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WORD TIPS |
Interrupting and Resuming Lists in Word Sometimes you're working on a numbered list and you find that you need to insert parenthetical remarks. Unfortunately, each time you press Enter, Word thinks you want to add another item to the list. You can turn off the numbering, but when you wish to resume the list Word starts again at number one. Fortunately, there is a simple way to resume the numbered list from where you left off. When you've reached the point where you wish to insert text without numbers, click the Numbering button on the Formatting toolbar. Type the new text as you would normally. When you wish to resume the list, press Enter and then click the Numbering button on the Formatting toolbar once again. The list will start at one. Right-click at the start of the list and select Bullets And Numbering from the shortcut menu. Click the Continue Previous List button, and your list will begin numbering from where you left off.
That "pt" Thing in Word The amount of space Word sticks between paragraphs is measured in points -- a typesetter's measurement. There are 72 points in an inch. (Font sizes are measured the same way.) So if you use a 12-point font, a space of 12 points between paragraphs adds an extra line. Six points (6 pt) is half a line of text. The boxes where you input point values in the Paragraph dialog box have "spinners" on them. If you click the up or down arrows on the spinners, you increase or decrease the spacing between lines in 6-point increments. If you need more specific values, you can type them in directly.
Keep Personal Information Out of Word Documents By default, a certain degree of personal information is available for view in Word documents. If you prefer, Word will remove this information for you. Choose Tools, Options, and click the Security tab. Under 'Privacy options', select the check box labeled 'Remove personal information from this file on save' and click OK. Word will now remove your name, etc. from the Properties dialog box (viewed by choose File, Properties).
Exact Column and Row Measurements in Word As you probably know, you can change the size of a table's rows and columns by dragging its row and column borders in either direction. However, to get exact measurements can be tricky when you use this procedure. You can use the Table Properties dialog box to set an exact measurement. To do this place the insertion point in a cell of the column or row you want to adjust. Then choose Table, Table Properties from the menu bar. Depending on what you're adjusting, click on the Row or Column tab then change the Row Height or Column Width values. Another way to get exact dimensions as you drag the column borders is to press [Alt] as you drag the row or column border. As you do, Word displays the exact row or column dimensions in the ruler.
De-hyperlinking Your Hyperlinks in Word Do you ever copy and paste a URL from your browser into a Word document, only to have Word automatically format it as a hyperlink? Word thinks it's doing you a favor, but more often than not, it's just plain annoying. You can remove the hyperlink and make the URL appear as regular text by right-clicking the link and choosing Remove Hyperlink.
Adjusting Text in Word Documents When you add headlines to a Word document, you may sometimes have trouble getting the text to fit as you wish. Don't give up and change the wording just yet because Word offers several ways to adjust text. Select the text you want to adjust and choose Format, Font and then click the Character Spacing tab. Next, click the arrow at the right side of the "Spacing" list box and select Condensed or Expanded depending on what you need to do. You can adjust the value in the spin box labeled "By" to set the text spacing as you wish. When the text looks right to you, click OK.
Add an Envelope to a Document in Word Did you know that you can attach an envelope to a letter or other document by choosing Tools, Envelopes And Labels and clicking on the Envelopes tab. Configure your envelope as desired, and then click Add To Document to attach it to the beginning of the current document. Note: If you ever want to print the envelope without printing the document that it's attached to, you may find that your instincts deceive you. Word adds the envelope to the beginning of the document, so it would seem logical that you could print just the envelope by choosing File, Print from the menu bar, selecting the Pages option button, and entering 1 in the corresponding text box. However, Word considers the envelope as page 0, not page 1. To print the envelope alone, choose File, Print from the menu bar, select the Pages option button, and then enter 0 in the corresponding text box and click OK.
Drag and Drop Text Quickly in Word A speedy way to move or copy text in Word 2000 is to use the drag-and-drop method. Select the text you want to copy or move. Place the mouse over the selected text until the cursor changes into an arrow. Either copy or move the text as follows: To move: Drag the text to a new location. As you drag, a small square appears below the mouse pointer to show that you are moving text. To copy: Hold down the Ctrl key while you drag the text elsewhere. A square with a cross in it appears below the pointer. At the place where you want to move or copy the text, let up on the mouse button. One neat thing about dragging and dropping is that you can copy or move text without disturbing what's on the Clipboard -- text isn't copied to the Clipboard when you drag and drop.
Inserting an Excel Spreadsheet into a Word Document Word 2000 has solid capabilities for incorporating spreadsheet functions into a table, but you just can't beat Excel for crunching numbers. Fortunately, Word and Excel are so closely knit that you can easily insert an Excel spreadsheet into a Word document, and even perform calculations in it. To insert an Excel spreadsheet, click the Insert Microsoft Excel Worksheet button on the Standard toolbar. Then move the cursor to select how many rows and columns you'd like, in the same manner as when you use the Insert Table feature. When you're working in your Excel worksheet, you'll notice that all the normal Excel commands and buttons are available to you, as if you were in Excel itself.
Fixing the Date in Word A Tips-of-the-Week reader wanted to know how to insert the date into a document automatically and keep it from updating once the document was finished. In other words, they wanted to ensure that when they opened a letter some time after it was created, it would display the date the letter was drafted rather than the current date. The key is, when inserting the date (by choosing Insert, Date And Time and selecting a format) make sure the Update Automatically option is not selected. When the option is enabled, a field is inserted instead of a string of text, and the field is updated continuously.
Setting Space in Word Documents There are two common options when it comes to the number of spaces between sentences -- one or two. No matter which you use, you can tell Word to keep the spacing consistent in any given document. To keep the spacing consistent, choose Tools, Options. When the Options dialog box opens, click the Spelling & Grammar tab and then click Settings. Under "Require" click the arrow at the right side of the "Spaces required between sentences" list box and select 1 or 2. Click OK twice to accept your selection and close the dialog box. Word will now include incorrect spacing in your Spelling and Grammar check.
A Quick Way to Edit Footnotes in Word If you want to edit one of your footnotes, you can choose View, Header And Footer and scroll to the note you need. A quicker approach is to simply double-click on the footnote citation itself. This causes you to jump directly to the footnote, where it is ready to be edited.
Counting Words in Word Suppose you're writing a long Word document and you'd like to know how many times you've used a particular word. You can press Ctrl + F to open the Find and Replace dialog box. Type in the word you want to count and then select the check box labeled 'Highlight all items found in' and click Find All. Word will highlight every occurrence of the word and provide you with a count of the number of occurrences.
Previewing Before Opening in Word Did you know that you could preview a document in Word before opening it? This can be a great time-saver if you who have numerous files you=92re sifting through. Choose File, Open. Click the down-arrow by the Views button (it's the icon near the top of the dialog box that looks like a little chart) then choose Preview from the menu. The Preview mode appears. Any file you chose on the left side is previewed on the right.
Auto Summarize a Word Document Have you tried Word's AutoSummarize feature yet? To check this out, load a document and then choose Tools, AutoSummarize. When the AutoSummarize dialog box opens, select the type of summary you want to apply. For example, you can click "Create a new document and put the summary there." Click OK to continue. A new document will open and display your summary. You can edit the summary, and then save it under any name you choose. You'll need to check the different forms of AutoSummarize to get a feel for how they work. Note that it's very unlikely that Word will create just the summary you need--the odds are good that you'll need to do some editing.
Starting Where You Left Off In A Word Document When you open Word and load the document you were working on the day before, the cursor always appears at the top of the document. So you have to locate where you left off to continue your work. This is often a real pain if you're working with a long document and you were not working at the end of that document when you closed Word. To get back to where you left off, run Word, load the document and then press Shift+ F5. Word will place the cursor just where it was when you last closed the program.
Modifying Your Word Dictionaries When you want to modify one of the Word 2000 dictionaries, choose Tools, Options. When the dialog box opens, click the Spelling And Grammar tab. Now, click Dictionaries, click Edit and make your changes. However, note that editing the dictionaries turns off automatic spell checking for the current document. To re-enable spell checking, choose Tools, Options and click the Spelling And Grammar tab. Select the "Check spelling as you type" check box and click OK to close the dialog box and continue working with your document.
Preserving Formats in Word Copies In Word, the formatting information is in the paragraph mark. So, when you want to paste text from one Word document to another or from one Word paragraph to another, make sure you select the paragraph mark to copy the formatting. If you=92re not sure where to find the paragraph mark, you need to turn on its display. To do this, choose Tools, Options. When the dialog box opens, click the View tab. Select the check box labeled "Paragraph marks" and click OK.
Placing an Excel Image into a Word Document Imagine that you're working on a Word document and you realize that what your document really needs is a picture of a portion of an Excel worksheet. In this case, you don't want a copy of the actually working worksheet, all you want is a picture of it. Naturally, there's a way to paste a picture of a worksheet into Word, or I wouldn't have brought it up in the first place. All you have to do is select the range you want in the worksheet and then hold down Shift while you choose Edit, Copy Picture. When the Copy Picture dialog opens, accept the defaults and click OK. Move to your Word document now and click where you want the picture to appear. Choose Edit, Paste (or Ctrl + V) to paste in the picture.
Select Random Area in Word Need to select a random area in your Word document -- say a long rectangular selection? Hold down Alt as you click and drag your mouse, and you can select any rectangular area. For example, suppose you had multiple lines of text indented by a few spaces. Instead of deleting the spaces one at a time, hold down Alt, select the entire area to be deleted, and then press the Delete key.
Using a Line Break in Word Suppose you're typing along and you really could use a break in the text. The problem is if you press Enter, you'll get a paragraph break. But, if you want to start a new line and don't want to start a new paragraph, you can just use a line break. To do this, just press Shift + Enter. Now you can start a new line in the same old paragraph.
Using the Word Letter Wizard You can almost get Word to write a letter for you! Try this: Run Word and open a blank document. Choose Tools, Letter Wizard. When the Letter Wizard opens, click the arrow at the right side of the list box labeled "Choose a page design" and make your selection from the list. Select the type of letter you want to create. Click the Recipient Info tab and enter that information. Next, click the Other Elements tab and make the desired selections there. Finally, click the Sender Info tab and fill in the necessary information there. After you make all your selections, click OK to generate your letter.
Non-breaking Tables in Word When you use tables in Word, you don't want part of a table to appear on one page and the other part to appear on the next page. To keep your tables from getting broken across two pages, click in a table to select it and then choose Table, Table Properties. When the Table Properties dialog box opens, click the Row tab. Now, deselect check box labeled 'Allow row to break across pages' and click OK to apply your selection and close the dialog box.
Hidden Keyboard Commands in Word Is there a Word command you use so frequently, you wish there were a shortcut key for it-for example, Print Preview? You may be surprised to find that one already exists (even if you don't see one listed next to its menu command or on its button's ScreenTip). Select Tools, Customize and click the Keyboard button. Under Categories, select the category that the desired command falls under-in this case, File. Then under Commands, select the command-here, FilePrintPreview. Look in the "Current keys" field to see if a shortcut key already exists. In the case of Print Preview, Ctrl-F2 and Alt-Ctrl-I are listed as equivalents.
Word XP's New Watermark Feature In previous versions of Word, you had to go through a number of steps to add a watermark to a document. In Word XP, just choose Format, Background, Printed Watermark. When the Printed Watermark dialog box opens, select the type of watermark you want to use--text, or picture. Let's say that you select the "Picture watermark" radio button. You would now click Select Picture and then locate a picture. Double-click your selection to place it in the document and then click OK to accept the selection and close the dialog box. To use watermark text, follow the same procedure, but select the "Text watermark" radio button and then click the arrow at the right side of the "Text" list box and choose the text you want to use.
Word Layers A Word document consists of a text layer that contains only text, a header/footer layer that can contain text and watermarks, and foreground and background layers that contain graphics, text boxes, and shapes. You can move document objects between these layers using the Drawing toolbar. Click the object you want to move and choose Draw, Order - (your choice of Bring to Front, Send to Back, Bring Forward, Send Backward, Bring in Front of Text, and Send Behind Text). If your Drawing toolbar isn't visible, choose View, Toolbars, Drawing.
Reformatting Pasted Text in Word When you select text in programs other than Word, you may well end up with numerous manual line breaks (a small return arrow). You could go through the text and delete each one, then allow Word to reformat the text, or you could use Word's Find and Replace feature to replace the manual line breaks with spaces. To do this, select the text you want to work with and then select Edit, Replace=85. When the Find and Replace dialog box opens type ^l (caret lowercase L) in the "Find what" entry box. Then, click in the "Replace with" entry box and press the Spacebar once. Click Replace All and then when the replacement operation finishes, press Esc to close the Find and Replace dialog box.
Selective Undo in Word Since Word offers more than just a single Undo, you can often speed things up by clicking the arrow at the right side of the Undo button in Word's toolbar. Word will display a list of your recent actions, and you can decide where you want to start your Undo. Note: You cannot select a single Undo from the middle of the list. You will have to accept all the Undo operations that are related to your selection.
Quick Synonyms in Word There is a quick way to get Word to suggest a synonym. Just right-click the word and choose Synonyms. If Word has some suggestions, you can select the one you want. If Word doesn't have any suggestions, you can select Thesaurus from the menu. Note that this method will not work with some document formatting. For example, words in numbered lists don't offer the Synonyms command.
Backing up Word Documents Do you worry about losing long and important Word documents? If so, you'll be happy to hear that Word has a solution for you. All you need to do is tell Word to always make backup copies of your documents. Here's how: Choose Tools, Options and then click the Save tab. Select the check box labeled "Always create backup copy" and click OK to record your selection and close the dialog box. Word will now create a backup copy of any file you save and assign to it the extension WBK. Word will update the WBK file whenever you save your primary DOC file.
Using Deviant Bullets in Word If you don't like the default bullet format that you get when you click the Bullet button, change it! Here's how: Select Format, Bullets, Numbering and on the Bulleted tab if one of the seven bullet formats shown in the dialog box suits your fancy, click it and then click OK. Otherwise, click one of the bullet formats and then click the Customize button and modify the bullet format as you see fit. If you don't like any of the bullet characters shown in the Modify Bulleted List dialog box, click the Bullet button. Pick the bullet character you want; then, click OK and then OK your way back to your document.
Creating Your Own Templates in Word When you need to use a specific format for all your documents -- perhaps a department standard -- you need to create a Word template that everyone can use. To create a template, you simply start with a blank document and then add the formats you need. You can place notes at certain points to show where a specific item should appear. If you're creating a department template, you may want to add the university and department name and address at the top of the page. When you're finished, choose File Save As. When the Save As dialog opens, click the arrow at the right side of the 'Save as type' list box and select Document Template (*.dot). Enter a name for your template and click Save. Word automatically saves the template file in the correct folder. To use the new template, choose File, New. When the New Document Task pane opens, click General Templates and then select your new template from the list.
Adding A Horizontal Line To A Word Document We were recently asked if it is possible to add a decorative horizontal line to a Word document. The answer is yes. In fact, Word offers a good selection of horizontal lines that range from decorative to downright gaudy. To add a line, click where you want the line to appear and choose Format, Borders and Shading then click Horizontal line. Double-click the line you want to use. Note that the line will drop as you add any text above it.
Creating New Default Margins in Word You don't have to accept the default Word margins -- you can set a new default yourself. When you do this, make sure you don't set margins that your printer can't handle though. To set new default margins, choose File, Page Setup. When the dialog box opens, click the Margins tab. Set the margins the way you want and then click Default. A dialog box will warn you that you are about to make a change that will affect all new documents that are based on your Normal template. Click Yes to continue and save your new default.
Opening a Word Document as A Copy You could open a Word document, then choose File, Save As and save a copy of the document. But, you don't need to go through all these extra steps when you can just open the document as a copy. To do this, choose File, Open just as you usually would. Now, click the arrow at the right side of the Open button and choose Open As Copy.
Finding Formatted Text In Word Documents You know that you can choose Edit, Find (or press Ctrl + F) to open the Find and Replace dialog box to the Find feature. All you have to do is type in the word you want to find and click Find Next. Let's imagine now that you'd like to locate all occurrences of a word that appear in Heading 1 format. Rather than let Word search through the entire document, locating instances of the word that you're not interested in, click More. Now, choose Format, Style, double-click Heading 1 and then Click Find Next. Word will stop only where the required word appears in the Heading 1 format.
Display The Word Ruler Only When Needed The Word ruler, View|Ruler, is very convenient when needed but when it's not, it takes up valuable screen space. Many users turn in on and off as needed. Here's a trick for viewing the ruler when needed without actually turning it on. Just move the mouse pointer to the area right under the Formatting toolbar. As long as the mouse pointer remains in this position, Word will display the ruler.
Word Tables Although we tend to think of tables as a way to list numerical data in a Word document, we can also think of tables as a way to organize our documents. You can choose Table | Draw Table and then draw tables at several locations in your document. Now, just add the text and you can create some striking Word documents without some of the formatting problems you would have with more standard methods of organizing text.
Reposition A Table In Word After you enter a table in a Word document, you may later need to change the table's position in the document. Here's an easy way to do this. Choose View|Print Layout. Move the mouse pointer over the upper left corner of the table until the pointer turns to a four-headed arrow inside a box. Click and hold the handle with the mouse and drag the table to a new location.
Dealing With Spelling Errors In Word You know that you can press F7 (or select Tool, Spelling and Grammar=85), to spell check a document or a selection. But, since Word underlines potentially misspelled words as you work, you can take this opportunity to add a word to the custom dictionary or to AutoCorrect. When you enter a word that gets underlined by a squiggly red line, right-click the word and choose the correct spelling if the word is indeed incorrect. If the word is correctly spelled, click Add to add it to the custom dictionary. If the word is a typo and AutoCorrect is available when you right-click a word, you can use it to add the correct spelling (if available) to your AutoCorrect list.
Creating A Table Of Contents In Word If you want to use a table of contents (TOC) for some of your Word documents, you need to make sure you use style to format your document titles (Heading 1, Heading 2, etc). As an example, let's say that you use Heading 1 for all your titles in a particular document. To add the TOC, click at the top of the document and choose Insert, Index and Tables. When the Index and Tables dialog box opens, click the Table of Contents tab. Now, accept the default settings and click OK to insert the TOC at the top of your document.
Displaying The Word Drawing Toolbar By default, Word displays the Standard and Formatting toolbars. There are times when you need other toolbars, though. For example, if you work with graphics, you might like to have the Drawing toolbar always available. To make the Drawing toolbar visible, right-click the toolbar and choose Drawing. The Drawing toolbar will now appear in the window. If you want to use it permanently, drag the toolbar to the bottom of the Word window. At some point, it will anchor in place.
Working With Gutters In Word Do you ever prepare a document that will eventually be bound (even if it's rather crudely, but bound nonetheless)? Here's a way to make sure that the binding won't block any of the text. What you need is a gutter--the extra margin space you see in books and magazines. To create gutters in your document, open the document and choose File, Page Setup. When the Page Setup dialog box opens, use the Gutter spin box to set the extra amount of space you need. As a starting point, try 0.5 inches. If you are going to print single-sided pages, this is all you need to do. Just click OK to close the dialog box and apply your settings. However, if you are going to produce double-sided pages (printing on both sides) then you need to select the Mirror Margins check box before you click OK. By default, the gutter will apply to the entire document.
Inserting A Watermark Into A Word Document A watermark is a very light graphic that appears on document pages. The normal text of the document appears over the watermark. For example, you might like to have the University logo appear as a watermark on some of your documents. To test this, open a blank document and choose Insert, Picture, Clip Art. When the Insert Clip Art dialog box opens, select a picture and insert it into the document. Size and locate the picture as you like. Right-click the picture and choose Format Picture. When the Format Picture dialog box appears, click the Picture tab (if necessary) and then click the arrow at the right side of the 'Color' list box. Select Watermark from the list. Next click the Layout tab and then double-click 'Behind text.' Finally, click OK to close the dialog box and save your watermark.
Finding Your Place In Word When you work on long documents in Word, it's very easy to lose track of where you were working before you moved the cursor. This isn't really a problem though, because Word keeps track of the last three locations where you edited text. If you open your document and press Shift + F5, Word will take you to the last place you typed in, or modified, some text. Press Shift + F5 again, and you'll go to the place before the last. Press the keys once more and Word will jump to two places before the last.
Using Word's Work Menu Here's a great Word feature that very few people know about. Word includes a hidden command named Work. The Work menu will keep all of your favorite Word files just a click away. To add the Work menu to your toolbar, choose Tools, Customize. When the dialog box opens, click the Commands tab. On the left side, under Categories, click Built-in Menus. In the Commands list, on the right side, locate Work and drag it to the toolbar wherever you'd like it to appear. Now with the Work menu in place, you can choose Work, Add To Work Menu to add the current open document. You can add as many documents as you want and then open any document by selecting it from the Work menu. To remove a document from the Word Menu, press Ctrl + Alt + Hyphen and click on the Work Menu (your cursor will look like a big underscore) and click on the document you want to remove from the menu. Note: This does NOT delete the file only the document name is removed from the menu.
Changing The Word Font Size There is a very easy way to change the font size in a Word document. All you have to do is select the text you want to change and then press Shift + Ctrl + < (less-than sign) to make the font smaller and Shift + Ctrl + > (greater-than sign) to make the font size larger.
Add a Special Border To Word Documents To add a decorative border in Word, choose Format, Borders And Shading. When the Borders And Shading dialog box opens, click the Page Border tab. Now click the arrow at the right side of the Art list box (at the bottom of the dialog box). Select a border from the list, then click OK to apply your selection and close the dialog box.
How To Display Shortcut Keys In Word ScreenTips When you move the mouse pointer over a Word toolbar button, a screen tip will open to inform you of that object's function. You can also get Word to show you any shortcut keys that might apply to a button. To do this, run Word and choose Tools, Customize. When the Customize dialog box opens, click the Options tab. Now, select the check box labeled "Show shortcut keys in ScreenTips" and click OK. Note that this change will affect Word and PowerPoint, but will not apply to Excel.
Moving Text in Word As you probably know, you can select text in Word and then drag the selected text to a new location using the mouse. Well, here's a quick way to move paragraphs in Word. Click once in the paragraph you want to move to select it. Then hold down Shift + Alt while you use the Up and Down arrows to move the paragraph.
Adding A Blank Space Above A Word Table You may not have noticed this, but you can now add a blank space above a Word table that appears at the top of a page. All you have to do is place your cursor in the first row of your table and press Enter. Word inserts a paragraph above the table. This only works when the table is at the top of a page. Of course, if the table is not at the top of the page, you can insert a new paragraph anyway. This feature is new to Word 2000.
Word's Formatting Marks Word's formatting marks are not displayed by default. However, you might want to consider displaying them to help you better see the structure of your documents. For example, with all the formatting marks displayed, you can see how many spaces there are between words, you can see the paragraph marks, and you can see the tabs. To turn on the formatting mark display, choose Tools, Options. When the Options dialog box opens, click the View tab. Under "Formatting marks" select the check box labeled "All." Or you can select only those check boxes that represent the marks you want to see. After you make your selection, click OK to close the dialog box. You can also view or hide the formatting marks by clicking the Show/Hide icon (looks like a paragraph mark) on the standard toolbar.
Changing User Information In Word I was recently asked if there is a way to change the user name in Word. The question was from a person who had taken over a computer previously used by someone else. To change or enter a user name in Word 2000, choose Tools, Options. When the Options dialog box opens, click the User Information tab. Now, enter your name, etc. and then click OK to close the dialog box and record your new entry.
How To Open Word With No Document When you open Word, there is always a new blank document present so you can start typing immediately. If you'd prefer to have Word open with no document at all, there is a way. To open Word with no document, you'll need to modify the shortcut that you use to run Word. To do this, right-click the shortcut and choose Properties. When the Properties dialog box opens, click the Shortcut tab. Now click in the "Target" text entry box and use the arrow keys to move to the end of the line. Make sure the line is not selected. Now, press Space and then add /n to the end of the existing line. Click OK to close the dialog box and save your new Word switch.
How To Repeat Find In Microsoft Word Suppose that you want to use Find to locate all occurrences of a particular word. You'd choose Edit, Replace=85 to open the Find and Replace dialog box and type in your word. Then you click Find Next and locate one occurrence of your word. You close the Find dialog box, but later on, you want to find another occurrence of the same word. One way to do this is to click the blue double-down arrows on the vertical scrollbar. If you want to search backward rather than forward, click the blue double-up arrows.
Replacing Text With The Clipboard in Word A tricky Find And Replace maneuver allows you to replace text with the contents of the Clipboard. This means that you can replace individual words with a picture or graphic you've copied to the Clipboard, or you can insert a chunk of text too large and unwieldy to fit into the Replace With field. To see how it works, copy something to the Clipboard and select Edit, Replace. Enter something you want replaced in the Find What field, then click in the Replace With field and click the More button. Click the Special button, and then choose Clipboard Contents.
Ensuring That Table Rows Don't Break Across Pages In Word When you're working in a table, it can be frustrating when some of the information in a table cell appears on one page while the remaining lines appear on the next. By default, Word breaks the information in a table cell across pages so that the table fills a full page. With a few exceptions, this is probably not the way you'll want to format your tables. To prevent table rows from breaking across pages, select Table, Table Properties and click the Row tab. Then, simply deselect the Allow Row To Break Across Pages box and click OK.
Insert versus Overtype in Word Betcha didn't know that Word 2000 is usually in Insert mode. That means that any new text you type is inserted just before the blinking toothpick cursor. The new stuff pushes any existing text to the right and down as you type. This is Insert mode. Insert mode's evil twin is Overtype mode. In Overtype mode, all the text you type overwrites the existing text on-screen, replacing it as you go. To switch to Overtype mode, press the Insert key on your keyboard.
Creating Footnotes in Word Follow these quick steps to make writing your next =93term paper=94 much easier:
Adding Captions To Word Tables Suppose you've already added a number of tables to a Word document and now, you'd like to add a caption to the tables. You don't have to redo anything, just click the table to select it and then choose Insert - Caption. When the Caption dialog box opens, select the kind of caption you want to use and then enter the caption and click OK.
Adding Shading To Table Cells in Word Adding shading is a simple and effective way to make your table more readable. You can highlight the header rows to make them stand out, or you can alternate shaded and non-shaded rows to make viewing information across columns clearer. Your first step is to call up the proper toolbar by the View menu and then Toolbars and selecting Tables And Borders. Then, select the cells, rows, or columns in your table that require shading. On the Tables And Borders toolbar, click the down arrow next to the icon that looks like a paint can. From here, select the color (or shade of gray) you like, and Word uses it to shade your table, keeping the text within your table visible.
Selecting Mirror Margins in Word For Documents That Are To Be Bound Look at any book or bound document and you will find that the margins on even and odd pages differ. Since some space is inevitably lost in the binding of the page, more margin space is required on the inside edge. If you are creating a document that will eventually appear in bound form, you may want your document to have these kinds of margins, called mirror margins. To incorporate mirror margins into your document, select File, Page Setup and click the Mirror Margins box. You will notice that the designation of left and right margins changes to inside and outside. Odd pages have the inside margin on the left; even pages have the inside margin on the right. When you've adjusted the margins accordingly, click OK.
Removing Double Spaces Between Sentences in Word Those who learned how to type on typewriters were instructed to hit the spacebar twice between sentences. This is because Courier--the typeface used in most typewriters--is mono-spaced (all the letters are the same width). A single space with a mono-spaced font is too hard to read. Most typefaces you use in Word, on the other hand, are proportionally spaced (every letter, including the space, has a different width). Proportionally spaced fonts need only one space between sentences to look right. It's hard retraining yourself to change, though. It's not hard to change your document from double to single spaces after the fact. Just select Edit, Replace. In the Find What field, insert two spaces, and in the Replace With field, insert one space. Do a Replace All, and your document will be correctly formatted.
Opening A Document As Read-Only in Word Have you ever been afraid of opening a document because you didn't want to mess with it? If you have something just perfect--with all the right formatting--and you fear that a misplaced keystroke will foul it up, you might want to open the document as a read-only file. This means that you can't alter the document even if you try. To open a document as read only, choose File, Open; navigate to the document you're looking for; right-click on it; and select Open Read-Only.
Non-Breaking Space in Word A space isn't a space isn't a space. There is a big difference in whether the space can break or not. A breaking space appears as a blank in between characters but gives Word the freedom to put any word before the space on one line and then any word after it on the next line. A non-breaking space -- also appears as a blank in between characters but denies Word the freedom to put the before-word and after-word on separate lines. Remember that "spaces" are actually characters, too, just like letters, numerals and punctuation. You create a breaking space by pressing the spacebar. You create a non-breaking space by pressing Ctrl+Shift+spacebar.
Blue Background in Word Word defaults to black letters on a white background. It looks something like a printed-paper page. You can instead work with white letters on a blue background. Maybe that would suit your eyes better. It's just a personal preference kind of thing. Here's how to make the change:
Changing AutoRecover Settings in Word If you've ever had your computer crash while you're working on a document, you know how valuable Word's AutoRecover feature is. AutoRecover automatically makes a copy of your document every so often, so if you forget to save and your computer crashes, you can always try opening the most recent AutoRecover version. As AutoRecover works pretty much without you ever knowing it, you might want to increase the frequency of its saves. That way, you'll come closer to picking up right where you left off. Select Tools, Options and click the Save tab. Change the Save AutoRecover Info Every number to 1, and you'll never lose more than a minute's worth of work should you experience a crash without saving your document.
Quickly Change the Case of Text in Word Here's how to quickly change the case of text in Microsoft Word using your keyboard: Select the text you want to change and press Shift+F3. Each time you press the F3 key, the text case toggles between -- Title Case, UPPERCASE, and lowercase
Getting Rid Of The Office Clipboard in Word 2000 Working in Office 2000, you've no doubt noticed that the Office Clipboard allows you to paste from any of your last 12 cuts or copies. Many people, including myself, find feature particularly annoying SO I searched for a way to disable it. If you close the office Clipboard three times in a row without clicking any of the other buttons on the Clipboard toolbar, the Office Clipboard will no longer appear automatically. Note: What if you find out later that you liked the Office Clipboard? Is it gone forever? No, it's easy to bring back. You can either press Ctrl-C and copy the same item twice, or select View, Toolbars, Clipboard to bring it back from the dead.
Go Back To Where You Left Off In Word When you're working on a long document and must return to it the next day, won't it be nice to make Word reopen it where you left off the day before? Well, to get back to where you worked last, the next time you open a Word document, just press Shift-F5. You can also press Shift-F5 to get back to where you were working after you scroll through a document.
Style Saver in Word You have style, right? You know how you like your text and have taken the time to make it look just right. So get some credit -- sign your name to that style and keep it on tap for later.
You can apply this style to any other paragraph by clicking within that paragraph and then choosing your named style from the Style drop-down list.
Spell Not Check in Word Words aren't all meant to be spelled correctly. Maybe you have a section of text that's in a language Word doesn't know. Maybe you have a stretch of computer code with all sorts of oddball names. Maybe you're studying dialect and have lots of "doin's" and "whazzats." You can still spell-check the overall document by putting this intentionally weird passage off limits to the spell checker.
Browsing A Document In Word Sometimes when you're looking at an unwieldy document, it helps to be able to jump from place to place inside it, looking only for the information that means something to you. Word has a special feature for browsing documents in this manner. In the lower-right corner of your document, you'll see a small button with a gray circle in it, located between opposing vertical arrow keys. If you click this button, you can select how you want to browse the document. You can then use the corresponding arrows to jump from place to place, stopping for the kind of object you selected. Examples of objects you can browse for are pages, sections, comments, tables, and headings, among several others. When you select one of these objects, simply click the up and down arrows (now highlighted blue) to jump to the next object.
Format Dossier in Word You don't need to open the Format menu to find out just which text size, style, alignment, and other characteristics are in play within a document. Press Shift+F1 and the cursor changes to a question mark. Click this on the text, and you then see a balloon appear with all the details on how the text is set.
Undoing Smart Cut And Paste in Word Have you ever noticed that when you cut and paste text in Word, it almost always winds up with the correct spacing? This is because Word enables a feature called Smart Cut And Paste by default. With Smart Cut And Paste turned on, Word guesses how you would like your text spacing and inserts it automatically. So, for example, if the text you're pasting has a space at the end of it and you're inserting it in a place with an additional space, Word will eliminate one of the spaces to avoid the double space. Some people, however, don't like it when Word tries to outsmart them and would prefer to have the spacing remain as they've selected it. These folks will want to disable Smart Cut And Paste. To do so, choose Tools, Options and click the Edit tab. Deselect the Use Smart Cut And Paste option, and click OK. You're all set.
Create Tables In Word 97 Here's a way to create a table in Word by simply typing a few characters. You type a series of plus (+) and minus (-) signs. For example, if you type +---+---+ and press Enter, Word will create a two-cell table. If this doesn't work for you, the function is probably disabled. To enable it, choose Tools, AutoCorrect. When AutoCorrect opens, click the AutoFormat As You Type tab. Now select the check box labeled Tables and click OK to apply your settings and close the dialog box.
Changing Font Sizes For An Entire Document In Word If you have a lengthy document that uses fonts of several different sizes, there's a little trick you can use to increase or decrease all the various font sizes by the same amount while maintaining the fonts' point-size difference. First, press Ctrl-A to select all the text in your document. Then, press either Ctrl-] (the close bracket key) to bump all font sizes up a point or Ctrl-[ (the open bracket key) to decrease them all by a point. This saves you from having to redo each separate font size individually.
Restarting Spell-Check After Editing a Dictionary in Word You can look at any of your Word dictionaries at any time by choosing Tools, Options; clicking the Spelling And Grammar tab; clicking the Options button; clicking the Dictionaries button; selecting a dictionary; and clicking the Edit button. Keep in mind that every time you look at or edit a dictionary, Word automatically disables spell checking for your document. To turn the spell-checker back on, choose Tools, Options and click the Spelling And Grammar tab. Select the Check Spelling As You Type option, and then click OK.
Unwanted "auto-corrects" in Word We recently had a question from one of our subscribers, Sheila. "Whenever I type letters for my boss, I type my initials ("scb") at the end. In Word, I have a setting checked so that the first letter of the first word of a sentence is "auto-corrected" to be capitalized. Word always sees my (all lower case) initials as the beginning of a sentence, and then capitalized the "s". Is there any way to fix this, aside from changing the AutoCorrect so that it won't automatically capitalize the first word of a sentence? Yes there is Sheila=85press the "Oh, no, you don't" magic keystroke combination (better known as Ctrl-Z or Edit - Undo) as soon as Word capitalizes the first letter, and then continue typing.
Hyphenated Names In Word One of our readers asks, "I now have a hyphenated last name (since my marriage in August), and have run across a Word problem I had never thought about before. What happens is that Word often splits my name onto two lines. Is there a way to get Word to put my entire last name on a single line?" Suppose your name is Julian Wellington-Smith. What you do is type the name up to the hyphen, then press Ctrl-Shift-hyphen (-) and type the second part of the name. When you press Ctrl-Shift-hyphen Word Inserts a nonbreaking hyphen. The hyphen that appears will look like an em-dash. This is not a problem, since the hyphen will print properly.
Inserting Line Breaks Without Creating A New Paragraph in Word By default, any time you press the Enter key you are in effect telling Word that you wish to begin a new paragraph. Sometimes, though, you want a series of short lines to retain the formatting of a single paragraph, such as with an address or lines of poetry. To insert a line break without inserting a new paragraph, simply press Shift-Enter.
Keeping Table Rows Together in Word When you're working with tables in Word 2000, nothing can be more confusing than having the data in a single row split across two pages. You don't want the person reading your document to have to flip back and forth between pages just to figure out what a single row means. You're better off making sure that your table rows don't split across pages. To do this, first select your table by choosing Table, Select, Table. Then, choose Table, Table Properties and click the Row tab. Deselect the Allow Row To Break Across Pages option, and then click OK to exit.
Inserting One Document Into Another in Word If you know that you need to insert an entire document into another, you can do so without opening the document you want to insert. With the document you want to insert into open, you can simply find the document you want to insert, select it, and press Ctrl-C to copy its contents to the Clipboard (the entire document is copied automatically). Then, go back to your original document and press Ctrl-V to paste.
Automatic Caps Lock Correction In Word Did you know that Word will automatically turn off Caps Lock if you accidentally turn it on. To check this feature on your machine, press Caps Lock and type this is a test Hold down the Shift for the first T. Word will see that Caps Lock is on and yet you're trying to use the Shift key. When you finish your word and press the space bar, Caps Lock turns off and the word magically changes to its correct form. If this does not work, choose Tools, AutoCorrect. When AutoCorrect opens, select the check box labeled Correct Accidental Usage Of cAPS LOCK key. Click OK to close the dialog box and save your selection.
Inserting A Drop Cap In Word One of the ways word processors changed the world was to introduce all kinds of fancy formatting features formerly reserved only for the professionals. One example of this once out-of-reach formatting is the drop cap, a large letter inserted at the beginning of a paragraph. Inserting drop caps in Word 2000 is a cinch. Click inside the paragraph you want to work with and select Format, Drop Cap. Choose Dropped from the Position section and then specify Font and Lines To Drop under Options. Lines To Drop tells Word how large to make your letter--the number you choose will equal the number of lines the letter reaches down. When you have the parameters the way you like, click OK.
Shortcuts For Selecting Rows And Columns in Word Selecting cells, rows, and columns in Word can be a little tricky until you get the hang of it. Fortunately, some easy keyboard shortcuts allow you to select what you need without having to be precise with your mouse.
Paste Special Into Word Do you use both Internet Explorer 5 and Word 2000? If so, you may get some use out of this tip. When you cut and past hyperlinked text from MSIE 5 to Word, you'll notice that Word retains the formatting of the text you copied. Word also maintains the hyperlink. You may find this helpful when you want active links in a word processing document, but often it's just a nuisance. Here's how to get around the problem: Instead of pasting the text as you usually do, select Edit, Paste Special, Unformatted Text. Then click the OK button. Note: This tip may also work with Word 97, but I haven't tested it.
Creating Backup Copies Of Documents in Word If you're the paranoid type who worries about your Word documents becoming corrupted (who was it who said the paranoid person is the one who knows the truth?), you can set Word 2000 to create backup copies of your documents automatically, without you having to do a thing. Select Tools, Options and click the Save tab. Select the Always Create Backup Copy option and click OK. A backup copy of your file, with the extension .wbk, is automatically created in the same folder as the original, and it is updated every time you save your original.
Even Sized Snakes in Word Word can "snake" columns, breaking a page down the middle from top to bottom, and running text down one of these columns, continuing it at the top of the next column. You can make sure the text in adjoining columns is the same length, so it looks nice and neat -- not longer in the first column than in the second. To do this, click at the end of the last column and open Insert, Break, Continuous section.
Roman Front Matter in Word The Page Numbers dialog box you get from the Insert menu offers a variety of numerals. Including, you may have noticed, Roman Numerals. The classic use for these is in any Front Matter in your document, such as an introduction, title page, or table of contents. Make those parts a separate section, and you can have them numbered separately from the rest of the document. Then you can start regular page numbering with the body of the document.
Word File Sizes Here's a question from one of our "Tip-of-the-Week" subscribers: "I recently added a few photos from a digital camera to a Word document. I resized the photos before I inserted them into the document, and both were less than 50KB in size. After I imported them into the Word document, I checked the document size and it was 2MB. Why should my document get so large when I added only 100KB of pictures?" It sounds like Fast Save is your problem rather than picture size. In Word, choose Tools, Options. When the Options dialog box opens, click the Save tab. Now deselect the check box labeled Allow Fast Saves, then click OK to close the dialog box and save your changes. After you turn off Fast Save, you will find that all new Word files you create are smaller.
A Header For The First Page Only in Word To get a header on only the first page, open your document and choose File, Page Setup. When the Page Setup dialog box opens, click the Layout tab. Now select the check box labeled Different First Page and click OK to close the dialog box and save your selection. Move to the first page and choose View, Header And Footer. Create your header and click Close. The header will appear on the first page only.
Page Numbers In The Margins in Word Most people put their page numbers in the Header or Footer of a document. But you're not most people, right? If you want a different approach, try putting the numbers in the left or right margin of the page.
Showing Current And Total Number Of Pages in Word On some kinds of formal documents, you may want to have both the current page number and total number of pages listed on every page, as in "Page 3 of 26." This kind of notation lets the reader know both where she is and how far she has to go. Rather than inserting this kind of notation manually, there's a simple method to have Word do it automatically, complete with updates. Select View, Header And Footer and switch to the footer (if that's where you want to put this notation). Type Page and then click the Insert Page Number button. Then, type of and click the Insert Number Of Pages button. Finally, click Close. Both these fields will update automatically, changing as your document changes.
Inserting Tabs In Word Tables One of our readers has a Word table question: "I have to use many Word tables and I have been trying to figure out a way to insert a tab in a Word table cell. If I press the Tab key, Word merely moves to the next cell. Can you help?" Yes. To insert a tab in a Word table cell, click where you would like the tab to appear, then press Ctrl-Tab.
Using Section Breaks To Change Page Orientation in Word Occasionally you might have to insert a table into a document that uses a different printing orientation than the rest of the document. You may want the table in a Portrait format in order to fit all of your information. The key to changing the orientation of a specific page is to insert section breaks before and after the page you want to change. Then, you can simply go to Page Layout to change the orientation of that page and apply it to the section only.
Yearn To Kern in Word "Kerning" means precisely adjusting the space between characters. Don't bother with it for memos and regular business documents. But consider it if you're using Word for desktop publishing. Also, note that you'll probably need a printer capable of at least 600dpi resolution to see the results of kerning. And finally, it only works with proportionally spaced PostScript or TrueType fonts. If you have all of those conditions, start by experimenting with some kerning in the Format, Font, Character Spacing dialog box. Check the "Kerning for fonts" box and choose what size fonts to apply.
Print In Reverse Order in Word Save shuffling time. When you print a long document, why let the printer print page 1, then drop page 2 on top of it, then page 3, and so on. Because the printed side is up, this means you have to manually re-organize all of the pages. Instead, tell Word to print in "reverse" order (which means the finished stack of pages will be in correct order):
Underlining Blankness in Word97 Have you ever need to underline a blank space in Word 97? Here's the simplest way:
The Ctrl+Shift+Space makes "hard spaces" -- also known as "non-breaking spaces" -- not the soft spaces that Word can push around as it likes. You can also use these hard spaces within a title or date so it doesn't break at the end of a line.
Save early and save often and back up your data files regularly.
Why Does Word Go There? or=85Setting The Default File Location In Word When you want to open a document, where does Word look? In the default file location of course. The default is normally just whatever folder you opened from last. But you can tell Word to look in some specific folder:
IntelliGent Tip for an IntelliMouse in Internet Explorer & Word If you have a scrolling mouse, you can hold down the Ctrl key and scroll your mouse button to change the size of the text. This is great if you have to print something. Just make the text smaller=85print the page=85and then increase the text size again. This also works in Word to change the Zoom magnification.
Using Negative Indents in Word One cool way to make your headings stand out from the body of your text is to offset them to the left of the body text margin; this is called a hanging heading. With hanging headings, a reader can quickly scan the left margin of your document and get a feel for how the work is organized. One easy way to create a hanging heading is to indent the heading line by a negative number, thereby moving the heading text into the margin. Click on the line containing the heading and choose Format, Paragraph. Under Indentation, enter a negative number in the Left box (try -.2 inch) and click OK.
Using Leaders In Word Leaders are those dots and dashes that stretch from one portion of text to another, letting the reader know that the two groups are related. Leaders are used commonly on small lists or table of contents. For example: Chapter 1.........How to use leaders You could simply press the period button repeatedly to produce leaders (as I've done above), but you'd quickly find that not all items in the list line up properly. The solution is to use the Leaders feature when setting tab stops. When you're ready to enter a list that contains leaders, choose Format, Tabs to open the Tabs dialog box. Set the first tab stop where the left side of your list will be positioned, and the second tab where your right side will be positioned. Then click the button under Leader that corresponds to the kind of leader line you'd like for this tab and click OK.
Indenting Entire Paragraphs In Word When you're quoting large chunks of text, it helps to set off the quote from the body of your document by including the quote in its own paragraph and indenting it. To indent an entire paragraph, click in your paragraph and choose Format, Paragraph. Under Indentation, enter values for the Left and Right margins (try .75 inch) and click OK. Return to this dialog box to make further adjustments if your indentation looks funny.
Change The Default Font In Word The Default Font sets the look of most everything you type. You don't have to stay with the font selected by Microsoft. Go ahead and change it.
Note: This will also change the look of documents you've already made, changing the default font for them as well.
Get There Quick in Word You can leap back to the cursor's most recent position in a document by pressing Shift + F5. In fact, you can then go ahead (or back, that is) and leap again, to the cursor position previous to that one, by pressing Shift + F5 again.
Creating Paragraphs In A Numbered List In Word If you're entering text in a numbered list and you find yourself frustrated because you need to add paragraphs but you can't do so without adding numbers, you should know that there's a simple solution. Press Shift-Enter instead of just Enter. Word recognizes Shift-Enter as a line break and not a paragraph break, and it doesn't insert a new automatic number. When you're finally ready to move on to your next numbered item, just press Enter as you would normally.
Viewing Your Document In Full Screen Mode in Word Particularly if you're laying out a document with graphics files, you might find it useful to see how the document looks without all the clutter of toolbars, the desktop, and so on. Select View, Full Screen to see your document in its purest form. Simply click the Close Full Screen box to return to your previous viewing mode.
Opening Two Windows In The Same Document in Word If you need to work in two different sections of a document at the same time, it's simple enough to split the document into two windows by choosing Window, Split. But some people find it easier to work with a full-sized document window, yet they still want to work on a document in two places at once. This, too, is a simple procedure. Simply select Window, New Window, and a new window of the same document opens, one you can scroll through and change at will. Keep in mind that the new window is not a copy of the original document but a new view of the same document, so any changes you make on it will also be made in the original window.
Printing Two-Sided Documents in Word The best way to print on both sides of a document is to choose File, Print and select Odd Pages in the Print options. Then you simply flip the pages over, feed them back into the printer, and select Even Pages from the Print options.
Repeating Table Headings in Word If you have a lengthy table that's going to stretch across many pages, it's helpful to be able to see the table headings at the top of each page. To make your top heading row repeat, first select the header row and then for,
No matter how many pages long your table becomes, your original heading rows will automatically appear at the top of each column on each page.
Wrapping Text Around A Table In Word 2000 In Microsoft Word 2000, if you're using a small table to illustrate other information in a document, you may not need to give the table its own lines. In other words, it could work better for your layout to simply wrap your text around the small table, to keep your words tighter on the page. To wrap text around a table, you first need to click inside the table and then select Table, Table Properties. Click the Table tab and then click the Around icon in the Text Wrapping section. Finally, click OK. Your text will now make its way around your table, without wasting any space.
Checking For Gender-Specific Words In Word The '90s were a time when the world took a good hard look at words and how their use could affect attitudes. For example, the use of the term "Anchorman" for the lead person on a news program became inappropriate, for the reason that many "Anchormen" were, in fact, women. The English language is structured so that all kinds of generic terms describe things in terms of men, and some people find these labels distasteful. You can ask Word to flag your use of these kinds of words by going to Tools, Options and clicking the Spelling And Grammar tab and then clicking Settings.
Word will now notify you any time you use a word containing "man" that might also refer to women.
Split Screen Editing in Word Word can show you two parts of the same document within the same window. For example, you can work on the beginning of the document in the top part of the window (the top "pane") while you work in another part of the document in the bottom part of the window (the bottom "pane"). Here's how it works:
Note: To readjust the split screen, click and hold the mouse button on the dividing line and drag it to the size you want. To remove the split-screen look when you're done, use the mouse to drag the dividing line all the way to the top or bottom of the screen, simply double-click the dividing line, or you can also choose Windows + Remove Split.
Quick Ways To Highlight Text Do you have a word processor on your system? Sure you do (at a minimum, you have Notepad and WordPad)! And if you're like every other word processing individual, you frequently need to highlight text. Before you start all that cumbersome clicking and dragging, try these shortcuts on for size. To highlight:
Making A Case For Changing Cases in Word In MS Word, whether you're a high-speed typist or a fumbling finger-poker like me, you can type several sentences without ever looking at the screen. That's great unless you've accidentally turned on the Caps Lock key. In that, um, case, all the characters are in the opposite case. But wait=85don't delete them and start over again. Instead, select the text, and then choose Format - Change Case. When the Change Case dialog box opens, select the Toggle Case radio button and click OK. Your text will appear in the correct case. A shortcut to the above is to select the text and press Shift + F3. Note: See cAPS lOCK kEY tip below to avoid this problem to begin with.
Using EN & EM Dashes in Word An en dash is slightly longer than a hyphen. You would ordinarily use an en dash to separate letters and numbers. For example, you would use an en dash in the phrase Figure 1=96A. An em dash is even longer than an en dash. You would use it to set apart a phrase. For example, you would use em dashes in the phrase "He said=97with almost everyone listening=97that the speech was over." Not a good example, perhaps, but you get the idea. Now, how do you create en dashes and em dashes? To create an en dash (also using AutoCorrect), type a space after the last character before the en dash, and then type two hyphens. Now, type another space and then type the next character. This produces an en dash between the two characters in question. If you have not made any changes in AutoCorrect, you can create an em dash simply by typing two hyphens immediately after a word without typing a space. Then you start another word without typing a space. The two hyphens turn into an em dash. If you have changed AutoCorrect, or don't want to activate it, you can click where you want an en dash to appear and hold down the Alt key while you type 0150 on the numeric keypad to enter the en dash. If you have changed AutoCorrect, or don't want to activate it, you can click where you want an em dash to appear and hold down the Alt key while you type 0151 on the numeric keypad to enter an em dash. You can also create an em dash by holding down the Ctrl and Alt keys at the same time as you type the minus sign on the numeric keypad.
The Incredible Shrinking Document in Word Ever have a document that is a sentence or two too long to fit on a single page? You have trimmed it all I can, but it still won't fit and using a smaller font size may not be a good option. Well, Word 97 has a quick solution...the Shrink To Fit option. To use this, run Word and open your document. Now choose File - Print Preview. When the Print Preview window opens, click the Shrink To Fit button in the toolbar (its icon is two pages with an arrow pointing at a single page). This method works very well, as long as you don't have too much extra text. If you don't like the looks of the change, press Ctrl-Z to undo it.
Going Vertical in Word Is there a way to select a vertical strip of text in a Word document? Yes there is! Word normally selects horizontal blocks of text, words, sentences, paragraphs, and so on, but you can change this feature to work vertically simply by holding down the Alt key while you select text. You can then delete, copy, or format the selected text just like any other selection.
Going Back To Where You Left Off In Word The next time you open a Word document, press Shift-F5 and it will take you right back to where you worked last. You can also press Shift-F5 to get back to where you were working after you scroll through a document.
cAPS lOCK kEY The problem=96You often hit the Caps Lock key by mistake when you're typing and then have to fix all those cAPITAL lETTERS. The solution=96In Windows you can set the Caps Lock key to alert you with a "beep" whenever it is pressed. Here's how to end the Caps Lock problem.
From now on, a tone will sound whenever the Caps Lock, Num Lock, and Scroll Lock keys are pressed. |