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Insert a Cross-Reference to the Last Style on your MS word Page

Friday, February 3rd, 2012

MS Word has a cross-reference feature that will allow you to indicate the contents of a paragraph formatted with a specific style. You use fields to do this and it is mostly used in headers and footers. Suppose for instance, that you wanted your header or footer to refer to the last heading on your page, which often takes place in academia and reference materials.

Follow the steps below to learn how:

  1. Place your cursor where you would like your cross-reference to appear (header or footer).
  2. Click CTRL + F9 to insert field brackets. Make sure your cursor is in between the bracket.  You can ONLY use the brackets by clicking CTRL + F9. I will not work if you put the brackets in manually.
  3. Key in STYLEREF followed by the name of the formatting style used to format the paragraph you want to cross-reference. The name of the formatting style must be enclosed with quotation marks. Follow that with the \l switch.
  4. It should look something like this: {styleref” heading1″\l}.
  5. Click F9 to upsdate your field information and Word will replace the field with the text of the last paragraph on the pages formatted with the style you specified.

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Posted in Microsoft Office Word, Word 2003, Word 2007, Word 2010 | No Comments »

Print Multiple Selections in MS Excel

Tuesday, January 31st, 2012

Sometimes there is a need to print out a medley of selections from different worksheets and have them all on one sheet of stationery.

You can do this by setting up a “Print” worksheet that you use for printing.

Follow the steps below to learn how:

  1. Create a new worksheet to be used for printing purposes.
  2. Select the range on the worksheet that you would like to print.
  3. Click the shortcut key combination Ctrl + C  to copy your selection.
  4. Move to your new Print sheet and select the cell where you would like your copied data to appear.
  5. Click on Edit | Paste Special in version 2003 and in versions 2007 – 2010, click on the Home tab of your Ribbon and click the down-arrow under the Paste tool at the left side of your Ribbon and select Paste Special from the menu displayed.
  6. The Paste Special dialog box will open.
  7. Click on Paste Link. The dialog box will disappear and the linked information will appear in your worksheet.
  8. Repeat the steps above for any other ranges you would like included on your printout.

Then print your worksheet with the information.

The only problem you may encounter using this method is that if the worksheets from which you are copying have different formatting, you may not be able to merge them into a consolidated worksheet to your satisfaction. In that instance, you will need to adjust the formatting in your consolidation worksheet after you paste the different ranges.

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Posted in Microsoft Office Word, Word 2003, Word 2007, Word 2010 | No Comments »

Replace Long Blocks of Text in MS Word Using Search & Replace

Wednesday, January 25th, 2012

MS Word has robut Search and Replace function and you should use it to its fullest capability. You all know I just LOVE to save time and keystrokes so why not put this function into use to do just that?

Sometimes you  need to replace a short block of text, with a longer, more detailed block of text throughout your document (i.e., a contract, Last Will & Testament, Thesis, Interrogatories, etc.)  Or there could be instances where you need to replace some text with a graphic (i.e., technical manual).

Follow the steps to learn how:

  1. Copy what you would like to use as a replacement to the Clipboard.
  2. Click Ctrl + H to display the Replace tab of the Find and Replace dialog box.
  3. In the Find What box, enter the text you want replaced.
  4. In the Replace With area, enter ^c, which will instruct Word to use the contents of the Clipboard as the replacement.
  5. Click on Find Next.
  6. Make replacements as you wish.

This comes in very handy if you have a particularly long replacement as the contents of the Replace With box is less than 255 characters.

 

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Posted in Microsoft Office Publisher, Microsoft Office Word, Word 2010 | No Comments »

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