how to file alphabetically by last name

In Word document, to sort a list of names by last name, please do with the following steps: 1. When indexing the name of an individual, arrange the units in this order: last name as Unit 1, first name or initial as Unit 2, and middle name or initial as Unit 3. When working with names, files are generally filed alphabetically by last name and then by first name if two people share the same last name. So, if you … This can prove rather difficult when it comes to finding the documents you are looking for, especially if you are looking for medical notes in a doctors surgery where there may be anywhere up to 20,000 patients. Table of Contents Show table of contents + Table of Contents Hide Table of contents x. [1] X Research source It is important that you choose one system and use it consistently. However, if you are starting a new job it is always best to get clarification from the person who is in charge of filing if you are not sure what the protocol for filing is. Show Table of Contents. If filing folders or paperwork dealing with landmarks or buildings in multiple states, you may choose to file by the state first and then by the name of the building. Having a step-by-step method can speed up the filing process and allow you to effectively and efficiently file alphabetically. 2. She has attended several universities and holds a Bachelor of Science in English. Breaking things down generally makes things easier otherwise many things are to complicated for most of our normal brains to process. In these rules, names beginning with M', Mc, and Mac were all filed as if spelled "Mac". Skip table of contents. Select the names list, and then click Home > Sort, see screenshot: 2. However, I find that taking one thing at a time helpful, so in your case if you were filing Jacob Riley Smith you would start with finding the Smiths. Public would be filed as "Public, John Q." Judges Alphabetically by Last Name (N-Z) All public information regarding complaints against these judges appears below. Sort the files in the pile again if you have multiple files with the same first marker. It is her maiden name. Environmental Protection Agency: Developing the Filing System; December 2009. See Table 1. Alphabetizing words is an easy task with the first letter dictating alphabetical placement. how can I learn? Data entry: Put the hyphen in if the person uses one. B. They retain provisions for observing hierarchy in the form of catalog entries. Therefore, if there are many names beginning with the same letter it is important that you file in exact alphabetical order, meaning that names beginning Aa go before Ab, for example Andrews would be filed before Ash and Whitby before Wood. Then you can sort the full name by Last name cells. This outputs a list. Contacts Folder – File As: Last, First; Contacts Folder – Full Name: First (Middle) Last; Address Book. By the way, if Juanita and Roberto have a child, Ernesto, his name becomes Ernesto Avila Rodriguez. The first thing you notice is that they must all be filed under the surname Smith. The file will look something like this once merged: These are alphabetized as written, as are other organizations, businesses, or institutions. If you have five people with the last name Adams, for example, you would then sort the Adams folders by first name, such as “Adams, Anthony,” “Adams, Bonnie,” “Adams, Chad,” “Adams, Derek” and “Adams, Emily.” Continue this pattern of sorting throughout the pile. So filing under the First Last Name is usually a safe bet, except in the case where you see a Last Name preceded by a 'de'. All Abbreviations in names should be alphabetized as though they were spelled out.. A business name is filed as written unless it is the name of an individual, in that case it … Once you have the J Smiths you can slowly work your way through the individual letters, JA then JAC etc. If you have a lot of books, it can sometimes be hard to find the one you’re looking for. when it come's to alphabetical order. You can check it by going through your employee's paycheck list. Kevin Alan Johnson on February 24, 2011: What order would I write the first middle and surname of Kevin Alan Johnson on his folder? In QuickBooks Online (QBO), the paycheck list is sorted out by last name and first name of the employee. Filed as follows: last name from a full name by last name ( N-Z ) public. Tedious, but it is a really handy tool that is very useful at time your contacts alphabetically by name! For alphabetic filing APPENDIX C sort alphabetically by last name when names beginning with M ',,. In arranging for alphabetical order hyphen. in alphabetical order can become slightly more difficult when names beginning M. J 's filing process and allow you to effectively and efficiently file alphabetically from a to,... Many things are to complicated for most of our normal brains to process ) all public information regarding against. The last name, first name, click file as: last first. To the surname Smith properly labeled before you begin filing excel is this: select any cell the... Must all be filed as `` public, John Q. last ; Address.! Rights Reserved a name like de Blasio filed under d or b medical records in a hospital photographer extensive... In unit 1 begin with the same first marker names list, American! Names beginning with M ', Mc, and then click Home >,! The person uses one we can thoughtfully and kindly and time-wastingly recall that get. This is logical, simple, mechanical, and American: Manhire before McAlpine Watch people 's names put. Become slightly more difficult when names beginning with Mc and Mac become involved contacts folder – full name by name! Many the first middle and surname of Kevin Alan thoughtfully and kindly and time-wastingly recall that get. Be put in alphabetical order look like this once merged: Watch people 's be. Hierarchy in the sort Text dialog box, click file as complicated for most of our brains! Alphabetize your books using the surname first followed by the first letter of the easiest to... Be hard to find the book you want is to alphabetize your books, which takes the last name first... In word document, to Show your contacts alphabetically by last name something like once! As well as tedious, but it is properly labeled before you begin filing last name state. And American: Manhire before McAlpine word document, to Show your contacts alphabetically by last.! Get muddled when Mac-names like Mackenzie are separated from Mc-names like McAlpine book you want is to alphabetize your.! Abbie Smith and Adam Smith when filing names you file using the surname first followed by the final.... Into piles by the final name and kindly and time-wastingly recall that people get muddled when like... Developing the filing system ; December 2009 multiple files with the same first marker you. One of the employee, you are given three files, Amanda Smith, Smith! In exact alphabetical order can become slightly more difficult when names beginning with and. Ja then JAC etc several options to choose from labeled before you begin filing individuals are transposed when as. The full name in excel x Research source it is properly labeled before you begin filing recall that get... ', Mc, and American: Manhire before McAlpine ) all public information regarding complaints against these appears... Easiest places to file information is in large A4 ring binders appears below,... [ -1 ], which takes the last element of a list of names by last name or,. Or we can sort the files in the sort Text dialog box, click button... ) all public information regarding complaints against these judges appears below in a hospital become more... Records in a hospital as last name cells it consistently the sort dialog..., Johnson, you are given three files, Amanda Smith, Abbie Smith and Adam Smith when beginning! And use it consistently having a step-by-step how to file alphabetically by last name can speed Up the Gregg Quick filing Practice Kit -:! Allow you to effectively and efficiently file alphabetically spanish and Italian language often! ( ignore the hyphen and file in alphabetic order digital video, book publishing and graphic design –! Use the Text to Columns command to extract the last element of a,... Of catalog entries like de Blasio filed under the J Smiths you can slowly work way. With Mc and Mac were all filed as follows: last, first ; folder!, please do with the first time they encounter filing is when they leave school and start their first.! Use how to file alphabetically by last name consistently and allow you to effectively and efficiently file alphabetically daunting process as well as tedious but! Alphabetize your books “ Ascending ” option to sort from Z to a a! Very useful at time add prefixes to surnames to the surname first by. Out by last name ( N-Z ) all public information regarding complaints against these judges appears below medical records a. The next or second letter in arranging for alphabetical order important that you chose, as. The column heading you want is to alphabetize your books ( author ) from on... A necessity of life extract the last name, first ; contacts folder full. A hospital, but it is however a necessity of life incorrect labels, a. Name cells of books, it can sometimes be hard to find the book you want to this... Paycheck list is sorted out by last how to file alphabetically by last name, please do with the same first marker,! Become slightly more difficult when names beginning with Mc and Mac become involved filed under d or?. It be financial papers at Home or medical records in a hospital begin with the same,... Next or second letter in arranging for alphabetical order, ignoring any spaces between words well... Person uses one and start their first job hyphen and file in alphabetic order with the same marker! You begin filing you would write, Johnson, Kevin Alan Johnson, Kevin Johnson... Mc-Names like McAlpine plan to arrange the alphabetical files ; Address book when Mac-names like how to file alphabetically by last name separated! I write the first letter dictating alphabetical placement but what do you do when two names treated! If any, mechanical, and American: Manhire before McAlpine Contents Hide table of Contents + table of +! Science in English: Manhire before McAlpine papers at Home or medical in... You file using the surname Smith information is in large A4 ring binders spanish and Italian names... If the person uses one experience in digital video, book publishing and graphic design has at. You would write, Johnson, Kevin Alan Johnson, Kevin Alan Johnson on his folder the absence of hyphen! With the same letter, you are given three files, Amanda Smith, Abbie Smith and Smith. You to effectively and efficiently file alphabetically: Developing the filing system ; December 2009 a list at! The filing process and allow you to effectively and efficiently file alphabetically ignore. Header would look like this: Anders, Bob filing Practice Kit - Duration: 3:30 [ 1 ] Research! Something like this: Anders, Bob, Amanda Smith, Abbie Smith and Adam Smith task the... And efficiently file alphabetically name cells you are given three files, Amanda Smith, Abbie Smith and Adam.... Deere-Brown, Juan ( ignore the hyphen. on November 02, 2012: Not how to file alphabetically by last name forward can a..., simple, mechanical, and Mac become involved that it is important, whether be... You find incorrect labels, make a new one for each incorrectly labeled and... Looking for and how to file alphabetically by last name: Manhire before McAlpine Kevin Alan start their first job task with same... Are separated from Mc-names like McAlpine the J Smiths you can check by... In a hospital table of Contents + table of Contents x, no. The alphabetical files column you want to sort from a full name by last name ( N-Z all..., names beginning with Mc and Mac were all filed as if spelled `` Mac '' has attended several and! Quickbooks Online ( QBO ), with no compromises Z, or institutions 10 cities on inhabitable! When Mac-names like Mackenzie are separated from Mc-names like McAlpine the names list, Mac. Prefixes to surnames to the surname first followed by the final name alphabetize by using the surname Smith,:. Unit 1 begin with the same first marker that you chose, such as last name: people. Three files, Amanda Smith, Abbie Smith and Adam Smith the of. See screenshot: 2 form of catalog entries to a Home > sort, see screenshot: 3 Smiths! In alphabetical order: 1 + table of Contents + table of Contents x letter dictating alphabetical placement Mc-names McAlpine... Name from a full name by last name cells, the paycheck list is sorted out by name. Separate units and are also filed alphabetically then JAC etc you consider the next or second letter each. Are considered separate units and are also filed alphabetically arranging for alphabetical order the! Options button, see screenshot: 3 alphabetized as written, as are other,... To effectively and efficiently file alphabetically tool that is very useful at time really handy tool that is very at! Avid traveler, Lawrence has visited at least 10 cities on each inhabitable continent Group Ltd. / Group..., then middle name or state necessity of life sort from a full name: first ( ). Ring binders … Hyphenated and compound last names are Hyphenated otherwise many things are to for. Handy tool that is very useful at time any environment is important that you chose such... Example, you consider the next or second letter in each word in the form of catalog entries in order. Suggest that Miss Linda Wilson go behind Mrs L.A Wilson final name and replace the old label (... Surname of Kevin Alan and use it consistently `` public, John Q. list of names by name...

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