Entries Tagged 'format documents' ↓

Microsoft Word beginners misuse the spacebar for paragraph indents or aligning blocks of text to the center or right of a page. Continue reading →

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

File and Folder Thumbnail Views

I have many Microsoft Word files with similar names, I would like to preview the one I want. I know I can use the My Recent Documents link but the list of files with similar names does not show me the document I want. Here’s how to preview Microsoft Word documents .

• Inside the Microsoft Word, Click File
• At the bottom of the drop-down menu, click Properties
• On the lower-left corner is the Save preview picture box
• Make sure the Save preview picture checkbox is ‘checked-off’

Now, go to the folder that hold the Microsoft Word document. From the folders’ Menu Bar:

• Click View > Thumbnails > double-click on the document you found

or

• Click the Views toolbar button (the last one) on the Standard Toolbar
• Click Thumbnails

This preview gives you view a document without opening every other document, finding out it was not what you wanted, and continuing with a ‘process of elimination’ in finding the right document.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

Crop Marks (Margin Marks)

What are those ‘semi-boxes’ at each corner of a Microsoft Word document? Continue reading →

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

Here’s a question; “Do you indent with the keyboard Tab key or the Microsoft Word First-Line indent?

Tab Key Indent

If you use the Tab key to indent, you would insert or remove each tab individually, one-at-a-time. It also means you would have to change or delete each individual indent. If you use the Microsoft Word First-line indent feature, you can select each first line sentence, change or remove that paragraph indent as a group. This may not mean anything if you have a one or two-page paper, but it may be more meaningful if there are ten, twenty, or more pages that need changes in the way the paragraph is indented.

Special First Line Indent

To create a first-line indent, click Format, and then select Paragraph. In the Indent and Spacing tab, choose the Indention section that displays a drop-down menu labeled Special. Click the down arrow and choose First line. Click the OK button, and that’s it!

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

The Three Stooges

Larry: I can’t see! I can’t see!

Moe: What’ sa matta?

Larry: I’ve got my eyes closed.

[The Three Stooges]

You may not have your eyes closed, but a document layout view may keep you from seeing the headers and footers.

If any document layout view is used except Print Layout, the headers and footers are not visible. The Print Preview command will allow you to view the headers and footers, but who wants to keep switching back and forth with one or more pages to see how the document looks before printing. The idea of a word processor is to see the document as it will look, as it is being typed.

Make sure the document layout view is set to Print Layout in:

• the Word 2003 View menu, or
• the Document Views group of the View tab in Word 2007.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

You have a pair of Microsoft Word columns in your newsletter formatted as newspaper-type that go down the first column, to the top of the next column, repeating the process page after page. At some point at the end of these columns, the columns may be uneven at the bottom of each column. Here is a quick way to even out the columns!

At the end of the last column, Click Insert > Break

In Section break types, choose Continuous

The columns ‘magically’ even each other out as if you planned it that way.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

Footnotes and Endnotes

Location, Location, Location! A selling point in real estate and the difference between a footnote or an endnote.

Footnotes and endnotes are used to reference the source of the material used from an outside party, not the author.

A footnote is placed at the bottom of a page, marked by a superscripted number or some other symbol within a page.

An endnote is a collection of references, also marked by a superscripted number or symbol, but placed at the end of a document, no matter how many pages in that document.

Footnote Advantage and Disadvantage

Advantage: Footnotes offer a convenient display of references at the bottom of a page,

Disadvantage: Adding or deleting footnotes may change the formatting of a page, giving the page more or less room for the body of text.

Endnote Advantage and Disadvantage

Advantage: Endnotes may be the way to go, because no matter how many endnotes are added or removed, they are at the end of a document, and will not affect individual pages.

Disadvantage: Endnotes may have you flipping back and forth from the endnote reference to the end of a document where all the endnotes are placed.

The next time you create a report, term paper, or research paper with references and citations, have an idea whether there will be a few or many references of outside material, quotations, or ideas. Then use the appropriate endnote or footnote.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

You have a small number of columns created by using tabs and later decide you want totals at the end of the columns. Word 2000 allowed you to easily perform this task with the AutoSum toolbar button. Word 2003 requires the columns to be created in a table. What do you do?

Use the Microsoft Word Formula command

You can select the entire block of text, then:

• Click Table
• Click Convert
• Click Text to Table

In the Text to Table dialog box, make sure the Tabs button is selected

• Click the OK button

Now, all of the columns are part of a table that will allow the use of the SUM function. At the bottom of each column, perform the following:

• Click the empty cell at the bottom of the column to be totaled
• Click Table
• Click Formula

The Formula dialog box appears with the function =SUM(ABOVE) in the Formula: box

• Click the OK button

Using Microsoft Excel

Another way to total columns would be to enter and total the column of numbers in Excel, then cut or copy and paste the numbers into the Word document.

The choice is up to you. By using tab stops to create columns in Microsoft Word, you are faced with converting tabs into table cells without a guarantee that the numbers will stay in the column you choose. If you create a Word table, you can add the =SUM(ABOVE) function at the bottom of each column. The cut-copy and paste method from Excel allows the cell format to be placed in Word without the juggling of tab stops or late addition of formulas within a table.

Let me know which method works for you or if you have a method of your own.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

Different headers and footers to Microsoft Word are 1.) Different odd and even pages 2.) Different first page

Different headers and footer to me is the page 1 header with Text A, the page 2 header with Text B, the page 3 header with Text C, etc.

As an example, I do a report on three cities: Los Angeles, San Francisco, and San Diego with each page displaying the respective city in the headers, no matter how many pages are for each city.

Automatic Link with Each Page Header and Footer

In a blank document, type Los Angeles in the header, then create two more pages (Ctrl + Enter will create a new page), for a total of three pages. Notice each header displays Los Angeles in the header. Go to page two and change the header to San Diego. All pages will display San Diego in the header. It will not matter where you make the change in the document, all of the headers will display the same text, unless you modify the pages into sections.

Unlink from Previous Page Headers and Footers

Open another new blank document, and create a header labeled Header One. Close the Header/Footer dialog box. Press the Enter key twice to create some empty spaces

Create a new page ( Ctrl + Enter keys ). The text Header One is also displayed in the page two header. Double-click the header in page two, and click the Link to Previous button to unlink from the previous header. Change the text to Header Two. Close the Header/Footer dialog box

Create another blank page ( Ctrl + Enter ).  The text Header Two is displayed in the page three header. Double-click the header in page three, and click the Link to Previous button to unlink from the previous header.

Change the text to Header Three. Close the Header/Footer dialog box

Go back to the first and second pages. Each header should display different text on each page.

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter

Set Tabs from the Tab Dialog Box

You want to create a tab that is 1 inch from the left margin. You click:

• Format
• Tabs
• Type ‘1’ in the Tab stop position box
• Click OK

Instead of clicking on several menus to set a tab, create the tab on the ruler! It’s going to be there anyway, right? Make it easy for yourself.

Set Tabs from the Ruler

Click the mouse on the number 1 displayed on the ruler. You will see a little character that looks like the letter L. (Drum roll) That’s it.

Now what if you want to move the tab stop from 1 inch to 2 inches? (Drum roll again)

Put the mouse over the tab symbol on the ruler, press down on the left mouse button, and without releasing the button, move the mouse to the number 2, then release the mouse button.

Now, let’s live on the edge and delete the tab. Put the mouse over the tab symbol, hold the mouse button down and ‘drag’ the tab symbol down and off the ruler. Release the mouse button. (Drum roll and cymbal crash).

Keep this article and more Microsoft Word tips at your fingertips. Bookmark Your MS Word Trainer or make Your MS Word Trainer a Favorite.

Post Footer automatically generated by Add Post Footer Plugin for wordpress.

Originally posted 2008-12-09 08:22:00. Republished by Blog Post Promoter