Sorting Zip Codes with Hyphenated Extensions (100415)


The information in this article applies to:

  • Microsoft Works 2.0
  • Microsoft Works 2.0a
  • Microsoft Works 3.0
  • Microsoft Windows 3.0
  • Microsoft Windows 3.1
This article was previously published under Q100415

SUMMARY

When you sort zip codes in Works, entries with hyphenated extensions (for example, 12345-1234) will be separated from regular five-digit zip codes in a database field or spreadsheet column.

Works treats zip codes with hyphenated extensions as text entries. To sort the zip codes together (with the first five numbers matching), the hyphens need to be removed. This can be done by putting the zip code extensions in a separate field.

MORE INFORMATION

To place the extensions in a separate field in Works for Windows version 3.0, do the following:

  1. Insert a new database field or spreadsheet column for the extensions to the immediate right of the zip code field.
  2. Select the zip code column or field.
  3. From the Edit menu, choose Copy.
  4. From the File menu, choose Create New File and select Word Processor.
  5. In the Word Processor document, select Paste from the Edit menu. This will insert all of your zip codes.
  6. From the Edit menu, choose Replace.
  7. In the Find What box, type -.
  8. In the Replace With box, type ^t. The ^t is a special character for the tab mark.
  9. Choose Replace All.
  10. When this task has been completed, choose Select All.
  11. From the Edit menu, choose Copy.
  12. In the Spreadsheet or Database document, put the cursor in the first zip code cell.
  13. From the Edit menu, choose Paste.
Now the new field will contain the extension

In Works for Windows version 2.x, do the following:

  1. Insert a new database field or spreadsheet column for the extensions to the immediate right of the zip code field.
  2. Select the zip code column or field.
  3. From the Edit menu, choose Copy.
  4. From the File menu, choose Create New File and select Word Processor.
  5. In the Word Processor document, choose Paste from the Edit menu. This will insert all of your zip codes.
  6. From the Select menu, choose Replace.
  7. In the Find What box, type -.
  8. In the Replace With box, type ^t. The ^t is a special character for the tab mark.
  9. Choose Replace All.
  10. When this task has been completed, choose Select All.
  11. From the Edit menu, choose Copy.
  12. In the Spreadsheet or Database document, put the cursor in the first zip code cell.
  13. From the Edit menu, choose Paste.
The first five-digits of the zip codes will now be in the original zip code field or column and the extensions will be in the new field or column to the right. You can now sort and the first five-digits of the zip code will all be together.
Modification Type:MajorLast Reviewed:11/24/2003
Keywords:KB100415
©2003 Microsoft Corporation. All rights reserved.