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  Saturday, March 06, 2010 – Permalink –

Hidden Data

Secrets revealed

Ed Bott has a discussion on Metadata. That information, such as names and notes, which is hidden in Word documents.

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<Doug Klippert@ 3:05 AM

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  Monday, February 01, 2010 – Permalink –

Tips for Word and Excel

Also some Windows hints

This site has useful information about:

  • Word
  • Word VBA
  • Excel
  • Excel VBA

  • Windows

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<Doug Klippert@ 3:33 AM

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  Sunday, January 17, 2010 – Permalink –

Merge Word to PDF

Not just MailMerge anymore

Sure, you can create a merged letter and have 30 pages of individualized information.
What now? How do you create separately named documents to, maybe, send as attachments?
Another task might be to convert those 30 docs to PDF. Oh, the hours wasted!

Graham Mayor, a retired newsgroup junkie, offers a solution.
It's a macro that will convert the merged output as individually named doc(x), and/or PDF files.
I've used it, and now wonder what I can do with the time I'm saving.

Merge with Attachments

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<Doug Klippert@ 3:10 AM

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  Sunday, January 03, 2010 – Permalink –

Keyboard and Key Tips

Finger it out

2007 apps look different because of the ribbon, but the keyboard can still be used to speed up tasks.
Microsoft has an online course that may help

After completing this course you will be able to:
Accomplish tasks by using sequential shortcut keys, known as Key Tips, shown on the Ribbon.
Navigate around the Ribbon using the TAB key and arrow keys.
Accomplish tasks by using key combinations — keys you press at the same time - exactly as you've done in previous versions of Office.

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<Doug Klippert@ 3:54 AM

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  Thursday, December 31, 2009 – Permalink –

Forms in Word

With and without code

Data entry forms can be designed and presented using VBA code. Another simpler way to do it is to construct a form directly in the Word document.
"Have you ever been asked to fill out a form in a word processor, only to discover that when you attempted to enter information, the lines on the form moved all over the page? Not to mention that the form was difficult and time-consuming to fill out? Most people don't realize that you can easily create professional-looking forms in Word."

  • Part I: Create professional looking forms in Word

  • Part II: Adding Automation to your Word forms

  • Part III: Learn more about VBA macros to automate your form

  • Part IV: Use custom dialog boxes in your Word forms

  • Part V: Linking your AutoForm to a database
Please Fill Out This Form!

By Dian Chapman at TechTrax


 Fun with Forms

Cindy Meister

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<Doug Klippert@ 3:13 AM

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  Saturday, December 19, 2009 – Permalink –

Notes from Word

Import it all

One technique that can be used when preparing a PowerPoint show, is to import material from an existing Word Outline.

If the Word document is formatted with Heading styles, Heading 1 will become a new slide and the subsequent headings, 1 through 6 will become bullet points on the slide.

It may be desirable to prepare notes for each slide while developing the Word outline. Notes don't appear on the slide, they are placed on a separate page that can be printed out for the speaker or handed out to the audience.

Bill Dilworth has written a macro that moves information that has been formatted, say at Heading 6, and places it on the notes page:

"This macro outline allows the user to use Word's "Send To PowerPoint" feature, then run this macro to get notes from MS Word to PowerPoint as notes. The macro allows you to set the text level you want to become the notes.

Word Outline to Notes Page in PowerPoint

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<Doug Klippert@ 3:25 AM

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  Tuesday, December 15, 2009 – Permalink –

Change Insert Picture Target

File location

If you would like to specify the folder Word will default to when you go to Inset>Picture:
  1. From the Tools menu, click Options.

  2. Select the File Locations tab.

  3. Select ClipArt Pictures from the File Types list.

  4. Click the Modify button.

  5. Navigate to the folder you want Word to default to.

  6. Click OK. OK.

In 2007-10, you'll find the entry by
  1. Click on the Office logo

  2. Go to Word Options>Advanced

  3. Scroll down to General

  4. Click the File Locations button

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<Doug Klippert@ 7:24 AM

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  Wednesday, December 09, 2009 – Permalink –


Quick graphic reinforcement

A graph or chart can give the reader a visual representation of a great deal of data. Concepts or results can be more easily grasped by a well formatted graphic.

Charts, usually, take up more space in a document than is absolutely required.

Edward Tufte has come up with the concept of Sparklines (Sparklines:Intense, Word-sized Graphics)
These are small graphs about the same height and width as common words. They are not out of place in the text of a document.

Sparklines give the reader a snapshot of the data that quickly supports the material being discussed.

Bisantz Sparklines

The Sparkmaker can create Sparklines for Word, Excel, or PowerPoint. They can also be produced in HTML.

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<Doug Klippert@ 3:27 AM

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  Monday, December 07, 2009 – Permalink –

Hidden Macro Names and Shortcuts


Word has built in macros to perform routine actions such as using the Format Painter to copy formatting.

Rather than trying to guess the name or look up the shortcut keys, use this seldom mentioned trick to find toolbar macro names.

Press the three key combination of Ctrl, Alt, and + (the plus sign on the Numbers keypad).

The mouse pointer changes to a 4-leaf clover.

Click on a toolbar icon. Word will display a form revealing the macro name and the assigned shortcuts.

(It works the same way in 2007-10)

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<Doug Klippert@ 7:22 AM

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  Friday, December 04, 2009 – Permalink –

Password Background


Alan Myrvold has written a background article on how Office handles passwords and what password strength means.

"Word, Excel, and PowerPoint have been able to password protect documents for several versions by setting the 'password to open'. What we felt could be improved was the ability to enforce password strength rules, similar to what may be required when logging into your computer at work."

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<Doug Klippert@ 3:56 AM

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  Wednesday, November 25, 2009 – Permalink –

Spell Check On

Spell check off

You can run Spelling and Grammar checking in Word by clicking on the ABC icon on the Standard toolbar (it's on the Review ribbon in Word 2007), going to Tools> Spelling and Grammar, or just hitting the F7 key.

As you go through the document, you may find areas that you would like to correct. You don't have to close the Spell checker, just click into the document, make the changes and click Resume in the Spell checker dialog box.

You can also flip focus to the document with Ctrl+Tab.
Then go back to checking with Resume.

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<Doug Klippert@ 3:59 AM

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  Sunday, November 15, 2009 – Permalink –

Color News

A multidiscipline subject

Here is a study about how color effects a reader's choice of concentration.

It was intended for newspaper publishers, but the same knowledge can be used in Web design, PowerPoint, or any other reporting application. Word and Excel will also benefit.

Color, Contrast, and Dimension in News Design


The Poynter Institute is a school for journalists, future journalists, and teachers of journalists.

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<Doug Klippert@ 3:07 AM

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  Friday, October 30, 2009 – Permalink –

Thumbnail Views

Little pages

The Thumbnail view can be used to see the layout of a page or to jump from one page to another.

With Word 2003 and 2007, Thumbnail views are available in Normal, Print Layout, Outline, and Reading Layout views. Go to View>Thumbnails to display the Thumbnail pane to the left of your document. In 2007+ go to View>Navigation tab>Show.

Thumbnail versions of your document will appear in a new pane to the left of your current document. Click on a thumbnail page and Word 2003/7 will automatically jump to the selected page.

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<Doug Klippert@ 3:12 AM

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  Friday, October 23, 2009 – Permalink –

Calculation Tool in Word

Select and Add

In Excel an instant answer is displayed on the Status bar, when a series of numbers is selected.

If you would like to calculate lists or columns of numbers in Word, look at ToolsCalculate. It will display the answer AND let you paste the result in your document.

ToolsCalculate can be added to a menu or tool bar. Pre-2007, it is available through Tools>Customize.
  1. On the Commands tab, select All Commands in the Category list, then scroll down the Commands list until you find ToolsCalculate.

  2. Drag it to the menu bar and hover the mouse over "Tools" until the Tools menu drops down.

  3. Drop Tools Calculate somewhere on the menu or drop it on a toolbar.

  4. Close the Customize box.
For directions see: FAQ
  1. Type the numbers you want to calculate, along with the appropriate mathematical operators.

    Word can calculate numbers in a line, in a column or row in a table, or in a column separated from other columns with tabs. Word can also calculate numbers interspersed throughout the text in one or more paragraphs if you include a space on either side of each number.

  2. Select the numbers and operators.

  3. From the Tools menu, choose Calculate.

    Word calculates the result and displays it for a few seconds in the status bar. The result is stored on the Clipboard.

  4. To insert the result into your document, position the insertion point and choose Paste from the Edit menu (CTRL+V) or click the Paste button on the Toolbar.
This is left over from the halcyon days of Word 2.0 when Woody Leonard and Ed Bott were but children.

In 2007-10,
  1. Click the Office logo
  2. Go to Word Options on the bottom of the box.
  3. Go to Customize.
  4. Select All Commands and find Calculate.
The Calculate icon will now appear on the Quick Access toolbar.

Of course, you could use formulas:

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<Doug Klippert@ 3:11 AM

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  Sunday, October 18, 2009 – Permalink –

Theses by the Numbers

Colour or Color?

The University of Calgary has a step by step tutorial on how to write a thesis.

  1. Choose a template
  2. Download a template
  3. Guidelines
  4. Styles & their Relevance
  5. Saving your files
  6. Writing - hints & tips
  7. Creating the Front Matter
  8. Assembling Chapters
  9. Page Numbers
  10. Printout & Submission

Included are Word Thesis Templates

Some of the hints may provide you with some help even if you use the letter "U" in a more parsimonious manner. See all Topics

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<Doug Klippert@ 3:57 AM

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  Monday, October 12, 2009 – Permalink –

Adjust a Page Border

Fix the box

There is a border around your title page, but the bottom line doesn't print. Usually the reason is that the bottom line (or on a landscape page, the right border) falls within your printer's unprintable area. Here are some suggestions for finding just where that area is and how to adjust your border so that it will print.

  • Find your printer's unprintable area

    Your printer manual may specify the unprintable areas. Inkjet printers, in particular, often have a large unprintable area at the bottom of the page.

    Here's a way to discover them for yourself in Word.

    1. Choose File>Page Setup>Margins tab. Change all four margin settings to 0". Choose OK.

    2. You're told that one or more margins are set outside the printable area of the page. Choose Fix.

    3. Word adjusts the margin settings to your printer's minimum values. Jot down your printer's settings for your future reference, then Cancel the dialog.

  • Adjust the Page Border

    1. Set the insertion point on the page that's bordered, then choose Format>Borders and Shading> Page Border tab. Choose Options.

    2. At the Border and Shading Options dialog, note that the default settings are to have all four borders set to 24 pt (which is 1/3"), and to have Measure from: set to Edge of Page.

    3. To maintain the measurement from the edge of the page, yet move the borders in more toward the center, set the measurements for each of the four margins to 31 pt (the maximum allowed).

      For an alternative setting, set Measure from: to Text. Now the Margin settings measure outward from your text margins. You can set the Margin values anywhere from 0 pt to 31 pt.

    4. Click OK>OK. Use the Standard toolbar's Print Preview tool to evaluate your results.

The border is measured from your text margins, not from your actual text. So, if your bottom border still doesn't print, increase the size of your bottom margin, then adjust the other margins as needed for a balanced appearance.

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<Doug Klippert@ 3:20 AM

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  Thursday, October 01, 2009 – Permalink –

Guided Help

Microsoft to the rescue

Guided Help is a program that you can download from some Microsoft Knowledge Base articles. Depending on the task, Guided Help can automatically perform the task that is described in the article, or Guided Help can guide you through the steps to perform the task yourself.

Guided Help performs the steps by interacting directly with the Microsoft Windows user interface, or by using functions that are included with Guided Help. For steps that interact with the user interface, you see the steps occur on the screen.

For some tasks, you can select to run Guided Help in one of the following ways.
  • Do it automatically: The whole task is automatically completed while you watch. You might be prompted for input if input is required.
  • Show me step-by-step: Guided Help points on the screen to where you must click or type to perform the task.
For Instance:

 Troubleshoot 2007-2003-2002 Word List of articles with Guided Help

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<Doug Klippert@ 3:43 AM

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  Friday, September 25, 2009 – Permalink –

Format Cleansing

Go back to a simpler time

There can come a time when a document becomes too complicated and the formatting appears more like mud.

For most documents it's a good idea to use styles. These help standardize the formatting for the whole document. But what happens when the paragraph or word doesn't appear in the correct style? While a style is set for each paragraph, it can be overridden by separate formatting for all or part of the paragraph. When you paste in text from another document or web page, it will bring with it the formatting on the source page.

Here's a quick shortcut that will remove all additional formatting from a selection and leave you with normal formatting.

Ctrl+SPACEBAR Remove character formatting

Ctrl+Q Remove paragraph formatting

To clear up the whole document try:

Ctrl+A Then one or both of the shortcuts.

To just get back to Normal Style use:

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<Doug Klippert@ 3:42 AM

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  Wednesday, September 23, 2009 – Permalink –

Insert Page Numbers

Don't get framed

If you use Insert>Page Numbers to number your document, the character will be contained in a frame.

This can, sometimes, make formatting the Header or Footer difficult.

A more versatile solution is to use Insert>Field.
Look for PAGE and NUMPAGES.

How to control the page numbering in a Word document

"Page X of Y" gives wrong numbers

Texas A&M University:
Placing the page number correctly on a landscape page

There is, also, an excellent discussion about how Word handles numbering at the
Microsoft Word MVP FAQ Site

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<Doug Klippert@ 3:44 AM

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  Friday, September 04, 2009 – Permalink –

Place Marker

If it's broke, fix it

To return to your last edit point, press Shift+F5. For instance, if you have copied and want to return to where you were in order to paste.

Press Shift+F5 again to go to up to the last three edit points, or a fourth time to return to where you started.

In Word 97 you could use this when you first open a document, to go straight back to where you last edited.

There was a change with 2000+ that broke this. The \PrevSel1 bookmark is destroyed when the document is saved.

The Word MVP site has a fix and some other interesting suggestions:

GoBack (Shift+F5) doesn't work in some newly-opened documents
Here are the bookmarks from ’97:
Predifined bookmarks

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<Doug Klippert@ 3:49 AM

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  Wednesday, August 26, 2009 – Permalink –

Format Again by Keyboard

Shortcut to copy

This is one of those tips that you probable skimmed past some time ago.
Rather than using the Format Painter, here's a keyboard shortcut:
  1. Select the text with the formatting you want.
  2. Ctrl+Shift+C.
  3. Select the text to be formatted.
  4. Ctrl+Shift+V will paste the new formatting.
It's the Shift key that adds the functionality to our old friends Copy/Paste.
I think I saw this in:

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<Doug Klippert@ 3:29 AM

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  Friday, August 14, 2009 – Permalink –

Digital Signatures

How do I know it's real?

If you find a need to provide some sort of certification that your document has not been tampered with and is the rel thing, you might consider a digital signature.

This Microsoft Support article discusses the process.
What is a digital certificate?

What is a digital signature?

What occurs when I use a digital signature?

What Word files can I sign?

How can I obtain a digital signature?
  • Method 1: Obtain a digital certificate from a certification authority
  • Method 2: Create your own digital certificate
    Description of digital signatures and code

    Here's information for Excel.

    Digital Signatures for Excel

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    <Doug Klippert@ 3:00 AM

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      Thursday, August 06, 2009 – Permalink –

    Backup Your Word

    Stand behind your documents

    Backup/restore or transfer AutoCorrect, AutoText, Macros, and other critical files from one version of Word and Windows to another

      Stores formatted AutoCorrect entries, AutoText entries, keyboard shortcuts, menu customizations, custom toolbars, styles, macros.

    2. acl file:
      Stores unformatted AutoCorrect entries (the majority of your AutoCorrect entries).

    3. custom.dic:
      Words you add during spellcheck.

    4. Templates you create (.dot files).
    MS Word's critical files

    Word comes with a supplemental macros template that includes the AutoCorrect Utility. The utility is used to backup and restore entries. If you only do the backup portion, it will create a regular Word document that you can print.. In Word 2002/2003: it's part of the (included on Office installation CD)

    AutoCorrect Utility

    Also: Export AutoCorrect

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    <Doug Klippert@ 3:43 AM

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      Friday, July 24, 2009 – Permalink –

    May I Comment on Your Balloon?

    Markup stuff

    How to turn off balloons for comments and track changes in Word.

    This article describes how to turn off the balloons that appear for comments and track changes in the right side margin of your Microsoft Word 2002 or Microsoft Office Word 2003 document.

    To turn off or hide the balloons for comments and track changes in the right side margin of a Microsoft Word document, follow these steps:
    1. On the Tools menu, click Options.
    2. On the Track Changes tab, do one of the following:
      • In Word 2003, change the Use Balloons (Print and Web Layout) box to Never.
      • In Word 2002, click to clear the Use Balloons in Print and Web Layout check box.
    3. Click OK to close the Options dialog box.
    Note This process only hides the balloons for comments and track changes. These steps do not remove any changes.

    Frequently Asked Questions About Comments Using Tracking and Reviewing Features in Microsoft Word 2002/XP Tutorial
    In 2007:

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    <Doug Klippert@ 3:29 AM

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      Wednesday, July 15, 2009 – Permalink –

    Restore Defaults

    Office 2003 redo

    To reset the original settings in Office 2003, follow these steps.
    Make sure that you back up your files before you follow these steps.
    1. 1. Start any Office 2003 program.
    2. On Help menu, click Detect and Repair.

    3. Click to select the Discard my customized settings and restore default settings check box, and then click Start.
    4. Quit the application, and then click Ignore.
    5. Click OK when you receive the following message:
      Reset of setting to default succeed.

    Microsoft Office Diagnostics in 2007 replaces Diagnose and Repair:

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    <Doug Klippert@ 3:29 AM

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      Sunday, July 12, 2009 – Permalink –

    Plain Numbers

    I'd Like to Make It Clear

    Plain Figures is a method of transforming statistical and financial data into figures, tables and graphs that people readily understand.

    Have you ever:
    • squinted your eyes trying to see the numbers in a PowerPoint presentation?

    • scratched your head at a charity leaflet with an indecipherable pie chart titled 'Where your donation goes' ... and set it aside?

    • missed discussion at a meeting because you were busy trying to figure out the figures?

    • put aside a graph or table, thinking "I'm not good with numbers."?

    Then you know how important the clear display of numerical information can be. Common problems People have trouble using numerical information for many reasons. Most commonly, authors don't know:
    • what to include: when unsure what numbers are important, people frequently display them all, overpowering the reader with irrelevance.

    • which format to use: the choice between text and table, table and chart, bar and pie.

    • how to use the technology effectively: computer software generates graphs easily, but the results hide your point behind incomprehensible chartjunk.

    • how to explain the information: selecting the right words for titles, columns and captions.

    Plain Figures is a partnership between Sally Bigwood, located in Wakefield, Yorkshire, UK, and Melissa Spore, who divides her time between Toronto and Saskatoon, Canada. Sally and Melissa are sisters and both have dual citizenship in the United States. See all Topics

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    <Doug Klippert@ 3:02 AM

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      Thursday, July 09, 2009 – Permalink –

    Echo Document Data

    Enter once — use again

    Enter data in one place in a document and have it repeated elsewhere.

    There comes the time when you need to enter a clients name at the beginning of a document and you know that it will be repeated again many other places.

    Greg Maxey has collected a number of ways to make the task easier.

    Repeating Data

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    <Doug Klippert@ 3:55 AM

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      Monday, June 08, 2009 – Permalink –

    Art and Words

    One picture can mess up a thousand words

    Linda Johnson has put together a well laid out basic tutorial about combining text and graphics on a page.

    Aligning Text and Graphics in Word

    I might have added "Edit Wrap Points"; a feature that allows more control over how text wraps around a picture. Also the use of Format>Picture from the menu. The Layout tab on the dialog box has an Advanced button. The Advanced Layout section presents more precise layout choices if needed.

    Linda dismisses the Drawing Canvas that pops up in Word 2002+. I think she is correct, in most situations.

    For more information on the "DC" see:
    Drawing Canvas - More than I want

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    <Doug Klippert@ 3:34 AM

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      Tuesday, June 02, 2009 – Permalink –

    PowerPoint Bloats Word

    Diet tips

    For various reasons, it can be helpful to send a PowerPoint show to Word. You can have great looking handouts and be able to format the document in ways that are not possible in PowerPoint.

    The problem can be the size of the resultant file.

    One of the easier, more practical ways to slim the doc down is to break the OLE links.
    The size of a Word document may be 20 to 50 times larger than a PowerPoint presentation when you send the presentation to Word.
    1. Start PowerPoint.

    2. On the File menu, point to Send To, and then click Microsoft Office Word.

    3. Click Paste link, and then click OK.

    4. In the resulting Word document, click Links on the Edit menu.

    5. Select all the links that are listed, and then click Break Link.

    6. Click Yes when you are prompted.

    7. Save the Word document.
    When you eliminate the OLE overhead, you can reduce the size of the Word document by 90 percent
     Size of Word Document

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    <Doug Klippert@ 3:13 AM

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      Saturday, May 09, 2009 – Permalink –

    Custom Properties

    Use your own

    If you look at Properties on the File menu, you will see a number of entries. You can also create your own custom properties.

    Click the Custom tab and add what you want.

    To insert your own properties in a document, use Insert>Fields

    1. Choose Document Information in the list of Categories
    2. In the list of Field Names, choose DocProperty
    3. Click the Field Codes button
    4. Add the property name to the Field
    5. Click OK
    6. Click OK. Word to inserts the value.

    Here's the "click path" for 2007:

    Creating word custom doc properties from code

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    <Doug Klippert@ 3:45 AM

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      Friday, May 01, 2009 – Permalink –

    Vertical Selection with ALT

    Old trick

    This trick has been around for awhile, but it might be forgotten as new information in the right ear shoves old knowledge out the left.*

    If you hold down the ALT key while selecting in a Word document, you can select a block. This could be a vertical area, such as the prefixes of a list.

    The selection can then be formatted or deleted.

    *Also see Michael Feldman's "Something I Said: "Innuendo and Out the Other""

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    <Doug Klippert@ 3:25 AM

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      Tuesday, April 28, 2009 – Permalink –

    Quote Me All You Want

    What the other guy says has weight

    There are sites that give you Bartleby Quotations.

    Gar Reynold has put together a list of some other sites that can help bolster any argument, no mater how specious.

    "In my presentations, I may have several slides which feature a quote from a famous (sometimes not so famous) individual in the field. The quote may be a springboard into the topic or serve as support or reinforcement for the particular point I'm making. A typical Tom Peters presentation at one of his seminars, for example, may include dozens of slides with quotes. "I say that my conclusions are much more credible when I back them up with great sources," Tom says."
    Where to get quotations

    "Computers are useless. They can only give you answers.
    Pablo Picasso"

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    <Doug Klippert@ 3:55 AM

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      Wednesday, April 08, 2009 – Permalink –


    Sized and numbered

    Word has the built-in ability to print booklets with automatically numbered pages.

    "If you don't want to spend money on an add-in, or use VBA; and are willing to do a bit more work yourself, here is the method I use. I've produced booklets up to 100 pages long this way, and it works quite satisfactorily for me."
    Booklet printing
    Create Booklet
    Microsoft Word Booklet Templates
    "The file contains Microsoft Word templates for 4, 8, 12, 16, 20, 24, 28, and 32 page booklets, with and without page numbers (16 templates in all). I think I developed these with Microsoft Word 97 and I've never made any changes to them. They use a series of text boxes that flow from one to the other to get the text where it is supposed to be in the booklet."

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    <Doug Klippert@ 3:50 AM

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      Saturday, March 21, 2009 – Permalink –

    Readability Evaluation

    What grade are you?

    Word has a built in tool to determine the level of reading difficulty of a document.

    To see the statistics:
    1. On the Tools menu, click Options, and then click the Spelling & Grammar tab
    2. Select the Check grammar with spelling check box
    3. Select the Show readability statistics check box, and then click OK
    4. On the Standard toolbar, click Spelling and Grammar
    5. In 2007, click the Office button in the upper left corner. Click Word Options. Choose Proofing and When correcting spelling and grammar in Word.
    When Microsoft Word finishes checking spelling and grammar, it displays information about the reading level of the document.

    Each readability score bases its rating on the average number of syllables per word and words per sentence.
    Flesch Reading Ease score Rates text on a 100-point scale; the higher the score, the easier it is to understand the document. For most standard documents, aim for a score of approximately 60 to 70. The formula for the Flesch Reading Ease score is: 206.835 - (1.015 x ASL) - (84.6 x ASW) where: ASL = average sentence length (the number of words divided by the number of sentences) ASW = average number of syllables per word (the number of syllables divided by the number of words)
    Flesch-Kincaid Grade Level score
    Rates text on a U.S. school grade level. For example, a score of 8.0 means that an eighth grader can understand the document. For most documents, aim for a score of approximately 7.0 to 8.0.
    The formula for the Flesch-Kincaid Grade Level score is:
    (.39 x ASL) + (11.8 x ASW) - 15.59
    Measuring the reading age of books and other reading matter.
    Everything you ever wanted know about
    readability tests but were afraid to ask.
     Flesch-Kincaid Readability Test
    Frequently Asked Questions About Proofing Grammar

    I am working on a law review article dealing with readability. We have found a problem with Microsoft Word's Flesch-Kincaid formula - it does not appear to be accurate. We took a sample text of slightly over 100 words, and ran the check. We then changed the word "report" to statement" (with everything else unchanged) and Word indicated a higher grade level. However, the grade level should not have been affected, since "report" and "statement" are both two-syllable words. It looks like Word is somehow incorporating number of characters in each word into it's Flesch-Kincaid score, which it should not. Any idea what the problem might be?

    You're right, Word handles the formula a little differently.
    BTW, they say the sample s/b 200+ words for reliability.
    See these links:
    University of Memphis

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    <Doug Klippert@ 3:45 AM

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      Thursday, March 12, 2009 – Permalink –


    Tiny code snippets

    Microsoft has included a number of code pieces that you can use without having to haul out the VBA editor. These codes handle such things as page numbers, Table of Contents, Merge data and more.

    "Some 80-plus fields are built into Word that provide information about the file and the user; store, display, and manipulate reference information; and link the document to other applications - all without a bit of code."

    Automate Word Documents with Minimal Code
    By Cindy Meister

    Cindy Meister is a Word MVP.

    She also works with bobbin-lace. Here is a sample of a Honiton lace butterfly.

    Using { Fields } in Microsoft Word
    Formatting Word Fields with Switches

    In 2007 you can use the =(Formula) field.
    On the Insert tab look for Quick Parts:

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    <Doug Klippert@ 3:50 AM

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      Thursday, February 26, 2009 – Permalink –

    Justify Clean Up

    Minimize white space

    When a document is formatted with columns, the text is often Justified. This can lead to a messy layout of words and letters.
    "When justifying text in Microsoft Word use the hyphenation feature to improve the look of your page. (Without hyphens). . . unnecessary 'white space' is distributed throughout. When hyphenation is turned on the overall typographic color of the page is much more even. To enable this feature in Microsoft Word do the following: After you have justified the columns in your document, choose from the "Tools menu" > Language > then from the dropdown menu, choose "Hyphenation", then choose "Automatically hyphenate document"

    Typography Tip #2

    BTW, this goes along with one space after punctuation.
    Bill Hill - There is only one space after a period

    In Woody's Office Watch look for #2:

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    <Doug Klippert@ 3:39 AM

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      Wednesday, February 11, 2009 – Permalink –

    Page Numbers

    A baker's dozen of ideas

    Here is a collection of tips about how to display information in Headers and Footers.

    Field codes are demonstrated. Remember that the brackets {} must be inserted with Ctrl+F9, not directly from the key board.

    Here's one suggestion

    Display the word "more" at the bottom of every page except the last page.

    Insert an "if" field into the footer.

    The field in this case will be a compound entity that consists of two fields nested within a third field.

    { IF { PAGE } = { NUMPAGES } "" "more" }
    1. Position cursor where you want the field.
    2. Press Ctrl+F9 to insert the field braces.
    3. Type the field expression as it appears below, using Ctrl+F9 and arrow keys as needed to keep text within the various braces as you type.
      { IF { PAGE } = { NUMPAGES } "" "more" }
    4. Select the entire expression.
    5. Right-click the selection and choose Toggle Field Codes.
      (or use Alt+F9) Headers and footers and page numbers

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    <Doug Klippert@ 3:15 AM

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      Tuesday, January 13, 2009 – Permalink –

    Almost All You Need to Know

    Collection of Word explanations

    Shauna Kelly is a Microsoft Word MVP.

    She has compiled a gathering of important Word how to's and whys.

    For new users of Microsoft Word
    Basic concepts - Introduction
    Styles in Microsoft Word
    Tips for understanding styles
    How the Styles and Formatting pane works
    Numbering, Bullets, Headings, Outlines
    How to control bullets
    What is the relationship between a Word document and its template?
    How to keep a figure on the same page as its caption
    Sharing Microsoft Word documents
    What happens when I send my document to someone else?

    Making the most of Word in your business:
    Microsoft Word FAQ

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    <Doug Klippert@ 3:23 AM

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      Sunday, January 04, 2009 – Permalink –

    Split View

    Top and bottom

    If you need to look at more than one part of a document at once, consider splitting the window.

    To split the current window, just go to Window>Split from the main menu.
    (View>Split in 2007)

    Another way is to use the splitter control between the file tab channel and the scroll bar for the doc.

    To create new windows for the same document, just go to Window>New Window and create as many views on the same document as you would like. (View>New Window in 2007)
    Word Split Window
    (Publisher: The Bill and Melinda Gates Foundation)

    Dawn Ontario, Disabled Women's Network:

    Split Screen Feature - Microsoft Word

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    <Doug Klippert@ 3:55 AM

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      Tuesday, November 04, 2008 – Permalink –

    Too Many Slices

    More data than the pie will hold

    A pie chart displays the per cent of the whole is represented by the component elements. Four salesmen, four slices of pie.

    The problem arises when there are 10 or so components that vary in size. The labels begin to overlap and the chart is difficult to read:

    One suggestion that Chris Weber offers is to rearrange the order of the slices:

    The article uses MS Graph in Access, but the techniques are applicable in all the other applications that can use graphs.

    Easy as Pie. . .

    "Chris Weber provides you with a generic method to control the data for pie charts that are actually readable."

    (A downloadable example file is also provided

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    <Doug Klippert@ 3:40 AM

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      Sunday, October 26, 2008 – Permalink –


    Seek and find

    When you are looking for a particular word or file, wildcards can be used to refine the search.

    An asterisk (*) can be used to represent any number of characters. A search for pop* would return popsicle, popcorn, pop1, pop2, pop37, pop29, and pop's favorite chair.

    A question mark (?) is a stand-in for a single character. Popc??? would bring back only the word popcorn. Pop? searches for pop1 and pop2, but not pop37 etc.

    That's a simple look at wildcards. Word has a rich variety of symbols that can do quite complex search and replace operations.

    Here are some links to more detailed discussions:

    Word MVP:
    Using Wildcards

    Felgall Pty Ltd:
    Sydney, Australia
    Wildcard information

    Wild About Wildcards
    by Bill Coan, MVP

    Graham Mayor:
    Find and Replace

    And don't miss:
    Special Characters You Can Find & Replace
    By Phil Rabichow

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    <Doug Klippert@ 3:48 AM

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      Thursday, October 23, 2008 – Permalink –

    Alternate Bullets

    High caliber

    There are other images that can be used as bullets in Word, PowerPoint, and HTML.
    Allan Wyatt's Word Tips:

    Using Words as Bullets

    Make Custom Bullets
    Using CSS

    Shauna Kelly:

    How to control bullets in Microsoft Word

    Ins and outs of bullets and numbering in Word

    Dubbo College :
    (an easy five hours drive from Sydney, four hours from Newcastle and a ten hour drive from Melbourne and Brisbane.)

    Paragraph Bullets

    Troubleshooting Bullets and numbering

    Also see:

    Beyond Bullet Points, the book

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    <Doug Klippert@ 2:23 AM

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      Saturday, August 30, 2008 – Permalink –

    Legal User's Guide

    Object with style

    "At first glance, you might think that not much has changed in the latest version of Microsoft Word; however, when you take a closer you look and discover the added collaboration functionality, research capabilities such as Encarta, translation and more, increased security, and new XML-enabled opportunities, you will quickly realize that Word 2003 offers even more benefits for the legal user."

    Word 2003 Legal User's Guide

    The Payne Consulting document for Word 2002 is here:
    Word 2002 Legal User's Guide

    Charles Kenyon has put together the Intermediate User's Guide .
    This Intermediate Users' Guide is based closely on the Legal Users' Guide and supplements it. It contains all the text from the original Legal Users' Guide together with additional guides and links to other resources.

    Also see:
    Microsoft Office Assistance:
    31 Legal articles

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    <Doug Klippert@ 1:21 AM

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      Thursday, August 14, 2008 – Permalink –

    Sequentially Number Documents


    Here's an example of how to use an external text file to record incremental numbering.

    "Sometimes, when working on a project, you may want to save your documents in sequential order (for example, "0001", "0002", "0003", and so on).

    If you wanted to do this manually, you would need to sort through your working directory for the latest file number before you could assign the next number to a new file.

    Using this fairly straightforward Word macro, you can make creating sequenced files as easy as pressing a button."

    Save sequential number docs
    (Kevin Christy)

    Also see:

    Autonumber Invoices

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    <Doug Klippert@ 4:00 AM

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      Tuesday, July 29, 2008 – Permalink –


    Recover zapped files

    You can use the AutoRecover feature in Word to recover a Word document if your computer loses power or if an application error occurs while you are working in a document.

    To set the AutoRecover feature in Word:

    1. On the Tools menu, click Options.
    2. Choose the Save tab and select the "Save AutoRecover info every" check box.
    Set the minutes box to the desired time interval between AutoRecover saves.

    The AutoRecover feature does not replace the saving of a document. There is no feature in Word to automatically save your document files. You must periodically save your documents.

    What Is the AutoRecover Feature in Word?

    How Word creates and recovers the AutoRecover files

    "When you perform a full save of your file, there is no way to go back to your original version. If the document was saved automatically, in many instances data would be lost because a full save is irreversible.

    In contrast, AutoRecover does not overwrite your original file; this allows you to back out of most errors just by not saving changes when you close the file.

    An AutoRecover file is created or updated each time there are changes that have not been saved at the end of the preset time period. You should perform a full save specifically based on progress you've made in your document rather than arbitrarily at regular time intervals.

    NOTE: Another way to protect your work and maintain all of your changes is to use the Versions command on the File menu."

    How can I make Word save or back up my document automatically?

    In Word 2007 it's under "Office button">Word options> Save.

    By design, Microsoft Word does not create an AutoRecover file when you are working in a master document, because the AutoRecover file format is not compatible with the master document file format.

    When you use Word as your e-mail editor, Word does not create an AutoRecover (AutoSave) file of your e-mail message.

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    <Doug Klippert@ 1:15 AM

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      Sunday, July 20, 2008 – Permalink –

    Don't Check Spelling

    Avoid the squiggles

    Omitting text selections from Word's spell checking process

    If you frequently include macro code listings or other chunks of cryptic information in your documents, Word's spell checker is likely to have a field day pointing out unrecognized words.

    You can make Word's spell checker skip over code listings and other information that it is likely not to recognize by applying the No Proofing language setting.

    1. Select the text you would like the spell checker to skip.

    2. Next, select Tools>Language Set Language from the menu bar.

    3. In the Mark Selected Text As list box, select the (No Proofing) option and then click OK.

    From now on, the spell checker will skip over the text you selected without flagging any spelling or grammatical errors.

    Alan Wyatt's WordTips site has a comprehensive list of spell checker links:
    Spelling and Grammar Checking

    If you want to spell check Web forms and information boxes you fill out using Internet Explore, look at ieSpell:

    "ieSpell is a free Internet Explorer browser extension that spell checks text input boxes on a webpage. It should come in particularly handy for users who do a lot of web-based text entry (e.g. web mails, forums, blogs, diaries).

    Even if your web application already includes spell checking functionality, you might still want to install this utility because it is definitely much faster than a server-side solution. Plus you get to store and use your personal word list across all your applications, instead of maintaining separate ones on each application."

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    <Doug Klippert@ 5:36 AM

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      Tuesday, July 08, 2008 – Permalink –

    Customize Envelopes

    Your own #10

    The default layout for envelopes is not sacrosanct to anyone but the postal service.
    You can move objects around; add text and pictures.
    ChangingWord Envelope Layouts
    Graham Mayor

    Custom Envelopes in Word

    Microsoft Support:
    Create individual envelopes and labels
    40 minute lesson
    Customizing Envelopes with Pictures
    Printing Labels or Envelopes for Contacts
    Inserting Addresses into Microsoft Word Documents

    "One of the advantages to using Microsoft Exchange or Microsoft Outlook is the ability to use information from the Address Book in Microsoft Word documents. Exactly how to do it, though, isn't obvious. The key is an AutoText entry called AddressLayout. This article shows you how to change this entry and how to add an Insert Address button to the Word toolbar."


    "USAGE NOTE The word envelope was borrowed into English from French during the early 18th century, and the first syllable acquired the pronunciation (on) as an approximation to the nasalized French pronunciation. Other similar words borrowed from French in the modern period include envoy (17th century), encore, ennui, ensemble, entree (18th century), entourage, and entrepreneur (19th century). Most retain their pseudo-French pronunciations, with the exception of envoy, which, like envelope, is mainly pronounced with (en) now."
    Addressing your mail
    Delivery Address
    Standard Address Formatting

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    <Doug Klippert@ 4:13 AM

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      Monday, June 30, 2008 – Permalink –

    Personal Information

    Clean it up

    If you have enabled the "Allow fast saves" feature, earlier versions of your document, that you thought had been deleted, may still be readable.

    If the document was edited with "Track Changes" enabled, a name is associated with each change. You can get rid of all the personal information with a few simple settings.

    Choose Options from the Tools menu, click on the Save tab, and uncheck the box labeled "Allow fast saves". Now click on the Security tab and check the box titled "Remove personal information from this file on save".

    In Word 2003 the check box's title is: "Remove personal information from file properties on save". When you save the file, the Author, Manager, Company, and Last saved by fields are cleared. Names in comments or edits are changed to simply Author. Any routing slip or e-mail header information is also removed. If the document contains tracked changes, you may want to accept them all before saving.

    The Allow fast saves option is global. The Remove personal information option is specific to the current file and is present only in Word 2002 and later. If you want that option to be the default, click on the File Locations tab in the Tools> Options dialog and note the folder containing user templates. In that folder, open the file Check the Remove personal information box as noted above, then save and close the file. All new files created from this point on will have that feature enabled by default.

    Also see:
    Charles Kenyon's Word Users Guide:

    Confidentiality and MetaData in Word Documents

    Microsoft downloads:
    Office 2003/XP Add-in: Remove Hidden Data
    With this add-in you can permanently remove hidden data and collaboration data, such as change tracking and comments, from Microsoft Word, Microsoft Excel, and Microsoft PowerPoint files.

    This add-in is not compatible with the 2007 Office system. The Document Inspector feature in the 2007 Office system replaces this add-in. For more information see Office 2007 Resource Kit and the online Help topic.

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    <Doug Klippert@ 3:31 AM

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      Saturday, June 14, 2008 – Permalink –

    Address Layout

    Custom layout

    When you use the Outlook as a source for addresses, you can customize the display to suit your own needs.

    When you use the Insert Address button in the Envelopes and Labels dialog box it does not use the same format as the Insert Address button.

    Here's the location to put the Address book on the Quick Access Toolbar in 2007:

    Here's the work around:
    Insert Address Button Does Not Use AddressLayout AutoText Entry

    MacroButton; scroll down to Insert Address from Outlook>

    Here are two sources with directions about how to reformat the AutoText entry: "AddressLayout".
    Inserting Addresses into Microsoft Word Documents

    Microsoft Knowlegebase:
    HOW TO: Modify the Layout of an Address Book Entry

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    <Doug Klippert@ 7:10 AM

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      Sunday, June 01, 2008 – Permalink –

    Formatting/Layout Suggestions


    From the Word site:
    Typographical Tips from Microsoft Publisher

    ..."Word is ubiquitous. If you buy a new computer, chances are good that it will come with some version of Office or Works Suite (which includes Word) installed. Word is a powerful word processing program that incorporates many of the features of a page layout application, but there are times when a page layout or desktop publishing application is what is needed. If you are using the Small Business Edition of Office 97 or Office 2007, Professional, or Ultimate, you have such a program: Microsoft Publisher.

    ...even if you use only Word, Publisher can be useful to you. Because once upon a time, at least, it came with an excellent manual. The Microsoft Publisher 97 Companion is a 328-page book (compare this to the 19 pages devoted to Publisher in Discovering Microsoft Office 2000 Premium and Professional), and it contains much material that can be equally helpful to Word users.

    For example, the chapter "The Look of Words" discusses what fonts are, how to choose them, and how to get the most from them. The following tips, guidelines, and rules of thumb are excerpted from that chapter [with some comments interspersed]. We have not attempted to reproduce all the illustrations that appear in the actual manual, but even the text alone is helpful."

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    <Doug Klippert@ 6:59 AM

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      Thursday, May 15, 2008 – Permalink –

    Make a Dash


    From the Word MVP Forum:

    There are three kinds of dashes, each a bit longer than the other.
    You don't need to put spaces before or after dashes (in the US).

    Use the hyphen (-) for hyphenating words.

    Use the en dash (–) where you would use "to," as in "business hours are 10 A.M. – 5 P.M.," in a range of numbers (pages 17–25), or to link certain compound adjectives like "the Tokyo–Hong Kong flight" or "anti–blood clotting serum."

    Use the em dash (—) instead of parentheses—as is done here—to set off a parenthetical phrase. On the typewriter, two hyphens stood in for this dash.

    The keyboard shortcuts are:
    Alt+0150 for an N dash
    Alt+0151 for an M dash or two hyphens in a row

    Here's an article from the
    Making dashes easy
    By Jack M. Lyon

    Meleanie Spiller has an articles on:
    Colons, Semicolons, and Em-dashes

    Hyphen Hysteria


    Interruptive Punctuation

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    <Doug Klippert@ 6:13 AM

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      Tuesday, May 13, 2008 – Permalink –

    Embed a Show

    Stick it in Word

    You might like to distribute a short PowerPoint slide show, and include some extra material.

    Open Word and PowerPoint.

    Arrange the windows so that both applications can be seen.
    (Right-click an empty area of the Task bar and choose "Tile Windows Vertically."

    Type your introductory text in the Word document.

    Switch to PowerPoint and open the PowerPoint file.

    In Slide Sorter View, hold down the Ctrl key and select the slides you want to include.

    Drag the selected group of slides onto the Word document.

    You will only see the first slide in the document, but if you double-click on the image, the PowerPoint show will run.

    It will also work in Excel.

    (This, of course assumes that the target machine has PowerPoint or PowerPoint Viewer installed)

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    <Doug Klippert@ 6:21 AM

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      Wednesday, April 23, 2008 – Permalink –

    Identify Formatting Inconsistencies

    A suggestion I don't suggest

    Microsoft Word can detect formatting inconsistencies as you type and then mark them with a blue, wavy underline.You may want to have all the headings in a document formatted the exact same way, but you inadvertently formatted some of them differently. Word can detect these inconsistencies as you are typing and underline them with a blue wavy line to alert you.

    Check your formatting inconsistencies in Word

    Microsoft Word Help:

    1. On the Tools menu, click Options, and then click the Edit tab.
    2. Under Editing options, select the Keep track of formatting check box, if it is not already selected.
    3. Under Editing options, select the Mark formatting inconsistencies check box.
      Formatting inconsistencies will be marked with blue, wavy underlines.
    4. Click OK.
    5. In your document, right-click the blue, wavy underline where a formatting inconsistency has occurred.
    6. Do one of the following:
      To correct the inconsistency, click the command that describes the inconsistency.
      To have Word remove the blue, wavy underline and not correct this inconsistency, click Ignore Once.
      To skip all occurrences of the inconsistency in the document, click Ignore Rule.

    PC World:
    Word 2002 adds fast formatting for stylin' documents.
    How the Styles and Formatting pane works in Microsoft Word 2002 and 2003

    I would suggest that you don't use this feature. See:
    Runaway Styles in 2003

    If you are going to use it, just to track formatting, remember to turn it off for the majority of uses.

    Also see Wopr lounge

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    <Doug Klippert@ 6:32 AM

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      Wednesday, April 16, 2008 – Permalink –

    Word Ranges

    Pre-defined locations

    When entries are made in a document, Word creates a Story Range to identify what part of the document is being used. These ranges can be used in macros to search for items , change text, or other actions.

    This macro, for instance, changes the text in just the header of the first section:

    Sub HeaderFooterObject()
    Dim MyText As String
    MyHeaderText = "This would be your text"
    With ActiveDocument.Sections(1)
    .Headers(wdHeaderFooterPrimary).Range.Text = MyHeaderText
    End With
    End Sub

    When you use Edit>Replace in Word, it does a fine job of locating all occurrences of the target in the body of the document or in the header or footer.

    Something fails, however, when you record the action and try to run it as a macro. To make it work, you must loop through the built in ranges of a Word document.

    The exercise is interesting if only for the exposure to the built in ranges such as:

    • wdCommentsStory
    • wdEndnotesStory
    • wdEvenPagesFooterStory
    • wdEvenPagesHeaderStory
    • wdFirstPageFooterStory
    • wdFirstPageHeaderStory
    • wdFootnotesStory
    • wdMainTextStory
    • wdPrimaryFooterStory
    • wdPrimaryHeaderStory

    • wdTextFrameStory.

    See this article for more information:
    Find and replace with VBA


    Microsoft KB
    VBA macro examples to insert text into a document

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    <Doug Klippert@ 7:14 AM

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      Saturday, March 15, 2008 – Permalink –

    Plain Language

    Twaddle free

    June 1, 1998


    SUBJECT: Plain Language in Government Writing
    "The Federal Government's writing must be in plain language. By using plain language, we send a clear message about what the Government is doing, what it requires, and what services it offers. Plain language saves the Government and the private sector time, effort, and money."

    The Plain English Network
    Plain language can be understood by YOUR reader at first reading. It doesn't mean writing for a certain grade level - it means organizing and writing for your reader. Writing in plain language saves time and money for writers and readers.

    The Plain Language Center
    Building Plain Language from the Ground Up

    Introducing Plain Language

    Plain language matches the needs of the reader with your needs as a writer, resulting in effective and efficient communication. It is effective because the reader can understand the message. It is efficient because the reader can read and understand the message the first time.

    Plain language produces clear, concise, and readable documents

    And then for no reason ,other than most writing is twaddle, here's a review of:

    How Mumbo-jumbo Conquered the World:
    A Short History of Modern Delusions
    by Francis Wheen.

    It's entitled: "Twaddle unswaddled".
    Appropriate or not, it is fun to say.

    [Edited entry from 12/27/2004]

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    <Doug Klippert@ 8:35 AM

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      Sunday, March 02, 2008 – Permalink –

    Index Concordance


    Creating a Table of Contents can be easy if you use Styles. Word will automatically insert a TOC when you place the insertion point and then use Insert>Reference Index and Tables and choose Table of Contents.
    (2007 – Reference Tab>Table of Contents group)

    An Index or Concordance can be more difficult.

    In a larger document, you may want the reader to be able to locate key words. You could go through the whole document and mark each word you want included, but there is an easier way.

    1. Make a list of the important words.
    2. Create a two-column table in a new document.
    3. In the first column, enter the word or phrase.
    4. In the second column, enter the index entry
      (If you need a sub-category, type the main entry followed by a colon (:) and then the sub category.)
    5. Save the file.

    When it comes time to create the Index, place the insertion point, go to Insert>Reference Index and Tables. Choose Index and then AutoMark.
    (2007 – Reference Tab>Index group)

    Browse to the location of your Index file.

    Word will now automatically use your list to mark the main document and insert an Index.


    Word for Word:
    An Index or a Concordance for Your Book?

    How can I automatically generate an index in Word?

    Microsoft KB:
    How to create a table of contents and index with field codes in Word

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    <Doug Klippert@ 7:38 AM

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      Saturday, February 23, 2008 – Permalink –


    Problem solvers

    If you have trouble opening a Word document, or it is not working well, try these suggestions:

    Delete all of Word's temp files.

    1. Go to Edit>Replace
    2. Make sure to include all of your local drives in the search and that "include subfolders" is checked.
    3. Search for:
    4. Then delete all these temp files.

    Word leaves shards of temp files wherever the document file was stored. Word's temp files start with a tilde (~), so in most cases you can delete:


    1. Use Edit>Find to locate Normal.DOT.
    2. Rename it (Normal.OLD) or delete it. Word will create a new copy when it restarts.

    The only caveat here is be careful that you don't have important macros stored in Normal.DOT. If you rename, you can recover them.


    If that does not correct the problem, try this next step:

    1. Go to Start>Run and type:
      winword.exe /a
      (Note that there is a space before the /a)
    2. Then press ENTER. This starts Word without any add-ins, global templates, or Normal.DOT.
      Look in Tools>Templates and Add-ins to see if there are any files that can be un-checked.

    If you need even more help, go to:

    The Word MVP site

    Knowledge base:
    How to troubleshoot problems that occur when you start Word or when you work in Word

    How to troubleshoot problems that occur when you start or use Word 2007, Word 2003, or Word 2002

    [Edited entry from 12/11/2004]

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    <Doug Klippert@ 7:19 AM

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      Tuesday, February 05, 2008 – Permalink –

    Curly Quotes be Gone

    Stop them up front

    Word, by default, uses curly (“ ”) rather than straight quotes(" ").

    Here's a video that shows how to go into Word options and turn this Auto feature off.

    Next we need to turn off Moe and Larry

    Curly quotes

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    <Doug Klippert@ 7:27 AM

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      Wednesday, December 26, 2007 – Permalink –

    Page Breaks

    Demo tutorial

    You can control when Word decides to break for a new page.

    Ctrl+Enter is the keyboard shortcut, but there are a number of variations.

    This MS link has both Demos and text tutorials.
    Page breaks

    BTW; a merged document is made up of Section breaks, not Page breaks.

    For ease of printing, Replace ^b with ^m

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    <Doug Klippert@ 6:35 AM

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      Monday, December 24, 2007 – Permalink –

    Word News (still)

    Here's another good newsletter


    Jack M. Lyon, a book editor who got tired of working the hard way and started creating programs to automate editing tasks in Microsoft Word. He's been editing more than twenty years and started working on the computer in 1985.

    (Unfortunately has not published recently, but still full of good information)

    A few back issues of Editorium Update arranged chronologically:

    • Deleting Unused Styles
    • Pasting Tracked Revisions
    • Indexing with a Two-Column Concordance
    • Fancy Sorting
    • Editing by Concordance
    • Making a Concordance
    • Numbers by Chicago
    • Fixing Typos Automatically

    And more.

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    <Doug Klippert@ 7:44 AM

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      Saturday, December 08, 2007 – Permalink –

    Drawing Canvas

    More than I want

    The Draw layer has been around since about Word 97, but it has not been as intrusive as it is in Word 2002+.

    Try to place an AutoShape on a page and the Drawing Canvas pops up by default.

    To turn off this feature, go to:
    On the General tab, remove the check mark from
    "Automatically create drawing canvas when inserting AutoShapes"

    To just dismiss it each time, choose your AutoShape and then touch the Delete or Esc key before drawing the object.

    Here's some more information.
    The draw layer: a metaphysical space

    Knowledge Base
    General Information About Floating Objects
    (a discussion of Word's floating objects and layers)

    As I understand it, the Drawing canvas is not really a new layer. The following illustration shows the classic layers. It is from the Knowledge base article:

    How to Place Text over a Graphic

    / /
    / <SURFACE OF /
    / PAPER> /
    / / /
    Front drawing layer ------------------- /
    MAIN TEXT LAYER =================== / /
    Back drawing layer -------------------/ / /
    / /
    Front drawing layer -------------------/ /
    (Header/footer) BOTTOM TEXT LAYER =================== /
    Back drawing layer -------------------/

    You can dump the layer in 2007 in the Office button Word Option equivalent of Tools>Options:

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    <Doug Klippert@ 6:37 AM

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      Monday, October 15, 2007 – Permalink –

    Work with Office

    It can make life easier

    Here's a collection of tips and tutorials from Microsoft about how to use '07 at work.
    If no one's looking, you could use these hints at home too.

    Ways to work smarter

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    <Doug Klippert@ 6:50 AM

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      Monday, September 24, 2007 – Permalink –

    Foxy or Ipsum


    In Word 2007 =rand() produces a selection from the Help file.

    =lorem() displays:

    Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Maecenas porttitor congue massa. Fusce posuere, magna sed pulvinar ultricies, purus lectus malesuada libero, sit amet commodo magna eros quis urna.
    Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.
    Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas. Proin pharetra nonummy pede. Mauris et orci.

    If you want some history, try

    Pre 2007:

    To insert practice text in the document, type:
    and hit the ENTER key.

    The whole equation would be:
    "p"is for p>aragraphs. "s" is for s>entences.

    would produce 2 paragraphs containing 3 sentences each.

    It is said that:

    The Italian edition of Microsoft Word 2000 produces:
    "Cantami o Diva del pelide Achille l'ira funesta."

    This is the first line of the Italian translation of Homer's Iliad

    In Spanish it's:
    "El veloz murciélago hindú comía feliz cardillo y kiwi."

    "The quick Hindu bat ate happy golden thistle and kiwi."

    In French it's:
    "Servez à ce monsieur une bière et des kiwis."

    "Serve this gentleman a beer and some kiwis."

    Other Panagrams

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    <Doug Klippert@ 7:19 AM

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      Wednesday, September 12, 2007 – Permalink –

    Top 25 Issues in Word

    A collection of hows

    Here are a few:

    The rest of the Top 25

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    <Doug Klippert@ 7:26 AM

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