Thursday, May 27, 2010

* Selecting Synonyms
A fast way is to locate a synonym for a word is to select the word and right click it. In the menu, select synonyms and click your desired replacement.

* Remove All Formatting
To remove all of the formatting from a Word document, press CTRL+A (or select the portion of the document to be changed) then press CTRL+SHIFT+N.

* Double-Click to Format Bullets and Numbering
To open the Bullets and Numbering dialog box and adjust the numbering scheme, just double-click one of the
numbers or bullets in the list.

* Sharing Documents with Non-Word Users
Click File...Save As. In the Save as type box, select the necessary file type. Rich Text Format (*.rtf) or WordPerfect 5.1 for DOS (*.doc) will work with almost any word processor program.

* Customizing Toolbars
Right-click on any toolbars and click the customize the toolbar. Click the Command tab, select the desired category, and click and drag new features from the right command box to the toolbar. It is especially helpful to add the "insert picture... from file" button to the toolbar.

* Screen Capture
How did I create that insert picture button above? I usedthe screen capture feature of Windows. Press the Prnt Scrn (Print Screen) key on the keyboard and open Word. Click Edit...Paste (Ctrl + V). The image can then be cropped using the Picture Toolbar (only available with later versions of Word).


Viewing the Document

There are 4 views for every Word document. These are found in the lower left corner of the screen. The most common is the print layout view.

Hold the mouse over the other buttons to find the Normal, Web Layout, Print Layout, and Outline Views.


Learn to Use Undo

Make a mistake? Press [Ctrl]Z or choose Undo from the Edit menu right away. Keep pressing [Ctrl]Z to backtrack through and undo the most recent editing changes you've made.



Creating professional documents in a limited amount of time is a challenge to everyone. Word makes this process easier than ever with the Template function.

Normally, when you create a new document, you click on the New Document tool on the toolbar. This simply creates a new blank document based on your Normal template. To use a formatted template, you must click on File, New. This opens the template dialog box. Double click on the template or Wizard you want to use, and Word will set everything up.

There is a huge assortment of templates available for you to use. You can create different styles of letters, memos, resumes, or other types of documents. There are even Wizards available for some of these document types that lead you step by step through the creation of a stylish, professional newsletter, resume, letter or fax.


Document Zoom

Click View…Zoom… to choose the document zoom percentage. There is also a zoom tool on the standard toolbar.


Selecting Text

ü To select a word, double-click the left mouse button on the word

ü To select a sentence, hold down CTRL and single-click the left mouse button on the sentence.

ü To select a line of text on the screen, single-click with the left mouse button in the left screen margin at the line you want to select.

ü To select a paragraph, triple-click the left mouse button in the paragraphs

ü To select the whole document, hold down CTRL and A, or triple-click the left mouse button in the left margin of the screen.


Using AutoCorrect

Right-click on a word that's flagged as misspelled. If a correct suggestion appears on the shortcut menu, choose it from the AutoCorrect submenu to create an AutoCorrect entry.


Find and Replace

Click Edit…Find to type in text you desire to replace. You have the option to replace the text one time or replace it every time it appears in the document.


Selective Word Count

Need to know how many words, characters, paragraphs, or lines appear in a portion of a document? Just select the text you want to run the count on prior to choosing Word Count from the Tools menu.


Shrinking a Document to Fit

If you've created a document and one or two lines spill over unto a new page, you can use the "Shrink to Fit" feature to fit everything on the page. Choose File, Print Preview and click on the Shrink to Fit button.


Create A Desktop Shortcut To A Document

Click File…Save As…Click the drop down arrow and choose Desktop.


Removing Formatting for a Portion of Text

To quickly remove character formatting, such as bold, italic, or underline, and reset text back to the normal style, select the text and press Ctrl+Spacebar (Ctrl+Shift+Z also works). To reset paragraph formatting, such as tabs and indents, back to the normal style press Ctrl+Q.


Toggle through CASE Changes
You can quickly change the case of text from Title to UPPER CASE to lower case by selecting the text and pressing Shift-F3. Each time you press Shift-F3, the case will change.


Standardized Fonts
Have you ever found the perfect font for a document and you want the viewer of your spreadsheet to see the same font, but you're not sure they have the same font? When you save your document select Tool / Options and on the Save tab select Embed TrueType Fonts and select OK. Now everybody will get it.


Date Code

Automatically keeps dates current in your letters, memos, etc. Choose Insert, Date and Time, and select the date format you want in your document. Then check the small box at the bottom that says “update automatically.”


Insert Pictures and Clipart

Click Insert to add pictures. Pictures and clipart can also be adding using the copy and paste feature from the Internet if using Internet Explorer Browser. Go to and right click any picture. Select copy. Then click the Word button in the Task bar and click paste to instantly paste that image into Word. If using Netscape you must choose Save Image As instead of the copy command.

You can also insert Screen Shots by clicking the Print Screen button on your keyboard. This will send the image to the computer clipboard. By choosing Paste in Word that image can be inserted into the document.

There is a Picture Toolbar (click View…Toolbars) which permits image editing. The image can be wrapped, cropped, lightened, darkened, or made into a watermark.


Other Text Effects

To add text to a document you can use the textbox button in the Drawing Toolbar at the bottom of the screen. The textbox can be formatted with fill or no fill and have an outline or have no line. There are a variety of line shapes, textures, and sizes.

Text Box: Yet another way to add text.


Animated Text

Select a section of text with your mouse. Right-click the text and choose "Font" from the popup menu that appears. On the multi-tabbed dialog box that follows, select the "Animation" tab. Now, select an animation that you would like to see. You can see examples of each animation in the preview window. When you are done, press "OK" to close the dialog box.


Adding Borders
Make sure you are in the Print Layout View. To add a border to page Click Format…Borders and Shading…From the Page Border tab choose the desired style, color, width, or if desired, choose an Art border.


Getting Rid of Nuisances!

How do I get rid of these ¶¶¶¶? Click Tools … Options…Click the "Views" tab sheet. Under "Nonprinting Characters" unselect "Paragraph Marks".


How do I get rid of overtype? Choose Tools…Options…Edit tab…uncheck Overtype Mode.

* Shortcut Keys in Word
CTRL + A Selects all in the current document.
CTRL + B Bold text.
CTRL + C Copies the item or text to the Clipboard + can be pasted using CTRL + V.
CTRL + D Displays the Font dialogue box.
CTRL + E Centre Alignment.
CTRL + F Displays the Find dialog box, to search the current document.
CTRL + G Displays the Go to dialog box, to go to a specific location in the current document.
CTRL + H Displays the Replace dialogue box.
CTRL + I Italic text.
CTRL + J Full Justification.
CTRL + K Create Hyperlink
CTRL + L Left Alignment
CTRL + M Tab
CTRL + N Creates a new document.
CTRL + O Displays the Open File dialogue box.
CTRL + P Displays the Print dialog box.
CTRL + R Right Alignment.
CTRL + S Displays the Save dialog box.
CTRL + U Underline text
CTRL + V Pastes the copied item or text from the Clipboard into the current position in the document.
CTRL + X Cuts the item or text selected to the Clipboard.
CTRL + Y Redo the last undone action.
CTRL + Z Undoes the last action.
CTRL + ENTER Insert Page Break.
CTRL + F2 Show Print preview.
CTRL + F4 Closes the active document window.
CTRL + F6 Opens the next document window.
CTRL + 1 Single spaces text
CTRL + 2 Double spaces text
CTRL + 3 Triple spaces text


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