Chapter
2 - Word Tips and Tricks
Section
One: General Information
Section
Three: Formatting and Working With Text
Section
Four: Printing and Files:
This chapter focuses on methods of using Word to a) quickly perform routine operations and b) perform hidden, interesting, non-routine, or complex tasks.
I like to turn off several features
in Word for Office 2003 that I find annoying. Here’s how:
Automatic Bulleted lists: Use the Tools menu, AutoCorrect, AutoFormat While
Typing tab. Uncheck the box.
Automatic Numbered lists: Use the Tools menu, AutoCorrect, AutoFormat While Typing
tab. Uncheck the box.
Reviewing Toolbar at Start Up: Use the
Tools menu, Customize, Toolbars tab. Uncheck the Reviewing Toolbar box. Click Reset.
Task Panes at Start Up: Use the Tools, Options, View tab. Uncheck the Startup
Task Pane box.
Office Assistant:: Right click on the assistant. Click
on Options. On the Options tab, uncheck the Use Office Assistant box.
Click OK.
Drawing Canvas: Use the Tools menu, Options, General tab. Uncheck the box for Automatically create drawing canvas. (It interferes with
many graphics operations.)
Smart Tags:
Use the Tools, Options, View tab. Uncheck the Smart Tags box.
Main Toolbars sharing one row: Click and
drag one toolbar to another row or use the Tools menu, Customize, Options tab.
Incomplete Menus:
Double click when opening
a menu, or use the Tools, Customize, Options tab to
permanently fix this.
Track Changes: Use the Tools menu, Track Changes. Toggle On/Off. The Reviewing
toolbar opens automatically but doesn’t close automatically.
Margin Indicators in Print Layout View: These are a result of having language support
installed for East Asian Languages. To uninstall this add-in Click on the Start
Icon in Windows, Choose Programs, Microsoft Office, Microsoft Office Tools, Microsoft Office 2003 Language Settings. In the dialog box,
select and click remove for Japanese, Chinese, and Korean. Restart.
To show Standard and Formatting
toolbars on two rows:
Use the Tools menu, Customize
submenu, Options tab. Select “Show Standard and Formatting Toolbars on
two rows.” Then select “Show full menus.” Next, select
“Show ScreenTips on toolbars.” Finally, select “Show shortcut
keys in ScreenTips.” Click on Close.
To add/hide icons on toolbars:
Use the toolbar options
pull-down menu at the right end of the toolbar. You can click and drag icons
from one menu to another by holding the Alt Key. Don’t do this in the
computer lab!!!
To return to the default settings: Use the Tools menu, Customize, Toolbars tab. Select
the toolbar. Click on reset. Click OK.
To show full menus: Use the Tools, Customize, Options
tab.
To show ScreenTips on toolbars: Use
the Tools, Customize, Options tab.
To increase the size of the icons:
Use the Tools, Customize, Options tab.
To show shortcut keys in ScreenTips: Use the Tools, Customize, Options tab.
To show additional toolbars:
From the View menu, select Toolbars. Toggle the toolbar on/off.
To show different views: From the View menu,
select a View. Views can also be selected from the icons in the lower left hand
corner of the document.
To open or close multiple toolbars simultaneously: Right click in gray toolbars background.
To change the default toolbars that
appear at startup: Right click in gray toolbars background.
Click Customize. On the toolbars tab select or deselect toolbars. Reset button.
To move or resize toolbars:
Left-click on the toolbar and drag it.
To add or remove commands from a menu:
Use the Tools menu, Customize submenu, and select the Commands tab.
Select a menu, then click and drag a command.
To hide toolbars and frames: From the
View menu, select Full Screen.
To use a pre-existing template: Use the File menu, select
New. In Word 2000 the Templates menu appears automatically. Under Office XP a
“New Document Pane will appear. Select General Templates.
To split the screen into two views: Drag on the rectangle at the top of the vertical scroll
bar. This can also be done from the Window menu.
To resize the Task Pane: Click on the border and drag. You can move the task
pane! Click on upper left corner and drag. Not recommended.
To select a word: Double Left-Click on the word.
To select any amount of text: Drag over the text.
To select a row of text: Move the pointer into the margin, left of the line.
Click.
To select multiple rows of text: Move the pointer into the margin, left of the line.
Click and drag.
To select a sentence:
Control-Left-Click on the sentence.
To select a paragraph:
Triple Left-Click in the paragraph, or double click in the left margin
To select multiple paragraphs: Double click in the left margin. Drag up or down.
To select a block of text:
Click at your starting point. Scroll down. Shift-Click
at your end point.
To select an entire document:
Triple Left-Click in the margin, or type control-A.
To select multiple blocks of text:
Highlight the first block of text. Hold down Control, then
use the mouse to highlight additional blocks of text. Release Control.
To select a vertical column of text: Put your
cursor to the left of the column. Hold down the ALT key. Highlight the area.
Useful for editing > symbols out of email, removing numbering.
To access a shortcut menu:
Select something then Right-Click.
To find synonyms:
Right-Click on the word.
To edit misspellings:
Misspelled words have red underlines. Right-click and make a selection.
To access a shortcut menu:
Select. Press Shift-F10. This simulates right-clicking a mouse.
Cut, Copy, and Paste:
Ctrl + X, Ctrl + C, Ctrl + V
Select the entire document:
Ctrl + A
Use the Office Clipboard: Ctrl + C
twice. First position the cursor in the document, then select an item from the
clipboard to paste it. You can access the clipboard from the Task Pane
drop-down list, or from the Edit menu, Office Clipboard.
Go to the beginning or end of the document:
Ctrl + Home or Ctrl + End
Create a line across the page:
On a new line type one of these six symbols: ~ - _ * = #. Repeat twice more, and
then press Enter. Each symbol gives you a different type of line (wavy, single,
bold, dotted, double, or triple).
To remove a line: select the paragraph
above it. Press Ctrl + Q.
Insert a page break: Press Ctrl + Enter.
To find synonyms: Shift + F7.
Increase font size for an entire document:
Select the whole document (Ctrl + A) then press Ctrl +
] as many times as desired. Each click increases the font size by one
point.
Decrease font size for an entire document:
Select the whole document (Ctrl + A) then press Ctrl + [ as many times as desired. Each click decreases the font
size by one point.
To double space lines in a paragraph:
Select the paragraph. Ctrl + 2. Use Ctrl +1 to
reverse the procedure. Use Ctrl + 5 to set the distance between lines to 1.5
spaces. Note: this doesn’t work with the numeric keypad keys.
Align Right, Left, Center, Justify:
Ctrl + R, Ctrl + L, Ctrl + E, Ctrl + J
Indent and Decrease Indent: Ctrl +M or Shift +Ctrl + M
Find/Replace: Ctrl + F or
F5. Type in the word you are looking for.
Select a Table: Click in a cell. Alt +F5
Open a document: Ctrl + O
Open a new document:
Ctrl + N
Print the document:
Ctrl + P
Save the file: Ctrl + S (or F12 to
Save As)
Create a Hyperlink:
Ctrl + K
Undo, Redo: Ctrl + Z, Ctrl +Y
Selecting Text: Press F8 repeatedly. Or
press F8 then use arrow keys. Press Escape to turn off.
Selecting Blocks of Text: Position
the cursor in a word. Hold down control and use the arrow keys, the PageUp PageDown keys, or the Home
and End keys.
Add a Date or Time field that updates automatically: Alt +Shift + D, Alt + Shift + T.
To search for text: Press F5 or Control F.
To move to sections listed in a Table of Contents: Hold down Control then click on the heading.
To jump quickly around the document: Press F5
for options.
To move to previous cursor locations: Use Shift
+ F5.
To create bookmarks:
Position the cursor at the location where you want a bookmark. From the
Insert menu, select Bookmark. Enter the Bookmark name.
To move to a bookmark: Use the F5 key and select from the pull-down list of
bookmarks.
To search for non-text items: Click the circular icon below the vertical scroll
bar. Choose the type of object you want to look for. Use the up or down browse
buttons on the vertical scroll bar to quickly search the document.
To set indents for paragraphs: Use the
Format menu, Paragraph submenu, Indents and Spacing tab to set indentations to
an exact distance. Positive numbers make the text area narrower, negative numbers
widen the text area. Alternative methods are to use the Indent/Decrease icons
on the toolbar, or click and drag on the polygons on the horizontal ruler.
To widen the space between characters: Format menu, Font submenu, Character Spacing tab.
To widen the space between paragraphs: Format menu, Paragraph submenu, Indents and Spacing
tab. Character Spacing section, increase the number of pts.
To have right and left aligned text on the same line: Put the cursor at the beginning of the line. From the
Format menu, Tabs submenu, type 6” (this is the right-hand margin
setting, in inches) as the “tab stop position”. Select right
alignment then OK. Enter text on the left hand side. Press tab. Enter text.
To create newspaper-style columns for text:
Select the paragraph or area you want to appear in columns. From the Format menu, choose Columns.
You can add lines between columns here. Use the horizontal ruler to adjust
spacing between columns.
To create hyphenated text: Tools menu Language submenu Hyphenation submenu, check
Automatically Hyphenate Document
To change the underline color or shape:
Format menu, Paragraphs submenu.
Remove the underline from a hyperlink:
Select the link. Double-Click the underline icon.
To quickly change the letter case: Shift + F3 cycles through different options or use the
Format menu.
To reset paragraph format to the default: Ctrl + Q
For superscript and subscript formatting: You can add icons to the Formatting toolbar. The keyboard shortcuts are Ctrl + = for
subscripts and Ctrl + Shift + = for superscripts. Repeat the keystrokes to turn
the formatting off.
To insert
a symbol or character: Use the Insert menu, Symbol
submenu. Scroll to find your symbol. Highlight it and press insert. Continue
selecting symbols. Click close when finished. The font size and color of
symbols can be changed after you insert it. For older versions of Word look
under Start Programs, Accessories, System Tools.
To create a dropped cap: Use the
Format menu, Dropped Cap option.
To create small caps:
Highlight text. Format menu, Font submenu. Small caps
are capital letters shrunk to the same height as lowercase, mainly used for
emphasis. This won’t work for web pages.
To quickly format text: Apply a style from the style pull-down box on the
Formatting toolbar.
About master styles:
To create a sub-style: Changes you make with the formatting menu or icons
will automatically generate sub-styles.
To modify a master style: Formatting Styles: on the Format menu, click Styles
and Formatting. Word will display the Styles and Formatting task pane. Right
click the name of the style, and choose Modify.
To remove a style: Click the double A symbol left of the style box.
Select a style then click on the down arrow. Select delete. Note: Any text
using the deleted style will revert to “normal” style.
To duplicate and copy styles: Use the paintbrush icon. Left-Click anywhere on the
font style you want to copy. Left-click on the paintbrush
icon. Your cursor becomes a
paintbrush. Paint the area where you want to apply the original style. If you want to copy the style to
multiple areas, double click on the paintbrush and press Esc when finished.
To change bullet or numbering styles:
First create the bullets or numbering in your document, using the icon
on the Formatting toolbar. This is an on/off toggle switch. From the Format menu, choose Bullets and
Numbering.
To create multi-level bullets: Type in all of the bullets, including sub-points.
Highlight and click the bullets icon. Highlight the lines you want as
sub-bullets and press the indent icon.
Another way is to select a
bulleted list. From the Format menu, Bullets submenu, choose the Outline
Numbered tab.
To widen line spacing in numbered lists: Select the list. Press Control and zero.
To create artistic page borders for a document:
From the Format menu, Borders and Shading submenu, Page Border tab,
select Custom and Art. Select a design. Change the “width” and
“apply to” options if desired.
To add a border to text:
Format menu, Borders and Shading submenu, Border tab. You have a choice
of line colors, patterns, and widths.
To add a fill color to text:
Format menu, Borders and Shading submenu, Shading tab. Select a color
from the Fill area of the dialog box. Leave the Patterns style as
“Clear.” Make a selection from the “Apply to” box.
To add shading or a pattern to text: Use the Format menu, Borders
and Shading submenu, Shading tab. Select a style from the Patterns area of the
dialog box, then select a color from the Patterns area (lower left pull-down
box). Important: Leave the fill color set to “No Fill.” Make a selection from the “Apply
to” box. Enter.
To automatically create a table of contents: Set the
“style” of all references wanted in the Table of Contents to
heading level 1, 2, or 3. From the Insert menu, select Reference, then Index
and Tables, then use the Table of Contents tab.
To edit heading styles: You can use the Outline View to quickly edit heading
styles.
To allow direct clicking on links: Tools menu, Options, Edit tab. Uncheck “Use
CTRL + Click…”
To compare two documents side-by-side: Open both documents. Select from Window menu.
To create an Executive Summary: Tools
Menu, pick Auto Summarize. Choose an option.
To check word count: Tools menu, Word Count. The Word Count toolbar has more features.
To create a re-usable text template: Create the
text in word. Highlight the text. Drag it onto the desk top. Copy it into other
documents whenever it is needed.
To repeat a word or series of letters: Type the word then Press F4. Example: ChaChaCha
To translate into French or Spanish: Select Text. Tools menu, Language
submenu, Translate.
To insert a footnote or endnote: Position the cursor where you want the marker to appear in the text. On the Insert menu, Reference submenu, select Foot Note. In the Location box, choose either endnote or footnote and press Enter. Word will 1) display a marker in the body of your text where your cursor was positioned and 2) reposition the cursor at the bottom of the page in a special area for entering the citation. Type in the citation in that bottom area or, if citing from a website, copy and paste the web address to that area. The footnote/endnote area should never contain any graphics.
Centering documents vertically: File, Page Setup, Layout, Page,
select from the pull-down box.
Previewing the document before printing: Use the
print preview icon on the standard toolbar.
To edit a document in Print Preview: Click the Magnifier button. Zoom in. You can use keyboard shortcuts, but not
the mouse, to edit. Click the magnifier icon when finished editing.
To add a header or footer:
From the View menu, select Header and Footer. A toolbar opens. You can
toggle between header and footer.
Press the close icon when finished.
To apply a header to just the first page: From the
View menu, select Header and Footer. A toolbar opens. Click the Page Setup
icon. On the layout tab, select Different First Page. Type the header. Press
the close icon when finished.
To add page numbers:
From the Insert menu in Normal View or Print Layout View. Or use the
View menu, Header and Footer submenu.
To change the starting page number on a document: From the
Insert menu, select Page Numbers, then Left-Click on the Format button.
To add a watermark: From the Print Layout View. Format
menu, Background submenu, Printed Watermark. Click on picture or text.
Select a picture or enter a text message. Choose formatting. The watermark will
not appear in the web view, or on a webpage.
To print “Tracked Changes”: From the File menu, Print submenu, Print
what box, select Document showing markup. To stop printing the changes, choose
Document.
To get rid of a short last page: Print preview, “Shrink to Fit” Icon. To
reverse: Edit menu, Undo.
To reduce file size when emailing: Save it as Rich Text Format
To create a PowerPoint Presentation from a Word
document: Use the File menu, Send To submenu,
Microsoft Office PowerPoint. All text formatted in Heading 1 Style will show up
as PowerPoint Slides. Text formatted as Heading 2 and 3 Styles will show up as
bullet points.
To create a webpage as a single file: Choose File Save-as Single File Web Page. This puts
all of your graphics and fonts into a single file. If you save as a webpage,
graphics are stored as separate files inside a folder and you have to upload
both the file and the folder to your server.
To find a lost file: File menu, Open, Click on
Tools, Search, Advanced Tab. Select a property. Enter search parameters.
Section One – Short Story or Essay
Section Two - Links
Section Three – Quotation
Header and Footer
Section Four – Picture
Above the Short Story – Insert a Table of Contents
Section Five – Word Jeopardy Table
|
Jeopardy |
|||
|
Words With: |
“ough”
words |
“Q” words |
“J” words |
|
Score |
|||
|
200 |
|
|
|
|
400 |
|
|
|
|
600 |
|
|
|
|
800 |
|
|
|
|
1000 |
|
|
|
Save
the file. Before coming to class, print out a hardcopy of the assignment to
hand in.