Insert Line Breaks With Code

Label Captions

If you've ever needed to insert line breaks in a message box prompt, you most likely built a string that incorporated a line feed or carriage return character. Unfortunately, label objects aren't as forgiving when it comes to using these characters.

If you're setting a label's Caption property with code, you'll find that the special control characters are interpreted as squares, since they're otherwise un-displayable.
To successfully insert a line break in a label caption, you need to include both a line feed character and a carriage return character, entered consecutively.

To do so, you can use the Chr() function, such as:

Me.Label1.Caption = "Line 1" & _
Chr(13) & Chr(10) & "Line 2"

However, you can also simplify your code using an built-in constant:

Me.Label1.Caption = "Line 1" & vbCrLf & "Line 2"

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Office Art

2007+ choices

Office 2007+ uses OfficeArt to format text boxes, graphics and pictures.

It's available in Word, Excel , and PowerPoint, but it is most active in PowerPoint and Excel.

Here's a description:

Office PPT Art



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Bad Typography

Ugly when you look close

"From the company that popularized Arial, here are three examples of bad typography in Microsoft Word.
Bad typesetting in Word finds its way into résumés, business plans, research papers, government documents, even published books.
These small inconsistencies and imperfections may be un-noticeable in small doses, but paragraph-after-paragraph they stack up-resulting in ugly, visually in-cohesive documents.
Word isn’t for professional typography work, but that's no excuse for these typography sins.

Arial:



Garamond



Here's one that shows it can be done right:

BatangChe





Examples of Bad Typography


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Create a Template

More of a good thing

After putting together the ultimate proposal, or dunning notice, you can save the document as a template so that you don't have to re-invent the whole thing.

Here's how to do it in Word 2007-13.
(Earlier versions also use "Save As")

1. Click the Microsoft Office Button , and then click Open.
   
   
2. Open the document that you want.
   Make the changes that you want to appear in all new documents that you base on the template.
   
   
3. Click the Microsoft Office Button , and then click Save As.
   
   
4. In the Save As dialog box, click Templates if your computer is running Windows or Vista, or click Trusted Templates if your computer is running Windows XP.
   
   
5. Give the new template a file name, select Word Template in the Save As type list, and then click Save.

Note You can also save the template as a Word Macro-Enabled Template (.dotm file) or a Word 97-2003 Template (.dot file).

Create a new template

Also:
Templates are digital stencils  


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Use the Ruler

Measure by Measure

Here is an article that explores the use of Word's Rulers.

About the only thing I don't see is that you can bring up the Page Setup dialog box by double clicking in the dark area of the ruler that indicates the margin.

Once again this tip comes from the Microsoft Word MVP site:

Ruler of all you survey:
How to make the best use of Word's rulers

Here's the spot to click to show rulers in Word 2007-13:




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Continued

More to come

You can place the word "More" or "Continued" at the bottom of every page except the last one.
The field, for those of you who know how to use them is:

{ IF { PAGE } = { NUMPAGES } "" "more" }

You can't just type in the brackets, you must use Insert>Field or Ctrl+F9.

Here is a more sophisticated formula:

{ IF { PAGE } < { NUMPAGES } "Continued on page {={PAGE} + 1}" "Last Page"}

Also see the Word MVP site:

How to control the page numbering in a Word document


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And Then There Was Word

Remember the past

As one writer put it:

"Before the development of personal computers and word processing software, documents were produced on typewriters."

Chris Pratley, a Microsoft Program Manager, started with the Excel team in 1994 and then worked with the Word team. He has written about the early days:
Let's talk about Word


Also see:
WordStar Resource Site
(Includes a WordStar emulator for Word)


And:
In Search of Stupidity


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5 Tips

A few useful ideas

"If you use Word in your daily work, a few simple tips will help you save an hour of your time per week, maybe more. Best of all, these tips are so easy to use that you can put them to work immediately upon finishing this article. Yes, they are that easy to use!"

• Let Word type names and other words and phrases for you
  
  
• Let Word insert your favorite text or graphics
  
  
• Let Word type information about your documents
  
  
• Let Word alphabetize lists for you
  
  
• Change the way Word works

5 Time-Saving Tips


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Keyboard Shortcuts

Extra pilcrows?

Here is a list of keyboard shortcuts I once or never knew.

The one that struck me was:

Ctrl Alt K — Remove extraneous paragraph marks.

This removes doubled pilcrows (¶¶).

Word-Tips

• Alt F6 — Swap open documents
  
• Alt Shift D — Insert date
  
• Alt Shift Up/Down — Move table rows or paragraphs up or down
  
• Shift F5 — Go back to last position
  
• Shift F3 — Change case
  
• Ctrl Space — Remove direct formatting
  
• Ctrl Q — Remove paragraph formatting
  
• Ctrl Shift N — Apply Normal style
  
• Ctrl Y — Repeat action
  
• Ctrl ] — increase font size by 1pt
  
• Ctrl [ — decrease font size by 1pt
  
• Ctrl Shift > — Increase font to next size up
  
• Ctrl Shift < — Decrease font to next size down

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Indent Code

Realign a bunch

Indenting blocks of VBA code, such as statements within loops or If...Then statements, makes reading a procedure much easier.

You probably indent a code statement using the [Tab] key, and outdent by using [Shift][Tab].

However, you may not be aware that the [Tab] and [Shift][Tab] techniques also work when multiple code lines are selected.

The Visual Basic Editor also provides Indent and Outdent buttons on the Edit toolbar that allow you to easily reposition blocks of code.


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Convert List Numbers to Text

Pesky lists

Applying the list numbering style to paragraphs is easy. The problem is that if the style is removed, the numbers disappear as well.

The same thing is true with bullets.

The following macro will change the list numbers and LISTNUM fields to text and the bullets to a symbol font.

Sub NoAutoNum()
ActiveDocument.ConvertNumbersToText
End Sub

You can now do such things as individually format numbers and bullets.
The action is not reversible, so either use Undo right away, or use it on a copy of the original.

ConvertNumbersToText


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Folder Tree

DOS is back

"To find out how many folders there are on your hard disk, you can open a Command Prompt and use the Tree command. You'll get a very nice looking graphical tree structure showing all the folders on your hard disk.

The only problem is that the display will scroll by your screen so fast and exceed the buffer size, so you'll never be able to see it."

Import Tree command into Word

(Open Command Prompt as Administrator. Rather than "Insert>File", open the file with Word and choose the MS-DOS format))



Tree command


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Slashed Zero

Oh!

ø

There is a discussion of the slashed zero at:
How to Insert a Slashed Zero (0 Overlaid with a /)

You can also download the Monaco font that has a slashed ø
(Monaco is an embeddable font)

Andale.ttf (Mono) has a dotted 0

Seagullscientific.com has a font called Crystal

Windows has a free font editor. Type eudcedit on the Start>Run line.
Vic Laurie has a description of the Private Character Editor- Eudcedit

You could also use the EQ field to create a strike through and assign it to an AutoCorrect entry.

{EQ \o (0,/)}

The easiest is, probably Alt+0216 or Alt+0248 It's a Latin "oh" with stroke, but it looks close.

The HTML character code is &oslash; ø


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Zeros - Before and After

Nothing's a problem

"When you import data into Microsoft Access, trailing zeros may be lost. This will happen when you import data that is formatted to show these zeros, but where the zeros are not actually part of the data.
For example, in a Microsoft Excel workbook, you can format the number 1234 so that it will be displayed as 1234.000. When you import this workbook into a Microsoft Access table, the number will be displayed as 1234.
This article shows you how to preserve trailing zeros when you import data into Microsoft Access."

How to Preserve Trailing Zeros When Importing Data
Also:

Word — Decimal Point or Trailing Zeros Missing When You Merge Microsoft Access Database

Excel — Using a Custom Number Format to Display Leading Zeros


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Document Panes

Divided Doc

To divide the view of a document into panes, use the tiny divider mark in the upper-right corner of the document window.

It's above the up arrow at the top of the vertical scroll bar at the right side of the window.

Click on the marker and drag it to where you want the document window divided.

The size of the panes can be adjusted by dragging the divider up or down.

You can look at the top and bottom at the same time, or have one pane in Page View and the other in Outline View

Double click the marker to return to the full view.


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Link to Word

Excel to Word connection

The Insert Hyperlink dialog will allow you to link to any file.

To link to a particular bookmark in a Word document, you can specify the bookmark by adding it yourself, adding a # (pound sign) plus the bookmark name to the path and file name.

C:\My Documents\MyDocument.doc#MyBookmark

To link to a page in a Word document, add a pound sign and the page number after the document path and file name:

C:\My Documents\MyDocument.doc#4

See Jon Peltier's hyperlink collection:
Hyperlinks


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Equations = Word 2007, 2010, 2013 and 2016

Real text

Remember, back in the old days of pre-2007-10 Word. Equations were a pain. Messy to set up with the Equation Editor and difficult to edit and reformat.


Brace {yourself} there have been changes.

• Equations are regular Word text (not objects), so they're integrated with regular Word formatting.
  
  
• High-quality display and typography: we're using TeX standards and a brand-new Math Font to produce great-looking equations
  
  
• Two input methods: UI and Linear Format (keyboard syntax)
  
  
• MathML support: now you can write an equation in Word, paste it into a calculating or graphing application, and get results!

Equation Demo
 
Equations in Word 2007, 2010, 2013 and 2016


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Footnote Customization

Line it out

In Normal View:

1. Go to View>Footnotes.
   
   
2. Click the All Footnotes box arrow, and select Footnote Separator from the drop-down list.
   
   
3. Click on the existing separator line and delete it.
   
   
4. Go to Format>Borders And Shading.
   
   
5. On the Borders tab, select the border you want.
   
   
6. Select the color you want.
   
   
7. Click OK.

You will see the new separator line for your footnote will appear in Print Layout or Print Preview.

Also:
Footnote FAQ


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Translate on the Fly

Translate Text

Ahora usted puede exhibir un grado de la sofisticación que excede tu conocimiento


On the Tools menu, click Research.

1. In the Search for list, select Translation.
   
2. To change the languages used for translation, in the Research task pane, under Translation, select the languages you want to translate from and to.

Do one of the following:

• To translate a specific word, press ALT and click a word. The results appear under Translation in the Research task pane.
  
• To translate a short sentence, select the words, and then press ALT and click the selection. The results appear in the Research task pane under Translation.
  
• To translate a whole document, in the Research task pane, under Translation, click Translate whole document A translation of your document appears in your Web browser
  
• To translate a word or phrase, type the word or phrase in the Search for box, and then click Start Searching .

Also see:

• Babel Fish
  
• Google Language Tools
• LangToLang.com
  
• Promt Online Translator
  
• Foreignword.com

Speaking of translating a fly, here's another kind of translation: BzzzPeek A collection of 'onomatopoeia' from around the world using sound recordings from native speakers imitating the sounds of mainly animals and vehicles.


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Numbers to Words

Cardinal numbers

Word can format numbers in several ways when they are represented by field codes. The DollarText field code is one choice.

Press Ctrl-F9 to insert a pair of field-code delimiters, which resemble boldface curly brackets {}. (The brackets can not be entered directly from the keyboard).

Between the field-code delimiters, enter = followed by the number. Then append the DollarText field switch. The result should look like this:

{ =34,582.13 \*DollarText \*Firstcap }
There are spaces in the field. Here is how it should be entered:
{space=34,582.13space\*DollarTextspace
\*Firstcapspace}

Right-click on the field and choose Update Field. You should now see the number spelled out in words:

Thirty-four thousand five hundred eighty-two dollars and 13/100.

Word provides some other numeric field codes. Here are a few of the more useful ones:

{ =42 \*CardText } - forty-two
(Spell our page numbers with a fields like this { PAGE \*CardText \*Caps } )

{ =42 \*OrdText } - forty-second

{ =42 \*Ordinal } - 42nd

{ =42 \*ROMAN } - XLII

KB article:

How to Use DollarText to Convert Numbers to Cardinal Text

and:

Microsoft Word - General Switches for Field Codes

For Access see:
Access - Numbers to Words

To create Cardinal numbers in Excel see:
Excel - Numbers to Words


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Select Text

Pick a word

• If you double click on a word, it will be selected.
  Triple click and you will select the paragraph.
  
  
• If you hold down the CTRL key and click, you will select a sentence.
  (Word is looking for a period, so it will also stop after the period in "Mr. Smith")
  
  
  
• Move the mouse pointer to the left side of the document. It will change to a NE (upper left) pointing arrow.
  
  
  • Click once and a line is selected; a line, not just a sentence.
    
    
  • Click twice to select the paragraph.
    
    
  • Click three times and the entire document will be selected.
    
  
  
• Place the insertion point where you want the selection to begin, press F8, and use the arrow keys on the keyboard to highlight the selection. Press Esc to end the extended selection.
  
  
• Click to the left of the first word you want selected. Hold down the Shift key and click to the right of the end of the selection.
  
  
• Hold down the ALT key and drag down to select a "column"; perhaps the first two characters that precede a list of items.
  
  

Also:
See this link for a way to enter text for testing

Also:
Selecting Text from Word Tips.


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Word Calendar Template

Take control

"Customizable Word template for generating and printing Outlook weekly and monthly calendars.

• Print any Outlook calendar that you have access to, including calendars from other users' mailboxes and Public Folders.
• Add color coding by category or by type of item (one-day event, multiple-day event, etc.)
• Specify time and date formats and the title for the calendar.
• Freeware.

Outlook 365



See more at Slipstick.com


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Getting 2010-13 Reference Guides

Where'd they hide that thing?

Wondering where your favorite Word 2003 commands are located in the new Word 2010-13 interface? Or just want to explore the rich, new design with a little guidance?

... rest the mouse pointer over a Word 2003 menu or button to learn its new location in Word 2010-13. To see an animation of the location of the command or button in Word 2010-13, just click it.

Command reference guides for:

Office 2010

Office 2013




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Comment Code

Edit toolbar

You'll many times want to change blocks of code to comments in VBA modules; temporarily convert a block of VBA code to comments so that it's ignored during a trial run. Inserting an apostrophe before each line of code is a bother. Office 2000+ simplifies this task by letting you convert a block of code to comments with a click of a button.

Open any module in the Visual Basic Editor (VBE), and then choose View>Toolbars and choose Edit from the menu bar to display the Edit toolbar.

Select the lines of code that you want to turn into comments. Then, click the Comment Block button on the Edit toolbar (it's the sixth button in from the RIGHT end of the toolbar).
Each line of the selected code is now preceded with an apostrophe.



To convert the comments back to executable code, select the appropriate lines and click the Uncomment Block button, which is immediately to the right of the Comment Block button.
This, of course, works in any application that uses the VBE.

It's been suggested that two or three apostrophes (sometimes called inverted commas) be placed around existing comments. When the Comment Block is used, the original comments will not be removed.


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Citations and Bibliagraphy

2007+ feature

"What if you write a paper for your literature class, but an educational journal wants to publish it? You used MLA style for formatting the citations and bibliography, but the journal uses APA style. It would be tedious to edit every citation and revise the bibliography to switch them from one style to the other. Fortunately, Office Word 2007 can switch bibliography styles. Choose a different style, and Word automatically reformats all the citations and the bibliography.

What about the next time that you write a paper on a related subject? If your specialty is Mark Twain, you will probably cite many of his same works in more than one paper. Word stores your master list of sources for you. Whenever you start a new paper, you can choose from your list of sources for the citations that you make in that paper."

Academic features: citation & bibliography tools

Previous versions
Footnote, Endnote, and Bibliography Questions


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Easy Reading

Clean up the screen

Word 2003 introduced a view of documents that eliminates a lot of the distractions of Task Panes and toolbars.

It's called Reading Layout.

Office.Microsoft.com:
Word Reading Layout View



In 2007-16 it's View>Full Screen Reading


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Click to Type

MacroButton

When you open a template for a Memo, Letter, or Fax, you will see a field like this:

[Click here and type Name]

When you click and type the field goes away.

Here's how to create on of your own.

1. Place the Insertion point in the document where you want the field.
   
   
2. Hit Ctrl+F9 to create field brackets {}.
   (they can not be just typed in)
   
   
3. Between the brackets type:
   
   

   {MACROBUTTON NoMacro [Click here and type junk]}

   
   
4. Press Alt+F9 and the field code will disappear.

For more information see The Word MVP site:
 Using MacroButton fields.


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Open 2010-2007 in 200-2003

Not everyone is going to jump at once

How to open and to save Word 2007, Excel 2007, and PowerPoint 2007 files in earlier versions of Office

Microsoft Office Word, Microsoft Office Excel, and Microsoft Office PowerPoint versions 2000 through 2003 cannot natively open documents that are stored in the Office Open XML Formats in 2007 Microsoft Office programs.

You can install the Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats to open or to save 2007 Office files.

Microsoft Office XP and 2003

Word, Excel, and PowerPoint

After you install the Compatibility Pack, you can use your existing version of Word, Excel, and PowerPoint to open, edit, and save the file formats that are new to Word 2007, Excel 2007, or PowerPoint 2007. For example:

• You can open Word, Excel, or PowerPoint 2007 files by double-clicking them exactly as you do with your existing Word, Excel, and PowerPoint presentation(s).
• You can save Word, Excel, or PowerPoint 2007 files by clicking the Save button in your version of Word, Excel, or PowerPoint.

Microsoft Office 2000

Word, Excel, and PowerPoint

Word 2000

• After you install the Compatibility Pack, you can open, edit, and save the document file formats that are new to Word 2007 within Word 2000.
• You can open files in the formats that are new to Word 2007 by double-clicking the files.
• You can save files in the formats that are new to Word 2007 by clicking Save in Word 2000.

Excel 2000 and PowerPoint 2000

• After you install the Compatibility Pack, you can open and save the file formats that are new to Excel 2007 and to PowerPoint 2007 from the Microsoft Windows operating system.
• You can open files in the formats that are new to Excel 2007 and to PowerPoint 2007 by double-clicking the file on the desktop, in the My Documents folder, or in Microsoft Windows Explorer.
• You can save files in the formats that are new to Excel 2007 and to PowerPoint 2007 by right-clicking an Excel 2000 file or a PowerPoint 2000 file and then clicking Save As.

Compatibility Pack Functions

Compatibility Pack Download

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Calendar Control

Click for Date

Office is full of ActiveX controls that provide extra gadgets in applications. One of these devices is a functioning calendar selection tool.

"Did you ever need to check a date before you typed it into a document?

This tutorial shows you how to create a pop-up calendar using the Microsoft ActiveX Calendar Control that is installed with Office.

You will be able to call up the calendar with a keyboard shortcut, from a toolbar button or menu, or from the right-click context menu.

When you select a date, it is automatically entered into your document at the insertion point."

A Pop-up Calendar for Word

Martin Green


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Update the FUI Ribbon

Let the add-ins begin

It is said that the Office 2007 Graphical User Interface Ribbon cannot be as easily changed or modified like it has been in previous versions.

This may be partially true, but not all is lost.

Here is some information from the equine's mouth:

Learn how to customize the Ribbon user interface (UI) in the 2007+ Microsoft Office release. Also learn how new features in Microsoft Visual Studio 2005 Tools for the 2007+ Microsoft Office System support RAD development of Ribbon customization. (40 printed pages)

Customizing the Office Ribbon


Monsieurs MS also have a downloadable spreadsheets with the Control IDs. There are files for 2003 as well.

Lists of Control IDs


2007 Office System Add-In: Icons Gallery

2013 Icons Gallery



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Look for Bullets

Find lists

Unless you have used a style to create a bulleted list, it is difficult to search for them.

This macro locates any bulleted list (wdListBullet) in your document.

Sub FindBullet()
Dim rngTarget As Word.Range
Dim oPara As Word.Paragraph

Set rngTarget = Selection.Range
With rngTarget
Call .Collapse(wdCollapseEnd)
.End = ActiveDocument.Range.End

For Each oPara In .Paragraphs
If oPara.Range.ListFormat.ListType = _
WdListType.wdListBullet Then
oPara.Range.Select
Exit For
End If
Next
End With
End Sub

Other choices might be:

wdListListNumOnly

ListNum fields that can be used in the body of a paragraph.

wdListMixedNumbering

Mixed numeric list.

wdListNoNumbering

List with no bullets, numbering, or outlining.

wdListOutlineNumbering

Outlined list.

wdListPictureBullet

Picture bulleted list.

wdListSimpleNumbering

Simple numeric list.

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Font Properties Plus

Everything you need to know

To embed a font in a document or slide show so it can be displayed on any other machine, the font must support that action. The standard Windows properties statement does not show all the needed information.

The bottom of this illustration shows the standard information shown when you right-click a font file, and choose properties. The two views at the top are what appear when the Microsoft Font properties extension is installed.




If you right click on a font file in Windows its basic properties are displayed. The Font properties extension adds several new property tabs to this properties dialog box. These include information relating to font origination and copyright, the type sizes to which hinting and smoothing are applied, and the code pages supported by extended character sets.

It also will tell you if the font can be embedded and/or edited in a document.

---

Protected

The font may not be embedded, copied, or modified. If you use a protected font in a document and if the document is opened on a computer that does not have the font installed on it, a font substitution occurs. Word substitutes the closest font available on the computer for the missing protected font.

Print/Preview

The font is embedded and temporarily loaded on the target computer. Documents that contain print/preview fonts must be opened read-only, and no edits are stored in the document. Embedding a font of this nature has the least impact on file size increase.

Editable

The font behaves just like the print/preview fonts, except that you may also apply the font to other text in the same document.

Installable

The font is installed on the target computer permanently when you open the document. This allows you to use the new fonts as if you installed the fonts directly into Windows yourself. This type of embedded font has the greatest impact on file size because the entire font or fonts are included with the document.

Versionand Features tabs

The Version tab includes version and date information. The Features tab describes the font in terms of number of glyphs, number of kerning pairs, the possible existence of a euro symbol and the presence of embedded bitmaps within the font.

Linkstab

If a font doesn't include a Web site URL, but does include a 'vendor ID code' a link will be provided to Microsoft's font vendor database.

Font properties extension, version 2.3
(32-bit only)


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Large Documents

Plan ahead

Jack M. Lyon has prepared a list of steps to be considered when working with large documents:

"I can't leave the topic of typesetting without explaining some of the things I learned on the last book I typeset--in Microsoft Word. The book had more than 400 pages and several hundred footnotes, and Word would have handled it better if I'd been more particular about the following:"

Typesetting Tips for Word


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Work that Menu

List of project docs

A collection of tips including:

Word (pre-07) allows you to add a menu to the toolbar that can keep a list of papers you're working on:

1. Go to Tools>Customize.
   
2. Click the Commands tab.
   
3. Under the list of Categories, click Built-in menus.
   
4. Under the list of Commands, locate and drag the Work menu to your toolbar.
   
5. Click Close

Work Menu

In Word 2007+, you can see a list of 50 recently used documents when you click the Office logo. If you don't want them to drop off the list, they can be pinned.


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Spell Checker Update

Word 2007+

A discussion of how Spell Checker works and how it has improved over the years.

Support.Office.com


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Calculating Time

Using EditTime field

Word keeps track of the time you spend editing. You can use this to figure out how to bill your time.

Paul McFedries


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Click and Type

Custom fields

It’s often useful to create “click-and-type” text placeholders. The idea is that you click the placeholder, and then you type the required text.

WordRibbon.Tips.net


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Overbar

So far to go

Here's how to inset an overbar or macron, Ā, in Word.

Overbar


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Charts and Tables

Q&A

Word 2007-13 handles charts in a different manner than previously. The Excel Charting program is used instead of MSGraph.

Word Ribbon Tips


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Style Sets

Formatting collections

Here is a tutorial about Style sets. You can develop and reuse your own collection of font/attribute choices.

How to use:


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Language Formatting

Spell Check

When you use another language in your document, the spell checker will find errors in the text.
To avoid that, format the words with a language style.

TechRepublic.com


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Code Copy

Excel to Word

You can select, copy, and paste to put Excel data into a Word document, but this piece of VBA automates to process.


VBAExpress.com


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Drag Query to Word

Drop in

Rather than duplicate the effort, an Access query can be dragged into a Word document.

TechRepublic.com


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Quick Parts

Reusable

Word 2007+ uses the term Quick Parts for Building Blocks.
You can use any kind of content, including pictures, tables, document properties, hyperlinks, and more to create a building block.

Blogs.MSDN.com


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Make Templates

How to

This link tells what you need to know to create templates for your own or organizational use.

Office.Microsoft.com


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Line Numbers

Count them all

1. In Word, click Page Layout (File > Page Setup).
   
   
2. Click Line Numbers.
   
   
3. Choose Line Numbering Options.
   
   
4. Click Line Numbering . . . .
   
   
5. Put a check in the box labeled "Add line numbering."
   
   
6. Set "Start at" to 1, "From text" to "Auto," and "Count by" to 1.
   
   
7. Under "Numbering" select "Restart each page."
   
   
8. Click OK.
   
   
9. Click OK.
   
   
10. Make sure you're looking at Print Layout.

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Barcodes in Word

Print your own

Printing bar codes in Microsoft Word documents.

Barcodes

CIAX.Com


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Autofit Table

Fit to page

Select the table and right-click.
Scroll to Autofit and then select AutoFit to Window.

Word will automatically adjust the table width to any margin or page orientation changes.

Here are some more table fit suggestions:

TechRepublic.com


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Windows Split

Easy trick

Here's how to split the open window and/or create new windows.

SaraFord


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Blog Using Word

Easy Editor

Taylor Gibb explains how to set it up.

 Blog with Word


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Last Doc Shortcut

Back Quick

"A separate shortcut with a special switch that will open the last document that was open in Word."

Last Document


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Move Up the Page

The old fingers walking trick

If you want to move words, paragraphs, bullets, up or down the keyboard shortcut is Shift+Alt + Up/Down/ arrow.


HowtoGeek.com


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Multiple-Choice Template

A, B, or C

A template for creating a test paper.
Multiple-choice test or survey kit:

MSDN.com


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Long Bar

So far to go

Here's how to inset an overbar or macron, Ā, in Word.

Overbar


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Auto Backup

Beep, beep

Automatically creates backups on every save.


AutoHistory: Every time you save your document (and something has changed), a backup (of the history) is created.

AutoHistory


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Sources

Citations, Bibliographies, Equations, References

When putting together a research paper, one is expected to quote authorities.
Word can make it possible:

Final Paper Time


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Hidden Data

Secrets revealed

Ed Bott has a discussion on Metadata. That information, such as names and notes, which is hidden in Word documents.

MrBLaw


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Word Features

New or reacquaint

2007 came up with a number of new and improved features. Most are the same in 2010-13.
Here's a description of some built in tools.

Beyond the Ribbon


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Custom QAT

Access additions

Applications put most of the most-used commands on the Home tab's Ribbon, not everything is there. You may want to add Close, Close All, or Print commands, for example.

In the upper Left corner is the Quick Access Tool bar.

To update the QAT:
Click the down-pointing arrow to the right of the QAT.
Choose any common commands (New, Close, Print, etc.) by checking the option.


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Merge Formatting Extended

Manipulation

When you merge data into Word, it takes on the formatting of the target document.
This tip allows you the dictate the appearance of merged data.


WordRibbon.Tips.Net


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Command Reference

2003-2007-2010-2016

Those of you that are just now making the switch to the Ribbon world, will find this valuable.

ComputerWorld.com


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Tips for Office

Suggestions

TechRepublic lists a number of areas that you might explore when training is needed for a new Office version.

Here are a few:

• LINKS TO TIP SHEETS AND ARTICLES
  

  "Instead of telling your users to go out to Microsoft.com and do a search, put hyperlinks to the printer-friendly version of tip sheets and articles on your company's main portal page. Providing links to information you know they need will help you cover the training bases. And presenting the links on an internal web site they already use will show your users that it's okay to go outside of their four firewalls to learn something new. Include your favorite hyperlink in your signature line so it goes out in every e-mail you send."

• ONLINE TRAINING
• E-LEARNING
• WEBCASTS
• VIRTUAL TRAINING
• MULTILINGUAL SCREENTIPS AND TRANSLATIONS
• COMMAND REFERENCE GUIDES
• OFFICE ONLINE AT WORK

10 ways to train your users on Office for free


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Where's the Template?

Find and/change storage spots

Describes the different template categories and the locations of templates in 2007 & 2010 Office programs. Also describes the registry settings that control where to find your custom templates.

Support.Microsoft.com


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Character Codes

HTML and ALT+

Here's another table with the codes needed to insert characters that do not appear on the keyboard:

Keyboard Shortcuts


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Merge to PDF

Not just MailMerge anymore

Sure, you can create a merged letter and have 30 pages of individualized information.
What now? How do you create separately named documents to, maybe, send as attachments?
Another task might be to convert those 30 docs to PDF. Oh, the hours wasted!

Graham Mayor, a retired newsgroup junkie, offers a solution.
It's a macro that will convert the merged output as individually named doc(x), and/or PDF files.
I've used it, and now wonder what I can do with the time I'm saving.



GMayor.com


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Merge Access with Word

Database integration

"You can merge Microsoft Office Access 2007+ data with a Word 2007+ document by using the Mail Merge Wizard. This demo shows you how to create a simple form letter and how to troubleshoot problems. You can also use this feature to create address labels or any other type of Word document in which you want to display Access data."

MailMerge Access-Word


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Typography and Word

Shape and display

Here are some suggestions about how to make your text easier to read.

"Ever wonder why some text seems easier to read than others? A few basic formatting changes can make reading text much easier. Factors like line spacing, font choice, font size and margins are key to legibility. "

Office.Microsoft.com


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Keyboard and Key Tips

Finger it out

2007-13 apps look different because of the ribbon, but the keyboard can still be used to speed up tasks.
Microsoft has an online courses that may help

After completing this course you will be able to:
Accomplish tasks by using sequential shortcut keys, known as Key Tips, shown on the Ribbon.
Navigate around the Ribbon using the TAB key and arrow keys.
Accomplish tasks by using key combinations — keys you press at the same time - exactly as you've done in previous versions of Office.

Office.Microsoft.com/Training


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Forms in Word

With and without code

Data entry forms can be designed and presented using VBA code. Another simpler way to do it is to construct a form directly in the Word document.

"Have you ever been asked to fill out a form in a word processor, only to discover that when you attempted to enter information, the lines on the form moved all over the page? Not to mention that the form was difficult and time-consuming to fill out? Most people don't realize that you can easily create professional-looking forms in Word."

• Part I: Create professional looking forms in Word
  
  
• Part II: Adding Automation to your Word forms
  
  
• Part III: Learn more about VBA macros to automate your form
  
  
• Part IV: Use custom dialog boxes in your Word forms
  
  
• Part V: Linking your AutoForm to a database

Please Fill Out This Form!

By Dian Chapman at TechTrax

Also:

 Fun with Forms

Cindy Meister

Word on YouTube


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Notes from Word

Import it all

One technique that can be used when preparing a PowerPoint show, is to import material from an existing Word Outline.

If the Word document is formatted with Heading styles, Heading 1 will become a new slide and the subsequent headings, 1 through 6 will become bullet points on the slide.

It may be desirable to prepare notes for each slide while developing the Word outline. Notes don't appear on the slide, they are placed on a separate page that can be printed out for the speaker or handed out to the audience.

Bill Dilworth has written a macro that moves information that has been formatted, say at Heading 6, and places it on the notes page:

"This macro outline allows the user to use Word's "Send To PowerPoint" feature, then run this macro to get notes from MS Word to PowerPoint as notes. The macro allows you to set the text level you want to become the notes."

Word Outline to Notes Page in PowerPoint


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Change Insert Picture Target

File location

If you would like to specify the folder Word will default to when you go to Inset>Picture:

1. From the Tools menu, click Options.
   
   
2. Select the File Locations tab.
   
   
3. Select ClipArt Pictures from the File Types list.
   
   
4. Click the Modify button.
   
   
5. Navigate to the folder you want Word to default to.
   
   
6. Click OK. OK.

In 2007-10, you'll find the entry by

1. Click on the Office logo
   
   
2. Go to Word Options>Advanced
   
   
3. Scroll down to General
   
   
4. Click the File Locations button

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Stencils are Digital Stencils

Make your own

If you have a document; such as a report or reoccurring newsletter, one way to reduce the production time is to create a template.

These preformatted, boiler plated documents can then be fleshed out without having to reinvent the sardine.

Here are some tutorials to help you along:

AddBalance.com
Template Basics

About.com
Word Templates


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Sparklines

Quick graphic reinforcement

A graph or chart can give the reader a visual representation of a great deal of data. Concepts or results can be more easily grasped by a well formatted graphic.

Charts, usually, take up more space in a document than is absolutely required.

Edward Tufte has come up with the concept of Sparklines (Sparklines:Intense, Word-sized Graphics)
.
These are small graphs about the same height and width as common words. They are not out of place in the text of a document.

Sparklines give the reader a snapshot of the data that quickly supports the material being discussed.



See:
Sparklines Tutorial

Bisantz Sparklines



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Hidden Macro Names and SHortcuts

Revealed

Word has built in macros to perform routine actions such as using the Format Painter to copy formatting.

Rather than trying to guess the name or look up the shortcut keys, use this seldom mentioned trick to find toolbar macro names.

Press the three key combination of Ctrl, Alt, and + (the plus sign on the Numbers keypad).

The mouse pointer changes to a 4-leaf clover.

Click on a toolbar icon. Word will display a form revealing the macro name and the assigned shortcuts.



(It works the same way in 2007+)


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Password Background

Unencrypted

Alan Myrvold has written a background article on how Office handles passwords and what password strength means.

"Word, Excel, and PowerPoint have been able to password protect documents for several versions by setting the 'password to open'. What we felt could be improved was the ability to enforce password strength rules, similar to what may be required when logging into your computer at work."

Enabling password rules for Office 2010+


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REDUCE MISSPELLLINGS

You might be missing typos in tables

If you've ever found typos in a table or list that you're positive you remember spell checking, chances are that the typos are in words that are purposely skipped during the spell check.

By default, SpellChecker ignores words that are all upper-case or that have numbers in them. In most cases, this is probably fine. However, especially with purchased data, you'll occasionally come across tables where everything is capitalized.

Fortunately, you can change the way SpellChecker works so that all words are included.

To do so, run the SpellChecker on a data selection that will cause the Spelling dialog box to be displayed.

Then, click the Options button and clear the Words In UPPERCASE and Words With Numbers check boxes.

Finally, click OK and then Cancel.


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Find the Word

And Replace

Word has one of the most complete and malleable Find/Replace systems of any application.
Here is a 26 page report on how to use it from Editorium.com.
While your there, sign up for the free newsletter.

Advanced Find and Replace for Microsoft Word

"One of Word's most powerful features, especially for editing, is Find and Replace using wildcards and character codes. This free tutorial (a Word document) will take you step by step through what you need to know. If you don't download anything else here, be sure to get this--and work your way through it. It's well worth the effort."

Editorium.com/Freebies


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Spell Check On

Spell check off

You can run Spelling and Grammar checking in Word by clicking on the ABC icon on the Standard toolbar (it's on the Review ribbon in Word 2007), going to Tools> Spelling and Grammar, or just hitting the F7 key.

As you go through the document, you may find areas that you would like to correct. You don't have to close the Spell checker, just click into the document, make the changes and click Resume in the Spell checker dialog box.

You can also flip focus to the document with Ctrl+Tab.
Then go back to checking with Resume.


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Color News

A multidiscipline subject

Here is a study about how color effects a reader's choice of concentration.

It was intended for newspaper publishers, but the same knowledge can be used in Web design, PowerPoint, or any other reporting application. Word and Excel will also benefit.

Color, Contrast, and Dimension in News Design

Color Project

The Poynter Institute is a school for journalists, future journalists, and teachers of journalists.
Poynter.org


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Change Code to Comments

Fast solution

When you're testing procedures, you can temporarily convert a block of VBA code to comments that will be ignored during a trial run.

Doing so manually by inserting an apostrophe before each line of code can be a real chore.

To simplify this task,

1. Open any module in the Visual Basic Editor (VBE)
   
2. Choose View >Toolbars>Edit from the menu bar to display the Edit toolbar.
   
3. Select the lines of code that you want to turn into comments.
   
4. Click the Comment Block button on the Edit toolbar (it's the sixth button in from the right end of the toolbar).

Each line of the selected code is now preceded with an apostrophe. To convert the comments back to executable code, select the appropriate lines and click the Uncomment Block button, which is immediately to the right of the Comment Block button.


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Thumbnail Views

Little pages

The Thumbnail view can be used to see the layout of a page or to jump from one page to another.

With Word 2003 and 2007, Thumbnail views are available in Normal, Print Layout, Outline, and Reading Layout views. Go to View>Thumbnails to display the Thumbnail pane to the left of your document. In 2007+ go to View>Navigation tab>Show.

Thumbnail versions of your document will appear in a new pane to the left of your current document. Click on a thumbnail page and Word 2003/7 will automatically jump to the selected page.




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Calculation Tool in Word

Select and Add

In Excel an instant answer is displayed on the Status bar, when a series of numbers is selected.

If you would like to calculate lists or columns of numbers in Word, look at ToolsCalculate. It will display the answer AND let you paste the result in your document.

ToolsCalculate can be added to a menu or tool bar. Pre-2007, it is available through Tools>Customize.

1. On the Commands tab, select All Commands in the Category list, then scroll down the Commands list until you find ToolsCalculate.
   
   
2. Drag it to the menu bar and hover the mouse over "Tools" until the Tools menu drops down.
   
   
3. Drop Tools Calculate somewhere on the menu or drop it on a toolbar.
   
   
4. Close the Customize box.

For directions see:
MVPS.org FAQ

1. Type the numbers you want to calculate, along with the appropriate mathematical operators.
   
   Word can calculate numbers in a line, in a column or row in a table, or in a column separated from other columns with tabs. Word can also calculate numbers interspersed throughout the text in one or more paragraphs if you include a space on either side of each number.
   
   
2. Select the numbers and operators.
   
   
3. From the Tools menu, choose Calculate.
   
   Word calculates the result and displays it for a few seconds in the status bar. The result is stored on the Clipboard.
   
   
4. To insert the result into your document, position the insertion point and choose Paste from the Edit menu (CTRL+V) or click the Paste button on the Toolbar.

This is left over from the halcyon days of Word 2.0 when Woody Leonard and Ed Bott were but children.


In 2007-10+,

1. Click the Office logo
   
2. Go to Word Options on the bottom of the box.
   
3. Go to Customize.
   
4. Select All Commands and find Calculate.

The Calculate icon will now appear on the Quick Access toolbar.




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Theses by the Numbers

Colour or Color?

The University of Calgary has a step by step tutorial on how to write a thesis.

1. Choose a template
   
2. Download a template
   
3. Guidelines
   
4. Styles & their Relevance
   
5. Saving your files
   
6. Writing - hints & tips
   
7. Creating the Front Matter
   
8. Assembling Chapters
   
9. Page Numbers
   
10. Printout & Submission

Included are Word Thesis Templates
Some of the hints may provide you with some help even if you use the letter "U" in a more parsimonious manner.


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Adjust a Page Border

Fix the box

There is a border around your title page, but the bottom line doesn't print. Usually the reason is that the bottom line (or on a landscape page, the right border) falls within your printer's unprintable area. Here are some suggestions for finding just where that area is and how to adjust your border so that it will print.

• Find your printer's unprintable area
  
  Your printer manual may specify the unprintable areas. Inkjet printers, in particular, often have a large unprintable area at the bottom of the page.
  
  Here's a way to discover them for yourself in Word.
  
  
  1. Choose File>Page Setup>Margins tab. Change all four margin settings to 0". Choose OK.
     
     
  2. You're told that one or more margins are set outside the printable area of the page. Choose Fix.
     
     
  3. Word adjusts the margin settings to your printer's minimum values. Jot down your printer's settings for your future reference, then Cancel the dialog.
  
  
• Adjust the Page Border
  
  
  1. Set the insertion point on the page that's bordered, then choose Format>Borders and Shading> Page Border tab. Choose Options.
     
     
  2. At the Border and Shading Options dialog, note that the default settings are to have all four borders set to 24 pt (which is 1/3"), and to have Measure from: set to Edge of Page.
     
     
  3. To maintain the measurement from the edge of the page, yet move the borders in more toward the center, set the measurements for each of the four margins to 31 pt (the maximum allowed).
     
     For an alternative setting, set Measure from: to Text. Now the Margin settings measure outward from your text margins. You can set the Margin values anywhere from 0 pt to 31 pt.
     
     
  4. Click OK>OK. Use the Standard toolbar's Print Preview tool to evaluate your results.
  
  

The border is measured from your text margins, not from your actual text. So, if your bottom border still doesn't print, increase the size of your bottom margin, then adjust the other margins as needed for a balanced appearance.


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Unicode is Huge

More symbols and letters

This free download lets you see and select more characters in the Unicode set. The Unicode Character Grid shows all assigned characters and private use characters in Unicode 6+.



BablePad

Here's a blog covering Scripts, Unicode, Character Encoding and BabelStone Stuff
BableStone Blog


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Format Cleansing

Go back to a simpler time

There can come a time when a document becomes too complicated and the formatting appears more like mud.

For most documents it's a good idea to use styles. These help standardize the formatting for the whole document. But what happens when the paragraph or word doesn't appear in the correct style? While a style is set for each paragraph, it can be overridden by separate formatting for all or part of the paragraph. When you paste in text from another document or web page, it will bring with it the formatting on the source page.

Here's a quick shortcut that will remove all additional formatting from a selection and leave you with normal formatting.

Ctrl+SPACEBAR Remove character formatting

Ctrl+Q Remove paragraph formatting

To clear up the whole document try:

Ctrl+A Then one or both of the shortcuts.

To just get back to Normal Style use:
Ctrl+Shift+N


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Insert Page Numbers

Don't get framed

If you use Insert>Page Numbers to number your document, the character will be contained in a frame.

This can, sometimes, make formatting the Header or Footer difficult.

A more versatile solution is to use Insert>Field.
Look for PAGE and NUMPAGES.

See:
Word.MVPS.org:
How to control the page numbering in a Word document

"Page X of Y" gives wrong numbers

YouTube:
Placing the page number correctly on a landscape page


There is, also, an excellent discussion about how Word handles numbering at the
Microsoft Word MVP FAQ Site


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Declaring Multiple Variables

Declare each one

When setting up a macro in VBA, if you want to declare multiple variables in one line of code, be sure to specify the type for each variable, even if the variables are the same type. Avoid code like the following:

Dim strFName, strLName, strMI As String

In such a case, only the last variable, strMI, is actually declared as a String type. The first two variables are designated by default as Variant data types.

To correctly declare the three variables, you would use the statement:

Dim strFName As String, strLName As String, strMI As String


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Place Marker

If it's broke, fix it

To return to your last edit point, press Shift+F5. For instance, if you have copied and want to return to where you were in order to paste.

Press Shift+F5 again to go to up to the last three edit points, or a fourth time to return to where you started.

In Word 97 you could use this when you first open a document, to go straight back to where you last edited.

There was a change with 2000+ that broke this. The \PrevSel1 bookmark is destroyed when the document is saved.

The Word MVP site has a fix and some other interesting suggestions:

GoBack (Shift+F5) doesn't work in some newly-opened documents

Here are some more bookmarks:
Predefined bookmarks


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Format Again by Keyboard

Shortcut to copy

This is one of those tips that you probable skimmed past some time ago.
Rather than using the Format Painter, here's a keyboard shortcut:

1. Select the text with the formatting you want.
   
2. Ctrl+Shift+C.
   
3. Select the text to be formatted.
   
4. Ctrl+Shift+V will paste the new formatting.

It's the Shift key that adds the functionality to our old friends Copy/Paste.


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Digital Signatures

How do I know it's real?

If you find a need to provide some sort of certification that your document has not been tampered with and is the real thing, you might consider a digital signature.

This Microsoft Support article discusses the process.

What is a digital certificate?

What is a digital signature?

What occurs when I use a digital signature?

What Word files can I sign?

How can I obtain a digital signature?

• Method 1: Obtain a digital certificate from a certification authority
  
• Method 2: Create your own digital certificate

Description of digital signatures and code

Here's information for Excel.

Digital Signatures for Excel


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Protected Spell Checker

Correct the protected

Unfortunately, Word's protection feature disables a huge number of important functions, even if you only protect a single section of a document.

Besides the spellchecker, many other items on the View, Insert, Format, Tools and Table menus are disabled, as well as most items on the Drawing, Database, Visual Basic and Picture toolbars.

This MS Word MVP FAQ Site article lays out the steps needed to

Enable the spellchecker in a protected document.

One of the important elements is "NoReset=True". The act of removing and then re-protecting a document will reset the data without this line.

In Office 2007+ Protection is found on the Review tab:

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May I Comment on Your Balloon?

Markup stuff

How to turn off balloons for comments and track changes in Word.

This article describes how to turn off the balloons that appear for comments and track changes in the right side margin of your Microsoft Word 2002 or Microsoft Office Word 2003 document.

To turn off or hide the balloons for comments and track changes in the right side margin of a Microsoft Word document, follow these steps:

1. On the Tools menu, click Options.
   
2. On the Track Changes tab, do one of the following: In Word 2003, change the Use Balloons (Print and Web Layout) box to Never.
   • In Word 2002, click to clear the Use Balloons in Print and Web Layout check box.
     
3. Click OK to close the Options dialog box.

Note This process only hides the balloons for comments and track changes. These steps do not remove any changes.

Frequently Asked Questions About Comments
Using Tracking and Reviewing Features in Microsoft Word


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VBA Help

From Microsoft

Here is a Help reference covering the vagaries of VBA.


Office VBA Language Reference


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Save Clean Document

Protect your layout

Sometimes a Word document does not open as well laid out as you intended.

The page numbers may be off (the numbers may be repeated).

Formatting marks may be displayed (not a big thing, but not neat).

This can happen if:

• You open the document from a Microsoft Outlook e-mail attachment.
  
• The Allow starting in Reading Layout option is turned on in Word.
  
• The table of contents in the document is three or more pages long.
  
• The document was saved in the page layout view.

Microsoft offers these suggestions to prepare your baby for its best look. When you send a Word document as an e-mail attachment, make sure that you save the document in normal view before you send the document. Turn off reading layout view

1. Start Word.
   
2. On the Tools menu, click Options.
   
3. Click the General tab, click to clear the Allow starting in Reading Layout check box, and then click OK.

Turn off all formatting marks

1. Start Word.
   
2. On the Tools menu, click Options.
   
3. Click the View tab, click to deselect the All check box under Formatting marks, and then click OK.

Manually update all the page numbers

1. Open the Word document.
   
2. Select the table of contents in the document, and then press F9 to update all the page numbers.

Support.Microsoft.com
The page numbers in the TOC are incorrectly displayed


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Plain Numbers

I'd Like to Make It Clear

Plain Figures is a method of transforming statistical and financial data into figures, tables and graphs that people readily understand.

Have you ever:

• squinted your eyes trying to see the numbers in a PowerPoint presentation?
  
  
• scratched your head at a charity leaflet with an indecipherable pie chart titled 'Where your donation goes' ... and set it aside?
  
  
• missed discussion at a meeting because you were busy trying to figure out the figures?
  
  
• put aside a graph or table, thinking "I'm not good with numbers."?

Then you know how important the clear display of numerical information can be. Common problems People have trouble using numerical information for many reasons. Most commonly, authors don't know:

• what to include: when unsure what numbers are important, people frequently display them all, overpowering the reader with irrelevance.
  
  
• which format to use: the choice between text and table, table and chart, bar and pie.
  
  
• how to use the technology effectively: computer software generates graphs easily, but the results hide your point behind incomprehensible chartjunk.
  
  
• how to explain the information: selecting the right words for titles, columns and captions.

Plain Figures is a partnership between Sally Bigwood, located in Wakefield, Yorkshire, UK, and Melissa Spore, who divides her time between Toronto and Saskatoon, Canada. Sally and Melissa are sisters and both have dual citizenship in the United States.
 PlainFigures.com


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Echo Document Data

Enter once — use again

Enter data in one place in a document and have it repeated elsewhere.

There comes the time when you need to enter a clients name at the beginning of a document and you know that it will be repeated again many other places.

Greg Maxey has collected a number of ways to make the task easier.


Repeating Data


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