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100
MICROSOFT
WORD TIPS If you’re looking to get more out of Word, try Helen Bradley’s best
100 tips for all versions of Word from 97 up.

I
t’s the word processor by which lucky enough to be using the version Reverse a WordArt image by
all others are judged. Microsoft’s that comes with Works Suite you’ll know
4 dragging the handle on one side
Word has been around since the that you also have a number of handy of the image over the border on the
dawn of time it seems, and each templates that make it even easier to other side.
new generation sees it getting better produce great looking documents. Join
and better. You can buy it as part of us then, as we uncover another 100 Change an inline picture so it
Office, on its own or – the cheapest unmissable tips and tricks for this
5 can be moved by right-clicking
option – as part of Works Suite. Of evergreen institution. it, choosing Format Picture, Layout
course, it also comes pre-installed on tab and selecting In front of text.
many PCs, which helps its market share Working with Graphics
no end. Don’t insert an image directly To add a patterned border
Perhaps because of this
1 into your document – link to it 6 around an image, right-click it,
proliferation, Word is one of only a instead to reduce the size of the choose Format Picture, Colors
handful of programs whose users span document. Do this by selecting and Lines tab and set the Line
a range from kids typing homework Picture, From File and then Color to a pattern.
assignments to high-flying corporate choosing Link to file from the Insert
types producing voluminous reports, drop-down menu. Disassemble a WMF image by
with the rest of us sitting somewhere
7 selecting it and ensuring it’s not
in the middle. It’s a program that has Rotate an image in Word 2002 by an inline image. Then right-click and
something for everyone and it’s very
2 clicking it to select it and choose Grouping, Ungroup.
easy to use at the same time as being dragging the top green handle to the
highly customisable. desired position. Use pictures for text bullets by
You can create anything from a
8 choosing Format, Bullets and
single page menu or invitation to a Hold the [Shift] key as you Numbering, Bullets tab. Select an
book or a large report filled with tables
3 rotate the image to constrain it option, click Customize and choose
and images with Word. And if you’re to 15-degree rotations. Picture to select one to use.

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stepbystep
9 Turn back the clock
Storing previous versions of a document inside it allows you to turn back the clock.

1 Save the current version of a document by 2 Set Word to automatically save a new 3 To recall a version, choose File, Versions
choosing File, Versions, click Save Now version every time you close a file by and, from the Existing versions list
and type a comment describing the current choosing File, Versions and check the choose a version to open and click Open.
document state. Click OK to save it. The Automatically save a version on close The previous version opens and you can
version is stored in the current document. check box. save it as a separate document if required.

Use Insert, Picture, New Constrain an oval to create a

10 Drawing to create your own 18 circle by holding the [Shift] key
drawn object in a document. as you draw it.

Turn an image into a hyperlink Add text inside a shape by right-

11 by right-clicking it and choosing 19 clicking the shape and choosing
Hyperlink from the menu. Add Text.

When an image becomes a Word Use Word 2002’s new Insert,

12 hyperlink, hold down [Ctrl] and 20 Diagram tool to add charts
click it to open the hyperlinked such as an organisation chart, a
document or site. Venn diagram or a Pyramid chart to
a document.
Add text over an image by
13 placing it in a text box, alter its Add a drop shadow to a WMF
layout to In front of text and drag it
21 image by clicking the Shadow
over the image. tool on the Drawing toolbar.

Change the colour of a piece of Restore the selected image to its

14 an ungrouped image by selecting 22 original colours by clicking
it and using the Fill Color button on Reset Picture on the Picture toolbar. choose Word commands, select It’s possible to reverse WordArt in Word
the Drawing toolbar. ListCommands and click Run. so that you can print text on T-shirt
Set an image to appear Choose Current menu and transfer paper.
Add a picture border around the
23 automatically on all new keyboard settings and click OK.
15 page by choosing Format, envelopes: select it and choose Insert,
Borders and Shading, Page Border AutoText, New. Type the name Create a hanging indent from
tab and picking an option from the EnvelopeExtra1 and click OK.
26 inside any paragraph by pressing
Art collection. [Ctrl] + [T]. To undo, press [Ctrl] +
Working with Text [Shift] + [T].
Turn an image into greyscale by Centre text on the page between
16 selecting it, choosing Image 24 the top and bottom margins by Place text anywhere on a page
options from the Picture toolbar and choosing File, Page Setup, Layout
27 by placing it in a text box (find
clicking Greyscale. tab and setting the Vertical the text box on the Drawing toolbar).
alignment to Centre.
Add an image to an envelope by Link two text boxes so text flows
17 first adding an envelope to your To create a printable list of
28 between them by clicking the
document and then inserting an image
25 shortcut keys choose Tools, first, clicking the Create Text Box
into its top left corner. Macro, Macros. Under Macros in Link and clicking the second.

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To locate paragraph markers in a or a shortcut key ([Ctrl] + [I] for

29 document choose Edit, Find italics, for example).
and search for ^p as a string.
Create your signature or
Strip all formatting from text
35 company logo as an AutoText
30 pasted from the Web by entry by selecting it in a document and
choosing Edit, Paste Special, choosing Insert, AutoText, New,
Unformatted text. typing a name for it and clicking OK.

Embolden text as you type by To use the AutoText entry in

31 placing an asterisk before and 36 your document, type its name
after it – switch this on by selecting and press [F3] (or press [Return] when
Tools, AutoCorrect Options, the tooltip appears).
AutoFormat as you Type and
ticking the *bold* and _italic_ Count the words in a selection
with real formatting box before
37 by choosing Tools, Word
clicking OK. Count, or view the Word Count
Toolbar in Word 2002 by selecting View,
Select text by holding the Toolbars, Word Count. Word 2002’s diagram tool helps you create diagrams like this very quickly.
32 [Shift] key as you move with
the cursors or use [Shift] + [Ctrl] + a Copy the format of one piece of Character Spacing tab. Choose the pressing [Ctrl] + [B] once to turn it on
cursor to move one word at a time.
38 text to use on another by spacing type and the amount. and once more to remove it.
clicking the Format Painter button
Select text and press [Ctrl] + then clicking the text to copy the Create lines for a user to write Learn more about text formats
33 [Space] to remove all character format to.
43 information by hand by 47 in Word 2002 by choosing
formatting from it. choosing Format, Tabs and creating a Format, Reveal Formatting.
Start a new page at any time by right tab with a dot leader.
Apply bold, italics or underline
39 pressing [Ctrl] + [Return]. Differentiate between
34 to an entire word by clicking in Hyphenate a document by
48 AutoCorrect keywords and
the word – no need to select it – then To see what a selected piece of
44 choosing Tools, Language, regular words by adding a slash before
pressing the appropriate toolbar button
40 text will look like in a font, Hyphenation, Automatically them – this way you can use \me as
choose Format, Font, select the font hyphenate document. an AutoCorrect entry.
and check the Preview window.
Protect text from hyphenation Add page numbers to a
Adjust the spacing between
45 by selecting it and choosing 49 document by choosing Insert,
41 letters in a word by selecting the Format, Paragraph, Lines and Page Numbers, picking a position for
word and choosing Format, Font, Page Breaks tab and ticking the the number and clicking OK.
Don’t hyphenate box.
Ungrouping a WMF image enables you to Start columns below a page-wide
change some of its colours and to remove Strip multiple occurrences of
50 heading by clicking below the
unwanted pieces from it.
46 bold from a large selection by heading, and choosing Format,

stepbystep
42 Fill a drawn shape
How to draw any closed shape then fill it with an image.

1 Create a shape in your document using 2 Click the shape, right-click and choose 3 Locate and select an image on your disk
either the Rectangle or Oval tool or a shape Format AutoShape, Colors and Lines tab. (this works best if the image has
from the AutoShapes collection. You can From the foot of the Fill Color palette approximately the same dimensions as the
even use the AutoShapes, Lines, Freeform choose Fill Effects, Picture tab and click shape). Click Insert and press OK twice.
tool to draw a freehand shape. the Select Picture button.

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choosing Table Properties and

selecting an option from Table tab.

To select an entire row of a

62 table, position your mouse in
the left margin opposite it and click.

Change the direction of text by

63 clicking in the cell, right-clicking
Using the Page Setup dialog, you can set and choosing Text Direction.
text to be centred automatically between
the top and bottom margins. Quickly format a table by
64 selecting it and choosing
Columns. Input the number of Table, AutoFormat.
columns and, from the Apply to box,
select From this point forward. Define your own custom table
65 format to use with Word 2002’s
Create superscript text by AutoFormats by choosing Table,
51 pressing [Ctrl] + [Shift] + AutoFormat, New.
[+] and Subscript text by pressing Create linked text boxes so that text
[Ctrl] + [=]. Add a horizontal line inside a overflowing from the first box scrolls to fill
66 table cell by clicking in the cell the second.
Working with Tables and from the Borders palette
To use a tab setting in a table, choosing Horizontal Line. OK to end or in Word 2000, simply save
52 press [Ctrl] + [Tab] – if you the altered document.
press [Tab] you’ll simply move one cell Add spacing between table cells
to the right.
67 by right-clicking the table and Add a common typographical
choosing Table Properties, Table
73 error as an AutoCorrect entry by
Press [Tab] in the last cell in a tab, Options and setting the default selecting Tools, Spelling and Use a right tab with a dot leader to create
53 table to add a new row. cell spacing value. Grammar, choosing the correct lines for your reader to write information
spelling and then clicking the by hand.
To centre a table in Word 2002, Format a table using Word 2002’s AutoCorrect button.
54 select it and press the Center 68 new Table styles by displaying
button on the Formatting toolbar. the Styles and formatting Task pane Find synonyms for any word by
and clicking the format to use.
74 right-clicking it and choosing
Use the Draw Table tool on the Synonyms from the shortcut menu.
55 Tables and Borders toolbar to Use a table with its borders
draw angled lines in tables.
69 turned off to create side-by-side Use the Thesaurus dialog (press
paragraphs of text.
75 [Shift] + [F7]) to look up a
Add a coloured background to a word by typing it in the Replace with
56 table cell by using the Shading Automatically add captions to all synonym box then clicking Look Up.
Color tool on the Tables and
70 newly inserted tables: choose
Borders toolbar. Insert, Caption (in Word 2002 choose Set the Grammar checker to flag
Insert, Reference, Caption) and
76 gender-specific words by
Select the top row of a table and click AutoCaption. Select Microsoft choosing Tools, Options, Spelling &
57 set it as a heading at the top of Word Table and click OK. Grammar tab and clicking Settings.
each new page by choosing Table, From the list, enable the Gender-
Heading Rows Repeat. Word’s Proofing Tools specific words check box.
When it comes to polishing off your
Size rows evenly so your table document, Word’s spelling and grammar Choose Tools, Options,
58 fits the page by dragging the tools will help you make sure it is error-
77 Spelling & Grammar tab and
table’s bottom border down, then free and the Thesaurus will help out disable the Check spelling as you
selecting the table and choosing Table, when you can’t quite think of the right type check box to stop Word checking
AutoFit, Distribute Rows Evenly. word to use. everything you type.

Number cells in a table by View the contents of a custom If you don’t want to disable
59 selecting them and clicking the 71 dictionary by choosing Tools, 78 spelling, but you don’t want to
Numbering button on the toolbar. Options, Spelling & Grammar tab, see the errors in the document, choose
Custom dictionaries. Pick your Tools, Options, Spelling &
Move a row up by pressing [Alt] dictionary and click Edit (Modify in Grammar tab and enable Hide
60 + [Shift] + [Up cursor]. Word 2002). spelling errors in this document.

Alter the way text wraps around Alter any misspelled word in the Choose the right language to
61 a table by right-clicking it, 72 dictionary by deleting it. Click 79 spellcheck by selecting your

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document and choosing Tools,

Language and choosing a language
to use.

In many cases, Word’s Thesaurus

80 also contains antonyms (words
with opposite meanings) – find them
at the foot of the synonym list.

General
Display a rule at the top of the
81 screen via View, Ruler.

Change your view of a document

82 so the full width of the page is
placed in Word’s editing window by
choosing View, Zoom, Page Width.

Change the page background to page by choosing File, Page Setup, The Tables and Borders Shading Color
83 blue with white text by Layout tab and picking Different tool lets you click to colour a cell.
choosing Tools, Options, General first page.
and enabling Blue background, and set the Style area width: to
white text. To set A4 as the default paper around 2.5cm.
88 size for all new documents
Reverse the order in which pages choose File, Page Setup, Paper tab To find out the total time spent
84 print to make documents self- (Paper Size tab in Word 97 and 2000),
93 editing a document, choose
collating – choose Tools, Options, select A4, click Default then finally File, Properties, Statistics tab and
Print and enable or disable the hit OK. read the editing time from the dialog.
Reverse print order check box.
Restore a toolbar to its original Set Word to always create a
Alter Word so the default save
89 state by choosing View, 94 backup of the previous version
85 folder is something other than Toolbars, Customize, Toolbars tab. of a file via Tools, Options, Save tab,
My Documents – select Tools, Select the toolbar and click Reset. Always create backup copy.
Options, File Locations, click
Documents, click Modify and type a Split the screen so you can view The back-up copy has the
new folder name.
90 two parts of your document at 95 extension .wbk and it’s stored in
the one time by choosing Window, the same folder as the original.
Save a document as a Word Split. Click where the split should
Use the option to Distribute Rows Evenly
86 template by choosing File, Save appear. Double-click the split line to When sharing Word files with
to create a table the size of a page with As. Choose Template (*.dot) from remove it.
96 users of other word processors,
same sized rows in it. the Save as type list, give the file a save in the RTF format.
name and click OK. When your document is
91 formatted using built-in Allow the Formatting and
You can easily wrap text around a table Set up a document so it has a styles, choose View, Document
97 Standard toolbars a row each by
using the options in the Table Properties.
87 different header on the first Map to open a hyperlinked list of choosing Tools, Customize, Options
document headings. tab, Show Standard and
Formatting toolbars on two rows.
View style information on the
92 screen in Normal view by Use any 16 x 16 image as a
choosing Tools, Options, View tab
98 toolbar button. Copy it, right-
click the toolbar and choose
Customize. Right-click the button and
click Paste Button Image.

Disable [Insert] so it no longer

99 selects Overtype via Tools,
Customize, Keyboard tab. Choose
All commands from Categories,
Cancel from Commands, press
Insert and click Assign.
If you’re longing to return to the old
WordPerfect days, use the Tools, Options Move a button from one
100
dialog to change your screen to a more toolbar to another by
familiar blue and white. holding [Alt] as you drag it.

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