Word 2016

Blank Pages At the End of your Word Documents?

I have had many folks write to me complaining that when they print their document, there are one or two blank pages at the end of the document.

If you have noticed this as well, it is likely that you have empty paragraphs at the end of your document. Regardless of whether you see them or not, they are there and take up extra space, bloat your document and cause blank pages to be printed

To delete those empty paragraphs, you can simply click Ctrl+End to go to the end of your document. You can then click your Backspace key until you have deleted all non-printing characters (i.e., empty paragraphs). You can tell when you are finished by the position of your cursor. If it is located next to the last character you want printed in your document, you are finished deleting.

However, if you would like to see those pesky empty paragraphs that are at the end of your document—before you delete them — simply click Show/Hide on the Home tab of your Ribbon; it looks like a backwards P and is called a Pilcrow. Once you have enabled that feature,  you will see all the spaces, paragraphs, tabs, and other non-printing characters in your document—all the characters that normally do not appear on your screen. This can be very helpful for figuring out why something doesn’t look quite right in your document, which is why I always advise my clients to always have this feature enabled.

There is one caveat! If the last part of your document is a table, you will not be able to delete the last paragraph right after your table because Word requires a paragraph mark at the very end of any document.

Word 2016

How to Delete Paragraph Borders

If you have inherited a document from a colleague that has a border surrounding a paragraph, you may later want/need to remove the border. Fortunately, this is very easy to do.

Follow the steps below to learn how:

  1. Place your cursor in the paragraph that has the border you want to remove.
  2. Display the Home tab of your Ribbon.
  3. In the Paragraph group, click the down-arrow at the right side of the Borders tool.

  1. A drop-down menu will appear.

  1. Select No Border. Word will then remove the  border from your paragraph.
Word 2016

How to Back Up Your AutoText Entries in Word

AutoText in Word saves tons of time and keystrokes for you. It allows you to assign text or graphics to a word and then replace that word with the text or graphics of your choice. If you have been using Word for as long as I have, you have most likely amassed quite a few AutoText entries for things like signature blocks in letters and pleadings, boilerplate text (i.e. in the above-referenced matter), and difficult words that you often misspell.

Assuming you do have many AutoText entries, you might wonder just how you can back them up so they can be moved to a different computer. It is actually pretty easy to do.  All that is required is for you to back up your template files, which where your AutoText entries are stored.

If I had to guess I would say that most of your commonly used AutoText entries are in your Normal template file, so backing up this file will help you retain the majority of your information. Many folks who use Word, however, also store AutoText entries in other template files.

To be on the safe side, you can search Windows to locate all of the files on your system that use either the DOTX or DOTM extension. You can then quickly copy them to a backup medium, (i.e., CD-ROM, flash drive, another disk location).

There you go – another problem quickly resolved!

Word 2016

How to Change the Footnote Separator Appearance in your Word Documents

When you have a very long footnote that will not fit in the space allocated for footnotes on your current page, Word will automatically continue your footnote on the following page. When this occurs, you can specify that Word use a different footnote separator to indicate that the footnotes are a continuation from the previous page.

Follow the steps below to learn how:

  1. Be certain you are working in Draft view by displaying the View tab of your Ribbon and in the Views group, click Draft.
  2. Display the References tab of your Ribbon.
  3. Click Show Notes.

  1. If you have both footnotes and endnotes in your document Word will display the Show Notes dialog box.
  2. Click on the View Footnote Area radio button.
  3. Click OK.
  4. Using the Footnotes drop-down list at the top of the Footnotes window, select Footnote Continuation Separator. The current separator will appear in the window.
  5. Change or delete the separator, as you wish.

When you are finished changing or deleting the appearance of the separator, click Close.


Word 2016

How to Recover a File from a Corrupt Word Document in Word 2016

If you are experiencing difficulty when trying to open a Word document, most likely the reason is that the document has been somehow corrupted.  It doesn’t happen often, but it can happen. The good news is that you may still be able to recover your document.

Follow the steps below to learn how:

  1. Click on File | Open | Browse.
  2. Select the document you are having difficulty with.
  3. Click the Open menu.
  4. Click Open and Repair.

If you are then able to successfully open your document, you should then copy the entire document and paste it into a new document and save it.

Word 2016

How to Utilize Breaks in Word 2016 to Increase Efficiency

If you want to have a “clean” document that is not bloated and that behaves nicely and does what you want it to do, then you need to know how to use Breaks in your word documents. It allows you to increase your productivity. Not only that, but you can prepare and print documents with stop and start text entry at specific places in your documents.

Many times I receive e-mails from subscribers asking me how to use both Portrait and Landscape in one document.  The answer is simple – utilize Breaks!

Follow the steps below to learn how:

  1. Select the Layout tab of your Ribbon.
  2. Click the drop-down next to Breaks.
  3. Select Next Page.

Your cursor will be moved to a new page, which will permit you to apply different attributes to this page, such as Landscape or Portrait, letter or legal, etc.

You can now modify this specific page without affecting the format of the other pages in your document. Turns a big problem into something easy peasy!

Word 2016

How to Harvest Images in a Word Document

Have you ever received a document from a colleague or someone else with lots and lots of images and you wanted to copy all those images?

It would be very tedious to have to copy each and every image one-by-one wouldn’t it?  Fortunately, you do not have to do that!

Follow the steps below to learn how:

  1. Click File | Save As.
  2. Click in the File type and select Web Page.
  3. Browse to the folder containing the images and copy them.


Easy peasy!