Word Tips
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Normal.dot Template File
Since the
normal.dot file in Word seems to cause problems,
it is sometimes necessary to rename or delete
it. When Word is restarted, normal.dot will be
recreated. However, the normal.dot does save
personal preferences such as Custom Styles,
Margins, Toolbar buttons, and a few others.
Deleting the normal.dot will result in these
settings being lost. No problem for most Word
users, as they can reset their margins - the
most frequently changed setting.
Though it is usually recommended to change the
View setting of Folders to show Hidden Files and
Folders, this can open up some folders and files
that, if changed or deleted, could cause your PC
to not work properly.
So, a better way to find the normal.dot in
Windows XP or Vista is to use Start, Run (XP),
Windows Key, R (Vista) and type the
following:
%userprofile%\application data\microsoft\templates
This will open the folder that contains the
normal.dot file for the currently logged in
user. This prevents the accidental deletion of
another user's normal.dot. Just remember: When
Word is restarted, a new normal.dot is created,
but not saved until you make a change (e.g. set
margins) or exit Word.One other type of file
that can be safely deleted is any file that
begins with a tilde (~), as it is a temporary
file that was leftover from a previous instance
of Word. These can cause problems when trying to
open a file with the same name (Less the tilde).
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Inserting Sample Text
There are times
when you want to fill in sample text to practice
tasks in Word. Microsoft Word has the rand()
function to accomplish this.
In Word, type
=rand() and press Enter. Word 2003 and earlier
will insert three paragraphs, each containing
five sentences of "The quick brown fox jumps
over the lazy dog." Word 2007 will insert three
paragraphs about some new Word 2007 features. If
you need more paragraphs, insert a number in the
parentheses. For example, =rand(33) will insert
33 paragraphs. If you need more than three
sentences per paragraph, just use two entries in
the parentheses, separated by a comma. For
example, if you type =rand(4, 15) you'll get
fifteen sentences in each of four paragraphs.
Note: You must
have the Autocorrect "Replace text as you type"
for this to work. In Word 2007 - Office button,
Word Options button, Proofing, Autocorrect
Options button, place a check in "Replace text
as you type." In Word 2003 and earlier, Tools,
Autocorrect Options, place a check in "Replace
text as you type."
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Trouble Starting Word
If you are not
able to start Word, it may be caused by more
than a problem normal.dot file. Try using the /a
switch. Go to Start, Run, type the following:
winword /a
and click OK.
Word will start without any add-ins global
templates, or the normal template. If Word
starts, you can be certain there is a problem
template or add-in. To find files that start
with Word, exit Word, click Start, Run, and type
(or copy and paste):
%userprofile%\application
data\microsoft\addins
Click OK to
discover any items loading as an add-in. Next...
click Start, Run
(XP), Windows Key, R (Vista)
and type (or copy and paste):
%userprofile%\application
data\microsoft\Word\Startup
Click OK to
discover any templates that are loading.
You may have to
rename the files you discover, then restart
Word. If Word starts, you can repeat the
process, correcting the renamed files to their
original name, one at a time, until the problem
re-occurs. This will pinpoint the problem file.
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Selecting Text
To select a word, double click anywhere on the word. To
select a sentence, hold the CTRL key and click anywhere on the sentence. To
select a paragraph, triple-click anywhere on the paragraph. To select the entire
document, press CTRL-A on the keyboard.
Quickly Undo Automation
The first word of a sentence is always capitalized. If you do
not want this to happen, click the Format menu and choose AutoFormat. Click the
Options button, then click the AutoCorrect tab and deselect the check mark in
"Capitalize first word of sentences." Click OK, then click the Close
button. You can also undo the first word capitalization by pressing the CRTL-Z
(undo) keys. You have to do this immediately after pressing the spacebar when
you are finished typing the word.
Auto Numbered or Bulleted Lists
Word may try to automate the numbering or bulleting of a list
in your document. To stop this permanently, click the Format menu and choose
AutoFormat. Click the Options button and select the AutoFormat As You Type tab.
Deselect the check mark in the option for Automatic Bulleted or Automatic
Numbered Lists. Click OK, then click Close (Do not click the OK button or you
will let Word AutoFormat your document). This can also be undone by pressing the
CTRL-Z keys or by just pressing the Backspace or Enter key.
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Showing Text Boundaries
You may want to see the boundaries of your document, but Word
only show the margins in the ruler.
Try this:
Go to Tools, Options in the menu. Select the View tab and
place a checkmark in the Text Boundaries under the Show category. You値l now
see where your margins are in your document.
Insert a Drop Cap
A Drop Cap is the first letter of a paragraph that is
formatted to be approximately three lines high. Many poems and books use this
feature on the first page of a chapter. To insert a Drop Cap, place your
insertion point anywhere in a paragraph and choose Format from the menu. Select
Drop Cap and click the Dropped image. Click OK and you値l have a nicely
formatted Drop Cap. Note: Don稚 overuse this feature.
Set Tabs Easily
Setting tabs is considered by some to be a most difficult
task. However, it can be very simple. In order to insert a Tab, select the text
you want to affect with the tab. Go to your ruler and click where you want the
tab placed. It痴 that easy. To modify your tabs, always select the text where
the tabs occur, then double-right-click a tab mark. This brings you to the Tabs
dialog box where you can modify, add, or delete any tab marks. In addition, to
find the exact measurement of an existing tab, hold down your ALT key while
clicking the tab mark in the ruler. You値l see the exact setting appear in the
ruler bar.
Go to any place in your document
Many people know about the F5 function key. It opens the GoTo
dialog box, allowing you to go to a page, bookmark, section, etc. You can also
accomplish this by double clicking on the status bar. Look in the lower
left-hand corner and double click where you see the Page, Sec information. Note:
This is also a quick way to get to the Find and Find and Replace tasks. If you
want to return to the last place you were in a previously saved document, open
the document and press SHIFT-F5.
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Create a Quick Work Menu
Many times you値l have some documents that you値l want to
keep handy for opening. Try this:
Right-Click any button bar and choose Customize. Click the
Command tab, and then select Built In Menus from Categories. Scroll down and
find Work under Commands. Left click Work, keep the left mouse button held down,
and drag the selection to an existing toolbar. Release the mouse button and
click the Close button in the Customize dialog box. To add a document to the
Work button, click the Work button and select Add to Work Menu. Your document
will be available at any time just by clicking the Work button and selecting
your document from the list. (Don稚 delete the document or you will not be
able to open it). To remove an item from the Work button, press CRTL-ALT-minus
sign (not on the number pad). Your cursor will look like a minus sign. Click the
Work button and select the document you want to delete from the menu.
Applying Formats Easily
If you use the Format Painter, you already know how it helps
you to apply formatting to parts of your document. However, if you follow the
rule of type first, format last, you should also try the F4 function key. Try
this: Format a word with 18 point bold text. Select another word in your
document and press the F4 function key. You値l see it repeat the last
operation you carried out.
Remove Those Annoying End of Line
Paragraph Marks
When copying an email message (or any text that has paragraph
returns at the end of each line), you can remove the paragraph marks at the end
of each line by doing the following:
Select the entire email message (CTRL-A), then copy the
selection (CTRL-C)
Open a blank document in Word.
Paste the copied email message (CTRL-V)
Select the entire document (CTRL-A)
Press CTRL-ALT-K. This will AutoFormat the document, removing the end of line
paragraph marks.
To go one step further:
With the document still selected, press CTRL-SHIFT-N, and you will have a normal
style, no formatted document, minus the end of line paragraph marks.
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