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As many of you know, with any Microsoft Office product there are normally several roads to travel to get to the same destination. However, why take the low road when the high road might be faster (or vice versa)? Examine the Word shortcuts below and note those that might help you put the pedal to the metal!
1. Copy the text from the source using whichever copy command you like best. (Ctrl + C, Ctrl + Insert, Edit/Copy, Right-click/Copy, Copy button)
 3. You have a number of choices for pasting the information you have copied, and the choices depend upon the type of source you are pasting from. However, Unformatted Text is always an option when pasting text. Select Unformatted Text from the list.
Tabs Tabs help to organize the alignment of lists of items in a document. Tabs can be used to align a table of contents, an index, a schedule of events, a list of numbers - any list that you want to keep consistently aligned. In Word 2000, tabs can even be used to create a vertical line at a particular location on your page. There are actually three ways to set up tabs in Word. Two involve using the ruler, and one involves using a dialog box. Let's start with the ruler, and then move to adding, modifying, and clearing tabs with the dialog box. Setting Tabs Using the Ruler This is probably the easiest way to set a quick tab or two. Whether in Normal view or Page Layout view, you notice a button to the left of the ruler at the top of the page. Most likely, it looks like a dark "L". This is the Tab/Indent button:  The dark "L" represents a left-aligned tab. If you click the button once, it changes to an upside-down "T" which represents a center-aligned tab. Continuing to click cycles you through the tabs and indents that are available to set using the ruler. Indents will be covered in a separate tutorial, but all are as follows:
For this tutorial, we are working with the most commonly used tabs (Left, Center, and Right-aligned). We are creating an event schedule that has the event, location, and speaker.  There are two ways to set tabs using the ruler. The first involves setting the tabs, then typing. The second involves typing first, then setting the tabs. Either one gets you to the same result - it's simply a matter of personal preference. Setting tabs first:
2. Once the center-aligned button is showing, click your pointer on the 2 inch mark on the ruler. Word sets a center-aligned tab at 2 inches. If you don't hit right on 2 inches, you can move the tab by clicking and dragging it to the proper location. 3. Next, click the Tab/Index button and find the right-aligned tab, 4. Once the right-aligned button is showing, click your pointer on the 4 inch mark on the ruler. Word sets a right-aligned tab at 4 inches. 5. Type the first item, press Tab, type the second item, press Tab, and type the third item. When you press Enter for the next line, your tabs will remain set. Simply continue typing lines and pressing the Tab key in between items. Typing first:1. Place your insertion point at the location of the first line to contain tabs. Type the first item, press Tab, type the second item, press Tab, and type the third item. Pressing the Tab key simply "marks" that location for an impending tab, so it will look odd until the tabs are set:  2. Leave your cursor flashing at the end of the first line. Work left to right on the ruler and set all the necessary tabs. Use the Tab/Index button to find a center-aligned tab and click the ruler at 2 inches. Use the same button to find the right-aligned tab and click the ruler at 4 inches. You will notice that the items in the first line jump to proper alignment as you set tabs. 3. Once you press Enter, your tabs remain set for the following lines. Simply continue typing lines and pressing the Tab key in between items. You can also set tabs with the Tabs dialog box. Some prefer to set all of their tabs at the same time in this box before starting the list of items, because you can use precise measurements. You can also set a leader for the tab (like the dotted line in a table of contents), modify tabs, and clear tabs in this dialog box. Keep going to find out how to use the Tabs dialog box to add, modify, and clear tabs... Creating a Main Document 1. To start a mail merge from scratch, click the New page button in the Standard toolbar. The new blank page will be the main document (letter) with which the data source will be merged. The data source contains the actual names, titles, addresses, etc. 2. From the Tools menu, choose Mail Merge. The Mail Merge Helper appears as shown below.
3. In step 1, choose Create and select a document type. A message box appears asking if you want to use the document in the active window or create a new one. Choose Active Window. Creating a Data Source 1. In the Mail Merge Helper dialog box, choose Get Data (step 2) and select Create Data Source. The Create Data Source dialog box appears as in the figure below.
2. Add and remove field names from the Field names in header row list as described above. When finished, choose OK. 3. Enter a filename for the data source in the save box that is displayed, and choose OK. 4. When the message box appears, choose Edit Data Source to display the first blank data form. 5. In the Data Form, as shown below, enter the records by typing information into the fields. Use the Tab key to move between fields. Choose the Add New button after completing a record to display a new blank record. When finished entering records, choose OK.
Using an Existing Template There are many useful pre-designed templates already available in Word that can be used to create a new template. Many additional templates can also be downloaded free of charge from the Microsoft Template Gallery. To base your template on an existing template:
 2. Select a template from the various tabs in the New dialog box. 3. In the Create New field, select Template. 4. Choose OK. 5. The new template opens. Make any necessary text and formatting changes to the template in the same manner as you would make changes in a document. 6. When you are finished making changes to suit your needs, from the File menu, choose Save. You have opened a new template that awaits a name, so there is no need to worry about overwriting the original template with your new one by choosing File/Save or the Save button. 7. The Save dialog box opens to the Templates folder. By saving your template in the Templates folder, you can easily create a document based on your new template by finding it under the General tab in the File/New dialog box. 8. Type a name for your template and choose Save.  Creating a Template from Scratch Creating a template from scratch is easy! In a regular blank document, insert text and apply formatting as you would any document. You may want to include blank lines or spaces where information needs to be filled in. You can also use form fields, which you may have noticed in some of the existing templates that are packaged with Word. Look for a tutorial on creating forms in Word coming soon. For now, here are some bare bones basics that can be used to create simple form fields in your templates: Using a text form field:
 2. Place the insertion point at the location where you need to insert a field. Choose the Text Form Field button from the Forms toolbar. A gray blank is inserted in the document. 3. Double-click on the gray blank to choose options for your text form field. It is helpful to insert default text in template form fields so the user of the template knows what type of data to insert in the field. Note that the gray areas do not show when printed, however, text entered into the gray areas does. Take a look at the following simple example:  The default text, such as "[insert first name here]", was typed into the Text Form Field Options dialog box as shown below.  At a glance, anyone that is using the sample template above can see areas that need to be filled in and also knows what to enter into each field. 4. Once the document is formatted to your liking, from the File menu, choose Save. 5. Choose Document Template in the Save as type field. In Word 2000, you are automatically directed to the Templates folder. 6. Type a name for your template and choose Save. By saving in the Templates folder, your template appears under the File/New/General tab, as below.  To create a document based on your template, simply be sure that Document is selected in the Create New field. Creating templates for documents provides consistency in your organization and preserves document formats for continual use. Why not take advantage of this great tool in Word First, consider the scope of what you are trying to do. If you are building a lengthy table with quite a few calculations, you may be better off building in Excel and inserting the spreadsheet into your Word document (Insert/Object/Create from File). Since Excel was designed especially for numbers and calculations, it has much more functionality and an interface that's easier to use when it comes to calculating data. You can also link the Excel file to your Word document, so that whenever data changes in the Excel file, it updates the data in the Word doc (neat, huh?). However, if you are building a simple table with a few common calculations, Word works just fine. Fighting the Fog In this example, you work for Billy Bob's Book Bonanza, a small book and music store. Billy Bob wants a report on what the store sales were for the first quarter, and because you are so efficient he wants you to type it up (lucky you!). You decide the best way to display this information in the report would be with a small table. Here's the table you came up with:
The only data missing, as you can see, are the figures in the TOTALS row. You could add these yourself and type in the result, but you would like to use the same document for the following quarters and not have to recalculate the totals manually each time. You decide to tackle making some formulas in your Word table. After calling your faithful friend, Karyn, you understand that these are the steps you need to take: 1. Place your cursor in the table cell for the first formula. From the Table menu, select Formula. The Formula dialog box appears as shown below. Notice that Word attempts to determine the formula you need for this cell.
What is a macro? Put simply, macros automate common tasks. For example, let's say when you print out a particular document, you always have to print 5 copies. You always need to go to the File/Print menu, select 5 copies, and choose OK to print. Wouldn't it be nice if you could just press a keyboard shortcut or choose a button on the toolbar and have Word automatically print 5 copies? That's what macros do. Macros allow you to assign a keyboard shortcut or create a button on the toolbar for tasks you commonly perform and can save you oodles of time. Macros are written in Visual Basic for Applications (VBA), but are easily created in Word with no knowledge of VBA. The code is written for you! A macro can be created for virtually any task that you perform in Word. The amount of steps is irrelevant. You can even create a macro that automatically places certain text in a document with as many attributes as you'd like! This is great if you need to place things like legal statements or disclaimers in a document. Macros are created with a recording device similar to a common tape recorder. Once you start recording your macro, a toolbar pops up with standard stop and pause buttons. Let's use our example of creating a macro that automatically prints 5 copies of a document, and make one! Creating a Macro
2. From the Tools menu, choose Macro and Record New Macro. The Record Macro dialog box is displayed as shown below.  3. Type a name for your macro as indicated above, and choose where to store your macro. The drop down arrow will allow you to choose a document that you have open to store your macro in, or you can make it available to all documents by storing it in the Normal template. 4. Add a Description if you would like - this is helpful if you are creating a lot of macros and need to keep everything organized. I usually just make the macro name something I can recognize, and leave the description as the default text. 5. To assign the macro to a toolbar button, choose Toolbars. To assign the macro to a keyboard shortcut, choose Keyboard. For the example we are using, we are assigning the macro to a keyboard shortcut. That seems to be the preferred choice for most users. The Customize Keyboard dialog box appears as shown below.  6. On your keyboard, press the shortcut key combination that you would like to use. For example, Alt+P. Note that you are pressing the actual shortcut on your keyboard, not typing out the letters like you see in the graphic below. The combination is automatically placed in the Press new shortcut key box, and Word tells you whether or not that shortcut is already assigned. If the shortcut is already in use, try pressing a different combination. You can use any number of combinations of Ctrl, Shift, and/or Alt with a letter or number. If Alt+P was taken, I might have tried Alt+Shift+P.  7. Once you have found a shortcut that is not assigned, the Assign button becomes active. Choose Assign and Close. After you choose Close, the recording of your macro immediately begins.  8. The Stop toolbar is displayed while you are recording, and your mouse has a small cassette icon attached to it. This lets you know that Word is recording every move and click of the mouse you make until you choose the Stop Recording button on the Stop toolbar. You can also choose the Pause Recording button on the Stop toolbar if you need to temporarily stop recording. Choose the Pause Recording button again to continue.
9. In our example, from the File menu we would now choose Print. We would change the number of copies to 5, then choose OK. You can have any number of steps for the task you are performing, and you can use any of the menus and tools available. Every character you type and/or click of your mouse is recorded. Since our macro is a simple macro for printing 5 copies, we are now done recording. 10. Choose Stop Recording on the Stop toolbar. The toolbar disappears, and you are finished! 11. Test your macro by pressing the shortcut key you have chosen. In this example, Alt+P. It should print five copies of the current document. Note: It is easy to get a bit nervous when recording a macro, much like if you were recording something on an actual tape recorder. Remember, though, that Word is recording what you do and not the speed at which you do it. Take your time and be sure it is exactly what you want. If you make a slight mistake, don't panic! Fix it and keep going - your mistake and fix is recorded in the macro, but macros execute commands so fast you won't even be able to tell. If you totally mess things up, choose Stop Recording, delete the macro, and try again.Deleting a Macro To delete a macro when it is no longer needed, or to re-record a macro:
 2. In the Macros dialog box, select the macro you want to delete, and choose Delete and Close.  You would go to the same box to edit your macro with the Edit button. However, this opens the Visual Basic Editor and unless you know VBA you may not be able to make the changes you would like. If you need to make changes and are unfamiliar with VBA, it is best just to delete the old one and record a new one. Once you see how fast and easy macros make your common tasks, you will be addicted! Have fun automating! Word 2002's Reveal Formatting feature is Microsoft's answer to WordPerfect's Reveal Codes. Many WordPerfect users in the past have been dragged kicking and screaming to Word when their company decided to change suites because they simply do not want to give up Reveal Codes. By revealing the formatting in your document, you can easily see at a glance how consistent your document is and fix any formatting errors. I've found that revealing formatting of documents in Word 2002 is both extremely useful and very easy. Revealing Formatting 1. Select the text for which you would like to see the formatting.
 Note that you can leave this pane open and continue to select other parts of the document without having to open and close the task pane. 3. If formatting needs to be changed for the selected text, this is easily done by clicking the type of formatting in the task pane window, much as you would choose a link on a Web page. For example, to change the font, click the word "Font". The Font dialog box appears for you to make your changes. Note that the different sections of the task pane scroll box can be expanded and collapsed for easier viewing. To expand or collapse a section, choose either "+" to expand or "-" to collapse, as below.   Reveal Formatting Options · Compare to another selection  · Distinguish style source   · Show all formatting marks  I think you can see why Reveal Formatting can boost productivity and efficiency when working in Word 2002. This easily accessible feature takes the headache out of maintaining document consistency and makes changing a number of formats fast and easy. Have you ever used a font for the title of a document, and it just looked awkward? Have you ever used a font at a large point size and noticed the character spacing appeared to be off between certain letters? Before I knew about kerning, whenever I discovered that the font for my document title looked a bit awkward at a higher point size, I'd just choose a different font. You can keep using your original font and fix that awkward look by using kerning. What is kerning? Kerning is expanding or condensing the spacing in between characters to look more natural or to add an artistic effect. You can add effects that you would not be able to get with standard character spacing. Kerning Titles For the example here, a font that is easy to read, Times New Roman, is used so that the effects of kerning can be readily seen. This is the document title:
At first glance, this title looks fine. What you do notice after examining it closely, is that the space between the "o" and "y" in "Employee" appears to be just a bit wider than between other letters, even though the area between the top left tip of the "y" and the widest part of the "o" has the proper spacing. This type of problem is more prominently seen in other types of fonts you might use. To make the adjustment: 1. Select the pair of characters. In this case, the "o" and the "y". 2. From the Format menu, choose Font, and select the Character Spacing tab in the Font dialog box. 3. In the Spacing field, choose the drop down arrow and select Condensed.
4. In the By field for Spacing, type 1 or use the arrows to adjust the point size. Remember, this does not adjust the size of the actual letters, only the space in between the letters. Your changes are reflected in the Preview field of the Character Spacing tab. Note: You can automatically turn on kerning for these letters when you enter this combination above a particular font size. For example, if you are kerning a pair of letters in a subheading in your document, and the subheadings are in a 14 pt. font, you can turn on automatic kerning for these characters whenever you type the combination at 14 pts. or above. This saves you the time of kerning the character combination in every subheading in your document. To activate, check the box in the Kerning for fonts field and select or type a point size for Points and above.
5. Choose OK. The following graphics illustrate the slight change made to the spacing. Note that the spacing between the "o" and "y" in the new condensed version looks more natural than the original. Adding Artistic Effects The Character Spacing tab in the Font dialog box also has a Position field. You can raise or lower characters by point size. Using this in combination with the Spacing field can create some interesting artistic effects. One of the most common being alternating characters: Every other character is raised 3 pts. above the rest. To do this: 1. Select the first character to be raised. 2. From the Format menu, choose Font, and select the Character Spacing tab. 3. In the Position field, choose the drop down arrow and select Raised. The By section can be adjusted for the number of points you would like the character raised. In our example above, I chose 3 pts. Your changes are reflected in the Preview field of the Character Spacing tab.
4. Choose OK. Continue to select characters and adjust the positions until you have reached the desired effect. Kerning can be a great way to keep your original font choice and still have your document look professional and uniform! Questions or comments? Post to the Business Sense forum.
You've been asked to develop a long document which contains several headings and subheadings. Because your boss keeps changing his/her mind about the style of the document, you wonder if you are ever going to be completely done. Never fear - Word styles to the rescue! What is a style? Styles define the attributes of your text characters and/or paragraph settings. You can essentially save desired attributes - like fonts and paragraph alignment - with a specific name in a document, and choose that style name from the Style box located on your formatting toolbar when it is needed. This not only saves you the time it would take to format individually, but also guarantees consistency in your document. When you define a particular style and use it in several places in your document, formatting changes can be made quickly to all areas using that style by simply redefining the style's attributes. Word applies any changes you make to the style's attributes to all parts of the document using that particular style. Default Styles The default in Word is that all new documents use the "Normal" template. The Normal template has a few predefined styles that you can use, or you can create your own. The default styles are illustrated in the graphic below. To use these, simply place your insertion point, choose the style from the Style box, and type your text.
Creating (Defining) a Style by Example When you create your own styles for a document, those styles show up in the same Style box. Styles are so easy to create that you will sometimes wonder what you did without them! 1. Enter your text with all the formatting you want the style to contain. In the example below, I've used the Verdana font, size 18, bold typeface, and have centered the paragraph for the main title at the top of a page.
2. Select the text, and type a title for your style in the Style box, as shown below. You need not worry about a style name already being present - that style name will remain saved in the list even if you type over it. In this case, I've chosen to call it "Main Title".
3. Press Enter. Word defines the style and includes it in the styles list. That's it! You have just created your own style. Word saves all attributes associated with the style - including paragraph settings like indentation, line spacing, and alignment. To use the style, you can either select text already typed and choose the style name from the Style box, or choose the style name first before entering the text. Let's continue with learning about the New Style dialog box and exploring how to modify and delete styles...
First, open the document in Word - the conversions take place immediately. Next, hold down the Ctrl key and press: A C N V (keyboard shortcuts for Select All, Copy, New, and Paste). Why are you doing this? Because pasting to a completely new document strips much of the troublesome code that can make corrections a nightmare. Now, what do you have left? Any corrections to make? Use the chart below to correct common issues with converted files.
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