Microsoft Word Tips and Tricks
To suppress the Word
2000 start up splash screen:
To add a subject line to messages generated from a hyperlinked email address (Word 2000/2001/2002):Right-click on the hyperlinked email address that appears in your document ([control]-click on the Mac), and then choose Edit Hyperlink (Hyperlink | Edit Hyperlink in Word 2000/2001). In the resulting dialog box, enter the desired text in the Subject text box, and then click OK. (Note: If the email address's display text changes, access the Edit Hyperlink dialog box and change the Text To Display setting as appropriate.)
To save frequently used
address information as an AutoText entry (Word 97/2000/2001/2002):
To Email your Word
documents on the fly (Word 2002):
To copy information
between Office applications (Word 97/2000/2001/2002):
To avoid merging table
cells by using illusive formatting (Word 97/2000/2001/2002):
To change the default
bullet format (Word 97/2000/2001/2002):
To use the built in
keyboard shortcuts in Word 2000:
To find your document's
word count statistics (Word 97/2000/2001/2002):
To use the Office Clipboard to collect and paste across multiple applications
To view the contents of the Clipboard in Office 2000, choose View | Toolbars |
Clipboard to display the Clipboard toolbar. (On the Mac, choose View | Office Clipboard.)
Click any of the Clipboard's item icons to insert that item in your document. Or, use the
Clipboard toolbar's buttons to copy an item to the Clipboard, paste all Clipboard items
in your document, or clear the Clipboard. In Microsoft Office XP, you can open the
Office Clipboard by choosing Edit | Office Clipboard or pressing [Ctrl]C twice. The
Clipboard task pane opens, showing a thumbnail of each item it's collected.
To paste an item, click on its thumbnail. To paste all the items on the Office
Clipboard, click the Paste All button in the task pane. To clear the Office Clipboard,
click the Clear All button. To remove one item from the Clipboard, hover the pointer over it.
Click on the dropdown arrow that appears to its right, and choose Delete.
You can customize the way the Clipboard task pane behaves by clicking the Options button.
To scale a document to fit on different paper (Word 2000/2002):
Open the document you need to print, and then choose File | Print. In the
Print dialog box's Zoom panel, choose the appropriate output size from the
Scale To Paper Size dropdown list. (The options that are available depend
on your printer driver.) Next, click OK to print your document. Word
automatically scales the document output to fit on the paper size you specified.
The original document's dimensions are unaffected.
To change paragraph alignment from the keyboard (Word 97/2000/2001/2002):
Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
You can also select Format | Paragraph, click on the Indents And Spacing tab,
and choose the desired setting from the Alignment dropdown list. Some helpful
alignment shortcut keys to use (on the Mac,
use [command] instead of [Ctrl]):
Align Left: [Ctrl]L
Align Center: [Ctrl]E
Align Right: [Ctrl]R
To disable Word's automatic spelling/grammar checkers to run them manually:
Choose Tools | Options from the menu bar, and then click on the Spelling &
Grammar tab. Clear the Check Spelling As You Type check box in the Spelling
area and the Check Grammar As You Type check box in the Grammar area,
and then click OK. Word disables the automatic spelling and grammar checkers
and the red and green underlines. When you're ready to check your document's
spelling and grammar, you can run the spelling and grammar checkers manually
by choosing Tools | Spelling And Grammar from the menu bar or by clicking the
Spelling And Grammar button on the Standard toolbar to access the Spelling
And Grammar dialog box.
To hide onscreen error indicators temporarily without disabling the
automatic spelling and grammar checkers:
Choose Tools | Options from the menu bar and then click on the Spelling &
Grammar tab. First, select both the Check Spelling As You Type and
Hide Spelling Errors In This Document check boxes in the Spelling area.
Next, select both the Check Grammar As You Type and Hide Grammatical
Errors In This Document check boxes in the Grammar area. When you've finished,
click OK. Word hides the spelling and grammar checkers' onscreen indicators
but continues to check spelling and grammar in the background. To display the
onscreen error indicators, double-click on the Spelling And Grammar Status icon
in the status bar. (The status bar is located at the bottom of the application window.)
To address the error on the spot, choose a suggested correction or an ignore option
from the shortcut menu. To launch the Spelling And Grammar dialog box, choose
Spelling. Or, navigate to the next flagged error by double-clicking on the Spelling
And Grammar Status icon again. To quickly hide the onscreen error indicators
again, right-click on the icon and choose Hide Spelling Errors or Hide
Grammatical Errors, as desired.
To resize a Word 2000 table to span the width of the page:
Choose Table | Table Properties from the menu bar. Click on the
Table tab, and then select the Preferred Width check box in the Size area.
Choose Percent from the Measure In dropdown list, then change the
Preferred Width setting to 100%. When you've finished, click OK. Word
resizes the table to fit the page, retaining the table's relative column widths.
To create a custom template that matches the dimensions of printed stationery:
Click the New Blank Document button on the Standard toolbar to create a new document.
Choose File | Page Setup, and then click on the Paper tab (Paper Size tab in Word 97).
Choose the appropriate setting from the Paper Size dropdown list, or change the Width and
Height settings, as applicable. (On the Mac, choose Microsoft Word from the commands
list to access these options.) To make sure Word doesn't print over your stationery's
decorative borders, make your custom template's page margins the same width
(or slightly wider than) the stationery's decorative borders. With the Page Setup dialog
box still open, click on the Margins tab. Change the available settings as appropriate,
and then click OK.
To make sure Word doesn't print over images on printed stationery (Word 97/2000/2001/2002):
Add a placeholder to your template that "reserves" the space. First, measure the
image's width and height. Then, choose Insert | Text Box and draw a text box.
Next, select Format | Text Box and click on the Colors And Lines tab. Choose
No Fill from the Color dropdown list in the Fill panel, then choose No Line from the
Color dropdown list in the Line panel. (This prevents the text box from being visible in print.)
Click on the Size tab, and then change the Height and Width
settings to match the height and width of the stationery's image. Now, use
the options on the Layout property sheet (Wrapping and Position sheets in Word 97)
to specify the desired text-wrapping and positioning settings. Click OK to return to your
template, and then fine-tune the text box's position as necessary.
To easily distinguish the areas in your printed stationery template that can support text:
Choose View | Print Layout (Page Layout in Word 97/2001) Next, choose
Tools | Options (Edit | Preferences on the Mac), and click on the View tab. Select the
Text Boundaries check box, and then click OK. After you've completed your template's
design, choose File | Save As, and select Document Template from the Save As Type
dropdown list. Add a name for the template in the File Name text box, and then click Save.
To create a new document based on your custom template, use the File | New command.
To add descriptive help text to form fields (Word 97/2000/2001/2002):
If the form is protected, choose Tools | Unprotect Document to unprotect it. As an
alternative, toggle the Protect Form button on the Forms toolbar. Double-click on the
form field to which you want to add help text. In the resulting dialog box, click on the
Add Help Text button. Click on the Status Bar tab to add help text to the status bar,
or click on the Help Key (F1) tab to add help text to a message box. Select the Type
Your Own option button, and then enter the help text you wish to provide. Click OK to
dismiss the Form Field Help Text dialog box. Then, click OK again to return to your form.
Click the Protect Form button on the Forms toolbar to protect the form. Or, choose
Tools | Protect Document, select the Forms option button, and then click OK.
Whenever someone fills out your form, the help text for the current form field is
displayed in the status bar. Or, if the help text is set up to work with the Help key,
users can view it in a message box by selecting the form field and pressing
[F1] ([help] or [command][/] on the Mac).
To perform simple calculations with a custom button (Word 97/2000/2001/2002):
Choose Tools | Customize from the menu bar. In the Customize dialog box, click
on the Commands tab. Choose Normal.dot from the Save In dropdown list.
Select All Commands from the Categories list, then locate ToolsCalculate
in the Commands list box. Drag the ToolsCalculate item from the Commands
list box to a suitable location on the Standard toolbar. To customize your new button,
right-click on it and choose Change Button Image from the resulting dropdown menu.
Choose a suitable icon, such as the calculator. Now, right-click on the button again,
and this time choose Default Style to display only the button's icon.
(On the Mac, you can access these settings by [control]-clicking on the button
and choosing Properties from the resulting menu.) Click Close to dismiss the
Customize dialog box. To use your new button, type a mathematical expression
in your document.
To modify your document's layout in Print Preview mode (Word 97/2000/2001/2002):
Choose File | Print Preview, or click the Print Preview button on the Standard toolbar
In Print Preview mode, you can easily change the number of viewable pages using the One
Page, Multiple Pages, and Zoom buttons. In addition, you can use the special Magnifier
pointer to get an even closer look at a particular page area. Just click on the area you
wish to magnify and then click again to restore your original bird's-eye view. If you see
something you want to change, click the Magnifier button on the Print Preview
toolbar to temporarily disable the Magnifier pointer. When you do, the Magnifier pointer
changes back to Word's standard I-beam pointer. Make the desired changes to your
document. Then, click the Magnifier button again to restore the Magnifier pointer.
To sort table data by the word or phrase of your choice (Word 2002):
Place the insertion point anywhere within the table, then choose Table | Sort. 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. In the Sort
dialog box, set up your search criteria as usual. When you've finished, click OK
to perform the sort.
To select large areas of your document without dragging your mouse:
Click at one end of the desired area to place your insertion point there, release
your mouse button, and then use the scrolling bar, the arrow keys, and/or the
[Page Up] and [Page Down] keys to navigate to the other end of the desired area.
(Be careful not to click on your document while you're navigating.) Finally, press
and hold the [Shift] key, and then click on your document at the opposite end of the
desired area. When you do, everything between the original insertion point and the
new insertion point is selected and ready for any formatting or editing changes
you wish to make to it.
To access Word 2000's Find, Replace, and Go To features:
From the menu bar, choose: Edit | Find; Edit | Replace; or, Edit | Go To.
To access these through their built-in keyboard shortcuts: For the Find
tab, press [Ctrl]F; for the Replace tab, press [Ctrl]H; for the Go To tab, press [Ctrl]G.
To repair a corrupted document (Word 97/2000/2001/2002):
If you're using Word 2002, you can force Word to try to repair a problem
document when you open it. Choose File | Open, locate and select the
problem document, then choose Open And Repair from the Open button's dropdown
menu. If that doesn't help (or if you're using an earlier version of Word), here are
three more tricks that can help you breathe new life into a corrupted document:
1)Convert the document to a Rich Text Format (RTF) or Web page (HTM) file,
then convert it back to a Word document (DOC) file. You can do this easily using the
Save As dialog box. This conversion trick essentially strips problematic metadata from the
DOC file without altering the document's formatting.
2) Copy the corrupted document's
content and paste it into a new, blank document. The trick is to copy everything
but the document's last paragraph mark. You'll also want to avoid copying
section breaks, if the corrupted document contains them.
3)Use the Recover Text From Any File feature to extract the document's text.
Choose File | Open, then locate and select the problem document. Next, choose
Recover Text From Any File (*.*) from the Files Of Type dropdown list. Next,
click the dropdown arrow next to the Open button, and choose Open As Copy.
To convert an Access report into a Word document (Word 97/2000/2002):
Choose the Office Links feature. In Access, preview the report you want to convert,
or select it within the Database window. Then, choose Tools | Office Links |
Publish It With MS Word from the menu bar. If you're previewing the report, you
can also export it to Word using the menu attached to the Office Links toolbar
button. Note that the created file is in a Rich Text Format (RTF). Most of the
report formatting will be preserved. However, the file won't contain any graphic
objects that existed in the original report, such as pictures or embedded objects.
To stop text from wrapping around objects with a text wrapping break:
First, position the insertion point where you want the text to stop wrapping
around the picture. Next, choose Insert | Break from the menu bar, select the
Text Wrapping Break option and then click OK.
To give paragraphs a muted effect using shading and patterns:
Select the paragraph(s) you want to downplay. Apply the desired font formatting,
then choose Format | Borders And Shading. Click on the Borders tab and
apply a paragraph border if desired. Next, click on the Shading tab and choose
the desired shading color. Now, you can apply a different colored pattern
over the shading color you just applied. To do so, choose the desired
pattern from the Style dropdown list, then choose a color for the pattern
from the corresponding Color dropdown list. When you've finished, click OK.
To keep a drawing tool active in Word 2000:
Double-click the Oval button when you select it. Word will then keep
that tool active until you press [Esc] or click another button. This trick will
also work with the drawing tools that appear on the AutoShapes submenus
if you turn the submenu into a floating toolbar. When a submenu includes a
bar across the top, you can drag it away from its parent menu so that it becomes
a separate toolbar.
To prevent graphics from overlapping one another (Word 2000/2001/2002):
Double-click on the object, or select Format | [Object Type] from the
menu bar. In the resulting dialog box, click on the Layout tab, and then
click the Advanced button. On the Picture Position sheet, clear the Allow
Overlap check box, and then click OK. Click OK again to return to your document.
Now, try to position another object on top of the object you just modified. If
they share similar wrapping settings, Word automatically bumps one object
out of the way of the other so they don't overlap.
To finding synonyms (Word 2002):
Right-click on the word in question and then choose Synonyms from the
resulting shortcut menu. When you do, a context-sensitive submenu
appears featuring a list of possible alternatives to the word in the document.
If you see one you like, select it in the submenu and Word replaces the original
term in the document with your selection. Occasionally, Word is even able
to offer antonyms to the word on which you right-clicked
(these are followed by the word "Antonym" in parentheses). If you don't find a
word you like, select Thesaurus at the bottom of the list to launch Word's full-blown thesaurus.
To display toolbars and menus in full (Word 2000/2002):
Choose Tools | Customize, then click on the Options tab. In the Personalized Menus
And Toolbars panel, do the following:
In Word 2000, clear the following check boxes:
- Standard And Formatting Toolbars Share One Row
- Menus Show Recently Used Commands
In Word 2002, select the following check boxes:
- Show Standard And Formatting Toolbars On Two Rows
- Always Show Full Menus
When you've finished, click Close.