INSERT BLANK LINE IN A WORD NUMBERED LIST.
In order to insert a blank line into a numbered
list in Word. All you do is press Shift-Enter. Word
inserts a blank line and then resumes the numbering.
PRINT IT LATER
Say you'd like to print directly to a printer file
using your laptop. Then you want to print the file
when you get back to your office. First, we need
to make a few assumptions--that you are using Windows
95 or 98 on your laptop, and that you have the printer
you plan to use installed on the laptop.
Click Start, Settings, Printers. When the Printers
window opens, right-click the printer you plan to
use and choose Properties. When the Properties dialog
box opens, click the Details tab. Now click the
button at the right side of the "Print to the following
port" list box to expand the list. From the list,
select "File: (Creates a file on disk)" and then
click OK to close the dialog box and save your selections.
From this point on, when you print a document, the
system prompts you for a file name. Type a name
(you can use test.asc for your first one) and press
Enter to continue.
Back at the office, attach the printer and click
Start, Settings, Printers. When the Printers window
opens, right-click the printer and choose Properties.
When the Properties dialog box opens, click the
Details tab. Click the arrow at the right side of
the "Print to the following port" list box to expand
the list. From the list, select "LPT1:(Printer Port)"
and then click OK to close the dialog box and save
your selections.
To print the file, choose Click, Start, Programs,
MS-DOS Prompt. When the MS-DOS window opens, you
need to navigate to the folder where you saved the
printer files. Let's say the default was the root
folder of drive C:. You'd type cd\ and press Enter.
Next you'd type copy /b test.asc lpt1 and press
Enter. This copies the file to the printer.
Another advantage to using this method is that you
can save the files on floppy disks, then print them
on a computer that doesn't even have Word loaded.
This is often very helpful when you're on the road
since you can use your customer's printer to print
last night's work. All you have to do is insert
the floppy disk containing the printer files into
drive A:, then click Start, Programs, MS-DOS. When
the MS-DOS window opens, type a: to move to drive
A:. Now you can type in copy /b filename.ext lpt1
(using the file name you gave it) and press Enter
to print your documents.
A FEW SHORTCUTS
Following are some shortcuts that should work in
all versions of Windows 9X and NT:
- Alt-Tab switches to a different active application
- Alt-Shift-Tab moves backward through the
active applications
- Alt-Space opens the active window's Control
menu
- Ctrl-Esc opens the Start menu
- Ctrl-Shift-Esc opens Task Manager "For those
who have a Windows key, you can also use the
following:"
- Windows-M minimizes all windows and gives
you immediate access to the desktop
- Windows-Shift-M undoes the minimize
- Windows-Tab cycles through the taskbar buttons
PERSONALIZED MENUS
One of the new features in Excel 2000 is the personalized
menu. As you work, Excel remembers the commands
you use most and displays those, while hiding commands
you rarely use. In other words, the personalized
menus adapt to your work habits. The hidden commands
are still available--simply click the double arrow
at the bottom of the menu to see them. (If there's
no double arrow, then Excel has displayed all of
that menu's commands.) If you prefer, you can wait
just a few seconds for Excel to expand the menu
for you.
You may find this new feature annoying after a while
since it creates a second, unnecessary click if
you want to access a hidden menu. Fortunately, you
can turn off this feature. Choose View, Toolbars,
then select Customize. In the Customize dialog box,
click the Options tab and deselect the Menus Show
Recently Used Commands First option in the Personalized
Menus And Toolbars section.
FIND THE OFFICE KEYBOARD
SHORTCUTS USING SCREENTIPS
"ScreenTips are nice, but they would be better if
they displayed the shortcut keys for a button. Is
there any way to get the ScreenTips to display this
information?"
If you move the mouse pointer over a toolbar button
and leave it there for a few seconds, you get a
ScreenTip that describes what job that button performs.
Now, if you'd like to have the ScreenTip also display
the shortcut keys, in Word you choose View, Toolbars,
Customize. When the Customize dialog box opens,
click the Options tab. Now, select the Show Shortcut
Keys In ScreenTips check box and click Close to
dismiss the dialog box and save your changes.
Now, as a test, move the mouse pointer over the
Bold button. The ScreenTip will display Bold (Ctrl+B).
When you make this change in Word, it will also
apply to the other Office 97 programs.
FIND AND REPLACE -ELIMINATING
DOUBLE SPACING BETWEEN SENTENCES
A great way to get started using Find and Replace
is to remove double spaces between sentences. As
most of us know by now, the technique of double
spacing between sentences is a holdover from the
days of the typewriter, when each letter was exactly
the same width and the double space was necessary
for more readable text. Since the advent of the
word processor, double spacing has become unnecessary
and, frankly, now looks somewhat unprofessional.
Unfortunately, many people training themselves to
space only once between sentences find the task
tedious, but Find and Replace can correct the error
easily after you've finished editing your document.
First, select Edit, Replace. Click in the Find What
box and insert a period followed by two spaces.
In the Replace With box, insert a period followed
by one space. Click Replace All, and your document
now looks like it was prepared on a word processor.
MODIFYING THE DEFAULT
FOLDER
Access saves all your files to the default folder--My
Documents--unless you specify a different folder.
Likewise, when you want to open a file, Access displays
the contents of the My Documents folder. If you're
like most folks, you don't even use this folder!
If you're tired of constantly changing folders before
you can open or save a file, then read on. Did you
realize you could change the Excel default folder
from My Documents to any folder you like?
To change the default folder from My Documents (or
any other folder), first choose Options from the
Tools menu. Click the General tab and enter the
path of the folder you want to make the default
folder in the Default File Location control. Once
you make this change, Access will store your files
in the new default folder, unless you direct otherwise.
STORING SHORTCUTS IN
THE FAVORITES FOLDER
In our last tip, we talked about changing Excel's
default folder. If you frequently use the same file
(or files) but you don't want to make their folder
your default folder (perhaps they're in a network
folder), create a shortcut to the file(s) and store
the shortcut in your default folder or the Favorites
folder.
To create a shortcut, right-click the file in its
original folder and then choose Create, Shortcut.
Next, select the newly created shortcut in the same
folder and then choose Add To Favorites from the
Tools icon in the current dialog box (Open or Save).
To open the file, simply click the Favorites folder
on the Places toolbar. Then, locate the shortcut
in the list of folders and files and click it!
If you prefer to store the shortcut in your default
folder, just cut and paste the shortcut from one
folder to another. Good luck!
HIDING DATA IN EXCEL WORKSHEETS
Let's say you have some data in cell C5 you would
like to hide from the casual viewer. Click cell
C5 to select it, then choose Format, Cells. When
the Format Cells dialog box opens, click the Numbers
tab (if necessary) and then select Custom from the
Category list. Now double-click the Type entry box
and type three semicolons: ;;;
Click OK to close the dialog box and accept your
new formatting.
At this point, the data in cell C5 disappears. It's
still there and will work in calculations, but it
isn't visible. If you need to check the data, just
click the blank cell and the contents appear in
the Formula entry box.
SORTING FILES IN THE MICROSOFT OFFICE OPEN
DIALOG BOX
I would like to be able to sort the office files
so the most recent one is at the top. Is there some
way to get Word to sort its data files by date and
time?"
Yes, you can sort the files by date and time. To
do this, choose File, Open. When the Open dialog
box appears, click the Commands And Settings button
(it looks like a window with a check mark in the
foreground). When the menu opens, choose Sorting
to open the Sort By dialog box. Now click the arrow
at the right side of the Sort File By list box and
select Modified from the list. Select the radio
button labeled Descending and click OK to close
the dialog box and sort your files. Now you should
see the last modified file at the top of the list.
The new setting remains in effect unless you elect
to change it.
This method works in all the Microsoft Office 97
programs.
VIEWING MORE THAN YOU THOUGHT IN MICROSOFT
EXCEL
Do you sometimes wish you had two monitors and two
pairs of hands when reviewing a large worksheet?
If you need to view different parts of the worksheet
at the same time, simply split the worksheet into
two panes. If you want a horizontal split, drag
down the split box (the small rectangle that rests
on top of the vertical scroll bar). You'll take
similar steps to create a vertical split, except
you should drag the split box that's to the right
of the horizontal scroll bar. Once you've split
your worksheet into two panes, you can scroll either
pane to find any section of the same worksheet.
GET RID OF UNWANTED WHITE SPACE IN WORD
DOCUMENTS
Do your Word documents have too much white space?
Word's automatic hyphenation feature can help reduce
white spaces within justified paragraphs or even
out the ragged edges of left-aligned paragraphs.
You can use the automatic hyphenation feature to
ensure a minimum of space, such as 0.1," lies between
the end of the last word in a line and the right
margin. You don't want too much of a good thing,
so Word also lets you limit the number of consecutive
lines that end with a hyphen. To activate this feature,
follow these steps:
- Go to Tools | Language | Hyphenation.
- Click the Automatically Hyphenate Document
check box.
- In the Hyphenation Zone box, click the down
arrow until it displays 0.1."
- Enter 2 in the Limit Consecutive Hyphens
To box.
- Click OK.
Word will hyphenate the existing text in the document
according to your instructions, allowing only two
consecutive hyphenated lines. Once set, Word will
continue to hyphenate the document automatically
as you type.
There may be times when you would like to use hyphenation
to reduce ragged edges in only certain parts of
your document, such as tables. To have Word hyphenate
only those parts of a document, follow these steps:
- Select the areas of your document
you do not want hyphenated. (If the areas are
not contiguous, press [Ctrl] while you select
them.)
- Go to Format | Paragraph and click on the
Line And Page Breaks tab.
- Click the Don't Hyphenate check box, and
then click OK.
You can now follow steps 1 through 5 above to activate
automatic hyphenation for the rest of the document.
PRINTING LEADING ZEROS IN EXCEL
Have you ever typed a series of numbers in an Excel
column and then found that all the leading zeroes
have been cut off? By default, Excel's default number
format eliminates leading zeroes.
For example, if you type a column of U.S. zip codes,
the ones from New Jersey, which begin with zero,
will only have four digits instead of five. While
you could change those cells to text and retype
the zero, another option is to create a custom format
that would replace the leading zero. To do so, follow
these steps:
1.
Press [Ctrl]1.
2.
Under Category, click Custom.
3.
Enter "0"# in the Type text box.
4.
Click OK.
To replace the leading zero, select the cells and
apply the new custom format.
You can create a format that adds as many zeroes
as you like. For example, if all your product numbers
are preceded by three zeroes, you would enter "000"#
in the Type text box.
CREATE A KEYBOARD SHORTCUT TO QUICKLY LOCATE
YOUR FAVORITE FONTS
Scroll…scroll…scroll… and pass up your favorite
font no more. Create a keyboard shortcut and apply
your most-wanted Word fonts wherever and whenever
you want.
You like to use the Comic Sans MS font in your Word
publications, but you'd rather not navigate the
long list of fonts in the Formatting toolbar every
time you need to use it. Rather than clicking through
the toolbars and menus to find your favorite font,
you can create a keyboard shortcut—and never have
to search for the font again. Follow these steps:
Go to Tools | Customize. On the Commands tab, click
the Keyboard button.
1.
Under Categories, click Fonts.
2.
Under Fonts, click Comic Sans MS.
3.
Put your cursor in the Press New Shortcut Key text
box.
4.
Press [Alt]CS.
5.
Click the Assign button.
6.
Click Close twice.
Now when you want to apply the Comic Sans MS font
to your text, select the text and press [Alt]CS.
Note that these shortcut keys may be adapted to
whichever key you wish—not just those chosen here—but
take care not to use a shortcut combination that
has already been assigned, such as for Replace,
Paste, and Find.
CHANGE CASE OR SWITCH FORMATS IN WORD DOCUMENTS
When preparing a Word document for publication,
you want to spend as little time retyping as possible.
Here are some shortcuts for reducing time spent
editing text.
As you edit your document, you notice that all your
headers are lowercase, when they should be initial
caps. To make that change, follow these steps:
1. Hold down [Ctrl] while selecting
the headers to be changed.
2. Press [Shift][F3].
Pressing [Shift][F3] twice converts the headers
to all uppercase; pressing [F3] again brings it
back to lowercase. Alternatively, you can press
[Ctrl][Shift]A to convert a block of text to all
caps, or press [Ctrl][Shift]K to convert it to small
caps.
Then, you spot that the author has used the Underline
button to underline selected text. While the Underline
button is convenient to use, it underlines an entire
selection, including the spaces between the words.
If you don't want the spaces underlined, follow
these steps:
1. Select the underlined text
to be changed.
2. Press [Ctrl][Shift]W.
Anytime you want to return characters to the default
formats for the document template, you don't need
to go back and reformat the font. For example, suppose
you notice that reviewers have changed the font
size and you want to return it back to the style
format. Follow these steps:
1. Select the text to be
changed.
2. Press [Ctrl][spacebar]
QUICKLY ADD A LINE BETWEEN EACH PARAGRAPH
IN WORD
If a document comes to you single spaced with no
line spacing between the paragraphs, rather than
clicking at the end of each paragraph and pressing
[Enter], you can add line spacing to the entire
document in two easy steps:
1. Press [Ctrl]A.
2. Press [Ctrl]0 (zero)
USE WORD MAIL MERGE TO PERSONALIZE ANY DOCUMENT
Word's Mail Merge feature isn't just for creating
form letters and address labels; you can use it
to quickly personalize virtually any document—no
matter how many copies you need to send or print.
For example, suppose you are compiling a set of
handouts for a seminar and would like to add a page
that welcomes each participant by name to the event.
You have created a list of the participants in an
Excel file (called Seminar Attendees) with the following
column field headers: Attendee_Name, Telephone_No.,
and E-mail_Address. Follow these steps:
- Click in your Word document where you want
the attendee's name to appear on the first page
of the handouts.
- Right-click the toolbar area and select
Mail Merge to display the Mail Merge toolbar.
- In the Mail Merge toolbar, select
the Open Data Source button.
- Navigate to the Seminar Attendees file and
click Open.
- Select the name of the worksheet that contains
the data.
- Select the First Row Of Data Contains Column
Headers check box, and click OK.
- Click the Insert Merge Fields button in
the Mail Merge toolbar.
- Click Attendee_Name, Insert, and then Close.
- Click the Merge To Printer button.
Word will print a personalized set of handouts for
each attendee. If you learn that two people on the
list cancelled, there is no need to have Word print
their handouts. Before printing, click the Mail
Merge Recipients button in the Mail Merge toolbar,
and clear the check mark from the records of the
people who will not attend the seminar.
USE WORD'S FIND AND REPLACE TO ADD TO EXISTING
TEXT
For example, let's say wherever your document refers
to a certain client as Mr. Jefferson, you would
like it to read Thomas Jefferson. Follow these steps:
1.
Go to Edit | Replace.
2.
Type Jefferson in the Find What text box.
3.
Type Thomas ^& in the Replace With text box.
4.
Click Replace All.
You can also use this function to add text to both
the beginning and end of existing text. For example,
to change all instances of March 22 to Wednesday,
March 22, 2006, you would enter Wednesday, ^&, 2006
in the Replace With Text box. Sometimes clients
(or bosses) require documents to be in a specific
format--even down to the font type and size. If
these requests are causing you to change the default
font for nearly all of your Word 2000, 2002, and
2003 documents, you can save yourself some time
by changing the default font in the Normal template
SET A DEFAULT FONT FOR YOUR WORD DOCUMENTS
Follow these steps:
- Open a new document.
- Go to Format | Font.
- Select the settings you want for your default
font.
- Click the Default button.
- When the pop-up appears asking you
to confirm that you want to apply the new font
to the Normal template, click Yes.
All documents based on the Normal template will
have the new default font. If wish to change another
template, you must attach the template to a new
document before changing the default font. Now follow
these steps:
- Open a new document.
- Go to Tools | Templates And Add-Ins.
- Click the Attach button. Select the template
you want to change. Press the Open button and
then click OK
CLOSE MULTIPLE OFFICE DOCUMENTS AT ONE TIME
When you have numerous Microsoft Office documents
open at one time, it isn't necessary to save and
close each document individually before exiting
Word. You can save all of the Word documents at
once by pressing [Shift] and then going to File
| Save All. Word will save all of the changes you
made to the open documents at once. The Save As
dialog box will display for any files that have
not already been named.
You can close multiple documents in one fell swoop
by pressing [Shift] and then going to File | Close
All. If any of your documents contain unsaved changes,
Word will ask you whether you want to save your
changes before closing the particular file.
PRINT MULTIPLE PAGES OF A WORD DOCUMENT
ON ONE SHEET
If you regularly print large documents or send printed
copies of them through the mail, you can save on
both paper and postage by using Microsoft Word's
Zoom feature. With Zoom, you can print as many as
16 pages on a single sheet of paper.
Printing multiple pages on one sheet also makes
it easier to check your document's page layout,
such as odd and even page headers and footers in
a 200-page document.
To print four pages to a sheet, follow these steps:
1.
Go to File | Print.
2.
In the Zoom section, select 4 Pages from the Pages
Per Sheet drop-down list.
3.
Make any other print selections, and click OK.
Zoom automatically reduces the scale to fit four
pages on each sheet. Zoom reduces the size of your
printout without changing the document's format
or page layout settings.
SELECT CELLS IN LARGE TABLES USING THE KEYBOARD
As the size of a table increases, the harder it
becomes to use the mouse as your sole means of navigation
in a table. For example, to select a column with
the mouse, you need to move the pointer along the
top gridline of the first cell in the column until
it changes to a down arrow and then click.
However, using the keyboard simplifies this process.
Position the pointer anywhere in the column, press
[Alt], and select any cell. To use the keyboard
to select an entire table, click anywhere in the
table and, with Num Lock off, press [Alt]5 on the
numeric keyboard.
Like Excel, Word XP and Word 2003 also let you press
[Ctrl] to select nonadjacent cells. For example,
to select columns 1 and 3 using the keyboard, press
[Alt], click somewhere in column 1, press [Ctrl][Alt],
and click somewhere in column 3.
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