Categories
Word 2016

How To Convert Tables To Charts In Word

Have you ever completed a table, had it exactly the way you wanted it, all formatting done – a real work of art – and you hand it in to your boss and he says, “well that’s great, but I would really rather see it in a chart?” Yes, that has actually happened to me. And worse yet, I didn’t know how to easily convert the table to a chart.  How embarrassing!

The good news is that I learned how to convert tables to charts and now I am going to share that information with you.

Follow the steps below to learn how:

  1. Select the table you would like converted to a chart.
  2. Be certain the Insert tab of your Ribbon is displayed.
  3. In the Text group, click the Object tool.
  4. In the resulting dialog box, select Microsoft Graph chart from the list of Object Types.
  5. Click OK to display a graph of your data.
  6. Format your graph to your liking.
  7. Click anywhere outside your inserted graph to continue working in your document.

You may notice that there is a Chart tool in the Illustrations group on the Insert tab of your Ribbon. You might be fooled into thinking that this would work for you just as well as the steps above. It will not.

If you have tried this, you know that the end result will be a generic chart created by Excel and placed directly in your document. Yes, you can also get the same end result if you choose Microsoft Excel Chart in step 4 above.  Word does not base your chart upon the table data you selected it in step 1 above. Instead, it inserts your chart into the first cell of the table, deleting anything that was in that cell.

For that reason, I feel it is better to avoid using the Chart tool and insert a Microsoft Graph Chart object.

Categories
Word 2016

How To Replace Manual Line Breaks With Paragraghs

As some of you know, I knit for relaxation and I like to donate some of my handmade goods to different charities, so I am always on the lookout for free patterns to use.  There are many available if you look. But it drives me absolutely mad when I find a pattern on the internet and copy and paste it in Word, and it turns out that it was created with manual line breaks instead of paragraphs.  I know I’m a wonk but we all have certain ways of doing things, and mine just happens to be the right way!

Now I just copy and paste and automatically fix this problem every time.

Follow the steps below to learn how:

  1. Highlight your entire document.
  2. Click CTRL + H to open Find and Replace.

 

find-and-replace

  1. On the bottom, click on Special.
  2. In the Find area, select Manual Line Break.

manual-line-break

  1. In the Replace box, use the same process as above and select Paragraph mark.
  2. Click Replace All.

Easy peasy and you now have a document that is easy to maneuver and you can set space before or after, etc.

 

Categories
Word 2016

How To Control Automatic Capitalization In Word

Have you ever been  flying across your keyboard trying to get a document finished, and then you look up and notice that Word has  capitalized words for you that you didn’t intend to be capitalized? Good old Word is trying to help you and usually does this when it thinks you are starting a new sentence. I get it. This can be very aggravating – especially when you are in a hurry. So if this is a problem for you, you can make Word stop being so helpful if you like!

Follow the steps below to learn how:

  1. Press File | Options.
  2. At the left-hand side of the dialog  that appears, click Proofing.
  3. Click AutoCorrect Options to display the AutoCorrect dialog.
  4. Be certain  the AutoCorrect tab is displayed

auto-correct

  1. Delete Capitalize First Letter of Sentences .
  2. Click OK.

Problem solved!

Categories
Word 2016

How to Unhide Hidden Text in Word

For whatever reason, some folks have documents that are full of hidden text. Then comes the time when they want to make that text un-hidden. What to do?  Well the short answer is  use Find and Replace.

Follow the steps below to learn how:

  1. Press Ctrl+Home to go to the start of your document.  You don not actually have to do this, but I find it  makes it easier to find and replace.
  2. Press Ctrl+H to display the Replace tab of the Find and Replace dialog box.
  3. Click the More button, if it is available.

find-and-replace

 

  1. Be certain there is nothing in the Find What box, and that your cursor is in the box.
  2. If you see the No Formatting button, click it.
  3. Click the Format button and select Font to display the dialog box

font

 

  1. Click the Hidden check box. A check mark should appear in the check box.
  2. Click OK. The Find Font dialog box will disappear, and the word Hidden will appear under the Find What box.
  3. Be certain there is nothing in the Replace With box, and that our cursor is in the box.
  4. Click the Format button and select Font to display the Replace Font dialog box.
  5. Click the Hidden check box two times. The check box should be empty.
  6. Click OK. The Replace Font dialog box will disappear, and the words Not Hidden will appear under the Replace With box.
  7. Click Replace All.

This should find all text in your document that has the Hidden attribute. It then will turn off the attribute, so that your text is not hidden any longer.

 

 

Categories
Word 2016

How To Create A List In A Word Document

If you find the need for a list in your document, Word will very quickly and easily accommodate you.

Follow the steps below to learn how:

  1. Key in your list, only pressing Enter at the end of each item in your list.
  2. Select all the items in your list.
  3. Be certain  the Home tab of your Ribbon is displayed.
  4. To create a numbered list, in the Paragraph group click the Numbering tool.
  5. To create a bulleted list,  in the Paragraph group, click the Bullets tool .

Pretty darn easy huh?

Categories
Word 2016

How To Quickly Select Text

You should know by now that you can use your mouse to select text by holding down your left mouse button and dragging your mouse to make a selection. There is, however, a much quicker method to select text using your mouse.

Follow the steps below to learn how:

  1. Place your cursor where you would like your selection to begin.
  2. Move your mouse cursor  to where you would like your selection to end.
  3. Hold down the Shift key as you click once using your left mouse button.

Multiple clicks of the mouse button can also be used to select text. Double-clicking on a word selects a word, but triple-clicking on a word selects the paragraph in which the word occurs.

Categories
Word 2016

How To Create A Building Block

If you really want to utilize the fully Word’s Building Blocks, you want to customize it to assist with words and phrases you use most often.

Follow the steps below to learn how:

  1. Select the text and/or graphics for which you would like to create a Building Block. You will need to select the paragraph marker as well if you want to store paragraph formatting with the text, so make sure you have Show Hide enabled.
  2. Press Alt+F3 to display the Create New Building Block dialog box.

create0new-building-block

  1. Replace the suggested name with the name of your choosing for your new entry.
  2. Click OK.

The four steps above are the easiest way to create a Building Block. If you take a another look at the Create New Building Block dialog box, you will notice that there are quite a few things you can change beside the name for your Building Block. As an example, you might want to change which gallery the Building Block is housed in and the category you want to use to classify it.

After working with Building Blocks for a bit, you may need to edit some of your entries. Fortunately, it is very easy to change your Building Blocks. Follow the steps outlined for adding entries, and when you click on OK, you will be asked if you want to redefine the Building Block entry. Click Yes and you will be able to use the new entry.

Categories
Word 2016

How To Not Share Comments Or Changes in Word

I am sure a lot, if not all of you, know what a robust tool Track Changes is in Word. It is also a good editing tool because it will show you the changes made in a document over a period of time. Of course, there is also another Word tool – Comments. It allows you to insert comments in your document for any reason or no reason. You may not want to share your changes or comments with your colleagues or to even print documents that may contain these sort of edits though.

Fortunately, there is a way that you can double check to be certain this does not happen.

Follow the steps below to learn how:

  1. On your Ribbon, click File | Options.
  2. At the left-hand side, click Trust Center.
  3. Click Trust Center Settings to display the Trust Center dialog box.
  4. On the left, click Privacy Options.

trust-center

  1. Be certain the Warn Before Printing, Saving, or Sending a File That Contains Tracked Changes or Comments has been selected.
  2. Click on OK to close the Trust Center.
  3. Click Cancel to close the Word Options dialog box.

There is a Caveat though!  Selecting this option will only show warning if you  e-mail your document using the menu options in Word. If you close Word and then send your document as an attachment to an e-mail, no warning will be provided!

Categories
Word 2016

How To Display Shortcut Keys in ScreenTips

Some folks find it helpful to have Word include shortcut keys in any ScreenTips it may display. If you were not aware, ScreenTips will normally appear when you hover your cursor over a toolbar button and a short blurb about what the button does will display.

If you hover your mouse over the Bold tool  located on the Home tab of your Ribbon, the ScreenTip will usually say Bold. You can, however, make it instead display Bold (Ctrl +B).

Follow the steps below to learn how:

  1. Click on File | Options.
  2. At the left-hand side click the Advanced option.
  3. Scroll through the options until you see the Display section.

word-options-advanced

  1. Be certain the Show Shortcut Keys in ScreenTips option has been selected.
  2. Click Close.

 

Categories
Word 2016

How To Crop A Photo In Word

Word is possessed of powerful editing tools that we can use to do more than manage our text. So if you find that you are working with images and pictures, you can access some formatting options to help you out!

Follow to steps below to learn how:

  1. Select your photo, which activates the Picture Tools | format contextual Ribbon tab.
  2. Click the Crop button.
  3. Use the anchors to adjust.
  4. Select and apply the dimensions of your choosing

I’d say that is pretty easy myself!