The customer list started with just a few names, but after several updates, it now contains dozens of entries with no logical order. You could, of course, manually move each row, but with a larger table, this quickly becomes tedious. It is much better to let Writer organize the data automatically.
LibreOffice Writer can sort table contents alphabetically and numerically. This means you can arrange names from A to Z, prices from lowest to highest, or dates in chronological order. What’s more, sorting by multiple criteria is also available.
Can LibreOffice Writer Sort a Table?
Yes. You do not have to move the table to LibreOffice Calc just to change the order of its rows.
Writer has its own command:
Table → Sort
This feature allows you to sort selected table rows alphabetically or numerically.
You can also specify ascending or descending order.
In more complex tables, up to three sort keys are available. This allows you to organize data first by one column and then by additional columns.
How to Prepare a Table for Sorting?
Before you start sorting, check the structure of the table.
Suppose you have the following columns:
Product | Category | Price | Quantity
Each row should represent one complete record.
For example, one row contains:
Monitor | Electronics | 899 | 4
The next one:
Keyboard | Electronics | 149 | 12
When sorting, it is important that the entire row is treated as a single entry. This ensures that the product name remains associated with the correct price and quantity.
How to Sort Data in a LibreOffice Writer Table?
First, select the table rows you want to organize.
Then choose:
Table → Sort
The sorting configuration window will appear.
Now select the sort key.
The key indicates the column Writer should use to organize the data.
If the last names are in the first column, select:
Column 1
Then specify the data type and sorting order.
Finally, confirm the operation.
Writer will change the order of the selected rows.
How to Sort Alphabetically from A to Z?
Suppose the first column contains the following last names:
Wiśniewski
Kowalski
Nowak
Adamski
You want to arrange them alphabetically.
Select the appropriate table rows.
Choose:
Table → Sort
For the first key, select the column containing the last names.
Set the sorting type to alphanumeric and choose ascending order.
After confirming, you will get:
Adamski
Kowalski
Nowak
Wiśniewski
The other cells in the same rows will move together with the last names.
How to Sort from Z to A?
Sometimes you need the reverse order.
Open again:
Table → Sort
Select the appropriate column.
This time, set the order to descending.
In our example, the result will be:
Wiśniewski
Nowak
Kowalski
Adamski
This method can be used not only for last names. In the same way, you can organize product names, cities, categories, and other text data.
How to Sort Numbers from Smallest to Largest?
Numerical sorting is useful for prices, quantities, scores, and other numerical values.
Suppose a column contains:
120
45
890
210
Select the data and choose:
Table → Sort
Select the column containing the numbers.
Then choose the numerical type and ascending order.
After sorting, you will get:
45
120
210
890
This is important because numerical sorting interprets the contents as numbers rather than ordinary character strings.
How to Sort Numbers from Largest to Smallest?
If you are preparing a sales ranking, for example, you will probably want to see the highest values first.
Choose:
Table → Sort
Select the column containing the values.
Set the type to numerical.
Then choose descending order.
The highest value will appear at the beginning of the table, and the lowest at the end.
This allows you to quickly create rankings of products, costs, results, or other numerical values.
How to Sort by the Second Column?
The column used for sorting does not have to be the first one.
An example table might look like this:
Product | Price | Quantity
If you want to organize products by price, select column number 2 as the sort key.
Writer will analyze the values in that column.
However, the entire rows will be moved, so the product name will still correspond to the correct price and quantity.
How to Sort a Table by Multiple Criteria?
This is one of the most useful features of the sorting function.
Imagine a table:
Last Name | City | Age
Many people come from the same city.
You want to group the records by city first and then arrange the last names within each group.
In the Sort window, set the first key to the column containing the cities.
Then set the second key to the column containing the last names.
Writer will first organize the data according to the first criterion. If several entries have the same value, it will use the second key to determine their order.
You can also use a third key.
Writer supports up to three sort keys.
Practical Example of Sorting by Two Columns
Suppose you have the following data:
Monitor | Electronics | 899
Desk | Furniture | 750
Keyboard | Electronics | 149
Chair | Furniture | 420
You want to group the products by category first and then by price.
Set the first key to the column:
Category
Set the second key to:
Price
For the first key, choose alphabetical sorting.
For the second, choose ascending numerical sorting.
Writer will first create category groups and then sort the prices within those groups.
With larger tables, this method is much faster than manually moving rows.
What Does a Sort Key Mean?
A key is simply a criterion used to determine the order of the data.
If the table contains:
First Name | Last Name | City
and you select column 2 as the first key, Writer will sort primarily by last name.
If you set column 3 as the second key, it will be used when the first criterion is not sufficient to determine the order.
It is therefore worth treating the first key as the most important criterion.
Alphanumeric or Numerical Sorting?
In the sorting window, you should pay attention to the type of data.
Alphanumeric sorting is primarily intended for text.
Use it for names such as:
Warsaw
Kraków
Gdańsk
Use numerical sorting for numbers:
5
20
100
350
Choosing the correct type matters because text and numbers may be ordered according to different rules.
Why Are Numbers Sometimes Sorted Incorrectly?
One reason may be that the values are stored as text.
At first glance, a cell containing 100 looks like a number. However, if Writer treats its contents as text, the sorting result may differ from what you expect.
Writer provides automatic number recognition in table cells. The program can recognize, among other things, regular numbers, percentages, currencies, dates, and times.
If the table behaves unexpectedly, check the data format in the cells.
How to Avoid Sorting the Header Along with the Data?
This is one of the most important practical points.
Suppose the first row contains:
Product | Price | Quantity
You do not want the word Product to be treated as a regular entry and end up somewhere among the product names.
The safest method is to select only the rows containing the actual data.
Leave the header outside the selection.
Then run:
Table → Sort
This way, Writer will organize the records while the header remains in place.
Does Formatting Move Together with the Data?
Sorting changes the order of selected table elements, so before performing the operation, it is worth paying attention to the formatting.
If individual records have special colors or other manually applied highlighting, check the appearance of the entire table after sorting.
This is especially important when a row color indicates a specific status rather than serving only as a decorative element.
After sorting, review several records and make sure that the table still conveys the information as intended.
How to Sort Dates in a Table?
Dates require special attention.
Writer can recognize values entered into cells as dates if the appropriate number recognition is enabled.
Therefore, an entry such as:
12.09.2026
should be treated as a date rather than random text if the cell format has been recognized correctly.
Before sorting a larger table, check several cells and make sure that all dates have been entered consistently.
Mixing different date formats may lead to unexpected results.
How to Undo an Unsuccessful Sort?
If the result is not what you expected, do not try to manually restore the previous order.
Immediately use:
Ctrl + Z
The Undo command allows you to return to the state before sorting.
Then select the data again and correct the settings.
With a larger table, it is also worth saving the document before performing more complex sorting.
Why Is the Sort Option Unavailable?
First, check the cursor position.
Click a table cell or select the rows you want to organize.
Then open the following menu again:
Table
Table-related commands are available when Writer recognizes that you are working with this element of the document.
Can You Sort Only Part of a Large Table?
Yes, but you need to be careful.
If you select only specific rows, sorting will apply to the selected range.
This is useful when the table contains several independent sections.
However, do not select a single column without considering whether the adjacent values are logically connected to it.
For example, the product name, price, and quantity should remain one complete record.
Writer or Calc for Sorting Data?
Writer is well suited for sorting small tables that are part of a text document.
If you have a dozen or several dozen records and only need to change their order, there is no need to move the data to another program.
The situation is different with hundreds or thousands of records.
If you need filters, advanced formulas, automatic analysis, repeated sorting, pivot tables, or extensive data processing, LibreOffice Calc will be a more convenient tool.
Writer is primarily designed for creating text documents. Calc, on the other hand, was specifically designed for working with large data sets.
Most Common Mistakes When Sorting a Table
The most serious mistake is selecting the wrong data. Always check that you are sorting complete records.
The second problem is accidentally including the header. If it should not change position, leave it outside the selection.
Another pitfall is choosing the wrong sorting type. Numbers are best sorted as numerical values, while names should be sorted as alphanumeric data.
It is also worth watching out for empty cells and inconsistent formatting of dates and values.
Before sorting a large table, saving the document is a good habit.
What Is the Fastest Way to Sort Data in a LibreOffice Writer Table?
If you only need the basic instructions, follow a few steps.
Select the rows containing the data.
Choose:
Table → Sort
Select the column to be used as the key.
Choose the data type.
Set the order to ascending or descending.
Confirm the operation.
Writer will automatically change the order of the records.
Sorting data in a LibreOffice Writer table is useful much more often than it might seem. The built-in Table → Sort command allows you to arrange text alphabetically, numbers by value, and more complex tables according to multiple criteria.
The most important thing is to select the data correctly. If one row represents one record, it should remain complete during sorting. Also pay attention to the header and the way numbers and dates are entered.
For more complex tables, use the second and third sort keys. This allows you to first group data by one column and then organize the items within each group.
If the table begins to resemble an extensive database, it is worth moving your work to Calc. For ordinary tables included in documents, however, Writer has all the basic tools needed for quick and convenient sorting.
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