that by selecting the entire table (click and drag the text to make it easy), then choose "Convert Table to Text" from the "Table" submenu off the "Format" menu:

mac iworks sort text pages 7

And the results?

mac iworks sort text pages 8

Is this a ridiculous pain to accomplish in a program that should include a "Sort Selected Text" option? You bet it is. Meanwhile, it's better than nothing and perhaps in the next update to iWorks we'll see this feature added.


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Categorized: Mac OS X Help   (Article 9827, Written by )
Tagged: apple iworks, apple pages, data management, microsoft office, microsoft word, sorting
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Reader Comments To Date: 2

David said, on March 27, 2011 6:43 PM:

Thanks, great tip, makes creating tables fast and easy...

Doreen Provost said, on September 1, 2011 6:02 PM:

Thanks for this - but isn't it bloody ridiculous!

The sort text feature in Word (and I thought original Appleworks but maybe I'm wrong) is one of the things that I used all the time - to create lists of all kinds -

Jane - #1
Sonia - #2
Peter - #3

And so on - I would make a table of content, a list of people in a family tree document, a list of work to do, paragraphs, whatever.

It's really irritating that you can't do this without creating a Table which I haven't got the hang of at all. Grhhhhhhhh!

I've given up and I'm running to my husband's old Grape Mac and doing it there.

Starbucks coffee cup I do have a lot to say, and questions of my own for that matter, but first I'd like to say thank you, Dave, for all your helpful information by buying you a cup of coffee!

I do have a comment, now that you mention it!











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