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Word Tips

View an alphabetical listing of Word Tech Tips

Insert Image Directly from Scanner into Word

This useful tool was not been included in the in Word 2007/2010 Ribbon. But you can still use it. The following keyboard shortcut is built-in:

bullet Hold down the Alt key
bullet Press i+p+s (Hold the alt key down and press i p s to open the Insert Picture from Scanner or Camera dialog box:

You can also create a custom keyboard shortcut. To create a custom keyboard shortcut:

bullet Click the File tab
bullet Select Options to display the Word Options dialog box
bullet Click Customize Ribbon in the left pane
bullet Click the Customize button beside Keyboard Shortcuts to display the Customize Keyboard dialog box
bullet In the Categories column Scroll down and select All Commands
bullet In the Commmands column select InsertImagerScan in Commands
bullet

Press custom shortcut keys Below Press new shortrcut key (for example Ctrl S be careful not to assign one of the built-in shortcuts you may already be using such as Ctrl Z, Ctrl B, etc.)

bullet

By default, the keyboard shortcut is assigned to the Normal template so that the keyboard shortcut is always available

bullet

Click the Assign button

bullet

Click Close and OK
 

Create a List with Clickable Checkboxes in Word 2010

Last week we covered a simple way to create a checkbox list for printing.  This week's tip covers a more advanced technique for creating checkbox lists which you can click on to check.  Here's how:
 
bullet If the Developer tab is not displayed on your Ribbon you will need to add it:

  1. Click the File Menu
  2. Click the Options button at the bottom of the left pane
  3. Click Customize the Ribbon in the left pane
  4. Click to select Developer under the Main Tabs pane on the right
bullet To add the checkbox, click the Developer tab on the Ribbon
bullet Click the checkbox in the Controls group

Click the checkbox control to select (or deselect). I recommend using a table for this type of a list, placing the checkbox in a column beside the list items, for example:


 

Create a List with Checkboxes in Word 2007/2010

Here's an easy way to add a list with checkboxes in Word:

bullet Create a bulleted list
bullet Select the list
bullet On the Home tab, in the Paragraphs group, click the arrow on the Bullets button
bullet If a checkbox does not appear on the Bullets drop-down menu, click Define New Bullet
bullet Under Bullet Character, click the Symbol button
bullet From the Symbol menu, click on a checkbox symbol and click OK
bullet You can also select another font, such as Wingdings, and choose a checkbox from this font before clicking OK

This is a quick and simple way to create a checkbox list for printing.  However, it does not allow you to click the checkbox on the screen and check the item off the list. Next week's tip will cover this more advanced technique for creating checkbox lists in Word.
 

Creating a PowerPoint Presentation Using Word 2007/2010

To use a Word document to create a PowerPoint presentation

bullet

Format the document using Word heading styles

bullet

PowerPoint uses the heading styles in your Word document to set up the slides in a presentation  ̶  each Heading 1 becomes the title of a new slide, and each Heading 2 becomes the first level of text

bullet

You must apply a heading format to the text you want to include in a slide

bullet

You can manually insert heading styles or create a document using Word outline

To create a Word Outline

bullet

Click the View menu

bullet

Click Outline in the Document Views group

bullet

Type your outline using Tab to add subheadings (promote)

bullet

Press Shift Tab to decrease the indent (demote)

bullet

You can also use the Promote and Demote buttons on the Ribbon

bullet

Save your outline

To Insert Outline Text from Word into PowerPoint

bullet

In PowerPoint, click the Outline tab in the left pane

bullet

Click the Home tab of the Ribbon

bullet

In the Slides group, click the arrow next to New Slide

bullet

Click Slides from Outline
 

Keep a Table Row from Breaking in Word 2007/2010

To keep a table row from breaking between pages in Word 2007/2010:

bullet Select the row you want to keep together on the same page
bullet Below the Table Tools tab on the Ribbon, click the Layout tab
bullet In the Table group, click Properties to open the Table Properties dialog box
bullet Click the Row tab
bullet Clear to de-select the Allow row to break across pages check box
bullet Click OK
 

Using Section Breaks in a Word 2007/2010 Document

Section breaks are used to:

bullet Change the layout from a single-column to two columns
bullet Change the orientation from portrait to landscape
bullet Separate chapters/sections of a document to control page numbering
bullet Create a different header or footer for a section of your document

To insert a section break:

bullet Click where you want to insert a Section Break or select a portion of the document around which to insert a pair of section breaks
bullet Click the Page Layout tab on the Ribbon
bullet In the Page Setup group, click Breaks

bullet Under Section Breaks, click the desired type
 

Clear Recent Documents List in Word 2010

bullet

Click the File tab on the Ribbon

bullet

Click Options in the left pane

bullet

Click Advanced

bullet

Scroll down to the Display section

bullet

Change Show this number of Recent Documents to 0

If you want to turn the feature back on at any time, go back to this menu and choose a new number of files to display.
 

Add a Drop Cap in Word 2010

A drop cap is used to display the first letter of the paragraph in a large font. To add a drop cap to a paragraph in Word 2010:

bullet

Click in the paragraph where you would like to apply a drop cap

bullet

Click the Insert tab on the Ribbon

bullet

In the text group, choose Drop Cap

bullet

From the Drop Cap list, click to select the style or choose options for additional choices


 

Change Text Case in Word

To change the case of text in Word, try this:

bullet Select text
bullet Press Shift + F3 until it changes to the desired case style

Pressing Shift + F3 toggles the text case between sentence case, UPPERCASE, lowercase, and capitalize each word. Be sure to hold down the Shift WHILE you press F3.  Also, it works in all versions of Word. However, if you include text with punctuation at the end, it will skip the option to capitalize each word. You can also try this in PowerPoint.
 

Copy Formatting in Word

A previously published tip Fast Formatting covered using format painter (the paintbrush icon) to copy the format of text. Since I am a fan of shortcut keys, and sometimes format painter seems a bit erratic when using it to repeatedly copy the same format, here's how to do the same thing using shortcut keys:

bullet Click on the text which you want to copy a format from
bullet Press Ctrl+Shift+C (copy format)  to copy the text formatting of the area where the cursor is located
bullet Select the text you want to copy the format to and press Ctrl+Shift+V  (paste format)

This method is even more flexible than using the paintbrush. You can paste the format as many times as you want, since the format copy is saved in a memory area like the clipboard, and still do other things in between copies.  And it appears to work in all versions of Word.

Add a Watermark to a Word 2007/2010 Document

Watermarks are text or pictures that appear behind the text. They can add interest or identify the document's status, marking a document as a draft, for example. You can use graphics or text as watermarks.

bullet

Open a new, blank document, or open an existing document.

bullet

Click the Page Layout tab on the Ribbon

bullet

In the Page Background group, click Watermark

bullet

Click a design in the gallery or create a custom watermark

bullet

Select the Picture, if you are creating a Picture watermark

bullet

Enter the Text, if you are creating a Text watermark

bullet

Use Print Layout view to view a watermark as it will print

The watermark displays on the background of each page.
 

Add a Drop Cap in Word 2007

A drop cap is when the first letter of the first word of a paragraph is displayed in a large font. To add a drop cap to a Word 2007 document:

bullet

Click in the paragraph that will contain the drop cap

bullet

Click the Insert tab on the Ribbon

bullet

In the Text group, click Drop Cap

bullet

Select either Dropped or In margin

To remove the drop cap, repeat the steps above and select None.
 

Change Default Paste Setting in Word 2007

Did you know you can change the default paste option in Word 2007? If you constantly find yourself choosing Paste Special and then Unformatted Text to avoid copying the format when copying text from another source, heres a time saving solution:

bullet

Click the Office Button

bullet

Click the Word Options button at the bottom of the menu

bullet

Click Advanced in the left pane

bullet

Click the drop-down arrow next to the Cut, Copy and Paste options

bullet

Choose Match Destination Formatting

bullet

Click OK when finished to keep your changes
 

Creating Charts in Word 2007

Charts are great for presenting data in an easy-to-understand way. Heres how to create a chart in Word 2007:

bullet

Position your cursor where you would like to insert the chart

bullet

Click the Insert tab on the Ribbon

bullet

Click Chart in the Illustrations group

bullet

Select the style of chart you would like to insert

bullet

Click OK

bullet

The chart appears in your document and an Excel worksheet opens

bullet

Enter your data in the Excel worksheet

bullet

Your chart data is automatically updated in Word as you change it in Excel

bullet

Use the Chart Tools in Word to change the chart style, layout and formatting options
 

Save All and Close All Open Files in Word 2007

Prior to Word 2007 there was a quick way to close all open files.  However, this trick does not work in Word 2007.  But it can be added to the Quick Access Toolbar.  Here's how:

bullet

Click the Office button

bullet

Click the Word Options button at the bottom of the menu

bullet

Click Customize in the left-hand pane

bullet

Click the small arrow next to the Choose Commands From box and select Commands Not In Ribbon

bullet

Scroll down to Close All and click to select

bullet

Click the Add button

bullet

Scroll down to Save All and click to select

bullet

Click the Add button

bullet

Click OK.

Now you can click these icons in the Quick Access Toolbar to use the Save All and Close All commands.  Click here to view the trick for doing this in earlier versions.
 

Keep a file on the Office 2007/2010 Recent Documents List

An excellent new feature in Office 2007/2010 which works in Word, Excel, PowerPoint and Access, is the ability to keep or pin a file in the Recent Documents list, heres how:

bullet

In 2007 click the Microsoft Office button or in 2010 click the File Tab and then click Recent

bullet

Click the pin icon beside the document you want to keep on the list

bullet

The pin button changes to a push pin viewed from the top
 

Remove Recent Documents List in Word 2007

bullet

Click the Office button

bullet

Click the Word Options button

bullet

Click Advanced in the left pane of the Word Options dialog box

bullet

Scroll down to the Display section

bullet

Change Show this number of Recent Documents to 0
 

Quickly Change Font Size in Word

To quickly increase or decrease the font size of selected text by 1 point, do this:

bullet Select Text
bullet Ctrl + ] to increase by 1 point
bullet Ctrl + [ to decrease by 1 point

This trick seems to works in all versions, including 2007 and 2010.
 

Date Field in Word 2007

To quickly enter a date field in Word 2007, try this:

Alt + Shift + D

Remember, this is a date FIELD not text. It will always display the current date (assuming the date in your computer is correct.) So only use it when you want the date to change.
 

Automatic Hyperlinks in Word 2007

By default, Word 2007 automatically creates hyperlinks whenever you type a Web address.  To turn off this feature:
 

bullet

Click the Office button

bullet

Click the Word Options button

bullet

Click Proofing

bullet

Click AutoCorrect Options

bullet

On the AutoFormat as you type tab and on the AutoFormat tab, click to clear the Internet and network paths with hyperlinks check box and click OK

bullet

Click OK again to close the Word Options dialog box

If you've already typed a document and you want to remove the hyperlinks, simply select the entire document by pressing Ctrl + A and press Ctrl + Shift + F9.
 

Change Heading Styles in Word

To quickly change a heading style in Word, click in the line containing the heading and use these keyboard shortcuts:

bullet Ctrl + Alt + 1 to apply Heading 1 style to current paragraph
bullet Ctrl + Alt + 2 to apply Heading 2 style to current paragraph
bullet Ctrl + Alt + 3 to apply Heading 3 style to current paragraph

This tip works in Word 2007 and 2010 as well as earlier versions.
 

Remove Formatting in Word 2007

To remove formatting in Word 2007:

bullet

Select text

bullet

Click the Home button on the Ribbon

bullet

In the Font group, click the clear formatting button
 

Inserting Line Numbers in Word 2007

bullet

Click the Page Layout tab on the Ribbon

bullet

In the Page Setup group, click Line Numbers

bullet

Select options from the menu

You can have line numbers run continuously through your document. You can also have the line numbering restart on each page or following section breaks.
 

Using Quick Parts in Microsoft Word 2007

Quick parts is a new feature in Word 2007 which allows you to add preformatted boilerplate text to documents. The text can be used as often as you need. For example, you can use Quick Parts to insert cover pages, footers with page numbers, tables, text boxes, watermarks, and more.

To use Word 2007's Quick Parts:

bullet

Click Insert on the Ribbon

bullet

In the Text group, click Quick Parts

bullet

Click Building Blocks Organizer to browse the list of building blocks

bullet

To preview an item, click it and it appears in the pane to the right

bullet

When you find an item you'd like to insert, select it and click Insert

bullet

Or click Close to close the dialog box without inserting anything
 

Inserting the Filename and Path in Word 2007 Header/Footers

bullet

Click the Insert tab on the Ribbon

bullet

In the Header & Footer group, click Header or Footer

bullet

Select Edit Header or Footer

bullet

In the Insert group, click Quick Parts and then Field

bullet

From Field menu scroll down and select FileName from the Field name list

bullet

Choose the desired Format

bullet

Select Add path to filename, if desired

bullet

Click OK
 

Viewing and Navigating Documents in Word 2007

To view a document's organization and jump to different sections:

bullet Click the View tab on the ribbon
bullet In the show/hide group, click Document Map

When working on a longer document use Thumbnail view to navigate:

bullet Click the View tab on the ribbon
bullet In the show/hide group, click Thumbnails
 

Lengthen Your List of Recently Used Documents in Word 2007

To increase the number of documents displayed on the recently used documents list:

bullet Click the Office button
bullet Click the Word Options button
bullet Click Advanced
bullet Scroll down to the display options and select Show this number of Recent Documents
bullet Click OK
 

Using BookMarks in Word 2007

There are many ways to move through a long document in Microsoft Word 2007 − such as the PgUp or PgDn keys or clicking the scroll bar. Or, you can use a bookmark.

To create a bookmark in a document:

bullet

Click where you want the bookmark to go

bullet

Click the Insert tab on the Ribbon

bullet

In the Links group, click Bookmark (or press Ctrl+Shift+F5)

bullet

Type a descriptive name in the Bookmark Name box. (You cannot include spaces in bookmark names.)

bullet

Click the Add button

 To go to a bookmark:

bullet

Click the Insert tab on the Ribbon

bullet

In the Links group, click Bookmark (or press Ctrl+Shift+F5)

bullet

Double-click the name of the bookmark (or select it and click the Go To button)

bullet

Click the close button or press Enter
 

Entering the Current Date in Word 2007/2010

bullet Click the Insert tab on the Ribbon
bullet In the Text group, click Date and Time
bullet Choose the desired date format
bullet If you want the date to be updated every time you open the document, turn on the update automatically check box
bullet Click on OK
 

Save Word 2007 Frequently Used Tables

To easily enter frequently used tables in Word 2007, save the table in the Quick Tables gallery. Here's how:

bullet Select the table
bullet Click the Insert tab on the Ribbon
bullet In the Tables group, click Table
bullet Point to Quick Tables
bullet At the bottom of the Built-In menu click Save Selection to Quick Tables Gallery
bullet Name your table and click OK
 

Change Default Location for Saving Files in Word 2007

In Microsoft Word 2007, to change the default location for opening and saving files:

bullet Click the Office button
bullet Click the Word Options button at the bottom of the window
bullet Click Save to display the Customize how documents are saved. information
bullet Click the Browse button next to Default File location
bullet Locate the folder that you would like to set as the default file location
bullet Click the folder to select it and click OK
bullet Click OK again to complete the change
 

Creating a Table of Contents in Word 2007

Before you use the Table of Contents feature, be sure you've applied the built-in styles (for example, Heading 1 and Heading 2) to the headings and subheadings in your document which you want included in the TOC.

Once you have done that, to insert a TOC at the beginning or end of your document:

bullet Click where you want to insert the TOC
bullet Click the References tab on the Ribbon
bullet In the Table of Contents group click the Table of Contents button
bullet Select from one of the Built-in Styles from the TOC gallery and the TOC is immediately created, OR
bullet Click Insert Table of Contents to display a dialog box which allows you to customize the appearance of the TOC, then click OK
 

Entering the Euro in Word 2007/2010

To enter the Euro symbol in Word 2007, use this simple keyboard shortcut:
 
bullet Hold down the Alt key and the Ctrl key
bullet Type the letter e

This trick also works in earlier versions.
 

Create a Cent Sign in Word

To create a cent sign in Word using a keyboard shortcut:

bullet

Hold down the Ctrl key and press /

bullet

Type the letter c

This tip works in Word 2007 and in older versions as well.
 

Remove Extra Space Between Paragraphs in Word 2007

By default Word 2007 adds a space between paragraphs. You cannot delete this space by backspacing. 

To turn off the space between paragraphs, follow these steps:

bullet

Click the Home tab

bullet

In the Paragraph group, click the small arrow in the lower right corner to display the Paragraph dialog box

bullet

Select Dont add space between paragraphs of the same style"

bullet

Click OK

To remove the space between paragraphs already typed simply select the text and follow the above steps.  This only affects the current document. To change this default for all documents, click the Default button in the Paragraph dialog box.
 

Creating Lines in Word

One of my favorite shortcuts from previous versions of Word still works in Word 2007 and 2010! To create lines across the page of a Word document:

bullet

Type three consecutive hyphens ( --- ) and press Enter for a normal line

bullet

Type three underscores ( ___ ) and press Enter for a bold line

bullet

Type three equal signs ( === ) and press Enter for a double line

bullet

Type three pound symbols ( ### ) and press Enter for a triple line

bullet

Type three tildes ( ~~~ ) and press Enter for a wavy line

bullet

Type three asterisks ( *** ) and press Enter for a dotted line

These lines extend from the left margin to the right margin and the width of these lines will change if you change the margins of your document or if you change the orientation from Portrait to Landscape.
 

AutoCorrect in Word 2007

Word s AutoCorrect feature corrects typos and misspellings as they occur. For example, if you accidentally type abbout Word changes it to about saving you time and eliminating errors. AutoCorrect is also used for entering special symbols.  For example (c) is automatically changed to the  copyright symbol .  This feature is very handy for entering frequently typed words or phrases.

To customize AutoCorrect in Word 2007:
 

bullet

Click the Office button

bullet

Select the Word Options button

bullet

Click Proofing in the left pane

bullet

Click the AutoCorrect Options button

bullet

Select the AutoCorrect tab

bullet

In the Replace box type the abbreviation

bullet

In the With box enter the full word or words you would like replaced

bullet

Click Add

bullet

Click OK

Click here if you are using an earlier version of Word.
 

Add a Drop Cap in Word

A drop cap is when the first letter of the first word of a paragraph is displayed in a large font. To add a drop cap to a Word document:

bullet

Position your cursor at the beginning of a paragraph where you would like to see a drop cap

bullet

Choose Format from the pull-down menu

bullet

Choose Drop Cap

bullet

From the Drop Cap dialog box, choose the style and font for the drop cap

bullet

Click OK
 

Using Mail Merge in Microsoft Word

Mail Merge is a feature in Microsoft Word that allows you to create documents that are basically the same but contain variable information, such as a form letter.  Mail Merge is also used to create envelopes, labels, and lists.  The following articles on the Microsoft Support Web site will help you learn to use this amazing tool:

Word mail merge: A walk through the process

How to design and set up a mail merge address list in Word

How to use mail merge to create form letters in Word

How to create mailing labels by using Mail Merge in Word

How to use mail merge to create a directory in Word
 

Entering the Current Date in Word

bullet Select Insert from the pull-down menu
bullet Choose Date and Time
bullet Choose the desired date format
bullet If you want the date to display the current date every time you open the document, turn on the update automatically check box
bullet Click OK
 

Type a Cent Sign

bullet

Press Ctrl + /

bullet

Type c
 

Transpose Names in Microsoft Word

Have you ever entered a column of names and then wanted to transpose them?  For example:

John Doe

Sarah Black

Jennifer Layton
bullet

Choose Edit from the pull-down menu

bullet

Choose Replace to display the Find and Replace dialog box

bullet

Make sure Use wildcards is checked (If it is not visible, click More, and then select the check box.)

bullet

Enter the following characters in the Find what box: (<*>) (<*>) (Be sure to include a space between the two sets of parentheses.)

bullet

Enter the following characters in the Replace with box: \2, \1 (Make sure you include a space between the comma and the second slash.)

bullet

Click Replace to make sure the expression works.

bullet

Click Replace All to make all the replacements (Be sure you have previously selected ONLY the names you want replaced otherwise this can be risky business! But remember, you can always press Ctrl+Z to undo replacements.)
 

Doe, John

Black, Sarah

Layton, Jennifer

Word transposes the names and separates them with a comma. For more information on using expressions in Microsoft Word, go to: office.microsoft.com
 

Using Paste Special in Word

When copying text into a Word document from another file or from the Web, Word will format the text to match the original file. To make sure the pasted text uses the formatting in the destination document, try this:

bullet Copy text
bullet Select Edit from the pull-down menu
bullet Choose Paste Special
bullet Choose Unformatted Text
 

Change the Default Directory for Saving Files

In Microsoft Word you can change the default directory that is used to open and save files.

bullet

Click Tools from the pull-down menu

bullet

Click Options

bullet

Click on the File Locations tab

bullet

Double click on Documents from the left column to open the Modify Locations dialog box

bullet

Locate the folder that you would like to set as the default documents directory

bullet

Click the directory to select it and click OK

bullet

Click OK again to complete the change
 

Word's Built-In Calculator

Did you know that you can add a calculator to Word's toolbars?  To use this feature:

bullet Select View from the pull-down menu
bullet Choose Toolbars
bullet Select Customize
bullet Select the Commands tab
bullet Choose Tools
bullet Select Tools Calculate in the list of commands
bullet Drag it to a toolbar

Type a calculation in a Word document (for example 5280 + 50). Highlight the calculation and click on the new button Tools Calculate. Notice that the result appears in the lower left had corner of the screen. To replace the calculation with the result, press Ctrl-V.  When typing calculations use the standard operators used in Excel: + to Add, to subtract, * to multiply, / to divide.
 

Count Words in a Word Document

When writing a report, essay, article or other document that has word count requirements, you can quickly find out how many words, lines, paragraphs, and pages are in the document.

bullet

Click "Tools" from the pull-down menu

bullet

Select "Word Count"
 

Using AutoSummarize in Word

An interesting little-known feature of word can help you summarize long documents. To use AutoSummarize:

  1. Select Tools from the pull-down menu
  2. Choose AutoSummarize.
  3. In the AutoSummarize dialog box, select from the four summary options:
bullet Highlight key points
bullet Insert an executive summary or abstract at the top of the document
bullet Create a new document and put the summary there
bullet Hide everything but the summary without leaving the original document
  1. In the Percent of Original drop-down box, select the length of the summary and click OK

If you don't want Word to update the file properties, deselect the Update Document Statistics check box.
 

Close all Open Files in Excel or Word

bullet Hold down the shift key
bullet Select "File" from the pull-down menu
bullet Click "Close All"
 

Insert the Euro Symbol with AutoCorrect

Last week we learned that typing 20ac and pressing Alt X will enter the Euro symbol on all keyboards. Another Word keyboard shortcut for entering the euro symbol is to hold down the Alt key, the Ctrl key, and the E key at the same time, and Word will enter the

However, if you find it is easier to remember the word euro, you can add it to Autocorrect.  Heres how:

  1. Select Tools from the pull-down menu
  2. Select Autocorrect options to display the Autocorrect dialog box
  3. Make sure the Autocorrect tab is selected
  4. Enter the word euro in the Replace box of the AutoCorrect dialog box
  5. Place your cursor in the With box, and hold down Ctrl + Alt + E. Word will enter the symbol in the With box
  6. Click the Add button. Now whenever you type euro, Word will instantly put the symbol into your document

In the future, if you need to display the word euro you can press undo immediately after the word has been replaced with the symbol .  This is how you undo individual autocorrect changes.  (Remember: you can use the keyboard shortcut Ctr + Z to undo as well as clicking the undo button or selecting Edit undo from the pull-down menu.)


Insert Euro Symbol in Word

The following keyboard shortcut is just one way to insert the Euro symbol :

Type 20ac, and then press ALT+X.

This trick should work on all keyboards. In following weeks we will bring you more ways to create this important new symbol.
 

Typing Accented Characters in Word

All of the accented characters can be typed using a shortcut key combination. To do this, press [Ctrl] and the second symbol together, let go, then type the letter.

Characters Shortcut Keys

, , , ,
, , , ,

[Ctrl]+[`] (accent grave), the letter

, , , , ,
, , , , ,

[Ctrl]+['] (apostrophe), the letter

, , , ,
, , , ,

[Ctrl]+[Shift[+[^] (caret), the letter

, ,
, ,

[Ctrl]+[Shift]+[~] (tilde), the letter

, , , , ,
, , , , ,

[Ctrl]+[Shift]+[:] (colon), the letter

,

[Ctrl]+[Shift] +[@], a or A

,

[Ctrl]+[Shift] +[&], a or A

,

[Ctrl]+[Shift] +[&], o or O

,

[Ctrl]+[,] (comma), c or C

,

[Ctrl]+[' ] (apostrophe), d or D

,

[Ctrl]+[/,] o or O

[Alt]+[Ctrl]+[Shift]+[?]

[Alt]+[Ctrl]+[Shift]+[!]

[Ctrl]+[Shift]+[&], s


Keeping Titles With Body Text In Word

If you type a title for a paragraph near the end of a page, and then type the paragraph below it, the paragraph might go to the next page.  To keep the title with the paragraph, use the Keep with Next command:

  1. Select the paragraphs

  2. Pull down the Format menu and choose Paragraph

  3. Click on the Line and Page Breaks tab

  4. Turn on Keep with next

  5. Click on OK
     

Change Font Sizes Quickly in Word

To Change Fonts Press

Increase font size
(by various increments, depending on current size)

Ctrl + Shift + > (greater-than sign)

Decrease font size
(by various increments, depending on current size)

Ctrl + Shift + < (less-than sign

Increase font size by one point

Ctrl + ] (right square bracket)

Decrease font size by one point

Ctrl + [ (left square bracket)

Shrinking a Document to Fit on a Page in Word

When printing a document and you need to fit one or two lines on a page, use the "Shrink to Fit" feature to fit everything on the page.

bullet

Choose File from the pull-down menu
 

bullet

Select Print Preview

bullet

Click on the Shrink to Fit button
 

Microsoft Word Online Tutorial

If youre trying to learn to use Microsoft Word, try this online tutorial developed by Florida Gulf Coast University:

Getting Started

Graphics

Working With Files

Spelling and Grammar

Working With Text

Page Formatting

Formatting Paragraphs

Macros

Styles

Table of Contents

Lists

Web Wizard

Tables

Creating Web Pages

Keyboard shortcuts

 

Or go to www.fgcu.edu
 

Track Changes to Word Documents

When a document is returned to you, it can be difficult to see changes others made. Word has a feature which allows you to see these changes.

  1. Open the edited copy of the document.
  2. Select Tools from the pull-down menu
  3. Click Compare and Merge Documents.
  4. Select the original document, click the arrow next to Merge, and then do one of the following:
bullet
To display the results of the comparison in the original document, click Merge.
bullet
To display the results in the currently open document, click Merge into current document.
bullet
To display the results in a new document, click Merge into new document.

For Word 97/2000: Click Tools. Go to Track Changes. Click Compare Document. Find the original Word document and click it once so it is highlighted. Click Open.
 

View Formatting in Word

Use the Reveal Formatting task pane in Word 2002 to view a description of any text in your document. Use it to modify or clear the formatting; compare the formatting of different selections, or find blocks of text with similar formatting. To use Reveal Formatting:

  1. Select the text you want to examine or reformat

  2. Choose Format from the pull-down menu

  3. Select Reveal Formatting

  4. Do any of the following:

bullet

To change any formatting properties, click one of the underlined commands from within the task pane, and then change any options you want in the dialog box that appears.

bullet

To determine the formatting source, such as whether the formatting comes from a style, select the Distinguish style source check box.

bullet

To show formatting marks, such as paragraph marks and tabs, select the Show all formatting marks check box.

bullet

To format a text selection like the text that surrounds it, select the text. In the Selected text box, click the arrow, and then click Apply Formatting of Surrounding Text.

bullet

To view a feature-by-feature comparison of your text selection with another block of text, select the Compare to another section check box and then select another block of text.
 

Sorting a Table in Word

Did you know you could sort information in a Word table?  In other words, you can rearrange the rows in a table by text or numbers, in ascending order (A to Z or zero to 9) or descending order (Z to A or 9 to zero).

To sort a table:

  1. Click in the table you want to sort by
  2. Select Table from the pull-down menu
  3. Choose Sort

First Name

Last Name

Address

City

State

Zip

Randy

Boggs

5738 Brockton                  

Indianapolis

IN

46260

Nancy

Dorsa

4642 Fox Moor Ln.

Indianapolis

IN

46220

Frank

Masterson

3007 E. Clarendon

Phoenix

AZ

85018

Steven

McGee

532 E 58th St.

Indianapolis

IN

46260

Michael

Razzano

1123 Edmundson Ave.

Indianapolis

IN

46290

Or you can:

  1. Click in the column you want to sort by
  2. Click one of the Sort buttons on the Table and Borders toolbar

Automatically Correct Typos

Word corrects many typos as you enter them. You can use Word's AutoCorrect feature to correct the typos that you make often and enter hard-to-spell words or long names on the fly.

To change the settings and make AutoCorrect work for you, choose Tools, AutoCorrect. The AutoCorrect dialog box appears.

bullet Remove the check marks from the AutoCorrect features that you don't want
bullet If a word that you often misspell isn't on the list, add it to the list and have Word correct it automatically by entering the misspelling in the Replace box, entering the correct spelling in the With box, and clicking the Add button
 

Fast Formatting

Format Painter, the paintbrush icon , is a quick way to copy formatting from one area to another.

To use this feature:

bullet Click on the text which you want to copy a format from, click .  Format Painter copies the text formatting of the area where the cursor is located
bullet Next, "paint" the copied formatting into other parts of the document by simply highlighting text with the paintbrush cursor
bullet By double-clicking on the Format Painter icon, you can apply the copied formatting repeatedly until you press Esc

The Format Painter Paintbrush icon should appear by default on the standard toolbar. To add it to the toolbar, go to Tools Commands, navigate to Format, and drag the Paintbrush icon to a toolbar
 

Keyboard Shortcuts for Word

Following is a list of keyboard shortcuts for Microsoft Word. Many of these also work in Excel, PowerPoint, Access and other Windows programs.

Keys Result
Ctrl+C Copy
Ctrl+X Cut
Ctrl+V Paste
Ctrl+Z Undo the last action
Ctrl+Y Redo the last action
Ctrl+A Select All
Ctrl+P Print
Ctrl+B Bold
Ctrl+I Italics
Ctrl+U Underline
Ctrl+E Center a paragraph
Ctrl+End Move to the end of a document
Ctrl+Home Move to the beginning of a document
Ctrl+Enter Enter a page break
Ctrl+F Open the Find menu
Ctrl+G Go to a page, bookmark, footnote, table, comment, graphic or other location
Ctrl+H Open the Replace menu
Ctrl+N Create a new document
Ctrl+S Save a document
Ctrl+Shift+F Change the font
Ctrl+Shift+P Change the font size
Alt+Ctrl+C Copyright symbol
Alt+Ctrl+R Registered trademark symbol
Alt+Ctrl+T Trademark symbol
Ctrl+W Close a document
Esc Close an assistant or tip window
Shift+F3 Change the case of letters (Select text first)
Tab Move between cells in a table

 

Navigate Word Documents by Using the Table of Contents

When writing long documents in Microsoft Word, you'll find the table of contents (TOC) is an indispensable tooleven if you don't include the TOC in your final draft! Why? The TOC creates internal links (similar to the ones you find on a Web page) that you can use to quickly navigate a document as you work. And, if you're already using styles, adding a TOC is easy.

First, be sure that you've applied either built-in (for example, Heading 1 and Heading 2) or custom styles to all headings and subheadings in your document. To learn about how to use styles in Word, read David Schell's Reveal and Adjust Text Formatting in Word 2002 tip.

Once you have done that, you can insert a TOC at the beginning or end of your document. To do so:

  1. Click where you want to insert the TOC
  2. On the Insert menu, point to Reference, and click Index and Tables
  3. Click the Table of Contents tab
  4. Click Options and make sure a TOC level number appears next to every heading you want to include in your TOC
  5. Select any other TOC options you want

Now, to go to a specific section in your document, click the corresponding page number in the TOC while holding down the CTRL key. To return to the TOC, click the Go to TOC button on the Outlining toolbar.

Note: To make the Outlining toolbar visible, open the View menu, point to Toolbars, and click Outlining.

This tip comes to us from www.microsoft.com, courtesy of Vicky Fling, Dickson, Tennessee.
 

Add a Watermark to a Word Document

  1. Open a new, blank document. Type your report, and format it
    OR Open a document you've been working on and to which you would like to add a background image
     
  2. When you are ready to place text or a picture in the background of the document, select Background from the Format menu, and then select Printed Watermark
  1. Select either Picture watermark or Text watermark from the dialog box

If you select Picture watermark, click Select Picture, and then choose the picture you would like to use. Decide whether you want to scale the picture or wash it out (make it pale).

If you select Text watermark, either select one of the options in the Text drop-down list, or type your own text in the box. Set the font, size, and color that you want for your text.

TIP: Light gray text works especially well.

Finally, select either Diagonal or Horizontal, and then click OK.

You will now see your watermarked picture or text on the background of each page. Scroll down to take a peek. If you don't see the watermark, select Print Layout on the View menu.

  1. If you need to move the background text or picture, first choose Header and Footer from the View menu, and then drag the text or picture elsewhere on the page. When you're finished, click the Close button on the Header and Footer toolbar

This tip comes to us from the www.microsoft.com/education
 

Selecting Text in Word

Have you ever had trouble selecting text with the mouse, especially between pages, and you just can't seem to get that pesky thing to stop?  One of my favorite tricks is selecting with the keyboard because you have total control over where the selection starts and stop.  To select text with the keyboard, position the cursor at the beginning of the selection, hold down the Shift key and move the cursor arrows.

bullet To select to the end of a line: Shift + End
bullet To select to the beginning of a line: Shift + Home
bullet To select everything in the document: Ctrl A

Selecting text with the mouse:

bullet To select a word: point to the word and double-click
bullet To select a sentence: hold down the Ctrl key, point to the sentence, and click
bullet To select a paragraph: position the cursor within the paragraph and triple click

Most of these tricks also work in Excel, PowerPoint, FrontPage, Access, and other Microsoft Windows-based programs.
 

White on Black Text

White text in a black box is an attention-grabbing technique. First create a black background, then white-colored text.

  1. Mark your text as a block
  2. Choose Format, Borders and Shading
  3. Select the Shading panel
  4. Click the black square in the Fill area
  5. Click OK to exit the Borders and Shading dialog box
  6. Click the Capital A or Font Color tool on the toolbar
  7. Choose White
     

Remove All Formatting in Word

To remove formatting from text in a Microsoft Word document:

bullet

Select the text or press Ctrl A to select all text

bullet

Hold the [Ctrl] key

bullet

Press the Shift and N keys
 

Remove Unwanted Formatting in Word

To remove formatting from text in a Microsoft Word document:

bullet

Select the text

bullet

Hold the [Ctrl] key

bullet

Press the space bar
 

Creating Lines in Word

Shortcuts for creating lines across the page of a Word document:

bullet

Type three consecutive hyphens and press Enter for a normal line

bullet

Type three underscores and press Enter for a bold line

bullet

Type three equal signs and press Enter for a double line

If it doesn't work, check this:

  1. Select Tools from the pull-down menu

  2. Select AutoCorrect Options

  3. Click the tab AutoFormat as you type

  4. In the Apply as you type section -- make sure Border lines has a check mark next to it
     

Using BookMarks in Word

There are many ways to move through a long document in Microsoft Word -- such as the PgUp or PgDn keys or clicking the scroll bar. Or, you can use a bookmark.

To create a bookmark in a document:

  1. Click where you want the bookmark to go
  2. Choose Insert, Bookmark (or press Ctrl+Shift+F5)
  3. Type a descriptive name in the Bookmark Name box. (You cannot include spaces in bookmark names.)
  4. Click the Add button

To go to a bookmark:

  1. Choose Insert, Bookmark
  2. Double-click the bookmark or select it and click the Go To button
  3. Click Cancel or press Enter
     

Creating Custom Bulleted Lists

Word comes with many fonts that contain unusual characters. You can use these fonts to create bulleted lists that give your document a distinctive look.

  1. Create a document that uses Word's automatic bulleted list feature
  2. With your mouse, select the entire bulleted list
  3. Right-click the list and choose Bullets and Numbering from the shortcut menu
  4. In the Bullets and Numbering dialog box, click the Customize button
  5. Choose a custom bullet. You can click the Bullet button to pull in additional bullets from other Word fonts like Wingdings, Symbol, and others
  6. Click OK. The bulleted list is reformatted with the new bullet style
     


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