By Mani Sngpl
Microsoft Word one of the most popular word processors. However, most of us barely scratch the surface of its abilities.
Following are briefly described below:
1. Configure paste options:
Microsoft Word tries to be helpful when copied text is pasted into a document by automatically retaining the source formatting, while providing the option to change the text to match the formatting of the current document.
Example:
To avoid having to choose formatting options every time text is pasted, click the 'Office' button, followed by (Microsoft Word Options) then move to (Advanced). In the (Cut, copy and paste) heading, you can use the first four (04) drop down menus to set a default setting for format pasting.
While configuring these options in Microsoft Word, un-tick the box labelled 'Show Paste Options Buttons' to prevent the formatting options pop-up from being displayed in the future.
2. Change Full-Justification Formatting:
When full justification is applied to a paragraph, Microsoft Word ensures that text is vertically aligned on the left and right of the page by adjusting the spacing between the words. There are occasions when it may lead to a lot of visible white space.
This justification style that is utilized in Word Perfect, the spacing between individual letters on each line is adjusted to allow for better-looking text when it spans from margin to margin.
Example:
To activate this option, click the 'Office' button, followed by (Microsoft Word Options), then click the (Advanced) link on the left side. Now scroll to bottom of the advanced options and expand the [Layout Options] entry. Now you just need to add check in box named [Do Full Justification], then click [OK].
3. Use a Hanging Indent:
One of the less frequently used means of formatting paragraphs is the hanging indent. This is where first line is not indented but all are of the rest.
Example:
Select paragraph you had like to format, move to the Home tab and double-click the arrow icon in the lower right-hand corner of the 'Paragraph' pane.
On the Indents and Spacing tab, use the 'Special' drop down menu in the middle of the dialog to select the 'Hanging' option and then indicate the indentation level. To apply indent setting, click [OK].
4. Show and Hide the Ribbon:
For many people, the ribbon interface used in Office 2007 is a great step forward. If you fall into the latter category you'll become happy to know that the ribbon can be temporarily hidden to provide you with a larger working area and clear away the clutter.
The ribbon can easily be hidden by accident, so if this has happened, these tips can be used to show and hide it as required.
The first option is to click the down arrow icon at the end of the Quick Access Toolbar and tick or un-tick the [Minimize the Ribbon] option. This menu may also be found by right-clicking anywhere on the ribbon.
The third option is to double-click one of the tabs at the top of the ribbon to toggle the ribbon on and off. Also, you can use the keyboard shortcut - simply press [Ctrl]+[F1].
5. Number Pages:
It's easy to configure a header and footer for your Word document so the page number is displayed on every page. In many examples though, a document will have a title page for which a number is not required.
Example:
Set up page numbering as required and then in Word 2007 and Word 2010, move to Page Layout tab before clicking the button in the lower right-hand corner. Switch to Layout tab and before clicking OK add check on the box labelled [Different first page].
6. Backup the Quick Access Toolbar:
If you've spent a great deal of time customizing the Quick Access Toolbar (QAT), it is all very easy to forget about it if you ever need to reinstall Windows. Thankfully you may create a backup of toolbar, which means it may be brought back without any hassle, or copied to the other machines.
Example:
In Windows XP, use Explorer to navigate to 'C:\Documents and Settings\[username]\Local Settings\Application Data\ Microsoft\Office', while in Windows Vista or 7, you should head to 'C:\Users\[username]\ AppData\Local\Microsoft\ Office'.
Here you'll find a file called 'Word.qat' - this can be duplicated for backup purpose, or copied to another personal computer.
7. Remove Formatting:
If text has been formatted and you change your mind about how it should appear, click word in question or select a section of text, and press [Ctrl]+[Space] simultaneously. If formatting has been applied with a style, press [Ctrl]+[Shift]+[N] and it will then revert to the default style.
8. Adjust Font Spacing in Headings:
Text space can be used to help ensure that a heading fits on a single line, rather than wrapping onto a second, or expanded to reduce the amount of white space in a line.
Example:
Select a line of text, right click and select Font from the context menu. Width of Letters can be adjusted by selecting a new size from the Scale drop down menu, but it is also possible to adjust spacing. Use up and down arrows in Spacing section to expand or compress it.
9. Compare Documents
There are various reasons why you might want to compare two documents and Microsoft Word provides the option to open two files side by side for this very purpose. However, if you are using a monitor in portrait mode, document comparison is less useful than having one document displayed above the other.
Example:
In Microsoft Word 2003 and older, compare the documents by opening two documents, click the 'Window' menu and select [Compare Side by Side]. Now click [Window] menu again and select the 'Arrange All' option.
In Word 2007 and 2010, open the documents that you want to compare and move to the View tab of ribbon. Click 'View Side by Side' button and then click 'Arrange All'. Press 'Synchronous Scrolling' and you can scroll then through both of your documents at the same time.
10. Paste Text with the Spike:
While the clipboard provides a useful way to copy and move text around a MicWord document, there's a little-known feature called the Spike that provides an alternative. Text that is added to Spike is cut from the document and there is no limit to the number of entries that can be added.
Example:
To add text to the Spike, select it and press [Ctrl]+[F3] simultaneously - this can be repeated as many times as required. Paste the contents of the Spike back into a document, you just need to press [Ctrl]+[Shift]+[F3].
This will clear the Spike, ready to start collecting more data, but it is also possible to paste Spike while retaining its contents for future use. Position of the cursor where pasted text should appear type the word spike and then press [F3].
Following are briefly described below:
1. Configure paste options:
Microsoft Word tries to be helpful when copied text is pasted into a document by automatically retaining the source formatting, while providing the option to change the text to match the formatting of the current document.
Example:
To avoid having to choose formatting options every time text is pasted, click the 'Office' button, followed by (Microsoft Word Options) then move to (Advanced). In the (Cut, copy and paste) heading, you can use the first four (04) drop down menus to set a default setting for format pasting.
While configuring these options in Microsoft Word, un-tick the box labelled 'Show Paste Options Buttons' to prevent the formatting options pop-up from being displayed in the future.
2. Change Full-Justification Formatting:
When full justification is applied to a paragraph, Microsoft Word ensures that text is vertically aligned on the left and right of the page by adjusting the spacing between the words. There are occasions when it may lead to a lot of visible white space.
This justification style that is utilized in Word Perfect, the spacing between individual letters on each line is adjusted to allow for better-looking text when it spans from margin to margin.
Example:
To activate this option, click the 'Office' button, followed by (Microsoft Word Options), then click the (Advanced) link on the left side. Now scroll to bottom of the advanced options and expand the [Layout Options] entry. Now you just need to add check in box named [Do Full Justification], then click [OK].
3. Use a Hanging Indent:
One of the less frequently used means of formatting paragraphs is the hanging indent. This is where first line is not indented but all are of the rest.
Example:
Select paragraph you had like to format, move to the Home tab and double-click the arrow icon in the lower right-hand corner of the 'Paragraph' pane.
On the Indents and Spacing tab, use the 'Special' drop down menu in the middle of the dialog to select the 'Hanging' option and then indicate the indentation level. To apply indent setting, click [OK].
4. Show and Hide the Ribbon:
For many people, the ribbon interface used in Office 2007 is a great step forward. If you fall into the latter category you'll become happy to know that the ribbon can be temporarily hidden to provide you with a larger working area and clear away the clutter.
The ribbon can easily be hidden by accident, so if this has happened, these tips can be used to show and hide it as required.
The first option is to click the down arrow icon at the end of the Quick Access Toolbar and tick or un-tick the [Minimize the Ribbon] option. This menu may also be found by right-clicking anywhere on the ribbon.
The third option is to double-click one of the tabs at the top of the ribbon to toggle the ribbon on and off. Also, you can use the keyboard shortcut - simply press [Ctrl]+[F1].
5. Number Pages:
It's easy to configure a header and footer for your Word document so the page number is displayed on every page. In many examples though, a document will have a title page for which a number is not required.
Example:
Set up page numbering as required and then in Word 2007 and Word 2010, move to Page Layout tab before clicking the button in the lower right-hand corner. Switch to Layout tab and before clicking OK add check on the box labelled [Different first page].
6. Backup the Quick Access Toolbar:
If you've spent a great deal of time customizing the Quick Access Toolbar (QAT), it is all very easy to forget about it if you ever need to reinstall Windows. Thankfully you may create a backup of toolbar, which means it may be brought back without any hassle, or copied to the other machines.
Example:
In Windows XP, use Explorer to navigate to 'C:\Documents and Settings\[username]\Local Settings\Application Data\ Microsoft\Office', while in Windows Vista or 7, you should head to 'C:\Users\[username]\ AppData\Local\Microsoft\ Office'.
Here you'll find a file called 'Word.qat' - this can be duplicated for backup purpose, or copied to another personal computer.
7. Remove Formatting:
If text has been formatted and you change your mind about how it should appear, click word in question or select a section of text, and press [Ctrl]+[Space] simultaneously. If formatting has been applied with a style, press [Ctrl]+[Shift]+[N] and it will then revert to the default style.
8. Adjust Font Spacing in Headings:
Text space can be used to help ensure that a heading fits on a single line, rather than wrapping onto a second, or expanded to reduce the amount of white space in a line.
Example:
Select a line of text, right click and select Font from the context menu. Width of Letters can be adjusted by selecting a new size from the Scale drop down menu, but it is also possible to adjust spacing. Use up and down arrows in Spacing section to expand or compress it.
9. Compare Documents
There are various reasons why you might want to compare two documents and Microsoft Word provides the option to open two files side by side for this very purpose. However, if you are using a monitor in portrait mode, document comparison is less useful than having one document displayed above the other.
Example:
In Microsoft Word 2003 and older, compare the documents by opening two documents, click the 'Window' menu and select [Compare Side by Side]. Now click [Window] menu again and select the 'Arrange All' option.
In Word 2007 and 2010, open the documents that you want to compare and move to the View tab of ribbon. Click 'View Side by Side' button and then click 'Arrange All'. Press 'Synchronous Scrolling' and you can scroll then through both of your documents at the same time.
10. Paste Text with the Spike:
While the clipboard provides a useful way to copy and move text around a MicWord document, there's a little-known feature called the Spike that provides an alternative. Text that is added to Spike is cut from the document and there is no limit to the number of entries that can be added.
Example:
To add text to the Spike, select it and press [Ctrl]+[F3] simultaneously - this can be repeated as many times as required. Paste the contents of the Spike back into a document, you just need to press [Ctrl]+[Shift]+[F3].
This will clear the Spike, ready to start collecting more data, but it is also possible to paste Spike while retaining its contents for future use. Position of the cursor where pasted text should appear type the word spike and then press [F3].
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