Word 2003: Tips and Shortcuts

Transcription

1 Word 2003: Tips and Shortcuts Janet W Lee, ITS Trainer jwlee@lmu.edu Learning and Development Human Resources September 2008 Quickly Copy Formatting with the Format Painter Select Text To copy paragraph and text t attributes, t select the text t and the paragraph mark ( ) that follows. To copy only character attributes, select the text without selecting the paragraph mark. On the Standard toolbar, click Format Painter. To copy to one location, single-click To copy to multiple location, double-click Highlight the text to apply the formatting to. If copy to multiple location, click Format Painter icon again to turn off this feature. Janet W Lee - jwlee@lmu.edu - x

2 Automatic Text Options On Standard toolbar, click Tools, and select AutoCorrect Options. AutoCorrect AutoFormat As You Type AutoFormat (after you type) AutoText Smart Tags AutoCorrect Add an entry On the Tools menu, click AutoCorrect Options. In the Replace box, type a word or phrase that you often mistype or misspell. In the With box, type the correct spelling of the word. Click Add. Janet W Lee - jwlee@lmu.edu - x

3 AutoCorrect Add an entry during spelling check Right-click a word with a wavy red underline. Point to AutoCorrect on the shortcut menu, and then click the correction you want. AutoCorrect Change the contents of an entry On the Tools menu, click AutoCorrect Options. Click the entry in the list under the With box. Type the new entry in the With box. Click Replace. Janet W Lee - jwlee@lmu.edu - x

4 AutoCorrect Rename an entry On the Tools menu, click AutoCorrect Options. In the list under the Replace box, click the entry. Click Delete. Type a new name in the Replace box. Click Add. AutoCorrect Delete an entry On the Tools menu, click AutoCorrect Options. In the list under the Replace box, click the entry you want to remove. Click Delete. Janet W Lee - jwlee@lmu.edu - x

5 AutoCorrect Prevent specific capitalization and spelling corrections On the Tools menu, click AutoCorrect Options. Click Exceptions. Click the Other Corrections tab, and then type the misspelled word in the Don't correct box. Click Add, and then click Close. Stop Automatically Correcting Text To turn off AutoCorrect, click AutoCorrect Options on the Tools menu, and then clear the Replace text as you type check box. To turn off spelling checker corrections, click AutoCorrect Options on the Tools menu, and then clear the Automatically use suggestions from the spelling checker check box. If you no longer want Microsoft Word to automatically insert an AutoCorrect entry, delete the entry. Janet W Lee - jwlee@lmu.edu - x

6 Can't Create a Long AutoCorrect Entry AutoCorrect entries are limited to 255 characters. To create longer entries, create an AutoText. AutoFormat As You Type fractions: 1/4 or 1/2 becomes ¼ or ½ ordinal numbers: 1st becomes 1 st bulleted lists and numbered lists hyperlinks: quotation marks: to smart quote symbols: (c) becomes table: becomes Janet W Lee - jwlee@lmu.edu - x

7 Turn Off AutoFormat As You Type On the Tools menu, click AutoCorrect Options. Click on AutoFormat As You Type tab. Remove check mark. AutoFormat (after you type) On the Format menu, click AutoFormat. Click Options, select or clear the options you want, and then click OK. Click a document type to apply the most appropriate formatting. Do one of the following: To automatically format the document, click AutoFormat t now. To review and accept or reject each change, click AutoFormat and review each change. Janet W Lee - jwlee@lmu.edu - x

8 AutoText Entry Create a new entry Select the text or graphic you want to store as an AutoText entry On the Tools menu, click AutoCorrect Options. Type in a name for the entry and click Insert. AutoText Entry Change an entry Insert the AutoText entry into the document. Make the changes you want. Select the revised text. On the Tools menu, click AutoCorrect Options. Highlight the entry name from the list. Click on the Add button. Click Yes when Word asks you to redefine the entry. Janet W Lee - jwlee@lmu.edu - x

9 AutoText Entry Rename an entry On the Tools menu, click Templates and Add-Ins. Click Organizer, and then click the AutoText tab. In the In box on the left, click the entry you want to rename, and then click Rename. In the Rename dialog box, type a new name for the entry. Click OK, and then click Close. Smart Tags Move the insertion point over text underlined with a purple dotted line until the Smart Tag Actions button appears. Click the button, and then select an action from the list. Enable smart tags by selecting smart tag recognizers from a list (Tools menu, AutoCorrect Options command, Smart Tags tab). Janet W Lee - jwlee@lmu.edu - x

10 Stay on Track with Tracked Changes Turn Track Changes on or off On the Tools menu, click Track Changes. On the Reviewing toolbar, click Track Changes. (If you can't see the Reviewing toolbar, on the View menu, point to Toolbars, and then click Reviewing.) Double-click TRK on the status bar at the bottom of the window. When Track Changes is turned on, TRK changes from light to dark. (If you can't see the status bar, on the Tools menu, click Options. Then on the View tab, click Status bar and click OK.) Get Rid of Revision Marks, Once and for All 1. Turn Track Changes on. Then, on the Reviewing toolbar, in the Display for Review box, click Final Showing Markup. 2. Click the Show button on the Reviewing toolbar. Make sure that Comments, Ink Annotations, Insertions and Deletions, and Formatting all have check marks. Then point to Reviewers and make sure that All Reviewers has a check mark. 3. Place the insertion point at the beginning of the document. On the Reviewing toolbar, click Next and proceed through the document, accepting or rejecting revisions and deleting comments. 4. Continue through the document until you see a message that says the document contains no comments or tracked changes. Janet W Lee - jwlee@lmu.edu - x

11 Keep a Floating Graphic in Place Click on the graphic. On Format menu, select Picture, click on Layout tab, and click on Advanced button. You can select the vertical or horizontal position (or both) either by aligning or by absolute position. You can position with respect to various features; margins, page, paragraph, and character are some of the options. Customize Text Wrapping with Edit Wrap Points Select the picture. Click the Text Wrapping tool in Picture toolbar and select Edit Wrap Points from the drop-down list. Use the dashed red line that appears around your picture to change the border by clicking and dragging one of the handles with the mouse pointer to where you want the edge to be. Janet W Lee - jwlee@lmu.edu - x

12 Create a Table of Contents (TOC) with Styles Use Word s Built-In Styles 1. Click within the paragraph you want the heading style to apply to. 2. Click the style you want in the Styles and Formatting task pane. 3. The heading style gets applied to all text in front of the paragraph mark in the document. Turn Off Reading Layout View On the Tools menu, click O Options. Click on the General tab. Clear the Allow starting in Reading Layout check box Janet W Lee - jwlee@lmu.edu - x

13 Reveal Formatting On the Format menu, click Reveal Formatting. Select the text whose formatting you want to review. To change any formatting properties, click the text with a blue, wavy underline, and then change any options. To determine the formatting source, such as from a style, select the Distinguish style source check box. To show formatting marks, select the Show all formatting marks check box. To format a text selection like the text that surrounds it, select the text. In the Selected text box, click the arrow, and then click Apply Formatting of Surrounding Text. Horizontal Ruler Must be in print layout view, normal view or Web layout view. On the View menu, click Ruler. Janet W Lee - jwlee@lmu.edu - x

14 Vertical Ruler Must be in print layout view On the Tools menu, click Options, and then click the View tab. Under Print and Web Layout options, select the Vertical ruler (Print view only) check box. Templates Wizard On the File menu, click New. In the New Document task pane, under Templates, click On my computer. Click the Other Documents tab. Click the Templates on Office Online button. Janet W Lee - jwlee@lmu.edu - x

15 Create Newsletter-style Columns Switch to Print Layout view. Select the text you want to format in columns. On the Standard toolbar, click Columns icon. Drag to select the number of columns you want. Create Drop Caps Click the paragraph. On the Format menu, click Drop Cap. Click Dropped or In margin. Select any other options you want. Janet W Lee - jwlee@lmu.edu - x

16 Format a Table Automatically Click the table. On the Table menu, click Table AutoFormat. In the Table styles box, click the format you want. Select the options you want. Click Apply. Let Word Alphabetize Lists for You Select the entire list. On the Table menu, click Sort. In the Sort by list, click Paragraph, and then click OK. Janet W Lee - jwlee@lmu.edu - x

17 Other buttons you may see in your document The AutoCorrect Options button first appears as a small, blue box when you rest the pointer near text that was automatically corrected. The box changes to a button icon when you point to it. The Paste Options button appears below a block of pasted text. When you click the button, a list appears that lets you specify how Word pastes the information into your document. Compare Documents Side-by- Side Open the documents you want to compare side by side. On the Window menu, click Compare Side by Side with. On the Compare Side by Side toolbar, do any of the following: To scroll through documents at the same time, click Synchronous Scrolling. To reset the document windows to the positions they were in when you first started, click Reset Window Position. Click Close Side by Side to stop comparing documents. Janet W Lee - jwlee@lmu.edu - x

18 Compare and Merge Documents Open a document. On the Tools menu, click Compare and Merge Documents. Select the document that you want to compare to the copy that is currently open. Click the arrow next to Merge, and then do one of the following: To display the results of the comparison in the selected document, click Merge. To display the results in the document that is currently open, click Merge into current document. To display the results in a new document, click Merge into new document. Janet W Lee - jwlee@lmu.edu - x