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Archive for the ‘MS Word’ Category



Horizontal Borders/Dividers Using the Keyboard

Do you find yourself constantly drawing horizontal lines in MS Word? You know, using the drawing toolbar to draw lines as borders or dividers, in order to give your document a little extra pizzazz.

Are you tired of all the mouse work involved in the drawing toolbar? You know, turning on the line tool, drawing the line and then changing the style.

Wish you had… Continue reading

Just Give Me Some Text

Friday, August 24th, 2007

Just Give Me Some Text

Have you ever needed some text in an MS Word document to demonstrate something? You know, text where the content just doesn’t matter. Text for the sake of having text to show someone how to do something (text formatting, line spacing, indenting, bulleting, etc). Or, perhaps you just want to play with different fonts. You get the idea.

I know I’ve needed this before and… Continue reading

Select an Entire Table

Friday, August 24th, 2007

Select an Entire Table

Working with a table in MS Word?

Finding out you need to select the entire table to oh, let’s say, change the font or format the borders or whatever? The list could go on and on.

What do you do?

Do you select the first cell, hold the mouse button down and drag, hoping not to miss anything by releasing the mouse button too early or… Continue reading

Can You Please Repeat That?

Friday, August 24th, 2007

Can You Please Repeat That?

Here’s a great keyboard shortcut for repetitive tasks!

I tested it and found that it works great in MS Word and Excel. I also tried it in PowerPoint with very limited success and had no luck in MS Outlook or Outlook Express.

At any rate, in Word and Excel, this one can be a huge time saver.

The trick is all in one key: the… Continue reading

Date and Time Keyboard Shortcuts

Friday, August 17th, 2007

Date and Time Keyboard Shortcuts

If you’re someone who frequently inserts the current date and/or time into your MS Word documents or PowerPoint presentations, here’s a keyboard shortcut I just know you’re going to love!

In MS Word, you can press Alt + Shift + D to insert the current date and Alt + Shift + T to insert the current time.

In MS PowerPoint, if you press either combination… Continue reading

Fine Tune Your Printing Choices

Friday, August 17th, 2007

Fine Tune Your Printing Choices

So, you’re in need of a hard copy from an MS Word file, but you don’t need the entire file.

Maybe you just need a page or maybe even just a section or two.

If that is all you need, why are you printing the entire document?

Good question and unfortunately, there’s no good answer.

So, let’s explore a few ways you can get Word… Continue reading

See It All

Friday, August 17th, 2007

See It All

Need to know how many times a phrase or word appears in an MS Word document?

Afraid you’ve overused a word in your writing?

Looking for a quick way to search the document (a way that doesn’t involve manually looking through the text) so you can make sure you haven’t “thrown in” that favorite catch phrase one too many times?

If you answered “Yes,” here’s a quick… Continue reading

It’s in the Gutter

Friday, August 17th, 2007

It’s in the Gutter

Have you ever found yourself frustrated with a Word document you planned to bind?

You know, you’re planning to print the document you’ve spent hours preparing and then put it into a binder, report cover or other type of binding.

The problem arises when you start putting the pages into the binding. The left margin looks smaller than the right or even worse, some of the… Continue reading

The Case of the Separated Date

Thursday, August 2nd, 2007

The Case of the Separated Date

Don’t you hate it when MS Word takes a date in your document (such as August 3, 2007) and breaks it on two separate lines? I especially dislike seeing “August” at the end of one line, then “3, 2007″ at the beginning of the next.

Ever wonder how you could easily fix that mess, without starting a brand new paragraph?

Well, you’re not alone… Continue reading

Taking Control of Selections in Word XP

Thursday, August 2nd, 2007

Taking Control of Selections in Word XP

I’m sure most of you know that the Ctrl key can be a very powerful tool when highlighting non-adjacent items in a list or cells in MS Excel.

And I would also venture to say that at some point, you’ve been very frustrated with MS Word, because it just does not cooperate in the same way on this issue.

Word only wants to… Continue reading

Did You Know?

Friday, July 13th, 2007

Did You Know?

Did you know that in MS Word, you can edit your document while the Find window is still open?

I know, I know. I hear you!

Every time you’ve ever tried to edit a document while a window (such as the font formatting window) is open, you get nowhere. That window just sits there, open and waiting. You certainly aren’t going to make any changes to the… Continue reading

Bracketing in Word

Friday, July 6th, 2007

Bracketing in Word

Have you ever wondered how “they” do it?

You know, the people who can create documents with things that look like this:

Of course, I’m referring to the brackets that allow you to group items. Ever wonder where people are getting them from?

I mean, there’s one on the keyboard, but you’ve got to sincerely doubt that it can be manipulated that way, don’t you think?… Continue reading

Mystery of the Extra Labels

Friday, July 6th, 2007

Mystery of the Extra Labels

So, the other day, I was sitting next to my sister as she worked on creating a new page of address labels. She was looking to have an entire page of the same address, which is a pretty common thing.

As we were talking, I’m watching what she’s doing. She types the new address in the first label, copies it and then individually pastes it… Continue reading

That’s Not What I Selected!

Friday, July 6th, 2007

That’s Not What I Selected!

Here’s the scenario: You’re working in MS Word, happily highlighting this and that, editing the document that will surely become a perfect specimen of word processing.

But wait! What’s that?

You highlighted part of a word and now, you suddenly have the whole word highlighted!

Is there something wrong with this thing?

Don’t panic.

Nothing’s wrong. There’s actually a very good reason for this strange… Continue reading

Get Out of That List Quickly

Friday, July 6th, 2007

Get Out of That List Quickly

If you’re like me, you don’t really mind the automatic numbering and bulleting MS Word does with lists.

You know, when Word realizes you’re creating a list and it helps you along with the same continued formatting.

But, after working with many different people, I have found that some folks just don’t seem to know how to get out of the list. That is… Continue reading

Current Date and Time

Friday, June 29th, 2007

Current Date and Time

Not too long ago, I got an e-mail from a reader who needed to know the keyboard shortcuts for the current date and time in MS Word.

Since these are always handy tidbits to know, I thought it would make a quick and useful wrap-up to the week!

In MS Word:

  • Alt + Shift + D will insert the current date into your document.
  • Alt

Format Copy and Paste

Friday, June 29th, 2007

Format Copy and Paste

Do you like the Format Painter in MS Word and MS PowerPoint?

Do you find it frustrating that when you forget to double click the button, it shuts off after just one paste?

Or, have you ever tried to interrupt the process of format painting by editing some text, only to find that the program has “forgotten” the formatting you intended to paint once you were… Continue reading

Delete vs. Backspace

Friday, June 29th, 2007

Delete vs. Backspace

Work with MS Word tables?

Ever try to remove cells, rows or columns by highlighting them and then hitting the Delete key?

What happened?

Certainly not what you had hoped for, I’m sure. Instead of deleting the cells, only the data is gone.

Now what?

Well, I suppose you could rehighlight the cells and then use the Table menu, Delete submenu, but who wants to do all… Continue reading

Editing a Document With the Print Preview Window

Here’s the scenario:

You just finished working on a masterpiece in MS Word and you’re in the Print Preview window taking one last look at it. You know, just to make sure it’s perfect.

Then suddenly, there it is. A mistake!

What do you do?

Close the Print Preview window, taking you back to the document where you fix the mistake and… Continue reading

Wrapping It “All” Up

Friday, June 15th, 2007

Wrapping It “All” Up

Let’s take a quick minute to expand on the “Save It All” tip.

Last week, we discussed that when you hold the Shift key down and go to the File menu, you get a new command on the menu called “Save All.”

Now, take a look at the command just above Save All.

See it?

Close All works pretty much like you’d expect. It will… Continue reading

Keys With Style

Friday, June 1st, 2007

Keys With Style

Do you use MS Word’s styles?

You know, like this:

Look familiar?

If your answer is yes and you prefer key combinations over using the mouse, here’s the information for which you’ve been waiting!

Whether you’re changing the style of an already typed text (highlight it first) or simply changing the style in order to begin typing the text, here’s the scoop:

  • Ctrl + Alt

Breaking the Connection: MS Word’s Headers and Footers

Here’s the scenario: You’re working in MS Word and it’s time to set up your header or footer information.

Everything is going well, except there’s one small catch. (Isn’t there just always “one small catch”?!)

The document you’re working on requires different header or footer information at different locations. (Maybe you need the first few pages numbered with Roman Numerals and the… Continue reading

White Space: Be Gone!

Friday, May 25th, 2007

White Space: Be Gone!

If you’re like me, you like to work in MS Word using the Print Layout view.

I simply like to be able to see my whole page, margins and all. I also like to keep an eye on the layout of the document without always jumping to Print Preview.

Now, once in awhile, I find myself working on documents that have a lot of empty space… Continue reading

Left and Right for a Single Line

Friday, May 25th, 2007

Left and Right for a Single Line

Ever find yourself in need of both a left and right alignment of text on the same line in MS Word?

What did you do?

I know some pretty determined people and I’ve seen all kinds of solutions for this. Many included things like a lot of extra spaces and multiple columns and at first, these may seem like a good idea, but… Continue reading

Just One More Thing About Sections

Friday, May 18th, 2007

Just One More Thing About Sections

Having trouble with the formatting of different sections? Have you changed formatting (maybe borders, columns, etc.) in one section, expecting the changes to be contained there, only to find that the change happened everywhere?

When you start trying to change formatting within a section, you need to pay close attention to one extra detail.

Be sure to place your cursor within the section to… Continue reading

Seeing the Unseen

Friday, May 18th, 2007

Seeing the Unseen

So, if you followed yesterday’s tip on section breaks, you may have come to a point where you felt that life would be so much easier if you could only see where all those sections begin and end. Am I right?

Should this be the case for you, here’s a little follow up information to help you out.

If you’re looking to “see” the breaks, you’ll need… Continue reading

Paragraphs, Pages and Sections Too?

Okay, so we all have experience with paragraphs and pages in MS Word, but did you know you have further options for sub-dividing your documents?

No?

Well, let me fill you in.

According to Word’s online help, Sections are “a portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as… Continue reading

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