Word

'Word: Spell & Grammar Check Stopped Working in Version 2003 & 2007

We recently encountered two situation where the user could not check spelling in a document that was originally created by someone else. When running Spell Check, they received a message that said "The spelling and grammar check is complete. Text marked with 'Do not check spelling or grammar' was skipped.

This is what we did to fix the Spell and Grammar check:

In Word 2003, click Tools > Language and select "Set Language".

In Word 2007, click the Review tab and in the Proofing section, click Set Language.
Under the box that lists languages, uncheck the checkbox that says "Do not check spelling and grammar"

Word: AutoText Speeds Up Typing

Do you often find yourself typing the same phrase over and over again? For example, let's say you work for the Southern Chesterfield Regional High School District Board of Education. Just entering the name of your employer can become quite time-consuming.

But you don't have to manually type the entire name of your organization each time you use it in a Microsoft Word document. Instead, you can add it to Word's list of AutoText entries, and you'll never have to type the entire name again, and this is how we do it:

1.    Type the name of your organization as you normally would.
2.    Select the text, and press [Alt][F3].
3.    Click OK in the Create AutoText dialog box.

The next time you begin typing the name, the rest of the name will appear in a screen tip above the word you're typing. Press [Enter], and Word will fill in the rest.
If the screen tip doesn't appear, make sure you've enabled AutoComplete. Follow these steps:

1.    Go to Tools | AutoCorrect Options.
2.    On the AutoText Tab, select the Show AutoComplete Suggestions check box, and click OK.

If you require additional information or assistance with this item, please give us a call.

Word: Automatic Hyphenation Eliminates Whitespace

If there are too many ragged lines in your document, Word's automatic hyphenation feature can help align your paragraphs, tables, or entire text and make them look pretty...

Word automatic hyphenation feature can help reduce white spaces within justified paragraphs and even out the ragged edges of left-aligned paragraphs. You can use the automatic hyphenation feature to ensure a minimum of space, such as 0.1,\" lies between the end of the last word in a line and the right margin (Example – see ¶2, second sentence). However, you don't want too much of a good thing, so Word also lets you limit the number of consecutive lines that end with a hyphen, and this is how we do it:

 
1.  Go to Tools | Language | Hyphenation. 
2.  Click the Automatically Hyphenate Document check box. 
3.  In the Hyphenation Zone box, click the down arrow until it displays 0.1.\" 
4.  Enter 2 in the Limit Consecutive Hyphens To box. 
5.  Click OK. 
 
Word will hyphenate the existing text in the document according to your instructions, allowing only two consecutive hyphenated lines. Once set, Word will continue to hyphenate the document

automatically as you type.

 
There may be times when you would like to use hyphenation to reduce ragged edges in only certain parts of your document, such as tables. To have Word hyphenate only those parts of a document, follow these steps:

 
1.  Select the areas of your document you do not want hyphenated. (If the areas are not contiguous, press [Ctrl] while you select them.) 
2.  Go to Format | Paragraph and click on the Line And Page Breaks tab. 
3.  Click the Don't Hyphenate check box, and then click OK. 
 
You can now follow steps 1 through 5 above to activate automatic hyphenation for the rest of the

document.

 

If you require additional information or assistance with this item, please give us a call.

Word: Create A Survey Form

Word allows you to create forms, which you then can use for online data entry, to publish on the Web, or to print. Let's say you would like to create an evaluation form for your upcoming seminar. After all, the best ways to gauge user responses and collect data is offer a survey form immediately after the seminar. You want to include a number of questions that your attendees can answer online or on the printed form by selecting check boxes. Follow these steps:

1. Open a blank Word document.

2. Enter your first survey question, for example:

3. I would recommend this seminar to a colleague.

4. Right-click a blank area of the Standard or Formatting toolbar and select Forms.

.5. Position the cursor on the next line where you want the first check mark to appear.

6. Click Check Box Form Field button on the Forms toolbar and type Strongly Agree.

7. On the next line, click the Check Box Form Field button and type Agree.

8. On the next line, click the Check Box Form Field button and type Disagree.

9. On the next line, click the Check Box Form Field button and type Strongly Disagree.

10. On the next line, click the Check Box Form Field button and type Does Not Apply.

Follow this procedure for all the questions on your form. When you have completed the form, follow these steps:

1. Click the Protect Form button.

2. Go to File | Save As and enter Survey Form in the Filename text box.

3. Select Document Template in the Save As Type: text box.

4. Click the Save button.

To open the survey in Word 2003, open the New Document Task Pane and select On my computer... under Templates. (For Word 2002, open the New Document Task Pane and select General templates... under New from template.) On the General tab, select Survey Form, and click OK. The user can save or print the survey as with any other document.

If you require additional information or assistance with this item, please give us a call.

Word: Disappearing Table Text Recovery

'Did you ever notice that your table text disappears after you perform certain operations in Word?

Example, when you click and drag a row to move it to another part of the table, instead of moving the whole row, it replaces the contents of existing cells in the destination row. This usually occurs

when you click and drag across a row, you may have selected only the cells in the row, not the  entire row. To select the entire row, you must also select the invisible end-of-row marker, and this

is how we do it:

 
1.  Click the Show/Hide button in the Standard toolbar. 
2.  Move the mouse to the left margin; when the pointer becomes a white arrow, point to the row      you want to move and right-click. 
3.  Click Cut. 
4.  Point the white arrow toward the row below the insertion point. 
5.  Right-click and select Paste. 
 
Using the white arrow pointer to select (rather than click and drag) gives you more control when selecting the end-of-row marker. With the Show/Hide button on, you can see for sure whether you have selected both the cells and the end-of-row marker for the row. 
 

Word: Envelope Graphics and USPS Barcode

Created a graphic from WordArt for your return address that you would like to place on all your envelopes. Rather than resorting to a costly printing service, you can easily add the graphic to your envelopes as you type each letter, and this is how we do it:

First, save the graphic as AutoText by following these steps:

1. Select the WordArt graphic you created for your return address.Press [Alt][F3]

2. Enter a name for the AutoText entry such as CompanyAddress.

3. Click OK.

To add the graphic to your envelope, follow these steps:

1. Open your Word document containing your letter and select the mailing address in the

document.

2. Go to Tools | Letters And Mailing | Envelopes And Labels. (In Word 2000, go to Tools |

Envelopes And Labels.)

3. Click the Add To Document button.

4. Click the Page Layout View in the Status bar.

5. Go to Insert | AutoText | AutoText.

6. Scroll to and select CompanyAddress from the list.

7. Click the Insert button and then OK.

You can now adjust the position and size of the graphic for your envelope before printing.

Word: Flipping Between Insert and Overtype Mode

','Word 2003 has this terribly annoying habit of flipping to overtype mode at the worst possible time. This usually happens to me when I want to insert a quote in the middle of text. I don't look at the text on the screen whilst typing and, wouldn't you know it, instead of inserting the quote, Word typed over the good stuff I just wrote (drat and double-drat)!...

Fact is, some how, some way, I inadvertently touched the insert key. The insert key acts as a toggle that switches Word from insert mode to overtype mode, and back again. If you get yourself in this predicament where all your good stuff is disappearing before your eyes, simply touch the insert key and the world will be sane again.

 

Word: Getting Blank Lines To Cooperate

Creating printed forms can be a hassle if you can’t get those blank lines to cooperate...

Word users often create printed fill-in forms that include underlined blanks spaces for writing in form data. While you can press Shift + - (hyphen) repeatedly to create these underlined spaces, it’s difficult to line up the lines. Leader tabs make it easier to create even lines, as well as saving keystrokes, but you’re limited to four underline styles.

Using the Underline button to underline tab characters gives you all the advantages of leader tabs with a wider choice of underline styles. For example, say you have used tabs to lay out your form, as shown in Figure A.

Figure A

“tabbed

To create the lines, just follow these steps.

  1. Click the Show/Hide button on the Standard toolbar so that you can see tab marks in your document. In Word 2007, click Show/Hide on the Home tab in the Paragraph group.
  1. Select the first tab mark you want to underline, then hold down the Ctrl key while you select each of other tab marks (Figure B).

Figure B

“tab

  1. Go to Format | Font, choose the thick underline style from the Underline drop-down list, and click OK. In Word 2007, go to the Home tab, click the Underline button arrow in the Font group, and select a style from the Underline style list (Figure C).

Figure C

“underline

All lines will be printed, as shown in Figure D.

Figure D

“underlines”

Creating printed forms can be a hassle if you can’t get those blank lines to cooperate...

Word: How to indent paragraphs with one click

The most popular method for indenting paragraphs is to drag the “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 is an alternative method that lets you indent with a single click of the mouse, and this is how we do it:

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.

Word: Insert Text Above A Top-Line Table

Ever created a table at the top of a word document, then wanted to put a line of text on top of the table? No fun huh! When you try clicking the mouse above the table, the mouse keeps positioning itself in the first cell of the table, not above it. You could insert an extra row above the first to give yourself a place to type, but then you would have to remove the borders and merge the cells after typing the caption.
Fortunately, you can accomplish your goal without all that formatting, and this is how we do it:

1. Click in the upper left-hand corner of the first cell in the first row (before any text).
2. Press the Enter key.
3. Word inserts a line above the table and positions the mouse pointer at the beginning of the line, where you can now type the caption
 

Word: Obscure But Valuable Shortcuts

The following is a list of obscure keyboard shortcuts, ones that have no default button equivalents and that can save you from having to scrounge around dialog boxes looking for the appropriate options.

Keystroke Function
Ctrl + Shift + D Double underline the selected text
Ctrl + ] Increase the size of selected text by 1 point
Ctrl + [ Decrease the size of selected text by 1 point
Ctrl + Shift + A Make selected text all caps
Ctrl + = Toggle subscripting for selected text
Ctrl + + Toggle superscripting for selected text
Ctrl + Shift + Q Apply Symbol font to selected text
Ctrl + Shift + N Apply Normal style to current paragraph
Ctrl + Alt + 1 Apply Heading 1 style to current paragraph
Ctrl + Alt + 2 Apply Heading 2 style to current paragraph
Ctrl + Alt + 3 Apply Heading 3 style to current paragraph
Ctrl + Shift + L Apply List Bullet style
Ctrl + 0 (zero) Apply or remove space above current paragraph

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Word: Outline Creation With Header Styles

Have you ever wanted to quickly create an outline or your Word report? Using standard headings in Outline view, you can copy just the headings by using the Table of Contents feature, and this is how we do it:

1. Open the document in Page Layout view.

2. Click at the end of the document.

3. Go to Insert | Reference | Index And Tables.

4. Click the Table Of Contents tab.

5. Clear the Show Page Numbers check box and click OK.

6. Select the entire Table Of Contents.

7. Press [Ctrl][Shift]F9.

8. Press [Ctrl]X.

9. Click the New Blank Document button in the Standard toolbar.

10. Press [Ctrl]V.

11. Select the Table Of Contents tab in the new document.

12. Go to Format | Bullets And Numbering.

13. Click the Outline Numbered tab.

14. Select the third box in the first row.

15. Click OK.

You now have an outline of your document that you can edit and submit for review.

If you require additional information or assistance with this item, please give us a call.

Word: Replace To Add Text To Existing Text

You can use Word's Find and Replace function not only to replace text but also to add to existing text. For example, let's say wherever your document refers to a certain client as Mr. Jefferson, you would like it to read Thomas Jefferson. Follow these steps:

  1. Go to Edit | Replace.
  2. Type Jefferson in the Find What text box.
  3. Type Thomas ^& in the Replace With text box.
  4. Click Replace All.

You can also use this function to add text to both the beginning and end of existing text. For example, to change all instances of March 22 to Wednesday, March 22, 2006, you would enter Wednesday, ^&, 2006 in the Replace With Text box.

Word: Things You Don't Have to Do

Whilst life itself is cram packed with stuff you have to do, there are things in Word that people do that they don't have to, and here are some things to try (or not try)...

1. Worry. You don't have to worry about doing something wrong. Just get familiar with the program and experiment with Word features. If something looks wrong or funny, that's when you use the Undo feature. Press or type the wrong thing, try [Ctrl]Z to undo whatever you did. Always remember you can press [Ctrl]Z or choose Undo from the Edit menu to undo changes one at a time. Aside from deleting a file or failing to save a file, there's almost nothing you can do that isn't reversible.

2. Use Microsoft's conventions. You don't have to use the term "insertion point." Just call it the cursor. That blinking thing that tells you where the stuff you type goes. Anything but "insertion point."

3. Move your hands from the keyboard. You don't have to use the mouse to do things like open menus, select or format text, or move the cursor. You may find you work more efficiently if you're not always moving your hand from the keyboard to the mouse. Press [Home] to move to the beginning of the current line, [End] to move to the end of the current line. Press [Ctrl] and the left or right arrow to move one word in either direction. Hold down [Shift] while pressing those keys to select the text between the cursor and the beginning or the end of the line, respectively.

4. Select the entire paragraph to change formatting or style. You don't have to select the entire paragraph to change the paragraph's formatting or style. Just click anywhere in the paragraph and choose the desired format or style. A good example is justification. Just click anywhere in the paragraph, then click the Align Left, Align Right, or Justify button on the Standard toolbar.

5. Work in one document at a time. You don't have to close one Word document before you open another. Open as many at a time as you want to. Use the [Ctrl][F6] keyboard shortcut or the Windows menu to move quickly between open documents.

6. Risk missing something you're looking for. You don't have to visually scan and manually scroll through a document looking for a word or phrase. Use [Ctrl]F to open the Find tab, and let Word locate the text for you.

7. Waste time during spelling check. You don't have to repeatedly click Ignore or Ignore All every time the spell-checker stops on a proper noun or a term that's commonly used in your documents. Click Add so you don't waste time checking the same words over and over.

8. Delete old text you're replacing. If you're selecting a big block of text that you're planning to replace with new text, you don't have to delete the old text first. Select the old text and start typing the new text. The first keystroke replaces the old selected text. Don't waste time pressing [Delete] first.

9. Press [Backspace] over and over. You don't have to press [Backspace] a dozen times to delete a word or phrase. If you type something and then change your mind, pressing [Ctrl][Backspace] to delete a word at a time is much faster than pressing [Backspace] over and over again. There's only one thing more wasteful: using the mouse to click on the beginning of the word or phrase and then pressing [Delete] repeatedly. If you get overzealous with [Ctrl][Backspace] and delete one word too many, press [Ctrl]Z to bring it right back.

If you require additional information or assistance with this item, please give us a call.

Word: Type on a printed form without a typewriter by Mary Ann Richardson

There's no need to manually scrawl your way through a paper form. Convert the form to an online image you can fill out using Word.


What do you do when someone hands you an application to fill out or when you need to fill out a printed tax form? If you don't have a typewriter, you probably fill in the form manually, hoping that the recipient can read your handwriting. Fortunately, you can use Word to "type it in" instead. Follow these steps:

  1. Scan the form and save it as a picture to your My Pictures folder, or any folder where your picture files are kept. For this example, I scanned a tax form and saved it as a .PNG picture
  2. Open a blank document in Word.
  3. Go to View | Header and Footer. (In Word 2007, double-click in the Header pane of your document.)
  4. Go to Insert | Picture and then click From File. (In Word 2007, position the insertion point in the Header pane, click the Insert tab, and then click Picture in the Illustrations group.)
  5. Navigate to the file containing your form and click the Insert button.
  6. Crop, resize, and reposition the picture as necessary to fit the page.
  7. Right-click the picture, go to Format Picture, and click the Behind Text option. (In Word 2007, make sure the form is still selected. Then, under Picture Tools in the Format tab, click Text Wrapping in the Arrange group and choose Behind Text.)
  8. Double-click anywhere in the document outside of the Header pane. You can then enter the desired text.

To type the data as shown, I decreased the font size to 9, changed the paragraph formatting to single line spacing, and applied 0 spacing before and after the paragraph. This made it easier to use the Enter key to move from one line to another, as if I were using a typewriter.

The Last Typewriter - Click Here!

Word: Word Chart Trends

Excel isn't the only data charting software in town - you can add trend charts using Word, and then insert it into your document or distribute the chart on its own.

Example Sales Report: You are writing a sales report in Word and would like to include a chart that shows the latest sales trends for the North region. You have access to the worksheet data, which includes the latest sales results for the South, East, and North regions. Even if you don't have Excel, you can still create your chart in Word, and this is how we do it:

1. Go to Insert | Picture | Chart.

2. Go to Edit | Import File.

3. Navigate to the Excel file that contains the data and click Open.

4. Click the Range radio button and enter the range containing the data you want to chart.

5. Go to Chart | Type and select the 2-D column.

6. Click OK.

7. Go to Chart | Add Trendline.

8. Click North under Based On Series and click OK.

If you require additional information or assistance with this item, please give us a call.

WordL View

Views

In Microsoft Word, there are many different views of your document you can use when editing your document.  Some are good for seeing what your document will look like in print, as a webpage, and others will show document formatting.

Different Views

1. Change Views by clicking the View menu and clicking the View type you want from the menu that appears.

Here's a list of the different views available to you in Microsoft Word.  Please note: Some of these are specific to Word 2000 only.

Print Layout View

Print layout view will allow you to see exactly how objects will be positioned on a page.  This view is also useful when setting up margins.

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Web Layout View

Web layout view should be used when you are working on web pages in Word.  Backgrounds will appear and the graphics and other objects will be aligned just as if you were in a web browser; only you will still be able to edit the document while in this view.

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Normal View

You can use normal view when you are just typing text.  The layout of graphics and other objects is simplified in this view.  If you are working with objects other than text, you should use Print Layout View.

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Outline View

When you are working with large documents, or documents that are difficult to follow along with, you can use Outline View.  Microsoft Word will simplify the structure of the document and make it easy to move and edit different parts.  The different parts of the document will be separated with different types of bullets and indented lines.