Word 2010

How to Insert a Sound File into your Word Document

If like me, you believe that folks learn in different ways, (i.e., reading, seeing, hearing, etc.), this is a good tip for you! Word allows us to insert sound files in our document to lend a little help in that regard.

Follow the steps below to learn how:

  1. Place your cursor where you would like to have your sound file inserted.
  2. Display the Insert tab of your Ribbon.
  3. In the Text group, click Object to display the dialog box.
  4. From the File tab, click  Create.

  1. Use the controls in the dialog box to locate the sound file that you would like to have included in your document.
  2. Click OK. You will now see that an icon that looks like a speaker has been inserted into your document.

You can listen to your sound file by double-clicking on the speaker icon.

Word 2010

How to Select All Changes in your Word Document by One Reviewer Only

Team work is always  helpful and to that end, offices everywhere employ Track Changes in Word to stay abreast of the work of their colleagues in a team shared document.

But after all that work you sometimes have to winnow out the changes that you would like to keep and the ones you would like to discard. So the question is: Can you accept the changes from one reviewer and not the others?

Thankfully, the answer is yes. Follow the steps below to learn how:

  1. Click on the Review tab of your Ribbon.
  2. In the Tracking group, click the Show Markup tool.

Show Markup

  1. Click Reviewers. You should now see a list of your colleagues who have contributed to the changes in your document.
  2. You only want one name selected – that of the person whose changes you would like to accept.
  3. In the Changes category, click the down arrow under Accept tool to display a drop-down menu.
  4. Select Accept All Changes Shown. Word will accept all the changes shown, which are, of course, only the ones of the one colleague whose changes you want to accept.
Word 2010

How to Have a Numbered List with Items that are Not Numbered in Word

If you use numbered lists in your document (and who doesn’t?) you most likely know that your list is just a series of numbered paragraphs.

I don’t know about you, but many are the times that I have a numbered list but smack dab in the middle I have some paragraphs that I do not want to be numbered (i.e., follow the steps below to learn how), followed by more items that I want to continue to be numbered.

It is very easy to accomplish this in Word.

Follow the steps below to learn how:

  1. Format your numbered list as you usually do, including all items, both the ones you would like numbered and those you do not.
  2. Display the Home tab of your Ribbon.

Numbering Tool

  1. With your cursor in the first paragraph you would not like numbered, in the Paragraph group, click the Numbering tool.  I prefer the quicker method of placing my cursor at the beginning of the item and backspacing. It gets rid of the number and keeps the indent. It is quick and easy and the numbering is removed from those items/paragraphs, but the numbering sequence continues in the following paragraph.
  2. Repeat the above step for each paragraph where you would not like numbering.

It doesn’t get much easier than that!

Word 2010

How to Select a Row or Column in your Table in Word 2010

This may be basic information for some, but for others who are just starting their journey in Word or who are using a newer version of Word this information can be very useful. So, no matter what level you think you are in Word, I think you will find the information below helpful.

There are two ways in which you may select a column within your table.

The first is:

  • Position your cursor in any cell within your column.
  • Display the Layout tab fr your Ribbon, and click Select | Select Column.


  • Move your cursor just above the column you would like to select.
  • Once it turns into a downward pointing arrow, click on your left mouse button.

The two methods of selecting a row within your table are not too different.


  • Place your cursor in any cell within the row of your table.
  • Display the Layout tab of your Ribbon and click Select | Row.


  • Move your cursor just to the left of the row you would like to select.
  • Click on your left mouse button.

These methods will also work in Word 2013!


Word 2010

Word Keyboard Shortcuts

I have been asked many times about keyboard shortcuts.  It seems that folks do actually read what I write about and take note of the shortcuts I use.

Microsoft Support has a page listing the keyboard shortcuts for Word 2003, 2007 and 2010. I know that this will be invaluable to a lot of you and will save you untold time and keystrokes in the future.

You can find the shortcuts here.

Also below is a handy Excel Workbook with different pages for different equivalent commands.

Equivalent Commands

You’re welcome!

Word 2010

How to Get Rid of that Graph Paper Effect in Word!

I have received frantic e-mails and phone calls from clients telling me that all of a sudden when they open Word their document opens up with a strange graph paper effect.

Grid Lines

Well, there are a couple of reasons why this may have happened, but the most likely reason is that the drawing grid has been turned on.

Follow the steps below to learn how to turn it off:

  1. Click the View tab of your Ribbon.
  2. In the Show/Hide group, deselect the Gridlines check box.

Show Hide

Should you find that the drawing grid was not turned on, then the problem could possibly be related to a background image being set on your system.

Follow the steps below to learn how to get rid of any background image:

  1. Click the Page Layout tab on your Ribbon.
  2. In the Page Background group, click Page Color. Word will display a drop-down menu of choices.
  3. Click No Color.

That’s all there is to it.  Easy peasy!

Word 2010

How to Insert a Cross-Reference to Text in Word

Cross-references come in very handy in our documents and although most folks think that it is a very complicated process, Word really makes it very easy to use this feature.

Follow the steps below to learn how:

  1. Select the text you would like to be cross-referenced.
  2. Assign this text a bookmark name.
  3. Place your cursor where you would like the cross-reference to appear.
  4. Click Ctrl + F9 to insert field brackets. Be certain that your cursor stays in between the brackets.
  5. Key in ref followed by the name of the bookmark you assigned above.Click F9 to update the field information.

Word has now replaced the field with the text to which the bookmark was assigned.

Word 2010

How to View Formulas in Table Cells in Word

A subscriber asked me a while back if it were possible for her to view the formulas that are in table cells. Her formulas were usually too long for the smaller cells in her table and that prevented from from being completely visible she she looked at the field codes rather than the field results.

And wouldn’t it be lovely if Word had a feature like the ones included in Excel or Access that allow you to see the contents of a cell independently from the document?  Yes it would, but unfortunately Word does not have such a feature.

There is a solution of sorts and that is to make certain that you do not limit the height of a row in your table. If the row height is able to change as needed, then your row will expand when you are viewing your field codes and contract to the normal height when you are viewing your field results.

Follow the steps below to learn how:

  1. Select your table by depressing your Alt key as you double-click inside your table.
  2. Right-click on your table to display a Context menu.
  3. From the Context table, select Table to display the Table Properties dialog.
  4. Be certain the Row tab is displayed.

Table Properties

  1. Be certain the Specify Height check box is selected.
  2. Using the Row Height Is drop-down, select At Least.
  3. Specify how high you want each of your rows to be, at a minimum.
  4. Click on OK.
Word 2010

How to Format E-mail using AutoFormat

This topic is very popular and I receive many queries about it all the time.

Folks receive an e-mail and notice that there is what they call a “hard return” at the end and double returns between paragraphs. One could waste a forest and print out the e-mail the way it is, but that seems a bit silly doesn’t it?  Also, you may want to work with this message using Word at a later date.

There is an easy way to format an e-mail message using the AutoFormat feature in Word. All you need do is select the text and click CTRL + ALT + K, which will initiate the Autoformat feature.  It will format text into real paragraphs and remove any extra spaces between the paragraphs. That is the quick and easy solution.

Follow the steps below to learn how to adjust the actual formatting in Word:

  1. Display the Word Options dialog box by clicking on the File tab of your Ribbon and then Options.
  2. At the left-hand side of the dialog box, click Proofing.
  3. Click the AutoCorrect Options button to display the dialog box.
  4. Select the AutoFormat tab.


  1. Make any adjustments you like to the options shown in the dialog box.
  2. Click on OK.
Word 2010

How to Quickly Show the Tabs Dialog Box in Word 2010

Want a shortcut to quickly open your tab dialog box when you are working on a document?  If you are anything like me, you are always looking for ways to save time and keystrokes.

This is so simply you will wonder why you never heard of it before!

All you need to do is double-click on your Ruler, just below the markings that appear there.  That’s it!  The Tab Dialog box will appear. There is one caveat though; when you double-click you may also inadvertently set a tab on your Ruler so make sure you glance up to see if you have. It’s not a big problem if you did. You can simply drag it off of your Ruler, release it and it will go away. You can also delete the tab in the Tabs dialog box.

Tab Dialog Box

Make certain that you double-click at the bottom of your Ruler and not the top!  Why?  Well here’s another cool little trick – if you double-click at the top of your Ruler, it will open the Page Setup dialog for for you.

Look at that – two tips for the price of one!  You can tell it’s the holiday season can’t you?