Categories
Word 2007

Can’t Find the Shortcuts in Word 2007?

If you have recently upgraded to Office 2007 you may be in a quandry as to where the shortcuts are. If you are anything like me, you are absolutely lost without them.

I am here to show you how to retrieve those shortcuts that have always been so helpful to you. Follow the steps below:

  1. Click on Office Button | Customize or right-click on the Quick Access Toolbar (QAT) and select Customize Quick Access Toolbar.

customize_keyboard_shortcuts

Now that you know where to find it, the rest is pretty intuitive. There are some changes because you are now looking at commands that are based in groups on the ribbon where they will be found instead of the old menus of the past.

  1. Select a category on the left-hand side.

customize_keyboard

  1. Now click on a command on the right-hand side.
  2. Click the Press New shortcut key field and then actually use the key combination you would like to use to access this shortcut.
  3. Check the key combination availability. If it is not in use, you are good to go. If not, then you will have to find another key combination to use or, if you don’t care about the one listed, you can use it anyway. It’s all up to you.
  4. Once you have verified that you have a key combination that you can use, make sure that Normal is selected in the Save in field.
  5. Click Assign.

That’s it! Ahhh…now you have all your familiar shortcuts back again!

Categories
Windows Vista

Automatically Start an Office Program When You Boot Vista

If you are anything like me, you use the same MS Office programs over and over again, so why not save some time and keystrokes and energy by having those programs open automatically when you turn on your computer?

Follow the steps below to learn how to work this particular magic:

In Microsoft Windows:

  1. On the Start menu, click on All Programs | Microsoft Office.
  2. In the list of available Office programs, right-click the icon of the program or programs you want to start automatically.
  3. Click Copy in the shortcut menu.
  4. In the All Programs list, right-click the Startup folder and click Explore on the shortcut menu.
  5. On the Edit menu, click Paste.
  6. To paste your selection quickly into the Startup folder, use CTRL + V.

The next time you start your computer, Windows will automatically run the program or programs of your choice.

In Windows Vista:

  1. Click the Office button. office-button
  2. Click Microsoft Office.
  3. In the list of available Office programs, right-click the icon of the program or programs you would like to start automatically and then click Copy on the shortcut menu.
  4. In the All Programs list, right-click the Startup folder and click Explore on the shortcut menu.
  5. In the window that opens, click Organize, and then click Paste or CTRL + V.

The next time you start your computer, Windows will automatically run the program or programs of your choice.

I knew you would like this one!

Categories
Microsoft Word

Using the Clipboard to your Advantage in Word

I am sure you knew that you can copy multiple blocks of text in MS Word – at least I hope I have taught you that much! But did you know that you can paste multiple blocks of text rather than the last chunk that you copied? Well guess what? You can!

Follow the steps below to learn how:

  • To make use of this feature, turn on the Clipboard toolbar in MS Word version 2003, or the clipboard menu in the latest version of MS Word 2007 and later versions.
  • When you do this, you will see all the snippets that you have copied, in the order that you copied them.
  • You can now be selective about what you pick and choose to paste into your MS Word document. You do not have to paste all of the snippets you copied, you can select the specific clippings that you wish to insert into your document.

Another great time saver and organizational tool to boot!

Categories
Excel 2007

Quicker Formulas in Excel 2007

MS Excel in this latest version, has some very easy browsing techniques. Having said that, suppose you aren’t exactly sure what you are looking for? Suppose you know what you need but can’t remember the name of the formula? It is easy to become aggravated under these circumstances. Surely there must be a quicker way to find it without going through the Formula Ribbon!

Well I’m here to tell you that there really is an easier way. When you cannot remember an exact formula name, you no longer have to roam around looking for it.

Follow the steps below to find out how:

  1. Start the formula with the usual equal sign (=) and they type the first couple of letters in the formula that you need.
  2. MS Excel 2007 will automatically provide you with an alphabetized list of formula names, starting with the letter(s) that you entered. It will even provide you with descriptions when selected.
  3. Browse through the list to select the correct formula that you need.

Now here is a handy little tip regarding this tip – an extra if you will.

  • To select the formula name, use your Tab key or, if you prefer, double click the formula with your mouse.

Great information to have, don’t you agree?

Categories
Microsoft Word

How to use Legal Line Spacing in Word

A lot of legal secretaries have written to me asking for ways to quickly change the line spacing in a document as they are frequently moving from single line spacing for block quotes and double line spacing for text and then back to single line spacing for signature blocks in pleadings.

It really isn’t all that difficult. If you find that you are frequently changing the line spacing in MS Word to double or you are making the switch more often than not, it’s time to take measures so that this happens seamlessly and without lots of time and keystrokes.

After speaking with more than a few of these secretaries I found that most of them were using the Normal style in their documents and so I will assume for this tip that everyone is, although hopefully not!

I could tell you how to modify your Normal.dot style, which is the style on which you base every new document in MS Word, but I don’t see the point to that because then every document you create would have double line spacing. Wouldn’t that be a fine howdy do?

Instead, I will give you a quick key combination to use to change your line spacing on the fly in your documents.

When you are setting up your document using the Normal.dot style, everything will be in single line spacing.

  • Once you have typed the heading of your pleading, you now want to start using double line spacing so place your cursor where you want that spacing to start and depress and hold your CTRL key and click the number 2 on your keyboard.
  • That’s it! When you want to go back to single spacing, depress and hold your CTRL key and click on the number 1 on your keyboard.

Quick and easy, just the way I like it!

Categories
Microsoft Word

How to Remove all Formatting in Word

Let’s say you have just finished a document and you decide you don’t like the formatting. Oh geez, do we have to go back and reformat each and every paragraph? Luckily, the answer is no.

Follow the steps below:

  1. Click on CTRL + A to select the entire document, or select the portion of the document to be changed.
  2. Then click CTRL + SHIFT + N.

Pretty slick isn’t it?

Categories
Excel 2007

Working with Excel 2007 Worksheets and Workbooks

Each new Excel workbook starts out with three blank worksheeets and an index tab at the bottom of each worksheet identifies the sheet by name.

You can add a new worksheet or delete an existing worksheet and rename or rearrange worksheets to suit your whim. A fourth tab is the Insert Worksheet tab. Click it and a new worksheet is created instantly, as well as a fifth Insert Worksheet tab that appears just in case you want to keep adding worksheets. If you don’t want to click, you can always use the handy shortcut – Shift + F11.

insert_worksheet

 

In Workbooks with many worksheets, you will not be able to see all the sheet names without using the four arrow buttons to the left of the sheet names to scroll.

However, I learned this neat trick from Woody Leonhard:

You can right-click any of those arrow buttons to display a pop-up list containing the names of all the worksheets in the current workbook.

pop_up_list

 

 

Click any name to jump straight to that worksheet.

Categories
Word 2007 Word 2010 Word 2013

Using Politically Correct Grammer in Microsoft Word

Sometimes you want to be careful to use gender-neutral words in your documents. Word’s grammar checker offers an option that will underline words that violate this gender neutrality with a green squiggly line, similar to what it does for sentence fragments and run-on sentences.

To ask Word to check for gender-specific terms such as policeman, follow the steps below:

  1. Click on the Office button.
  2. Choose Word Options from the bottom of the large dialog that opens.
  3. In the Word Options dialog, click on Proofing in the left-hand list.

proofing_dialog

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. On the right-hand side, look for the When correcting spelling and grammar in Word section.
  2. Check the Check grammar as you type box and the Check grammar with spelling box, if they are not currently checked.
  3. In the Writing style drop-down menu, choose the Grammar only option.
  4. Click the Settings button by the drop-down menu.
  5. Word shows the Grammar Settings dialog box.

grammar_settings

 

 

 

 

 

 

 

 

  1. You will find the Style section about half way down the dialog box.
  2. Check the option marked Gender-specific words.
  3. Click OK.
  4. Click the Recheck Document button (Word 2007) to find gender-specific words in your current document.
  5. Click OK.
  6. You can also click OK twice to return to your document without rechecking your document.

Now that should underline words that refer to a specific gender. It will not find him and her or he and she, but instead words that include a gender reference, such as policeman.

I say should because it doesn’t always work. It would be nice to have this feature as an option if it worked, but unfortunately it just isn’t happening this time around.

Categories
Subscribers Microsoft Windows

Subscribers: What is the difference between a file and a folder

All the data on your hard drive consists of files and folders. The basic difference between the two is that files store data, while folders store files and other folders.

This content is exclusively for Carol's Corner Office Subscribers.
If you are a Subscriber please Log In below.

Not a Subscriber? Please Consider becoming one today for ONLY $20/yr. Your subscription supports the site and gives you access to many exclusive resources not available to non-subscribers, as well as substantial discounts on Carol's Microsoft Office books.

  • Exclusive in-depth content ONLY for subscribers. Use Microsoft Office like a Pro!
  • Large color screenshots illustrate the instructions so following along is easy!
  • Email notification of each new exclusive post for subscribers!
  • Exclusive discounts on Office books and other products!
Categories
Subscribers Microsoft Word

Subscribers: Table shortcut keys in Word

Shortcut Keys Function Editing Key Select a column Click the columns top gridline border Select a row Click to the left of the row Select multiple rows, cells, columns Highlight the column, row or cell Select the entire table Click the Smart tag on the left top corner of the table. Select a cell Click […]

This content is exclusively for Carol's Corner Office Subscribers.
If you are a Subscriber please Log In below.

Not a Subscriber? Please Consider becoming one today for ONLY $20/yr. Your subscription supports the site and gives you access to many exclusive resources not available to non-subscribers, as well as substantial discounts on Carol's Microsoft Office books.

  • Exclusive in-depth content ONLY for subscribers. Use Microsoft Office like a Pro!
  • Large color screenshots illustrate the instructions so following along is easy!
  • Email notification of each new exclusive post for subscribers!
  • Exclusive discounts on Office books and other products!