Office Settings & Configuration

How to Create Keyboard Shortcuts for Custom Sort Orders in Word

Phi Hung Vo Oct 23, 2026 868 views

Question details

The user wants to assign a specific keyboard shortcut to quickly apply a complex, multi-field sort order to data in Word without having to manually reconfigure the sort dialog each time.

How to Create Keyboard Shortcuts for Custom Sort Orders in Word

Product: Word
Device & OS: not provided
Scenario: Repeatedly organizing tables, lists, or paragraphs based on specific, multi-level criteria.
Observed behavior: Word does not natively allow users to save a customized, multi-field sort configuration directly to a single keyboard shortcut.

Before you start

Ensure that your text, list, or table is properly formatted with consistent delimiters or columns so the sorting logic functions correctly when applied.

Solution 1Recommended

Record a Macro and Assign it to a Keyboard Shortcut

Since complex sort settings cannot be natively saved as a shortcut, recording a macro of your sorting steps and binding it to a key combination is the most effective workaround.

A macro records your sequence of clicks and actions. By recording the exact sorting configuration you need, you can replay it anytime using a customized keyboard shortcut. Always highlight a sample set of data before you start recording.

Open the Macro Recorder

Navigate to the View tab on the ribbon, click the Macros dropdown, and select Record Macro.

Assign a Keyboard Shortcut

In the Record Macro dialog, click the 'Keyboard' button. Press your desired shortcut combination (e.g., Alt+Shift+S), click 'Assign', and then 'Close' to begin recording.

Perform the Custom Sort

Go to the Home tab and click the Sort icon. Configure your multi-level sorting criteria (e.g., sort by Column 1, then by Column 2) and click OK.

Stop Recording

Return to the View tab, click the Macros dropdown again, and select Stop Recording.

Record a Macro and Assign it to a Keyboard Shortcut

Test Your New Shortcut: Select a new section of unsorted data in your document and press your assigned keyboard shortcut to verify the macro applies the sorting rules perfectly.

Solution 2

Add the Sort Command to the Quick Access Toolbar

If you prefer not to use macros and only need faster access to the Sort dialog box, adding it to the Quick Access Toolbar (QAT) provides a quick Alt-key shortcut.

Easily Manage Sorting and Shortcuts in WPS Writer

WPS Writer offers an intuitive and seamless interface for managing complex data sorting. It also provides built-in tools to easily customize your keyboard shortcuts and Quick Access Toolbar for a faster workflow.

1. Select Your Data: Open your document in WPS Writer and highlight the text, list, or table you wish to sort.
2. Access the Sort Tool: Navigate to the Home tab and click the Sort icon located in the Paragraph group.
3. Define Sorting Criteria: In the dialog box, set your primary, secondary, and tertiary sorting keys to organize the data exactly how you need it.
4. Customize Your Toolbar: To access this feature faster in the future, click the Menu button, go to Options > Quick Access Toolbar, and add the Sort command for instant access.

Highly compatible with Microsoft Word document formats (.docx, .doc).Intuitive Sort dialog box for handling complex, multi-level lists and tables.Easy-to-use customization menu for managing keyboard shortcuts and toolbar settings.Free and lightweight alternative to heavy office suites.

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Frequently Asked Questions

Can I sort by multiple columns at once in Word?

Yes, you can specify up to three levels of sorting. Highlight your table or list, click the Sort button on the Home tab, and define your 'Sort by' and 'Then by' criteria in the dialog box.

Why didn't my sorting macro work on a new table?

Macros record specific structural references. If the new table has different dimensions or column headers than the one used during recording, the macro may fail. Ensure the data structure is consistent when applying the macro.

Can I share my custom sorting shortcut with other users?

Yes. When recording your macro, change the 'Store macro in' dropdown from 'All Documents (Normal.dotm)' to your current document. You can then save the file as a Macro-Enabled Template (.dotm) and share it with colleagues.

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