Unofficial Word Stuff

Command Reference

2010-02-04T03:15:00.000-08:00

2003-2007-2010

Those of you that are just now making the switch to the Ribbon world, will find this valuable.

ComputerWorld.com

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Office Training

2010-02-02T03:54:00.000-08:00

Suggestions

TechRepublic lists a number of areas that you might explore when training is needed for a new Office version.

Here are a few:

LINKS TO TIP SHEETS AND ARTICLES
"Instead of telling your users to go out to Microsoft.com and do a search, put hyperlinks to the printer-friendly version of tip sheets and articles on your company’s main portal page. Providing links to information you know they need will help you cover the training bases. And presenting the links on an internal web site they already use will show your users that it’s okay to go outside of their four firewalls to learn something new. Include your favorite hyperlink in your signature line so it goes out in every e-mail you send."
ONLINE TRAINING
E-LEARNING
WEBCASTS
VIRTUAL TRAINING
MULTILINGUAL SCREENTIPS AND TRANSLATIONS
COMMAND REFERENCE GUIDES
OFFICE ONLINE AT WORK

10 ways to train your users on Office 2007 for free

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Tips for Word and Excel

2010-02-01T03:33:00.000-08:00

Also some Windows hints

This site has useful information about:

Word
Word VBA
Excel
Excel VBA

and
Windows

Tribbs.co.uk

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Where's the Template

2010-01-26T03:46:00.000-08:00

Find and/change storage spots

Describes the different template categories and the locations of templates in 2007 Office programs. Also describes the registry settings that control where to find your custom templates.

Support.Microsoft.com

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Character Codes

2010-01-25T03:46:00.000-08:00

HTML and ALT+

Here's another table with the codes needed to insert characters that do not appear on the keyboard:

Keyboard Shortcuts

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Merge Word to PDF

2010-01-17T03:10:00.000-08:00

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.

GMayor.com

Merge with Attachments

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Merge Access with Word

2010-01-11T03:45:00.000-08:00

Database integration

"You can merge Microsoft Office Access 2007 data with a Word 2007 document by using the Mail Merge Wizard. This demo shows you how to create a simple form letter and how to troubleshoot problems. You can also use this feature to create address labels or any other type of Word document in which you want to display Access data."

Office.Microsoft.com

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Typography and Word 7+

2010-01-06T03:24:00.000-08:00

Shape and display

Here are some suggestions about how to make your text easier to read.

"Ever wonder why some text seems easier to read than others? A few basic formatting changes can make reading text much easier. Factors like line spacing, font choice, font size and margins are key to legibility. "

Office.Microsoft.com

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Keyboard and Key Tips

2010-01-03T03:54:00.000-08:00

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.

Office.Microsoft.com/Training

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Forms in Word

2009-12-31T03:13:00.000-08:00

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

Also:

Fun with Forms

Cindy Meister

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Notes from Word

2009-12-19T03:25:00.000-08:00

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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Change Insert Picture Target

2009-12-15T07:24:00.000-08:00

File location

If you would like to specify the folder Word will default to when you go to Inset>Picture:

From the Tools menu, click Options.
Select the File Locations tab.
Select ClipArt Pictures from the File Types list.
Click the Modify button.
Navigate to the folder you want Word to default to.
Click OK. OK.

In 2007-10, you'll find the entry by

Click on the Office logo
Go to Word Options>Advanced
Scroll down to General
Click the File Locations button

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Templates are Digital Stencils

2009-12-10T03:55:00.000-08:00

Make your own

If you have a document; such as a report or reoccurring newsletter, one way to reduce the production time is to create a template.

These preformatted, boiler plated documents can then be fleshed out without having to reinvent the sardine.

Here are some tutorials to help you along:

AddBalance.com
Template Basics

About.com
Word Templates

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Sparklines

2009-12-09T03:27:00.000-08:00

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.

See:
Bisantz Sparklines

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

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Hidden Macro Names and Shortcuts

2009-12-07T07:22:00.001-08:00

Revealed

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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Password Background

2009-12-04T03:56:00.000-08:00

Unencrypted

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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REDUSE MISSPELLINGS

2009-12-01T03:46:00.000-08:00

You might be missing typos in tables

If you've ever found typos in a table or list that you're positive you remember spell checking, chances are that the typos are in words that are purposely skipped during the spell check.

By default, SpellChecker ignores words that are all upper-case or that have numbers in them. In most cases, this is probably fine. However, especially with purchased data, you'll occasionally come across tables where everything is capitalized.

Fortunately, you can change the way SpellChecker works so that all words are included.

To do so, run the SpellChecker on a data selection that will cause the Spelling dialog box to be displayed.

Then, click the Options button and clear the Words In UPPERCASE and Words With Numbers check boxes.

Finally, click OK and then Cancel.

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Find the Word

2009-11-30T03:08:00.000-08:00

And Replace

Word has one of the most complete and malleable Find/Replace systems of any application.
Here is a 26 page report on how to use it from Editorium.com.
While your there, sign up for the free newsletter.

Advanced Find and Replace for Microsoft Word

"One of Word's most powerful features, especially for editing, is Find and Replace using wildcards and character codes. This free tutorial (a Word document) will take you step by step through what you need to know. If you don't download anything else here, be sure to get this--and work your way through it. It's well worth the effort."

Editorium.com/Freebies

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Spell Check On

2009-11-25T03:59:00.000-08:00

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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Color News

2009-11-15T03:07:00.000-08:00

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

ColorProject

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

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Change Code to Comments

2009-11-05T03:43:00.000-08:00

Fast solution

When you're testing procedures, you can temporarily convert a block of VBA code to comments that will be ignored during a trial run.

Doing so manually by inserting an apostrophe before each line of code can be a real chore.

To simplify this task,

Open any module in the Visual Basic Editor (VBE)
Choose View >Toolbars>Edit from the menu bar to display the Edit toolbar.
Select the lines of code that you want to turn into comments.
Click the Comment Block button on the Edit toolbar (it's the sixth button in from the right end of the toolbar).

Each line of the selected code is now preceded with an apostrophe. To convert the comments back to executable code, select the appropriate lines and click the Uncomment Block button, which is immediately to the right of the Comment Block button.

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Thumbnail Views

2009-10-30T03:12:00.000-07:00

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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Calculation Tool in Word

2009-10-23T03:11:00.000-07:00

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.

On the Commands tab, select All Commands in the Category list, then scroll down the Commands list until you find ToolsCalculate.
Drag it to the menu bar and hover the mouse over "Tools" until the Tools menu drops down.
Drop Tools Calculate somewhere on the menu or drop it on a toolbar.
Close the Customize box.

For directions see:
MVPS.org FAQ

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.

Select the numbers and operators.

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.

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,

Click the Office logo
Go to Word Options on the bottom of the box.
Go to Customize.
Select All Commands and find Calculate.

The Calculate icon will now appear on the Quick Access toolbar.

Of course, you could use formulas:
MicroSystems.com

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Theses by the Numbers

2009-10-18T03:57:00.000-07:00

Colour or Color?

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

Choose a template
Download a template
Guidelines
Styles & their Relevance
Saving your files
Writing - hints & tips
Creating the Front Matter
Assembling Chapters
Page Numbers
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 Topicsword

Adjust a Page Border

2009-10-12T03:20:00.000-07:00

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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