1. Customizing Quick Access Toolbar: What I Keep There
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- Shawn Hunt
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1 Here are the most important functions to know within MS Word 2010/2013 if you re in charge of creating proposal documents for your company and you haven t had a lot of MS Word experience. First thing to do is set up MS Word to make it quicker and easier to use. Here are some ways to do that. 1. Customizing Quick Access Toolbar: What I Keep There Undo, redo Touch screen/mouse spacing (Beth) Insert comment (Beth) this document (Beth) Insert Table (Beth) Show/Hide Paragraph Codes (Beth) Paragraph Indent and Spacing/Space before and after paragraph Text highlighter tool Font color More Colors (Beth) Paragraph tool Styles Set transparent color tool Format painter New, open, close, save Print preview Borders and shading Table styles
2 2. Favorite Shortcut Keys CTRL + A = highlights all (use to delete text, copy text, update fields, etc. without highlighting everything manually) CTRL + B = bold highlighted text CTRL + C = copy CTRL + D = open fonts preferences window CTRL + E = centers text CTRL + H = find and replace CTRL + I = italicize highlighted text CTRL + J = fully justifies text CTRL + L = aligns text to the left CTRL + O = open document CTRL + P = print CTRL + R = aligns text to the right CTRL + S = save document CTRL + U = underline highlighted text CTRL + V = paste CTRL + W = close document CTRL + X = cut CTRL + Y = redo CTRL + Z = undo CTRL + SHIFT + L = quickly create a bullet CTRL + SHIFT + ALT + S = open styles window SHIFT + Resize = maintains proportion of graphic (Resizes proportionally automatically in Office 2013) CTRL + Resize = resizes graphic from center SHIFT + ALT + Resize = resize graphic by smaller (non-standard) increments and maintain proportions (Office Just Shift + Resize) SHIFT + Draw Line = keeps line straight when you draw it CTRL + SHIFT + Num - = insert em dash. Office 2013 is CTRL + ALT + Num - If no numeric keyboard, use 2014 ALT + X CTRL + Num - = insert en dash Office 2013 is CTRL + Num - If no numeric keyboard, use 2013 ALT + X If you want to see what the code is for a special character, highlight the character and hit ALT + X Ctrl + Shift + > = increase selected font +1pts up to 12pt and then increases font +2pts Ctrl + Shift + < = decrease selected font +1pts up to 12pt and then increases font +2pts Ctrl + Enter = page break You can also create your own keyboard shortcuts by creating Macros this can be a big timesaver. Look up Macros in the MS Word Help for a good explanation.
3 3. Quick Tools Setting transparent color tool Select your picture Select Format from the Picture Tools tab Select Color Select Set Transparent Color Format painter Select the text or graphic that is formatted the way you want Select the Format Painter tool from the Home tab or your Quick Access Toolbar When pointer changes to paintbrush icon, click on the text or graphic you want to apply the formatting to
4 Sub/Superscript Select the Home tab Select the Font section of the Ribbon Toggle on or off the Sub/Superscript button Strikethrough Text Select the Home tab Select the Font section of the Ribbon Toggle on or off the Strikethrough button Change Case Tool (e.g., change from Sentence Case to ALL CAPS with click of button) Select the Home tab Select the Font section of the Ribbon Select the option you want from the Change Case Tool Hyphenation Select Page Layout tab Select Page Setup Section Choose the Hyphenation button Select your hyphenation choice
5 4. Figure and Table Captions Don t waste time manually typing in figure/ table numbers and captions and manually cross-referencing them in the text Especially useful when adding/deleting/moving figures or combining documents that contain their own figures and tables automatically update the fields! I turn on Field Shading so I can quickly see where fields are already placed in my document. Go to: File Options Advanced Show document content Field Shading and set to Always
6 Auto-numbered captions o Reference tab o Insert Caption o Select options you want can toggle on/off the Label o I insert a period and a space after the label and figure number and then select OK Cross-referencing exhibits and sections in narrative o Find where you want to reference a figure, table, section, etc. in your test o Click in that spot o Go to References tab o Go to Captions area o Select Cross-reference o Choose correct cross-reference o Select Insert o Can go back and add in above/below will automatically update as you move picture around on the page. Updating fields you want to be sure all the fields are up-to-date before delivering your document to the readers o Automatically update all your fields in the document either by: Select the whole document (CNTL + A) Click F9 o Or Select the appropriate field that you want to update Right click mouse Select Update Field You can toggle the Field Codes by typing ALT + F9
7 5. Graphics Insert graphics into proposal from PowerPoint Many of us or our SMEs only know how to create graphics using PowerPoint, or sometime the photo we want to use in our proposal already exists in a PowerPoint presentation. Use PPTools Image Exporter Plug In (an inexpensive tool for creating high-res.jpegs and.pngs from PowerPoint and avoiding jaggies): Open PowerPoint containing your graphic Select Add-ins Select PPTools Select RnR Image Export Select Export Select parameters you want Select OK Select Yes to output image(s) Select Yes to launch output images if you want to see how they look. Otherwise, select No and return to your MS Word document. Then select the Insert tab Select Pictures Choose the picture(s) you want to insert into your MS Word document
8 Wrapping text around a graphic o Click the popup layout options button Beth Wingate s Microsoft Word Tips & Tricks OR o Select the picture and right click mouse o Select Wrap text
9 6. Page Breaks: Next Page vs. Continuous Breaks Next Page section break starts the new section on the next page (e.g., if we want to start our Proposal Coordinators section on page 3, we d insert a Next Page break) Select Page layout tab Select Breaks Select Next Page break Continuous section break starts the new section on the same page. Continuous section break is useful when you want to change the formatting, such as changing the number of columns, without starting a new page. Even Page or an Odd Page section break starts the new section on the next even-numbered or odd-numbered page. When you want document chapters to begin on an odd page, use an Odd page section break Use Page Breaks to allow insertion of differently sized or oriented pages in the middle of your document
10 7. Tabs and Margins Various tab types Use a Left Tab to set the start position of text that will then run to the right as you type. Use a Center Tab to set the position of the middle of the text (text centers on this position as you type). Use a Right Tab to set the right end of the text (text moves to the left as you type). Use a Decimal Tab to align numbers around a decimal point. Use a Bar Tab to insert a vertical bar at the tab position (doesn t align text). To see Tabs, be sure your Ruler is turned on. Go to View tab Go to Show section on Ribbon Check the Ruler checkbox Then use the Tab selection tool to choose the type of tab you want and then click on the Ruler where you want the tab to appear Drag the tab left or right to adjust as necessary Many uses for tabs (e.g., resumes where Name is left justified and Position is right justified on the same line)
11 8. Tables Create custom Table Styles and Save to Quick Parts Select the Insert tab Select Table on the ribbon Beth Wingate s Microsoft Word Tips & Tricks On the Design tab of the Table Tools tab, select the dropdown button on the Table Styles gallery Select New Table Style at the bottom of the gallery Give your table style a name Select Only in This Document option or New Documents Based on This Template Select OK to save the new style Select the table you just created Go to the Insert tab on the ribbon Select Table Select Quick Tables Select Save Selection to Quick Tables Gallery The new style is listed in the Table Style Gallery under General [In Office 2013 it appears in Insert, Table, Quick Parts]
12 Automatically distributing rows or columns evenly Right click your table and select Distribute Rows Evenly or Distribute Columns Evenly Beth Wingate s Microsoft Word Tips & Tricks
13 Quickly adjust width of table (and redistribute columns) Move mouse to area between cells or on border of table until you see the double sided arrow Click and hold down mouse button and move the mouse left or right Add space in a cell without hitting enter or adding space above/below a paragraph Select the table Go to Table Properties (or right click and select Table Properties) Select the Cell tab Change the space above/below or within the cells Sort info within columns of your table Select Table Go to Layout Tab Click the Sort button Select what you want to sort on
14 9. Page Numbers Insert a page number Click in the Footer area Header/Footer tab appears on ribbon Select type of Page Number you want and its location Select Insert Format page numbers Right click the actual page number Select Format Page Numbers Beth Wingate s Microsoft Word Tips & Tricks
15 10. How to insert a Table of Contents Position cursor where you want your Table of Contents to appear (usually at the beginning of your document) Select Page Layout Tab Select Breaks Select Next Page Move cursor before that newly inserted break Go to References tab Select Table of Contents Select one of the Automatic Tables table automatically inserts To play with the setting of the Table of Contents go to References tab Select Table of Contents Select Custom Table of Contents Adjust parameters You ll then need to play with your header and footers as desired to change page numbers to begin on page 1 (or whichever number you choose).
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