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How To Sort Bibliography In Alphabetical Order In Word

Sort the reference list in alphabetical order.

Begin with the surname of the first author of a source. The first author is the author who is named first in a source; this isn’t necessarily the author the first letter whose surname appears earliest in the alphabet.

Sometimes you run into problems because, for example, you have multiple publications from the same author or authors with the same surname.

Rule 1

Alphabetize letter by letter, and remember “nothing comes before something”.

Example 1: Alphabetize letter by letter

Swaen, G., comes before Swaenen, K.

Pater Ab, T., comes before Pater Batel, A. K. S.

Mascherano, B., comes before Mascher-Beno, T. S.

Rule 2

A prefix like M’, Mc and Mac are taken as spelled and not as sounded out.

Example 2: Prefix like M’, Mc and Mac

MacArthur comes before McAllister

MacNeil comes before M’Carthy

Rule 3

For sources with just one author, you sort based on the publication date of the source, listing the oldest source first.

Example 3: The same and only author with two publications

Swaen, B. (1996).

Swaen, B. (2012).

Rule 4

Sources with one author come before sources with multiple authors, when the first author is identical between the two source types.

Example 4: One author comes before multiple authors with the same first author

Swaen, B. (2012).

Swaen, B., & Driessen, K. (1999).*

*Even if the publication date is earlier, one author still comes before multiple authors.

Rule 5

For multiple-author sources listing the same first author, but with different second and third authors, sort based on the second author. If the second author is the same, then sort based on the third author. And so on, per author.

Example 5: Sort based on second author, third author and so forth

Swaen, B., & Driessen, K. (2004).

Swaen, B., Laak, R. van, & Schweinsteiger, B. (2003).

Woziaski, B. J., Totti, F., & Mascherano, K. (2009).

Woziaski, B. J., Totti, F., & Vidal, P. (2006).

Rule 6

For sources with multiple identical authors, sort by publication date, as in Example 3 for single authors. The oldest source comes first.

Example 6: Sort based on second author, third author and further

Totti, F. J., & Schweinsteiger, B. (1999).

Totti, F. J., & Schweinsteiger, B. (2005).

Rule 7

For sources with the same author(s) and the same publication date, you alphabetize based on the title of the source. Pay attention! Don’t take prefixes into account (like A, The, An, etc.).

Example 7: Sorting sources based on title

Totti, F. J., & Schweinsteiger, B. (2005). Better home than away.

Totti, F. J., & Schweinsteiger, B. (2005). A view to a kill.

Exception to Rule 7

If the sources are articles in a series of multiple articles, then sort the sources bases on this series (Part 1, Part 2 and so on). Place lowercase letters a, b, c and so on directly after the year.

Example Exception to Rule 7: Articles based on a series

Totti, F. J., & Schweinsteiger, B. (2005a). The semifinals explained.

Totti, F. J., & Schweinsteiger, B. (2005b). The finals explained.

Rule 8

If different first authors have the same surname, then sort based on the initials of the first names. Also note these initials in source referencing in the text.

Example 8: Different first authors with same surname

Totti, F.J. (2010)

Totti, K.J. (2009)

Rule 9

Alphabetize of (n.d.) and (in press) when you have the same author with a publication date.

Example 9: No date and in press

Totti, K.J. (n.d.)

Totti, K.J. (2009)

Totti, K.J. (in press)

In conclusion

  • When the author is not a person but an organization, this doesn’t change the order of the reference list. You still sort based on alphabet.
  • You write out abbreviations of organizations before you alphabetize them.
  • Only if the author is listed as ‘Anonymous’ do you use ‘Anonymous’ as author’s name.
  • If there is no available author, then record the title of the source in place of the author.
  • When the name of the author/company begins with a number, you need to treat the number as if though it is written out. Thus, if you alphabetize a source such as 6 Flags, you alphabetize it under the ‘S’ of ‘Six’.

You'll need to adjust the "Citation Sort Order" in the output style file so the Author field is the "lead" field.  Did you also want the bibliography to be listed in alphabetical order by Author name as well?  If so, you'll also need to adjust the "Bibliography Sort Order" setting as well.


The procedure goes like this:


1. Go to the EndNote toolbar, select EDIT, OUTPUT STYLES, EDIT [name of your style]. This will cause the style's dialog box to be displayed onscreen.


2. In left column, locate "Bibliography" then click on the "Sort Order" heading. (see image1). The Author+Year+Title selection indicates the sort order for the bibliography.  If you prefer a different option, select that instead.


3. In the left column now locate "Citations" then click on the "Sort Order" heading (see image2).  The "Same as bibliography" selection means that the sort order will be Author first, followed by Year.


4. Close the Style window when done. You will be prompted to save the changes which will make another copy of the file with the word "Copy" added to the name. So you'll need to change both EndNote and MS Word to use this file instead.