MS-OFFICE TIPS
WORD
SPECIAL FIND AND REPLACE
LIGHTEN UP!
USING A WATERMARK
USE THE SPIKE
ONE LETTER AT A TIME
FIND IT AGAIN
CUSTOM DATES IN THE HEADER
GOING BACK TO WHERE YOU LEFT OFF
A SIMPLE BUTTON PROGRAM
MAKING A BLANK
FIND IT AGAIN, SAM
SELECTIVE SELECTION
IT'S ALL SYMBOLIC
INSERT YOUR OWN LOGO
FLOATS LIKE A BUTTERFLY . . .
SUGAR AND SPICE
TO CHECK OR TO NOT CHECK
WHERE'S THE ARROW?
A GOOD WATERMARK
INSERT A BLANK
SYMBOLS IN TEXT
OVER THE RAINBOW?
GIVING FOOTERS THE BOOT
ALL ON A PAGE
IS THIS AN ADDRESS?
FIND ANOTHER ONE
ITS ALL MY DEFAULT
REPLACING SPECIAL CHARACTERS
STAY STRAIGHT
A FAST WAY TO SWITCH BETWEEN WORD DOCUMENTS
CHOOSING FROM ANY STYLE IN WORD 97
PLACING THE CURRENT FILE NAME IN THE WORD FOOTER
DO IT WITH AUTOCORRECT
WORKING WITH SYMBOLS IN WORD 97
EUROSIGN ALT 0128
RUN NOTEPAD PLEASE
SELECTIVE SERVICE
NO HYPERLINKS, PLEASE
INSERT LINE NUMBERS
PUT IT IN ITS PLACE
OPEN IT BLANK
IT'S AN ATTENTION GRABBER
THEY COME IN ALL SHAPES
GIVE ME A SUMMARY PLEASE
CONVERTING FOOTNOTES
PURFECT SPELING AND GOOD GRAMMAR
A PICTURE IS WORTH A THOUSAND CLICKS
REPLACE WITH STYLE
KEEP 'EM TOGETHER
A VERTICAL LEAP
MAKE A RUN FOR THE BORDER
2-4-6-8, WE DON'T WANT TO HYPHENATE
CUT 'N' SAVE
SUM TABLE ADVICE
HOW TO CORRECT THIS?
ONE AND ONLY ONE
ADD A SYMBOL
A YEN FOR POUNDS
GLOBAL DOMINATION
IT MAKES CENTS
HYPER-HYPHENATION
YES, MASTER
CHANGE THE WORD LABEL FONT
OPEN THE LAST ONE
How To Repeat Find In Microsoft Word
Word Macro Shortcut
Spell Check Your Word Headings
Finding The Next Occurrence In Word Documents
Word's Formatting Marks
Adding A Blank Space Above A Word Table
Changing The Word Font Size
Finding Your Place In Word
Some Word Text Selection Hints
Using Word's Work Menu
Moving Or Removing Word Toolbar Buttons
Add Footnotes
Aligning Text In Word
Using Word Themes
Modifying The Word New Button
Create Multiple Versions In Word
A Table-To-Text Word Macro
Inserting Bookmarks In A Word Document
Hyphenating Word Documents
Text Wrapping In Word 2000
Holiday Paper For Word Documents
Getting Word To Do A Summary
A Title Case Word Macro
Locating A File In Word
Changing To Fully Justified Text In Word
Word's Work Menu
Selecting Text Columns In Word
Creating New Default Margins In Word
Adding A Horizontal Line To A Word Document
Quick Synonyms In Word
Selecting Text In Word 2000
Convert Hyphens To Dashes In Word
A Multitude Of Text Boxes In Word
Using Columns In Word
Keeping Names Together In Word
Assigning Styles In Word
Working With Word Footnotes
Deleting A Sentence In Word
Selecting Cells In Word Tables
A Word Visual Effect
A Word Shortcut Key List
Working with Word Macros
Non-breaking Tables in Word
To Indent or to Not Indent in Word Documents
Opening a Word Document Copy
Opening Find and Replace in Word
A Standard Table for Word
Recording a Word Macro
Using Word Table Gridlines
Saving a Selection in Word
Using Subscripts in Word
Preserving Formats In Word Copies
Modifying Your Word Dictionaries
Word Count for selected text
Quickly jump between documents
Clean Up Text in Word
Generating Dummy Text in Word
Change the Default Font
Formatting Numbers in Microsoft Word
Double Your Pages
SPECIAL FIND AND REPLACE
You know how to use Find and Replace to locate and change words in Microsoft Word. We've even discussed using Find and Replace to replace styles. If you take a close look at the Find and Replace dialog box, you'll see that you can also use it to locate and change other document features.
Let's take a look. Run Word and load a document. Press Ctrl-H to open the Find and Replace dialog box. Now click on the More button to get to the expanded feature list and click on Format. As you can see from the menu, you can find and replace fonts, paragraphs, tabs, languages, frames, styles, and highlights.
This offers some possibilities for those documents under development. For example, you could highlight a sentence or paragraph that isn't thoroughly researched. The highlighting will remind you to do the research; and if you need to make changes later, you can use Find and Replace to locate (and perhaps make changes) to the highlighted text. When finished, all you have to do is remove the highlighting.
LIGHTEN UP!
In the last tip, we showed you how to add a watermark to a Word 97 document. This time we'll show you how to modify or delete it. Suppose you insert a watermark, then find it's a bit too dark on the printout and obscures your text. To make it lighter, choose View|Header and Footer. Select the watermark by clicking it once. Choose Format|Picture and click the Picture tab. Now adjust the brightness and contrast to make the picture dimmer and click OK. To delete a watermark completely, choose View|Header and Footer, select the watermark and press Delete.
USING A WATERMARK
We've covered watermarks in Word 97 before, but many subscribers have requested more detail. A watermark is usually text or graphics that's imprinted in stationery by the paper manufacturer. In Word 97, you can add your own watermarks to documents. Here's a way to create a graphic watermark on every page of a document.
First, choose View|Header and Footer. In the Header and Footer toolbar, click the Show/Hide Document Text button. Now choose Insert|Picture|ClipArt and select your picture.
Now size the picture and locate it where you want it to appear on the page. While the picture is still selected in your document, choose Format|Picture. When the Format Picture dialog box opens, click the Wrapping tab and click None. Next, click the Picture tab, then click on the down arrow at the right side of the Color list box and, when the list expands, choose Watermark and click OK. If you look at your document in Print Preview now, you'll see that watermark.
USE THE SPIKE
Suppose you're working in Word and you don't like the way you've placed a picture. If it begins to look as though the best approach is to cut the picture and finish the text, you can choose Edit|Cut to cut the picture.
This places the picture into the Clipboard for later use. Unfortunately, if you then cut or copy something else, you lose your picture.
This might be a good time to use the Spike. To delete the picture and put it on the Spike, select it and then press Ctrl-F3. The picture will remain on the Spike until you need it again.
To paste the picture and remove it from the Spike, click where you want the picture to appear and press Ctrl-Shift-F3. This will completely clear the Spike and paste all its contents into the document.
ONE LETTER AT A TIME
If you would like WordArt text to appear on a slide one letter at a time, just create each letter separately. For example, if you'd like to use WordArt to create the word
Sell
you can choose Insert, Picture, WordArt and choose the style you want. When the Edit WordArt Text dialog box appears, enter only the S. Repeat the procedure for the e, l, and l.
If you want all the letters to appear on the same line as though you had generated the word all at once, rather than as individual letters, click one of the letters and then press and hold the Shift key while you click the remaining letters. This will select all the letters. Next, choose Draw, Align or Distribute, Align Bottom. This will set all the letters to the level of the lowest letter.
To animate the letters, first right-click the last letter in the word and choose Custom Animation. When the Custom Animation dialog box opens, click the Effects tab. Click the arrow at the right of the Entry Animation list box to expand the list. Select the effect you want to use and click OK (we chose Appear). Repeat this process for each of the letters.
After you've chosen some animation for each letter, right-click one of the letters and choose Custom Animation. When the Custom animation dialog box opens, click the Timing tab. Now, select each of the objects and select a timing. After you select a timing for each letter, click OK. You're ready to test your slide animation now. To do this, choose Slide Show, View Show.
FIND IT AGAIN
We recently ran a tip describing how to repeat a Find in Microsoft Word. As reader D.B. points out, we missed one way.
Let's say that you decide to use Find (Ctrl-F) to locate all occurrences of a particular word. You click Find Next and find one occurrence. You close the Find dialog box, but later you want to find another occurrence of the same word. You can repeat the Find by clicking the blue double-down arrows on the vertical scrollbar. You won't get another dialog box--the word you're seeking will be highlighted on the screen each time you click. If you want to search backward rather than forward, click the blue double-up arrows.
CUSTOM DATES IN THE HEADER
When you insert the date into a Word document's header (or footer), the date appears in the form
MM/dd/yy
For example, June 15, 1998 will appear in the header as
06/18/98
Let's say that you'd prefer to use the form
June 18, 1998
You can change this format by editing the Windows 95 Registry. This is a rather drastic, and possibly dangerous, move. So you should first backup your Registry files. Close Word before you begin.
Run Windows Explorer and click the Windows folder. Locate User.dat and click it. Next press and hold down the Ctrl key, locate System.dat and click it. Now use the right-mouse button to drag both files to a new folder (any folder, so long as you remember it later). When you release the mouse button, a menu will open. Choose Copy Here.
Now you can get started with your modification. We're going to show you how to generate a file that will modify the Registry. Run this file at your own risk. And don't neglect to make copies of User.dat and System.dat.
Run Notepad and enter exactly as shown (spaces and all)
REGEDIT4
[HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Word\Options]
"DateFormat"="MMMM d, yyyy"
Choose File, Save As and name the file
DoDate.REG
Note that you can change the name, but you must use the REG extension. Save the file. Now double-click your new REG file and it will insert the date format change into the Registry.
You can run Word and use your new date format now.
GOING BACK TO WHERE YOU LEFT OFF
When you open a Word 97 document, there are times when you would like to go back to where you were working when you saved and closed the document. This is no problem; all you have to do is press Shift-F5.
You can use the same technique to return to the last working point after you scroll through a document.
A SIMPLE BUTTON PROGRAM
Forget about WordBasic, and other macro languages; Visual Basic for Applications (VBA) is what you get with Office 97. If you've been writing macros in Office 95, you won't have much trouble switching to VBA--so this tip is primarily for those who have little macro experience.
To demonstrate a few of the basics of VBA programming, let's create a simple command button in Word and then make it do something worthless. To begin, press Alt-F11. When the VBA editor opens, choose Insert, User Form. In the Toolbox, click the Command Button tool (you can find this by moving the cursor over the buttons to see what the tool tip says). Now, using the mouse, draw a button on the form. Make it rather large to hold all the text we'll use in it. Double-click the button and type in the code shown here exactly as shown. Note that some of this code is supplied by the VBA editor.
Private SubCommandButton1_Click()
If CommandButton1.Caption = "Click Me" Then CommandButton1.Caption = "Thanks, I needed that" & vbCrLf & "Click me again" Else CommandButton1.Caption = "Click Me" End If
End Sub
Choose File, Save Normal to save your new VBA program. To run the program, press F5. When you're finished working with VBA, press Alt-Q to return to Word.
MAKING A BLANK
When you choose to use bullets or numbering in a Word document, the new number or bullet appears when you press Enter. If you'd like to insert a blank line between one bulleted line and another, you can press Shift-Enter. To get to the next bulleted line, press Enter. This produces the effect shown here.
1. Line one 2. Line two 3. Line three
4. Line four 5. Line five
FIND IT AGAIN, SAM
You don't have to keep opening Find (Ctrl-F) to repeat a search. All you have to do is press Shift-F4 and Word will perform a search for the word (or phrase) most recently entered in Find.
To check this out, press Ctrl-F to open Find. Enter a common word or phrase (the, and, lottery winner, etc.).
Click Find Next to find the first occurrence and then click Close. Now press Shift-F4 and Word will locate the next occurrence of your word or phrase.
SELECTIVE SELECTION
Although we've covered this topic before, we receive a significant amount of e-mail on the subject, so perhaps it's time to do it again for the benefit of new subscribers.
The question is: How do you select a block of text in a Word document? That is, select a block of text without regard to sentences, paragraphs, or page breaks. The answer is, you hold down the Alt key while using the mouse to select a portion of the document.
IT'S ALL SYMBOLIC
We've covered how Word handles special symbols before, but we keep getting e-mail about the topic. Here's a quick run-through:
If you type: -->, Word will produce a right arrow.
Typing: ==> will produce a bold right arrow.
Typing: :) makes a happy face. So does: :-)
Of course, you can make unhappy faces as well. Type: :-( or :(
And then there's the indifferent face (neither happy nor sad). Type: :-| or :|
Typing: (C) gives you the copyright symbol.
Need left arrows? Type: <-- or <==
Trademark? (TM) does it.
INSERT YOUR OWN LOGO
We recently ran a tip describing how to use AutoFormat to insert a company logo in Microsoft Word for Windows, version 95. Several readers, including R.S., have asked how to use AutoText for logos in Word 97.
Let's assume that you already have a logo that you'd like to insert with AutoText. First, insert the logo into a Word document. Now, add any text that you'd like to include with the logo. Right-click the logo and choose Format Picture. When the Format Picture dialog box opens, click the Wrapping tab and choose Tight. Now, click OK and move the logo next to the text so that the picture and the text form the complete company logo. Use the mouse to select the text and the picture. Next, choose Insert, AutoText, New and type in the name--you can simply use "logo" here. Click OK to continue.
With your logo in place in AutoText, all you have to do is type
logo
and press Enter. Your logo will be inserted into the document. Note that the picture will not appear unless you're in Page Layout view.
FLOATS LIKE A BUTTERFLY . . .
When you insert a picture into a Word document, it automatically floats over the text. Try it. Choose Insert, Picture, ClipArt. Now, position the cursor right below the new ClipArt. Press Enter a few times. See what happens? The picture moves down. Is this what you expected? It certainly isn't what we expected. Whether you position the cursor above or below the picture, the picture moves down when you press Enter.
Note that you can choose not to have a picture float over the text when you choose Insert, Picture, From File. You can deselect the option in the dialog box. However, when you choose Insert, Picture, ClipArt, you have no choice--the picture will be inserted using the float-over text option. At any rate, don't let this cause you to worry about floating over text--if you position the cursor below the picture and type in text, all is well. This certainly isn't a serious problem for Word users, but it can be a little confusing the first time you see it happen.
SUGAR AND SPICE
It's very easy to add special borders to Word 97 documents. Let's say you're working on some birthday party invitations. To add an appropriate border to your page, choose Format, Borders And Shading. When the Borders And Shading dialog box opens, click the Page Border tab. Now click the arrow at the right side of the Art list box to expand the list. Select a border from the list, then click OK to record your selection and close the dialog box.