Microsoft Word

Using the Advance Field in Word

Most of my clients are a bit shy about using fields, mainly because they do not know how and so they are skittish about it. But they also do not know the power of fields in Word. Otherwise, they would be using them more often. Fields allow you to control some features in Word.

You can have some fun with fields in Word as well. The Advance field is one that can be very interesting, useful and yes, fun. This particular field is used to position the text that follows it. You can use it for every word in a line or one or two. Yes, you can always use the Supercript commmand, but using the field is a bit better, defintiely more fun and it can give you some very interesting effects as well.

Say you are creating a flyer or a cover page for an article and you want to draw interest; make the reader’s eye be immediately drawn to your text. You can make each word in a sentence move up by six points from the word proceeding it – just by using the Advance field!

Follow the steps below to learn how:

  1. Before every word in your sentence, do this:
  2. Click Ctrl + F9 to give you a pair of brackets. It is very important that you do this exactly as I have told you. If you manually insert the brackets this will not work for you.
  3. Inside the brackets key in { ADVANCE \u 6 }. Do this before every word in your sentence and the result looks like stair steps


There are other switches you can use in the Advance field which are listed below:

\d – Moves text down a specified number of points.

\l – Moves text left a specified number of points.

\r – Moves text right a specified number of points.

\x – Moves text a specified distance from the left margin of your column or frame.

\y – Moves your text to the specified vertical position relative to the your current line position. The entrire line of text that contains the field will be moved.

Microsoft Word

Display Total Number of Pages in Section in Word

Say you are using Page x of y in your Word document and you are using sections as well. And now, suppose you want to restart your page x of y for each section?

It is really a lot simpler than you would think, using fields.

  1. Follow the steps below to learn how:
  2. On the Insert tab of your Ribbon,in the Header & Footer group, click on Footer (or Header depending upon where you would like your page numbers to appear).
  3. While in your Footer/Header, again, in the Header & Footer group, click the down arrow next to Page Number.
  4. Select either Top or Bottom of Page.
  5. Scroll down until you see Page X of Y and click on it, which will insert a field in your document that will show as Page 1 of (however many pages there are in your document).
  6. Now right-click on that field and select Toggle Field Codes which will allow you to see what the code looks like.
  7. In the part that says NUMPAGES, simply change that to SECTIONPAGES.
  8. Now right-click and select Toggle Field Codes again and you will see the result of your labor and will see that it now shows the page number of which section you are in.

Told you it wasn’t that difficult!

Microsoft Word

Two Different Numbering Schemes in One Word Document

There are many times when you might want to have two different numbering schemes in the same document. It is not unusual at all. Perhaps you are putting together a technical manual. You may want to have something like page x of y in the header of each page of your document, which would be showing that you are on page 2 of that current section. But on the footer of the very same page, you may want it to just have a number, such as 25, which means you are on page 25 of that entire document.

Since page numbering is an attribute of sections, you cannot have two different numbering schemes in the same section of your document. There are, however, fields provided by Word for just such a purpose. Below are the only page number fields available to you in Word:

PAGE – This field indicates the current page number. If you do not modify it by restarting the current section or changing the starting p[age number, it represents the current page number for your document as a whole.

SECTIONPAGES – This field indicates the total number of pages in the current section. Should your document consist of one section, then it represents the total number of pages in your document as a whole.

NUMPAGES – this field indicates the total number of pages in your entire document.

Follow the steps below to use two numbering schemes in your document:

Be certain you separate the sections of your document using a Next Page section break.

Make sure that the headers and footers of each section are not connected to those of the previous section.

Be certain that the page numbering for each section starts at 1.

Just before your section break, at the end of each section, add a bookmark: Section 1 bookmark is A, Section 2 is B, etc.

In the header of each section put the following text and compound field (the curly brackets indicate fields, which you add by clicking Ctrl + F9.

Page {page} of {pageref {section \ * alphabetic }}

Now update the fields in what you just entered and word will display Page 1 of 3, etc., where the first number is the page number in the section and the second is the total number of pages the section.

In the footer of section 1, place {page} of {numpages}. This will give just the page number and the total number of pages in your document.

In the footer of page 2, place the following compound field, which gives the number of pages in the previous section plus the page number of the current section:

{ = [pageref A} + {page}} of {numpages}

In the footer of section 3, place the following compound field:

{pageref B} + {pageref B} + {page}} of {numpages}

In the footer of each section after that, place an increasingly long field-based formula, following the same pattern shown above. You will want each formula to result in the total count of pages in all sections prior to the section in which the footer is located, along with the page number within that particular section.

Microsoft Word

The Click and Type Feature in Word

In Word versions 2000 to present there is a feature known as Click and Type. Sounds pretty straightforward don’t you think? This feature simply means that when you are working in an MS Word document in Print Layout or Web Layout views, you can double-click your mouse anyplace in your document (without text) and begin keying in characters. So you might ask.

Well, normally your would begin keying in your characters at the left-hand side of your document. If you want to later adjust your text to center it or have a right margin, you would do so using your toolbars, menus or key combination shortcuts. With Click and Type though, you can quickly format and enter your text at the same time, which means saving time and keystrokes!

How can you tell if Click and Type is enabled? Well it is rather easy. You can tell by the behavior of your mouse on your Word screen. If, when moving, your mouse looks like an I-beam pointer, then click and Type is not enabled. If, alternatively, it looks like an I-beam with with some horizontal lines nearby, then Click and Type is enabled. The lines indicate the formatting of the text that you can insert. Below are the possibilities:

  • Left aligned – If the horizontal lines are near the upper-right side of the I-beam, it indicates that double-clicking your mouse will result in a left-aligned paragraph where you click.
  • Left aligned, first line indent – If the horizontal lines are near the upper right-hand side of the I-beam, but there is also a very small arrow at the left side of the first horizontal line, then double-clicking will result in a left- aligned paragraph where you click, with the first line of your paragraph indented.
  • Centered – If the horizontal lines are directly beneath the I-beam, you can enter a centered paragraph by double-clicking your mouse.
  • Right aligned – If the horizontal lines are near the upper left-hand side of the I-beam, it indicates that double-clicking will add a right-aligned paragraph where you click.

Please be aware that this feature only works for you if you are in Print Layout or Web Layout view.

If you find that you do not care for the Click and Type feature, you can very easily disable it.

Follow the steps below to learn how:

  1. Click the Office button and Word Options. In version 2010, click File | Options.
  2. On the left-hand side, click Advanced.
  3. In the Editing section of the dialog box, be certain the Enable Click and type box is deselected.
  4. Click on OK.

I hope you have a better understanding of the Click and Type feature now!

Microsoft Word

Base Headers & Footers on Previous Section in Word

I get so many inquiries regarding headers and footers! People complain that they have a mind of their own and change without their telling them to.

Well the good news is that Word does NOT have gremlins that ship along with it who come out and wreak havoc with your documents!

Word is actually pretty good about doing what you tell it to do. Having said that, the problem is that most of the folks who write to me with these queries do not realize what they are telling Word to do. So hopefully, we will clear up any misconceptions with this article.

If you have a document with sections and assuming every section of your document uses Same As Previous for your footers, which is the default, it means that if you make a change to one of your footers, it will affect ALL of your footers.

So, if you go to the last section of your document and decide you want the numbering to be different and change it, all of your footers are going to have the same type of numbering. A lot of folks become very frustrated by this.

It is really a very simple change that can prevent this frustration. You need to disassociate the footer in one section from those in other sections by turning off the Same As Previous setting.

If you want one section of your document to have a different footer, follow the steps below to learn how?

  1. Display the footer area in the section you want to change.
  2. Click on the Same As Previous button on the Headers and Footers toolbar (which will deselect it).
  3. You can now make your changes and they will be limited to only that section in your document.

Told you it was pretty simple, didn’t I?

Microsoft Word

How to Create a Bibliography from your Word Footnotes

Most folks in academia know that footnotes and bibliographies are very closely related. One would think then, that there would be an easy way to create one from the other in MS Word. Not so!

There simply is no built in way to accomplish this task in Word. There is however, a manual work around to help you accomplish this.

Follow the steps below to learn how:

  1. Make a copy of your document.
  2. Open the copy you made above.
  3. Convert all your footnotes to endnotes.
  4. Position your cursor just before your first endnote (the text, not the reference).
  5. Scroll to the end of your endnotes so you can see the last one on your Word screen.
  6. Hold down the Shift key and click at the end of your last endnote.

All the endnotes in your document should now be selected.

  1. Click CTRL + C to copy your endnotes to the Clipboard.
  2. Open a new blank document and paste (CTRL + V) your endnotes to the new document. You now have a document that has nothing but endnotes in it.
  3. Sort the paragraphs alphabetically.
  4. Work your way through all your endnotes, deleting all the text and references you do not need in your bibliography.
  5. Arrange and format to your liking.

You now have a bibliography that you have manually created. It may be a bit clunky but it works!

Microsoft Word

How to Create a Table of Contents from Multiple Documents

I have done articles in the not so distant past covering the creation of a table of contents in your Word documents, based on built-in heading styles. And that works just great.

But, if you are working with more than one document, that method will not work for you. Don’t get me wrong, you can still generate a table of contents but you will do it differently. There is no built in method to create a Table of Contents from multiple documents in Word, but this is a pretty handy work around.

Follow the steps below to learn how:

  1. Save the documents that you will be using to create your Table of Contents (TOC) to the same folder. It is not absolutely necessary to do this, but it will make things a bit less confusing for you.
  2. When you are ready to create your table of contents, open a new blank document and save it with a name that is intuitive for you and that will identify it as a TOC document.
  3. In that new document that you just saved (above), insert a Reference Document field for each document that you would like to include in your TOC as follows:
  4. Click the Insert tab.
  5. From the Quick Parts drop-down, in the Text group, select Field.
  6. Select RD from the Fields Name list. RD means Reference Document.
  7. In version 2003, Click on Insert | Field.
  8. In the Filename or URL control, key in the name of the first document you would like to include in your TOC.
  9. If the documents are in the same folder as the TOC document, check the Path is Relative To Current Doc option. Otherwise, be certain to key in the tile’s full path.
  10. Click OK.
  11. Click Enter and repeat the above process for each document you would like to include in your TOC. Reference files in the order of the content.

You can then generate your TOC in the same manner as you usually do.

  1. Click the References tab.
  2. In the Table of Contents group, click Table of Contents.
  3. Select an option from the gallery. In version 2003, Click on Insert | References | Index and Tables.
  4. If the control displays a field code instead of your TOC, click on Shift + F9 to update the field.

There is one caveat. If the documents you are using to create your TOC have just one page and you have not altered them, your TOC will show all page 1.

So when you use this technique, you should manually change the second document’s page numbering to start with page 2 and so on.

This may not be ideal, but it is a handy little work-around if you want to use multiple documents for your TOC.

Microsoft Word

How to Remove a List in Word

If you have a Word document with lists, either numbered or bulleted, there may be a reason to change one or more of them back to normal text while you are editing.

Follow the steps below to learn how:

  1. Select the list item(s) you no longer want in your list.
  2. Be certain the Home tab of your ribbon is displayed.
  3. If your list is numbered, click the Numbering tool in the Paragraph group.
  4. If your list is bulleted, click on the Bullets tool in the Paragraph group.

Should you remove the numbering or bullets from only one area of your list the remainder will retain the list formatting, If necessary, Word will adjust the numbering on any remaining items in your list.

There is another way to remove list formatting. Simply select the paragraphs you want to remove the formatting from, and click on CTRL + Q. It will return your paragraph formatting to whatever is defined by the underlying style applied to your paragraphs.

Microsoft Word

How to Copy your Word Quick Access Toolbar (QAT)

In Word 2007 and 2010, customization is just about a thing of the past. However, you can make some customizations but they are only what you can add or remove from your Quick Access Toolbar (QAT).

Suppose you have just gotten your QAT just the way you want it and then boom…you get a new laptop to use when traveling for business! So, how do you go about transferring your QAT from your PC to your laptop?

It is not all that difficult but it depends largely on which version of Word you are using. If you are using version 2007 on both computers you can transfer the toolbar by doing a search for the file Word QAT. This file will contain your modifications to your toolbar.

If you are using Windows XP, the default location for the file is: C:\Documents and Settings\[username]\Local Settings\Application Data\Microsoft\Office\

In later versions it can be found at:


Now all you need to do is copy the file from one computer to the other. Restart MS Word on the destination computer and that’s about it.

If you are using version 2010 the QAT file no longer exists. Rather, Word uses a file called Word.Office UI. You can find the file in the same directories where the QAT file was stored in version 2007. Again, all you need do is copy the file from one computer and paste it to the destination computer and restart MS Word.

There is one caveat. In version 2010 the Word.OfficeUI file contains information regarding changes to your Ribbon as well as the QAT. So, if you copy the file from one system to another, the destination system will have the same QAT and ribbon customizations as the source system.

Also, version 2010 provides a more flexible method to transfer the QAT.

Follow the steps below to learn how:

  1. Display the File tab of your Ribbon and click Options to display the Options dialog box.
  2. At the left side of your dialog box, click either Customize Ribbon or Quick Access Toolbar.
  3. At the bottom right of your dialog box, click the Import/Export drop-down list and Word will display a couple of options.
  4. Select Export All Customizations. Word will display the File Save dialog box.
  5. Use the controls in the dialog box to select where you want to save your customizations and what name you would like to use for the file.
  6. Click Save.
  7. When you are ready to use the information on your new system, simply repeat the same steps but use Import Customization instead of Export.

The above assumes that you are transferring the QAT between systems that use the same versiom of MS Word.

If you are transferring from a version 2007 to a 2010 system, you can try copying Word.QAT from the 2010 system. You should rename the file to Word.OfficeUI and restart Word. You can also ue the Import capability to import the QAT information in version 2010.

If you are copying a QAT from version 2010 to 2007, you should use the Export capabilities to export your customizations. The file that is created by exporting can be renamed to Word.QAT and copied to the 2007 system. Restart Word and you should notice the new QAT.

Microsoft Word

How to Associate a Name with Job in Word 2007 and 2010

Suppose it is your job to create a digital employee handbook and you would like the person reading it on your intranet to be able to hover their mouse over an employee’s name and see their position within the company.

Well it isn’t really all that difficult to do although there is no way to do this automatically in Word. You can, however, us bookmarks and hyperlinks in your document to achieve what you want.

Follow the steps below to learn how:

  1. Select the Title that represents the job, as above.
  2. Display the Insert tab of the Ribbon.
  3. In the Links group, click the Bookmark tool, which will display the dialog box.
  4. Give your bookmark a name, same as above and click Add.
  5. While the Title you selected above is still selected, click CTRL + K to display the Insert Hyperlink dialg box.
  6. Click the ScreenTip button and Word will display the Set Hyperlink ScreenTip dialog box.
  7. Key in the text you would like to use for your screen tip, such as the name of the person who holds that position and click on OK.
  8. Click the Place in This Document button on the left-hand side of the dialog box.
  9. Word will display a list of locations in the middle of the dialog box.
  10. From the list of locations select the name of the bookmark you created and click OK.

The result will be a hyperlink for the individual. Should somone move the mouse cursor of the job, they will see a screen tip showing the person’s name. The only downfall of this is that they will also see a prompt that says CTL + Click to follow because it is a hyperlink. If the person follows the prompt they will not be taken anyplace because the target of the hyperlink is the same phrase that you turned into a hyperlink.