Fifty Microsoft Word XP Tips! Second Edition! · Make Microsoft Word XP Recognize Fractions Other Than Halves And Quarters! 36. Print Two-sided Pages Without A Duplex Printer (Word

Fifty Microsoft Word XP Tips! Second Edition!

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1. Print A Portion Of A Document (Word 97-2000-2001-2002)

2. Quickly Toggle Between Upper And Lower Case For Selected Text (Word

2002)

3. Formatting All The Text Within A Text Box (Word 2000-2001-2002)

4. Line Breaks Without Bullets In Word 2002!

5. Create A New Document That's Based On An Existing One (Word 97-2000-2001-2002)

6. It's Surprisingly Easy To Move Tabular Data From Word To Excel!

7. Display A Table's Cell Dimensions (Word 2002)

8. Restore Default Office Settings Without Reinstalling The Software (Word

2002 And Later)

9. Repeat Headings In Long Tables In Word 2000 And Above!

10. Sort Table Data By The Word Or Phrase Of your Choice (Word 2002)

11. Redefine A Style To Match Direct Formatting (Word 2002-2003)

12. Rearrange Table Rows Using The Keyboard (Word 97-2000-2001-2002-2003)

13. Advanced Sorting In Word!

14. Control The Colors Used To Track Changes (Word 97-2000-2001-2002-2003)

15. Indent Paragraphs With One Click In Word!

16. Recently Used Documents In Word XP!

17. Getting Rid Of Automatic Hyperlinks!

18. Word Columns Balancing Length, And Defining Headlines!

19. Headlines Across Columns In Word XP!

20. Change One Type Of Section Break To Another (Word 97-2000-2001-2002-2003)

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21. If You Have Ever Lost A Word Document!

22. Spice Up Your Word Documents With Picture Bullets!

23. Draw AutoShapes From Their Centers Instead Of From Their Corners

(Word 2002)

24. Create Multiple References To The Same Footnote Or Endnote (Word 97-2000/2001-2002-2003)

25. Word XP Can Fill Spaces Automatically!

26. Use The Find And Replace Feature To Standardize Spacing Between

Sentences (Word 97-2000-2002-2003)

27. Create Multiple Drawing Shapes Without Reselecting The Shapetool (Word 97-2000-2002-2003)

28. Moving And Resizing AutoShapes With The Mouse!

29. Take Control Of How Word Selects Words (Word 97-2000-2002-2003)

30. Rename Normal.dot In Word XP!

31. Take Personal Information Out Of Your Documents (Word 2003) I Know

this is 2003 but that Is what I am using now so You Will Benefit!

32. Quickly Change The Direction Of Text In A Table Cell (Word 97-2000-2002-2003)

33. Assign Shortcut Keys To Frequently Used Styles In Word!

34. Merge Only Certain Records By Filtering The Data Source (Word 97-2000-

2002-2003)

35. Make Microsoft Word XP Recognize Fractions Other Than Halves And Quarters!

36. Print Two-sided Pages Without A Duplex Printer (Word 2002)

37. Changing Your Table's Horizontal Position (Word 97-2000-2002-2003)

38. Check Your Formatting Inconsistencies In Word 2002


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39. Revealing And Compare Formatting in Word 2002!

40. Quickly Jump From Place To Place In Your Document (Word 97-2000-2002-

2003)

41. Split Your Window To View Two Areas At The Same Time (Word 97-2000-2002-2003)

42. Give Your Document Some Sizzle With Animated Text (Word 2003)

43. The Feature Of Word 2002 Called Word Count!

44. Avoid The My Documents Default (Word 97-2000-2002-2003)

45. Size A Table To The Page's Width (Word 2000-2002-2003)

46. Save All Open Documents And Templates Simultaneously (Word 97-2000-

2002-2003)

47. Quickly Repeat A Formatting Command (Word 97-2000-2002-2003)

48. Format A Whole Word Without Selecting It (Word 2002)

49. Change Tables Into Reader-friendly Charts In A Flash (Word 2003)

50. Where Is Word's Reveal Codes Feature? (Word 97-2000-2002-2003)

Visit The Site Index For Many How-To Tips! Print A Portion Of A Document (Word 97-2000-2001-2002) If you've ever wanted to print part of a document without printing the whole thing, you might have considered copying and pasting the passage in a new document, and then printing that new document. While effective, this method isn't very efficient. Fortunately, there's a much simpler process. To print a portion of a document, simply select the information you want to print, and then choose File | Print from the menu bar to open the Print dialog box. In the Page Range panel, choose the Selection option, and then click OK. Use this technique to print text, tables, text boxes, graphics, and embedded objects. (Note: To successfully select and print a graphic or an embedded object using this feature, it must be positioned in-line with the text.) You can also print noncontiguous pages or a specific page range without making a selection beforehand. Just select File | Print from the menu bar to open the Print dialog


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box. Select the Pages option button and then specify the range in the corresponding text box. For instance, you can print pages six through eight by typing "6-8" (without quotes) in the Pages text box. Or, print pages six and eight by typing "6,8" (without quotes). You can also print specific sections by using "s#" (without quotes) to specify the section number. For instance, "s3,s7" prints only the third and seventh sections in your document. To print page numbers within a section, use "p#s#" (without quotes). For example, "p2s2-p8s2" prints pages two through eight of section two. After you've finished specifying your print range, click OK to send the job to your printer. TOP! Quickly Toggle Between Upper And Lower Case For Selected Text (Word 2002) You may already know that you can quickly toggle the case of selected text by pressing [Shift][F3]. Each time you press [Shift][F3], the selected text's case cycles from lower case to title case to upper case. A lesser known case-toggling keyboard shortcut you'll be sure to get some use from is the [Ctrl][Shift]A shortcut. When you select text that contains both upper- and lower-case characters and then press [Ctrl][Shift]A, Word toggles the case of the lower-case characters to upper case. For example, if you select the text "I want to be a Rock Star" and press [Ctrl][Shift]A, the text becomes "I WANT TO BE A MOVIE STAR." If you press [Ctrl][Shift]A again, the text returns to its original state. A word of warning: the [Ctrl][Shift]A shortcut works just like the Caps Lock key. If you don't select any text before pressing [Ctrl][Shift]A and then begin typing, your text will all be upper case. To turn the feature off, press [Ctrl][Shift]A again. TOP! Formatting All The Text Within A Text Box (Word 2000-2001-2002) When you enter text in a text box, the insertion point is positioned after the last character you type. If you select a different font (such as Arial), font characteristic (such as Bold), or font size at this point, only the text you enter after you've made the formatting change is affected. To format all of the text within the textbox at once, you first need to either select the text box's bounding box, or select the actual text you want to change. Typically, you'd use the mouse to accomplish this, but there's a quicker and easier way. The next time you want to format the text you've recently added to a text box, first make sure the insertion point is still within the text box and then simply press [Esc]. When you do, Word selects the entire text box, and any formatting changes you make are applied to all of the text within it. TOP!

Visit The Site Index For Many How-To Tips! Line Breaks Without Bullets In Word 2002! When you're creating a bulleted or numbered list in Word or PowerPoint, you might want an item to appear on the list without a bullet. You can start a new line without a bullet by


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pressing Shift-Enter. The next time you press the Enter key, the new line will continue the bulleted or numbered list. Another useful trick: In Excel, you can press Alt-Enter to start a new line within a cell. TOP! Create A New Document That's Based On An Existing One (Word 97-2000-2001-2002) Templates make it easy to create common documents with less work. However, templates don't create themselves. Imagine you want to create a letter that's similar to one you've created before--similar in both design and content. If you don't have a template that can get you started, you can easily create a new document that's based on your old letter. If you're using Word 2002 or later, just choose File | New from the menu bar. When the New Document task pane appears, click on the Choose Document command that's listed below the New From Existing Document option. In the resulting dialog box, locate and select your old document, and then click Create New. Word opens a new, unsaved copy of the original document that you can customize as desired. If you're using any version of Word on a Windows system, you can use this workaround instead: First, locate the old document using My Computer or Windows Explorer. Then, simply right-click on the file and choose New to create a new, unsaved copy of the original document. TOP! It's Surprisingly Easy To Move Tabular Data From Word To Excel! It's surprisingly easy to move tabular data from Word to Excel. If the columns in the Word document are in a table, click in the table, choose Table | Select | Table from the menu, press Ctrl+C to copy to the clipboard, switch to Excel, and press Ctrl+V to paste it in. If items in the columns are separated by single tabs, again you can simply copy the lines representing the table to the clipboard and paste them into Excel. If the columns in the Word document are aligned using spaces, a bit more effort is required. Highlight the columnar data in Word and copy it to the clipboard. Click in cell A1 of a blank worksheet in Excel and paste the data—you'll find that it all winds up in column A. With the data still selected, choose Text to Columns from the Data menu. On the first page, select Delimited and click on Next. On the second page, check only Space in the set of available delimiters. Make sure the Treat consecutive delimiters as one box is checked. Click on the Finish button and you're done. TOP!

Visit The Site Index For Many How-To Tips! Display A Table's Cell Dimensions (Word 2002)


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As you probably know, you change the size of a table's rows and columns in Word by dragging the row and column borders in either direction. However, adjusting row and column dimensions to exact measurements can be tricky when you use this procedure. Fortunately, you can display a table's row and column dimensions in the ruler as you adjust them. To do so, simply press [Alt] as you drag the border. TOP! Restore Default Office Settings Without Reinstalling The Software (Word 2002 And Later) When your Microsoft Office application customizations begin to overwhelm you, you may wish to remove them entirely. Or perhaps you've been charged with cleaning up a former employee's PC so a new hire can begin using it. You can easily apply a clean slate to your Office programs without reinstalling any software. However, use these steps with care -- once your custom settings are gone, they're gone for good. The only way to restore them is to reapply them manually or to restore an OPS file you generated with the Save My Settings Wizard or the Profile Wizard. To wipe away your Office customizations, just open any Office program and then choose Help | Detect And Repair from the menu bar. Choose the Discard My Customized Settings And Restore Default Settings check box, and then click Start. TOP! Repeat Headings In Long Tables In Word 2000 And Above! If your table is going to span a page, it's best to repeat the column headings on each page. Fortunately, you don't have to do that manually (which would be a nightmare anyway). Instead, enter the headings in the top row of your table. Use the Table command from the main menu, and select Heading Rows Repeat (it's a toggle). If you're in Normal mode, you won't see the headings. In Web Mode, there is no such thing as a page break, so they won't show up there either. Switch to Print Layout (use the View/Print Layout command) or use Print Preview (File/Print Preview) to see the headings at the top of each page. Even though you can see the column headings on subsequent pages, you can only change the heading text in the top row of the table. TOP!

Visit The Site Index For Many How-To Tips! Sort Table Data By The Word Or Phrase Of your Choice (Word 2002)


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When you have a table of names, it's often wise to store first names in one cell and last names in another. That way, you can easily sort the table by first name or by last name. This practice doesn't just extend to first and last names--whenever you create a table, it's simply good practice to break each unit down into its smallest parts, then store each part in a separate cell. For instance, if you're working with a list of contacts, don't just store first and last names in separate cells. Split each person's city, state, and ZIP code information into separate cells, too. Breaking down information like this makes your table more versatile so it can be sorted more easily. But if you find yourself challenged with sorting a list that isn't so efficiently organized, you don't have to rebuild the entire table in order to sort it. In Word 2002, you can now use the Sort feature's advanced options to sort by a specific word or phrase in each column. To do so: 1. Place the insertion point anywhere within the table, then choose Table | Sort. 2. Click the Options button. In the Separate Fields At panel, select the character that separates each word or phrase in your table. (If a character other than tabs or commas separates each item, choose the Other option button, and then enter the appropriate character in the corresponding text box.) Click OK to return to the Sort dialog box. 3. In the Sort dialog box, set up your search criteria as usual. However, choose the appropriate sorting unit (such as Word 2 or Field 2) from the Using dropdown lists. When you've finished, click OK to perform the sort. Note: Although these advanced sorting features are disabled for tables in earlier versions of Word, you can use them to sort text that's delimited by tabs, commas, or other characters. TOP! Redefine A Style To Match Direct Formatting (Word 2002-2003) When you're creating styles for a document or template, you'll usually need to fine-tune them a few times to perfect them. However, you don't need to go back and modify your document's text each time you modify one of its styles. When you modify a style, Word applies your changes to all the text that uses that style. Better yet, modifying a style in Word 2002-2003 is easier than it ever was before: 1. Display the Styles And Formatting task pane by clicking the Styles And Formatting button on the Formatting toolbar. 2. Select any text that uses the formatting elements you wish to apply to the existing style.


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3. Using the Styles And Formatting task pane's Pick Formatting To Apply list, locate the style you wish to redefine. Hover the pointer over the style's name; click the dropdown arrow that appears to its right, and then choose Update To Match Selection from the resulting dropdown list. TOP!

Visit The Site Index For Many How-To Tips! Rearrange Table Rows Using The Keyboard (Word 97-2000-2001-2002-2003) When you create a table in Word, you may find that after you've finished, you'd like to rearrange the order of the table's rows. You can do so by selecting the table row you'd like to move and then dragging it to the new location. However, you may find it much more convenient to move table rows using the keyboard. To do so, first select the rows you'd like to move. (If you want to move only one row, simply click in it; there's no need to select the entire row.) Then, hold down the [Alt][Shift] keys ([control][shift] keys on the Mac) and use the [Up Arrow] and [Down Arrow] keys to move the row(s) to the desired position. (Tip: You can also use this keyboard shortcut to move one or more paragraphs in your document.) TOP! Advanced Sorting In Word! As long as the list is not inside a table, the solution is simple. In the Sort dialog, the default is to sort by paragraphs. Click on the drop-down list and select Word 2 to sort by the second word. If some of the items have just a single word or if the items are inside a table, the Word 2 option won't be available, but you can fix that. Click on the Options button in the Sort dialog and check the Other choice in the area labeled Separate fields at. Type a single space in the box next to the word Other, then click on OK. Now you'll have the option to sort on Word 2. TOP! Control The Colors Used To Track Changes (Word 97-2000-2001-2002-2003) The Track Changes feature helps you keep track of all revisions made to your document. You can turn the Track Changes feature on and off by double-clicking on the TRK icon in the status bar, or by choosing Tools | Track Changes from the menu bar, or by pressing [Ctrl][Shift]E. By default, Word uses a different color to track the changes that each user makes to a document. Although you can't assign a specific color to each individual user, you can assign the same color for all users. You can also assign specific colors for specific types of changes. When the revision itself is more important than knowing who made it, this technique can make tracked changes much easier to read through. But don't


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fret--regardless of the colors you assign, you can still find out who's responsible for any tracked change by hovering the mouse pointer over it to reveal the reviewer's name in a ToolTip. To modify the color assignments for the Tracked Changes feature, choose Tools | Options from the menu bar (Edit | Preferences on the Mac), and then click on the Track Changes tab. Then, select the desired revision color from each available Color dropdown list. The By Author option assigns a unique color to each user, whereas the individual color options stay the same regardless of which user is making the changes. Keep in mind that you can also adjust the display for insertions, deletions, and formatting changes to distinguish these different types of changes with their own unique revision marks. When you've finished, click OK to return to your document. (Note: The changes you make on the Track Changes property sheet stay in effect for all documents you access using that particular computer. If you want other users to see tracked revisions the same way you do, they'll need to apply the same settings in the Track Changes property sheet.) TOP!

Visit The Site Index For Many How-To Tips! Indent Paragraphs With One Click In Word! A popular method for indenting paragraphs is to drag Word's First Line Indent marker to the desired position on the ruler. But this method is also the most difficult for new users, who often end up changing the left margin instead. However, there's an alternative method that lets you indent with a single click. Follow these steps: 1. Select the paragraph or paragraphs you want to indent. 2. Click the button at the left end of the horizontal ruler until it displays the First Line Indent marker. 3. Click the ruler where you want to set the indent. For example, to indent your paragraph one inch, click 1 on the ruler. You can also use this procedure to set a hanging indent. Just choose the Hanging Indent marker on the left end of the ruler before making your selection. TOP! Recently Used Documents In Word XP! If you use Microsoft Word, you have probably seen the list of documents that appear at the bottom of the File menu. These are the Word documents that you’ve recently opened. It offers a quick way for you to access files (similar to the My Recent Documents on the Windows XP Start Menu).


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By default, Word 2002 will maintain a list of four recently opened documents. If you like this feature, you can leave it enabled. Conversely, you can also disable it from the Options dialog box. Simply click Options from the Tools menu within Word. Select the General tab if it is not the active tab, and clear the check beside the Recently used file list option. Click OK. The documents will not longer appear on the File menu. If you like this feature of Word, you can also increase the number of documents that are stored in the list. Using the steps outlined above, simply increase the number beside the Recently used file list option. Word 2002 can store a maximum of nine documents in the recently used file list. TOP! Getting Rid Of Automatic Hyperlinks! Microsoft Word is designed to make it very simple for us to create a Word document. It even corrects some of our spelling and grammatical mistakes as we are typing along. If you have ever typed in a URL or someone’s e-mail address, you have more than likely seen Word take over and turn it into a hot hyperlink. If you do not like this feature, you can easily turn it off. To do so in Office XP or Office 2003, click AutoCorrect Options from the Tools menu (in any of the Office programs). Select the AutoFormat As You Type tab. Clear the check beside the Internet and network paths as hyperlinks option. Click OK. TOP!

Visit The Site Index For Many How-To Tips! Word Columns Balancing Length, And Defining Headlines! For example, create a new document and define it to have two columns. Word will enter your text in the first column as you type. When there's no more room in the first column of the first page for your text, Word flows the text into the second column on the page. Unfortunately, what you end up with (depending on your text) may be a long first column and a very short second column. There's a way to balance out the text automatically, however, so that both columns are of approximately equal length. The trick is to use a section break. 1. I usually work in either Normal view (when I'm just getting started with a document), but I prefer Print Layout view if my document contains columnar text; it's so much easier to work in this mode.


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2. Click at the end of the last column of the columns you want balanced. 3. Use the Insert/Break command from the main menu. Word displays the Break dialog box. Choose the Continuous option (in the "Section break types" portion of the dialog box), then click on OK. Word switches to Print Layout view and displays the columns adjusted now to approximately equal lengths. If you have Show/Hide toggled to show hidden text, you'll see a "Section Break (Continuous)" notation where you inserted the break. TOP! Headlines Across Columns In Word XP! If you're creating a newsletter and want to include a bold heading for a new story (or a sub-heading for a longer story), you can do so -- very easily. Suppose you want to use a three-column layout. Enter the headline for the story, then press Enter twice, then enter all the text for the story itself. Press Enter twice, type in the second story's headline, then press Enter twice again and begin typing in the second story. (Repeat for each additional story.) Now: 1. Select the text to be modified. Start with the first story (but not the first story's headline), and select the second story's headline as well as the body of the second story's text. 2. Set the number of columns to 3. (I typically use the Columns button in the toolbar because it's so fast, but you could also use the Format/Columns command from the main menu.) 3. Move to the end of the first story and insert a continuous break. 4. Select the headline for the second story, and assign the number of columns to 1. 5. Modify the headline. I usually set it to a bold, sans-serif 16 point font. 6. Add a second line to the headline so it's separated from the second story. 7. Adjust the extra blank lines at the beginning of the second story. Note: when you originally entered the story, the extra blank line wasn't strictly necessary, since here you are removing it. However, I find that lots of extra blank lines make it easier to find


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things (such as the beginning of the second story) when you're working in Print Layout mode. Note: There's an alternative to the technique for modifying the second story's headline. You can place that headline in a separate text box. I've found, however, that keeping the text box anchored at the proper location in the text -- so the second headline remains "above" the text of the second story -- is sometimes more trouble than it's worth. While I've read several discussions about this online, my preference is to use the one-column technique described here to ensure the headline is where you want it. TOP!

Visit The Site Index For Many How-To Tips! Change One Type Of Section Break To Another (Word 97-2000-2001-2002-2003) By using section breaks to divide a document into sections, you can apply unique page layout formatting to individual portions of your document. When you're troubleshooting your document's layout, you may need to change one type of section break to another. For instance, you might want to prevent a new section from starting on a fresh page by changing it from a Next Page section break to a Continuous section break. To change the break from one type to another, you don't need to delete the existing break and insert a new one. Instead, choose View | Normal to switch to Normal view. Next, position the insertion point AFTER the section break you want to change. Choose File | Page Setup from the menu bar, and then click on the Layout tab. In the Section panel, choose the desired break type from the Section Start dropdown list. Then, click OK. TOP! If You Have Ever Lost A Word Document! If you have ever lost a Word document, you are probably aware of the importance of saving your work. Thankfully, Microsoft Word will automatically save your document for you in the event that you aren’t a frequent saver. You can make sure this feature is turned on in Microsoft Word 2002 by clicking Options from the Tools menu. From the Options dialog box, select the Save tab. Make sure that there is a check mark beside Auto Recover info every. You can then alter the frequency at which Word will save your work. Even though I have the AutoRecovery feature of Word enabled, I still find myself saving my work on a regular basis, sometimes after every page or paragraph that I type. A simple Ctrl+S and my work is saved again. Sometimes I have multiple Word documents open and have been editing all of them. There is a simple way in Microsoft Word that you can quickly save all the documents at once. You can do so by holding down the Shift key while clicking File | Save All. This will save all open documents in one shot. TOP!


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Spice Up Your Word Documents With Picture Bullets! If your users want to liven up their documents, show them how they can replace character bullets with picture bullets. Word offers a range of bullet styles and shapes, including animated ones. In addition, you can add your own picture bullets to those provided. To use picture bullets, follow these steps: 1. Go to Format | Bullets And Numbering. 2. On the Bulleted tab, select a bullet style that you want to replace with a picture style. 3. In Word 2002, click the Customize button, and click the Picture button. (In Word 2000, just click the Picture button.) 4. Select a style from the Picture Bullet dialog box, and click OK to close all dialog boxes. To create your own picture bullet, follow these steps: 1. In the Picture Bullet dialog box, click the Import button in Word 2002. (In Word 2000, click the Import Clips button.) 2. Navigate to the picture file, select it, and click Add in Word 2002. (In Word 2000, click Import.) 3. Click OK to close all dialog boxes. TOP!

Visit The Site Index For Many How-To Tips! Draw AutoShapes From Their Centers Instead Of From Their Corners (Word 2002) As you probably know, you can draw various shapes in your documents by selecting the AutoShape you'd like to draw using the Drawing toolbar, then by clicking and dragging in your document to draw it. When you click and drag to draw an AutoShape, Word plants one corner of the shape in the location you clicked on, and then it draws the rest of the shape in the direction you drag. This makes it difficult to estimate where your AutoShape's center will end up when you've finished drawing it. As an alternative, you can draw your AutoShapes from the center instead of from the corner. To do so, select the AutoShape you'd like to draw using the Drawing toolbar. When you do, the insertion point changes to crosshairs. Next, position the top of the crosshairs where you want the center of your AutoShape to end up. Now, hold down the [Ctrl] key as you click and drag to draw the AutoShape. TOP!


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Create Multiple References To The Same Footnote Or Endnote (Word 97-2000/2001-2002-2003) When you use footnotes or endnotes to credit your resources, you'll often need to include more than one reference to the same note. The simplest way to do this is using Word's Cross-reference feature. Begin by positioning the insertion point where you want the footnote or endnote marker to appear. Next, choose Insert | Reference | Cross-reference from the menu bar (Insert | Cross-reference in Word 2000 and earlier). From the Reference Type dropdown list, choose Footnote or Endnote, as applicable. Then, choose the note you wish to cross-reference from the For Which [Item] list box. To make sure the cross-reference looks exactly like the original footnote or endnote marker, select Footnote Number (Formatted) or Endnote Number (Formatted) from the Insert Reference To dropdown list. Next, select the Insert As Hyperlink check box to ensure readers can access the note's information when they double-click on its cross-reference. When you've finished, click OK. When you do, Word inserts a dynamic NOTEREF field that cross-references your original footnote or endnote. The cross-reference looks exactly like the original footnote or endnote marker. If the number of the original footnote or endnote ever changes, the cross-reference automatically updates to reflect its new number. TOP!

Visit The Site Index For Many How-To Tips! Word XP Can Fill Spaces Automatically! Press Ctrl+A to select all the text in the document. Select Tabs from the Format menu and click on the Clear All button. Create one tab just inside the right margin. For example, if the right margin is 6 inches, set it to 5.99 inches. Under Alignment, check Right. In the Leaders area, select periods, dashes, or underscores. Click on OK. Type a tab at the end of each paragraph, or use Find and Replace to replace ^p with ^t^p (^p represents a paragraph mark, and ^t represents a tab). Word will fill the line to the right margin with your leader character. ^ is just Shift 6 TOP! Use The Find And Replace Feature To Standardize Spacing Between Sentences (Word 97-2000-2002-2003) How many spaces do you type after a period? Since the advent of variable-width fonts, many people have abandoned the traditional two spaces in favor of a single space. But regardless of your preference, you've probably had to edit other people's documents to conform to the convention you follow. Word's Find And Replace feature offers a handy way to convert two spaces to one, or vice versa, throughout a document. Let's assume you need to convert each occurrence of two spaces after a period to one space. First, position the insertion point marker at the beginning of the document. Next,


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choose Edit | Replace from the menu bar to open the Find And Replace dialog box. In the Find What text box, type a period and two spaces. In the Replace With text box, type a period and one space. Now, just click Replace All. Word then scans the document and replaces each period and double-space combination with a period and a single space. When Word displays a message telling you how many replacements it made, click OK, and then click Close to return to your document. TOP! Create Multiple Drawing Shapes Without Reselecting The Shapetool (Word 97-2000-2002-2003) When you click a button on Word's Drawing toolbar to create an object, Word ordinarily deactivates the button as soon as you finish drawing. For example, suppose you click the Oval button on the Drawing toolbar and draw a circle. When you release the mouse button after drawing, Word deselects the Oval button. To avoid having to reselect a button repeatedly when you need to create a series of the same object, just double-click on the button on the toolbar. Word then keeps that button active until you press [Esc] or select another button. This trick also works with the AutoShape drawing tools, but you must first turn the submenus into a floating toolbar. To do this, click the AutoShapes button and then point to one of the choices in the pop-up menu, such as Stars And Banners. When the submenu appears, point to the bar at the top of the submenu and drag it away from its parent menu. When you release the mouse button, it becomes a separate toolbar. Now you can double-click on any of the buttons on the floating toolbar to keep that drawing tool active. When you've finished using the floating toolbar, click its Close button. TOP!

Visit The Site Index For Many How-To Tips! Moving And Resizing AutoShapes With The Mouse! Word 2002 (and later) comes with a wealth of AutoShapes that you can use to build flow charts, room plans, and banners for your letterheads. These AutoShapes come with sizing handles that appear when you select the object. By manipulating the sizing handles with the mouse, you can change the size, shape and position of an AutoShape to build your own custom drawings. To change the size of an AutoShape, click the object to make the handles visible. Then, click and drag one of the sizing handles to the desired size. Depending on which handle you select, you may end up distorting the image when you try to enlarge or reduce it. To resize an object without changing its proportions, press [Shift] while dragging a sizing handle. To resize without changing the object's position, press [CRTL] while dragging a sizing handle.


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To change the shape of an AutoShape object, drag the yellow, diamond-shaped reshaping handle (e.g., dragging the yellow handle can change the length of an arrow head.). Drag the green, round rotation handle to rotate the object. You can also use the mouse to move or copy an object. To move an object: place the mouse pointer anywhere over the object but not over a handle. When the pointer shows a cross-arrows, click and drag the object to the desired position. Or, you can simply select the object and press the arrow keys to move it to the desired position. To copy an AutoShape, place the mouse pointer anywhere over the object but not over a handle. When the pointer displays cross-arrows, press [CTRL] and drag the copy of the object to the desired location. TOP! Take Control Of How Word Selects Words (Word 97-2000-2002-2003) Selecting text is hardly a complicated task, but sometimes it can get a little tricky. Because the mouse pointer isn't the most precise pointing device, you may occasionally have trouble starting and ending a selection at the right place. You might begin a selection on the second or third character of a word when you meant to start at the beginning. Or you might over- or undershoot the end of a word when you wanted to extend a selection exactly to its end. Fortunately, Word offers an option--Automatic Word Selection--that makes selecting text easier. When this option is on, you can start selecting text anywhere in a word, and as soon as you extend past the end of that word, Word selects the entire word. In addition, each time you extend the selection into the next word, Word selects that entire word too. If you don't always want to select complete words, you may prefer to turn off Automatic Word Selection. To do this, choose Tools | Options from the menu bar and click on the Edit tab. (On the Mac, choose Word | Preferences from the menu bar and then click on Edit.) Next, deselect the When Selecting, Automatically Select Entire Word check box and click OK. You can still quickly select an entire word when the option isn't active. Simply highlight the word you want to begin the selection by double-clicking on it. Continue to hold down the mouse button after you make the second click. Then, drag the mouse to extend the selection a whole word at a time. TOP!

Visit The Site Index For Many How-To Tips! Rename Normal.dot In Word XP! With Word closed, find and rename the normal.dot file on your system. If there is more than one, rename them all. To search for normal.dot, double-click My Computer. Hit the


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Search button. Type in "normal.dot" without the quotes, and hit search. To rename the file(s), right-click and hit Rename. Then rename the file(s) to abnormal.dot, normal1.dot, or anything you like--as long as it is not normal.dot. If you cannot find normal.dot: Check under User Templates in the Tools-Options menu of Word, on the File Locations tab. If you do not have "permission" to rename normal.dot, check with your network administrator or internal helpdesk (applies only on some PCs at work, not home users). If you have Windows XP, you may need to turn on viewing of system files in order to find your normal.dot. To do so, open Windows Explorer, and go to Tools-Folder Options. Choose the View tab, and choose to Show Hidden Files and Folders. After you have renamed normal.dot, launch Word. If the problem is not resolved, try the next step Normal.dot is the default or global template that Word uses to create a blank document. Normal.dot is always in use when Word is open, even if you are using another template. It is very common for normal.dot files to become corrupt. They also store macro viruses. If Word cannot locate a normal.dot file, it creates a brand new one. When you first install Word, normal.dot is not installed with it. Uninstalling does not delete normal.dot. These facts explain why reinstalling Office or Word does not fix a problem with a corrupt or virus-infected normal.dot file. Your newly installed program finds normal.dot right where it was before. You may have settings in your normal.dot that you would like to keep. That is why, instead of deleting normal.dot, it is recommended that you rename it to abnormal.dot or normal1.dot. Then, you can use the Organizer to copy such things as macros and toolbars from the old template to the new one. TOP!

Visit The Site Index For Many How-To Tips! Take Personal Information Out Of Your Documents (Word 2003) I Know this is 2003 but that Is what I am using now so You Will Benefit! Word is equipped to automatically save hidden information (aka metadata) within your document, such as authors' and editors' names, routing slips, and email headers. However, there may come a situation where you'd prefer not to have this metadata display when sharing your documents. You can configure Word to remove this personal information during the save process. To do so, choose Tools | Options from the menu bar to open the Options dialog box, and then click on the Security tab. In the Privacy Options panel, select the Remove Personal Information From File Properties On Save check box, and


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then click OK. Each time you save a document, this setting removes its file properties (i.e., the contents of the Author, Manager, Company, and Last Saved By fields located in the Properties dialog box). In addition, names associated with tracked changes, comments, and versions are changed to "Author," and routing slips and email headers, if any, are removed. This setting remains in effect for all documents until you disable it again. TOP! Quickly Change The Direction Of Text In A Table Cell (Word 97-2000-2002-2003) Word's ability to change the direction of text in a table cell allows you to manipulate the orientation of the text and still make it readable. By selecting a table cell and choosing Format | Text Direction from the menu bar, you open the Text Direction - Table Cell dialog box. Then, just select the text orientation you need and click OK. However, if you perform these steps frequently, there's a quicker alternative. Simply display the Tables And Borders toolbar, click in the table cell, and then click the Change Text Direction button on the toolbar. Each time you click it, Word changes the direction of the text and the button images changes to reflect the current position (vertical down, vertical up, or horizontal). TOP! Assign Shortcut Keys To Frequently Used Styles In Word! If you frequently assign custom styles to your paragraphs, you probably spend a lot of time scrolling through the Style box on the formatting toolbar. You can eliminate much of the scrolling by using shortcut keys instead. To create a shortcut key for a custom style, Word 2002 users can follow these steps: 1. Select Format | Styles And Formatting. 2. In the Task Pane, right-click the style to be associated with the shortcut keys and select Modify. 3. Click the Format button and select Shortcut key. 4. Enter the keyboard shortcut at the prompt. 5. Click Assign. 6. Click Close and then OK. Word 2000 users can follow these steps: 1. Select Format | Style. 2. Select the custom style from the Styles list. 3. Click Modify. 4. Click Shortcut key button. 5. Enter the keyboard shortcut at the prompt. 6. Click Assign.


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7. Click Close and then OK. To apply the custom style using the keyboard, click within the paragraph you want to format, and press the keyboard shortcut. TOP!

Visit The Site Index For Many How-To Tips! Merge Only Certain Records By Filtering The Data Source (Word 97-2000-2002-2003) Usually when you perform a mail merge, all of the records in the data source file are merged with the main document. However, you might want to only merge the data for certain records, such as only those customers from Texas. Instead of creating a new data source file, let Word pick out those records using a filter and then perform the merge. First, open the merge document and display the Mail Merge toolbar. (On the Mac, if necessary, display the Data Merge Manager toolbar.) In 2002 and 2003: Click the Mail Merge Recipients button on the Mail Merge toolbar. When you do, Word displays the list of records in the data source. Click on the arrow in the column heading for the field you want to filter and select the item you want to filter on. For example, to see only the records of customers from Texas, click on the field that lists the state names and select Texas. When you do, only records that match that criterion are displayed. Then, click OK. Click the Merge To New Document button on the Mail Merge toolbar to preview your merge documents. In 97, 2000, and v. X: Click the Mail Merge button (Start Mail Merge button in 2000) and then click Query Options in the Merge dialog box. You can also access the Query Options dialog box from the Mail Merge Helper dialog box. (On the Mac, click the Query Options button on the Data Merge Manager toolbar.) You can specify multiple query criteria on the Filter Records tab. To set the criteria for the filter, click on the Filter Records tab if it isn't already active, and then choose the field name from the Field dropdown list. For instance, choose the State field to filter customers from a certain state. Then, select Equal To from the corresponding Comparison dropdown list. Next, in the Compare To text box, enter the criterion, such as the state name. Click OK to return to the Merge dialog box (Data Merge Manager toolbar on the Mac). To create the documents in 97 and 2000, click the Merge button. In v. X, click the Merge To New Document button. When you merge the document with the filtered records, Word displays only those that match the criteria. The filter settings remain in effect for any future merges until you remove them. To clear the criteria you've set, open the Query Options dialog box, click Clear All, and then click OK. TOP!


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Make Microsoft Word XP Recognize Fractions Other Than Halves And Quarters! The ANSI character set includes single characters representing the very common fractions 1/2, 1/4 and 3/4. These are the ones that Word creates for you through AutoCorrect. If you're using a Unicode font, you can insert several more by choosing Symbol from the Insert menu—1/3, 2/3, 1/8, 3/8, 5/8, and 7/8. To see these characters, click the pull-down labeled Subset and choose "Number Forms." You can easily add AutoCorrect entries for these directly from the Insert Symbol dialog. Just highlight the character, click AutoCorrect, and enter the text that should be replaced by the fraction—for example, 1/3. Now you can handle halves, quarters, thirds, and eighths, but sixteenths are still out of reach. One possibility is to create them using an equation field. Suppose you want to create the fraction 5/16. Press Ctrl+F9 to insert the curly braces that define a field. Between these braces enter "EQ \F(5,16)" (no quotes). With the insertion point between the curly braces, press Shift+F9. Then set the font size for the resulting equation to approximately one-half the size of the surrounding text. The result should look like this: 5 16. Highlight the fraction and choose AutoCorrect from the Tools menu. Just below the middle of the resulting dialog you'll see two boxes labeled Replace and With. The With box should contain your fraction, with "Formatted text" selected above it. Enter 5/16 in the Replace box and click OK. Now when you enter 5/16 you'll get the nicely formatted fraction. Repeat this process for all the other combinations—yes, it's tedious, but you only have to do it once. If you prefer a diagonal-style fraction, you can type "EQ \s\up(5)/\s\do(16)" (again, no quotes) between the braces instead. In either case, you'll want to replace the existing 1/2, 1/4, and 3/4 entries, since either type of fraction produced by the equation field doesn't look quite the same as these. TOP!

Visit The Site Index For Many How-To Tips! Print Two-sided Pages Without A Duplex Printer (Word 2002) When you need to print a multi-page document, you can use half as much paper by printing on both sides of each page. Duplex printers make this job easy, but not everyone is fortunate enough to have access to one. However, you can achieve the effects of duplex printing with a standard printer simply by printing your document in two passes. Important: Since all printers (and their drivers) behave differently, you may need to make some modifications to the procedures we've described below. Determining the ideal settings and paper feed positions for your printer will likely require some trial and error; we recommend experimenting with a three-page document to determine which combinations produce the desired results. In addition, keep in mind that your printer


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driver may offer a manual duplex feature you can use instead of Word's printing options. See your printer manual for details. You can print on both sides of the page using the new Manual Duplex feature. Open the document you want to print, then choose File | Print. Select the Manual Duplex check box, and then click OK. Word prints the document's odd pages; when it's finished, it prompts you to remove the printout and place it back in the input bin (i.e., the printer's feed tray). Position the stack in the feed tray so it will print on the blank side of each page, then initiate the second pass by clicking OK. (Note: If the fronts and backs of your printout don't match up, access the Print dialog box and then click the Options button. Clear the Front Of The Sheet check box, select the Back Of The Sheet check box, and then click OK to return to the Print dialog box.) TOP! Changing Your Table's Horizontal Position (Word 97-2000-2002-2003) Changing the alignment of text within a table is easy--you follow the same steps as you would to align any other text in a document. But how do you change the table's alignment so it's centered on the page, or positioned against the right margin? First, select the table or click anywhere in the table. Second, select Table | Table Properties, and ensure that the Table tab is in view. Finally, under Alignment, choose Left, Center, or Right, and click OK. In the Table Properties dialog box, if you've selected Left under Alignment and None under Text Wrapping, then the Indent From Left option is available. In this area, you can specify a distance to indent the table. TOP!

Visit The Site Index For Many How-To Tips! Check Your Formatting Inconsistencies In Word 2002 Microsoft Word 2002 can detect formatting inconsistencies in your documents for you. For example, you may want to have all the headings in a document formatted the exact same way, but you inadvertently formatted some of them differently. Word can detect these inconsistencies as you are typing and underline them with a blue wavy line to alert you. You can configure Word to do this for you using the steps outlined below: 1. Within Word, click the Tools menu, click Options, and click the Edit tab. 2. Under the Editing Options section, place a check beside Keep track of formatting inconsistencies.


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3. Under the Editing Options section, also place a check beside the option to Mark formatting inconsistencies. Now all of your formatting inconsistencies will be marked in your document with a blue wavy line. When this occurs, you can right click the blue wavy line and you will be prompted to do one of the following: --Direct formatting that's similar to the formatting that you've applied more frequently. --List formatting that's similar to other list formatting. --Direct formatting that matches a style. TOP! Revealing And Compare Formatting in Word 2002! There may be times when you want to reveal the formatting used for some text. You can do this in Word by clicking the Format menu and selecting Reveal Formatting. The Reveal Formatting pane will appear where you can change the formatting on any text, determine the formatting source by clicking Distinguish style source, show formatting marks, and format a text selection like the test that surrounds it. You can also compare the formatting of two different text selections from the Reveal Formatting pane. To do this, you must select the first instance of formatting that you want to compare. Place a check beside the option to Compare to another selection and then select the second instance of formatting. Any differences between the two text selections will be described under the Formatting differences heading. Once you've compared the two text selections, you can then format the second selection that same way as the first. Simply click the arrow beside the second box under Selected text and click Apply formatting of Original Selection. TOP!

Visit The Site Index For Many How-To Tips! Quickly Jump From Place To Place In Your Document (Word 97-2000-2002-2003) While revising a document, you'll eventually tire of reaching over to the mouse to scroll up and down. The familiar arrow keys, along with [Home], [End], [Page Up], and [Page Down], are handy, but there are other shortcuts that may better suit your needs. If you'd like to quickly move to the top of a specific page, press F5 or [Ctrl]G ([command]G on the Mac). This opens the Go To dialog box, where you specify the page you want. You can also jump to a particular section, bookmark, table, or other object in the Go To dialog box. This shortcut is especially handy when you're dealing with a long document.


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Use [Ctrl][Up Arrow] and [Ctrl][Down Arrow] to move to the previous or subsequent paragraph. Similarly, use [Ctrl][Left Arrow] and [Ctrl][Right Arrow] to move left or right in one-word increments. (On the Mac, use the [command] key in place of [Ctrl].) To move to the beginning of a document, press [Ctrl][Home]. [Ctrl][End] takes you directly to the end of the document. Pressing [Ctrl][Page Down] and [Ctrl][Page Up] takes you to the beginning of the following page or previous page. (Again, on the Mac, use the [command] key in place of [Ctrl].) If you edit one part of your document, and then move to another part of the document to continue editing, you can easily return to the previous place you were editing. To do this, press [Shift]F5 or [Alt][Ctrl]Z ([option][command]Z on the Mac). This command takes you to the last place you typed text, not necessarily the last place you clicked the mouse. TOP! Split Your Window To View Two Areas At The Same Time (Word 97-2000-2002-2003) You can easily split the window of your Word documents. This enables you to view one area of the document while making changes to another. For example, if you're writing the conclusion to a document, you may want to refer back to the introduction to ensure you cover all of the main points. To split the window, go to Window | Split. Your cursor automatically turns into a split pointer. Click where you want the screen to split (except in v. X, in which the screen automatically splits in the center of the page without a click). You can adjust the split by clicking and dragging the dividing line up or down. To remove the split screen, go to Window | Remove Split. Here's a shortcut for creating and removing a split window: Double-click the small rectangle above the vertical scrollbar on the right side of the screen. This automatically splits the window equally. Double-click on the dividing line to remove the split. If you want to make one area of the split window larger than the other, drag from the small rectangle to the point where you want the split. To remove the split, you can double-click the dividing line, or you can drag it all the way to the top or bottom of the editing window. TOP!

Visit The Site Index For Many How-To Tips! Give Your Document Some Sizzle With Animated Text (Word 2003) Try adding animation effects to draw readers' attention to important information. To apply animation effects to your document text, select the text you'd like to animate, and then choose Format | Font from the menu bar to access the Font dialog box. Click on the Text Effects tab, and then choose an animation effect from the Animations list box. The


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Preview pane displays what your text selection will look like after the animation is applied. When you're satisfied with the selected animation, click OK to apply it. If you'd prefer not to view text animations, you can hide their display by choosing Tools | Options from the menu bar and clicking on the View tab. Deselect the Animated Text check box, and then click OK to prevent applied animations from displaying on your system. TOP! The Feature Of Word 2002 Called Word Count! Feature of Word 2002 called Word Count. It tells me exactly how many words I currently have in my document. If you are writing to a specific word count, this is a handy little feature. Also a great feature to take advantage of if you are a student trying to turn out papers which meet a certain minimum word count. If you have spent some time poking around in Word 2002, you may have stumbled across a new toolbar called Word Count. You can open it by selecting View | Toolbars | Word Count. Once your toolbar appears, you can check the number of words in your document by clicking the small arrow beside [Click Recount to view] and selecting Words. The total number of words will be displayed in the field. Conversely, you can also count by lines, pages, paragraphs, and characters. You can update the value by selecting the Recount button. Now for those of you who prefer to use the keyboard, once you have the Word Count Toolbar open, you can easily get an updated number by pressing ALT + C instead of having to click the Recount button. TOP!

Visit The Site Index For Many How-To Tips! Avoid The My Documents Default (Word 97-2000-2002-2003) When you choose Save As or Open, Word automatically opens the My Documents folder in the resulting dialog box. If you tend to work from a folder other than My Documents, you'll save valuable time by setting that primary folder as your default. To do this, choose Tools | Options from the menu bar, and click on the File Locations tab. Select Documents from the File Types list box and click Modify. In the Modify Location dialog box, open your preferred folder, then click OK. Click OK to close the Options dialog box. Each time you start Word, it opens the folder you designated as the default working folder the first time you access the Open or Save As dialog box. Regardless of which folder you've selected as the default, Word remembers which folder you navigate to during your Word session and sends you there for subsequent saves or


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opens. For example, if your default is the C: drive, that folder opens when you first launch Word. But if you navigate to a folder on your network to open or save a document, Word opens that folder next time you click Save As or Open. When you close and reopen Word, the Save As or Open dialog box again defaults to the C: drive. TOP! Size A Table To The Page's Width (Word 2000-2002-2003) Though your table is the same width as the page when you first insert it, chances are that as you add columns, change widths, and insert text, the size of the table changes. If you'd like to return the table to its original full-page width, you can try grabbing the right edge of the table with your mouse and eyeballing the margin to line it up. But, besides lacking in precision, this process expands the right-hand column while leaving the other columns at the same width. You'll find that it's easier and more precise to use the Table Properties dialog box. Click anywhere in the table, and select Table | Table Properties. Click on the Table tab and under Size, select the Preferred Width check box. In the Measure In dropdown box, select Percent, and change the value in the Preferred Width field to 100%. Click OK. You'll notice that this trick maintains the proportions of your columns while expanding your table to fill the width of the page. If you set 100% width on an indented table, the table is pushed into the right margin. For example, if your table is indented by 0.5", it will extend 0.5" into the right margin. TOP! Save All Open Documents And Templates Simultaneously (Word 97-2000-2002-2003) We've all had the unfortunate experience of losing changes to a document because of a power surge or application error, and we all know that the key to minimizing damage from these events is to save frequently. When you're working in multiple Word documents at once, there's a fast way to save all the documents at the same time rather than manually saving each document. To save all of them at once, press and hold down [Shift], and then select File | Save All from the menu bar. When you're making changes to the Normal.dot template, such as recording macros or adding other customization, it's important to save those changes frequently. Unlike File | Save (or [Ctrl]S, [command]S in Word v. X), which only saves open documents, Save All saves changes to open templates as well. TOP!

Visit The Site Index For Many How-To Tips! Quickly Repeat A Formatting Command (Word 97-2000-2002-2003) While editing a document, if you find yourself repeating one command over and over, you can save time by using [F4] or [Ctrl]Y (just [control]Y in Word v. X). Both [F4] and


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[Ctrl]Y repeat the last single toolbar button or keyboard formatting change you made. These commands have even greater benefits when you're using dialog boxes--they repeat all the formatting changes you made in the dialog box. So, if you make 3 or 4 font changes to a word in the Font dialog box, you can select a different word and hit [F4] or [Ctrl]Y to repeat those 3 or 4 changes instantly! Even better, if you're using Word 2002 or 2003, you can hold down [Ctrl] to select noncontiguous words, and then use [F4] or [Ctrl]Y to repeat prior formatting on all selections at once. TOP! Format A Whole Word Without Selecting It (Word 2002) If you have the When Selecting Automatically Select Entire Word option turned on, you can save yourself a lot of time formatting words. Instead of selecting the whole word and then applying formatting, just place the insertion point anywhere in the word and click the appropriate formatting button. The whole word is formatted even though it isn't selected. Even if you don't usually have this option activated, you might consider turning it on temporarily if you have a lot of formatting to do. To turn on this feature, choose Tools | Options. Click on the Edit tab. Select the When Selecting, Automatically Select Entire Word check box and click OK. To turn off this feature, just reverse these steps. TOP! Change Tables Into Reader-friendly Charts In A Flash (Word 2003) Transforming tables into charts is often an effective way to help your readers digest the data in your document, providing a visual rendition of numerical information. To make a table into a chart, click inside the table, and then choose Table | Select | Table from the main menu. Now that the table is selected, choose Insert | Object, and then, in the Object dialog window, make sure you're on the Create New tab. Select the Microsoft Graph Chart option from the Object Type list box and click OK. The chart then creates itself based on the table data selected, displaying a datasheet where you can make your edits. Just click outside the chart to return to your document. TOP! Where Is Word's Reveal Codes Feature? (Word 97-2000-2002-2003) If you're comfortable with WordPerfect but now you need to use Word, you'll likely miss WordPerfect's Reveal Codes feature. Because Word and WordPerfect apply formatting to text very differently, they have different ways of revealing formatting codes. There are, however, a couple of tricks that can help you see some of the code applied to your Word documents.


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There's a Show/Hide button on the Standard toolbar that reveals every paragraph mark, space, return, etc. Also, you can press [Shift][F1] and click on any text to reveal much of that text's formatting. If you have more WordPerfect-Word questions, select Help | WordPerfect Help from the menu bar. The resulting Help For WordPerfect Users dialog box addresses numerous questions that will smooth your transition to Word. TOP!

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