Categories
Word 2016

It’s All About Page Break and Document Layouts in Word

If you want to be efficient, quick and look like a rock star all at the same time, then this is the tip for you!

If you want to prepare and print your documents and page breaks with a mixture of document layouts, it can greatly increase your productivity and save you a heap of time.

Page break allows you to stop and start text entry at a particular location in your document. This is often used when creating text column, but is also used for regular documents as well.

To create a page break, select the Layout tab on your Ribbon and click Breaks | Next Page. this will place your cursor on a new page which permits applications of a different document layout, such as landscape or legal. Proceed to modify the design of your page, or example, if you want legal size, click Layout tab | Size and then select Layout.

legal-landscape

Categories
Word 2016

Paste Text Without Formatting In Word 2016

If you reference information from online sources, sometimes when you copy the information directly into Word, there can be issues, such as it does not look exactly the way you thought it would or how you wanted it.

In most instances, you will not want to keep the original formatting of what you are copying, plus it is much quicker to paste it without formatting.

Follow the steps below to learn how:

  1. Open your Word document.
  2. Copy some text from whatever source you like.
  3. Click, the Paste Unformatted to insert the text without formatting. Alternatively, you can right-click where you would like your copied text to appear and select Paste Unformatted from the resulting menu.

It does not get much easier than that folks! AND,you can also set a default so that your text is automatically pasted in that format!

 

Categories
Word 2016

How To Clear The Contents Of A Table

Word comes with a table editor that you can use to create simple or complex tables. If you find yourself spending a lot of time working on a table to have it fit your specific needs and formatted exactly the way you like, you may want to copy the table to a new location so you can use the same layout more than once. Why waste time reinventing the wheel right?  After you copy your table, you will t want to erase the contents of the table so that you can key in your new text.

My quick and easy  way to erase the data in my table, is to select the entire table and then hit the Delete key. Your information in the table is cleared, but the structure of your table remains.

Please note though, that you must press the Delete key. If, instead, you press Backspace while the whole table is selected, Word will delete your entire table, not just the content.

Easy peasy!

Categories
Word 2016

Subscribers: How To Limit Lines In A Table Cell

Suppose you have a table that you do not want to extend past three lines vertically in any given cell. You may wonder if there is a way to lock how many lines there can be in any given cell of a table.

Normally the height of a row (which, of course, controls the height of cells in that row) can vary from row to row. Word does this so that whatever you place in the row can be fully accommodated by the table. There may be times when you do not want the row to expand, but instead you want the row to be a specific height.

Follow the steps below to learn how you can set the row height to only allow three lines of text:

  1. Select your entire table. Position your cursor within your table, and display the Layout tab of your Ribbon, and choose Select Table from the Select pull-down list.
  2. Right-click the selected table and then select Table Properties from the Context menu. Word will display the Table Properties dialog box.
  3. Be certain the Row tab is selected.

table-propertiestable-properties

  1. In the Specify Height box, indicate how high you would like each row. For three lines of 12-point type, you should specify one-half inch.
  2. Using the Row Height Is drop-down list, select Exactly.
  3. Click OK.

Now your row height will never go above whatever you set in step 4 above. Note that this approach will not stop someone from adding information that requires more than three lines in a table cell; it just will not display anything beyond the first three lines.

 

Categories
Word 2016

How To Format Captions in Your Word Documents

Word includes a captioning feature that will allow you to manually or automatically add captions in your document. These captions are typically placed with tables or other objects to identify them. For instance, you might have a caption such as “Figure 1” that appears below a figure.

When you use the captioning feature, Word automatically formats the caption using the Caption style. By default, the Caption style uses the same typeface as your Normal style, except it is bold. If you want to use a different set of attributes for your captions, all you need to do is change the Caption style.

Follow the steps below to learn how:

  1. Display the Home tab of your Ribbon.
  2. Click the small icon at the bottom-right of the Styles group to  display the Styles pane at the right side of the desktop.
  3. Click Options at the bottom of the Styles pane to display the Style Pane Options dialog box.

styke-pane-options

  1. Using the Select Styles to Show drop-down list, select All Styles.
  2. Click OK to close the Style Pane Options dialog box.
  3. In the Styles pane, scroll through the list of styles until you see the Caption style.
  4. Hover your mouse over the Caption style name. Notice that a downward-pointing arrow appears at the right side of the style name.
  5. Click on the downward-pointing arrow and select the Modify option from the resulting menu. Word will display the Modify Style dialog box.
  6. Click on Format and choose the portion of the style you would like to change.
  7. Click on OK to save your modifications.
  8. Close the Styles pane.

 

Categories
Word 2016

Moving Text in Your Word Documents Using Your Mouse

Word has many different tools you can use to edit your documents. Perhaps one of the least used, but most unique methods of editing your document, uses the mouse entirely. You can use your mouse to move text, the same way you would move another element, such as a graphic. To move text with your mouse, you need to first ensure that the feature is enabled.

Follow the steps below to learn how:

  1. Display the Word Options dialog box. (In Word 2007 click the Office button and then click Word Options. In Word 2010 or a later version display the File tab of your Ribbon and then click Options.)
  2. At the left side of the dialog box click Advanced.

word-options

    1. Make sure the check box beside the Allow Text to Be Dragged and Dropped option is selected. (The option is in the Editing section.)
    2. Click OK to close the dialog box.

Once enabled, you can use your mouse to move text by following the steps below:

  1. Select the text you want to move.
  2. Click on the text with the mouse and drag it to where you want it moved.
  3. Release the mouse button.

If you want to simply copy your text (instead of actually moving it) you can hold down the Ctrl key while using the mouse to drag the selection.

Categories
Word 2016

How To Protect Blocks Of Texts In Word Documents

Many of my subscribers lament the fact that WordPerfect used to have Block Protect wherein you would highlight a block of your text and protect it so that it would always appear on the same page.

Well guess what? You can do that in Word also! Is it that simple? Well I suppose you could say no, because Word actually has TWO different versions of Block Protect:

  • Keep Lines Together and
  • Keep With Next

Follow the steps below to learn how to find and use these:

Click the little launcher at the edge of the Paragraph group on your Ribbon. This will open the Paragraph dialog box.

paragraph-dialog-box

You can now select one or both of these options.  What is the difference you might ask? See below.

Keep With Next will keep two or more lines of a single paragraph together (i.e., it will keep a block of text that does not have a hard return or a line break within the block all on one page).

Keep Lines Together will keep lines from separate paragraphs together on a single page (i.e., a heading  and the first few lines of your paragraph). This is for a block of text that has one or more hard returns or line breaks or line breaks in the middle of it.

If you cannot decide which you need, you can always use both and it will still work for you. Just do not try to block protect very large blocks of text or you will run into problems.

Categories
Uncategorized Word 2016

How To Turn Off Document Protection In Word

If you have previously protected your document for tracking changes, comments, or for forms, then you will most likely need to un-protect your document at some time so that you can make unrestricted changes.

Follow the steps below to learn how:

  1. Display the Review tab of your Ribbon.
  2. At the right-hand side of your Ribbon, click the Protect Document tool. Word will display the task pane.
  3. At the bottom of the task pane, click Stop Protection. Word will display the  dialog box.

unprotect - document

  1. Enter your password in the dialog box, providing you used one when first protecting the document.
  2. Click Ok.

Your document is now unprotected.

 

Categories
Uncategorized Word 2016

Quick and Helpful Keyboard Shortcuts

If you are like me, you do not want to stop the flow of what you are doing in an Office application to use your mouse.  I love to save time and keystrokes!

Follow the steps below to learn how:

Want to copy some formatting in your document?

Just simultaneously press Ctrl + Shift +C

Want to quickly and easily put a date in your document?

Press Alt + Shift + D

How about if you want to double underline a word?

Press Ctrl + Shift + D

double - underliningWould you like to create a customized keyboard shortcut?

Press Alt + Ctrl + Num +

Want to delete a word?

Ctrl + Delete

Want to delete a back word?

Ctrl + Back Space

Want to change case?

Shift + F3

Want to create Auto Text?

Alt + F3

create - auto text

Want to split your document?

Alt + Ctrl + S

Need to define a word before you use it in your document?

Ctrl + F7

dictionaries

Caveat: Some or all of these may not work for you depending upon which version of  Word you are using. I think you have to admit though, these are some really handy shortcuts right?

 

 

Categories
Word 2016

How To Use A Keyboard Shortcut for the Format Painter in Word

As you are most likely already aware, the Format Painter in Word 2016 copies formatting from one source of test in your document and applies it to another block of targeted text in your document. Once you have created your font, size, weight, formatting (i.e., bold, Italic, etc.), on a particular block of text, and then find that you need to apply that self same formatting to another block of text, you do not have to manually apply it every time. Why rebuild the mouse trap right? You can copy all your formatting and paste it in one action and paste it to your targeted text!

Most folks use the Format Painter command in the Home tab of the Ribbon. To utilize this command, you would select the text that has the formatting you want to use in other areas, click the Format Painter icon, and then select the target text to which you would like to apply the formatting. Once you release your mouse button the desired formatting is applied to your targeted text.

format-painter

Your text selection could be a word, letter, paragraph, etc.

If you are like me, and would like to get maximum results with minimal effort, you need to keep your hands on the keyboard at all times and utilize as many keyboard shortcuts as you possibly can. The keyboard shortcut for Format Painter consists of two shortcuts: one to copy the formatting and one to paste it.

Follow the steps below to learn how to use a keyboard shortcut to accomplish the same thing:

  1. Select your text and click CTRL + Shift + C to copy your formatting.
  2. Select the text where you want the copied text formatting to be applied and click CTRL + Shift +V to paste your formatting.

Keyboard shortcuts are the secret to working faster with Word. Most of the time spent creating a document is with your hands on the keyboard when you are keying in the content. Whenever you use your mouse to perform another action, you have to locate your mouse, move your hand to where it is, move it to the menu, etc.  Obviously this is an interruption to the flow of your work, not to mention extra steps!

Whereas if you were to keep your hands int he same place – on your keyboard – and use shortcuts, you save so much time!

The biggest complaint that I get about using keyboard shortcuts is that folks say they cannot remember what they are! So, what I tell them is that if you want to master them, you must force yourself to use them. Here’s a little secret I will share with you. I have a very small post it note taped to the edge of my desk and on it are the keyboard shortcut keys that I find myself using the most.  After you have used the at least ten to fifteen times, they are in your memory bank!