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Moving photos with text in Word 2010

Mags
Mags asked
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I have a client who has made a Church directory in Word 2010.  She has 30 pictures on a page with their name underneath in alphabetical order.  When someone passes away or is new to the Church she needs to delete or add that person from or to the directory.  Is there an easy way to delete or insert a picture w/name while keeping it in alphabetical order.
Thanks,
Mags
Picture-test-Jeanie.docx
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Retired
Top Expert 2012
Commented:
Your pictures are laid out five at a time as 'in line with text' within paragraphs, separated by tabs. The names follow in a separate paragraph, again separated by tabs. The tab stop settings for the second paragraph are the same as the first. This pattern of paragraphs is repeated down the page until all the pictures and names are included.

The names are in alphabetical order within their paragraphs, with each name paragraph following in order from the previous one.

I cannot think of a way of adding to , deleting from and sorting in such a layout without using some quite complex VBA code

However, by creating a single-column table with each cell containing the name followed by the picture, they can be sorted down the page using the Sort button on the Table Tools/Layout tab. Further, the page layout can be set to three or more columns. The sort order will then be column 1 on the first page, then the other columns. Then to the first column on the second page, etc. Extra cells can be added by tabbing out of the last cell, and cells can be deleted by selecting and using the Delete button.

I have attached an example.
SortPics.docx
MagsOwner

Author

Commented:
Thanks Graham...reminds me more of an excel spreadsheet in theory.  Let me play with it and I will be back with you.  I appreciate your input!
Mags
amazing

:-)

MagsOwner

Author

Commented:
Graham can this be done in rows?  Five in each row - Six rows.  The directory would need to be sorted that way.
Is there also a way to have the names under the  photos?  We are working with very elderly people and the change may be confusing but if it is necessary for sorting we can work with it.
Can it be applied to the existing document or would it have to be recreated?
Thanks a million!
Mags
GrahamSkanRetired
Top Expert 2012

Commented:
I realise that the sort order is different from the way that you have it now, but I think that this is the nearest we can get in Word and still keep it simple.

Tables are sorted by row, and not by column. Putting the name before the picture ensures that the name is what is being sorted. With the picture first, the sort command is ignored.
GrahamSkanRetired
Top Expert 2012

Commented:
I will look into the process of automatic creation for the original. It may be that it will suggest a way of doing the maintenance (inserting, deleting and sorting) that will also keep the original layout. It will comprise some rather complex VBA code, so you should really have someone who knows or is willing to learn about that.
MagsOwner

Author

Commented:
Having the name above the picture is do able but the names must be sorted by rows...am I missing something?
Thanks
GrahamSkanRetired
Top Expert 2012

Commented:
Sorry for the delay.
I am still working on some VBA code to allow the adding and deletion of pictures and to maintain the name order as you have at the moment. As I thought it is turning out to be quite complex thing to do. Normally I would consider this to be beyond the remit of this forum, but it is for non-commercial use in this case.
MagsOwner

Author

Commented:
Graham I appreciate your efforts. This is an elderly woman with some computer skills so hopefully once set up it can be maintained easily.  My skills in Word are also limited.

With that being said she does have the time to cut and paste if necessary.  We were simply hoping there was an easy way to add and delete to her church's directory.