Category Archives: Microsoft Office

Tips for Microsoft Office

Rename old emails in outlook

Something that happens to all of us is having important emails, but never being able to find/file them due to the name that most of the time bears little resemblance to the contents.

Open the email and re-type the subject line, you will be prompted to press save before exiting. Your email will now be saved with the new subject line.

Comparing Word documents

This tip can be needed in many cases and allows the user to compare 2 word document side by side

Word 2003:

  • Open the two documents that you want to compare
  • Click ‘Window’ menu and select ‘Side by side’
  • Now click ‘Window’ again and ‘Arrange all’.

Word 2007/2010:

  • Open the two documents that you want to compare
  • Click ‘View’ tab and click ‘View side by side’
  • Now click ‘Arrange all’.
  • If you would like, there is a ‘Synchronous Scrolling’ option that allows you to scroll through both of your documents at the same time.

Drop caps

In order to add drop caps in paragraphs in Word 2007-2010, you will have to do the following:

  • Click on the starting of a paragraph.
  • Click on the Insert tab.
  • Select Drop Cap from within the Text group in the ribbon.

This capitalises the first letter at the start of the selected paragraph.

You can personalize this option further by clicking on Drop Cap Options from the menu. Here you can modify the position, lines to drop as well as the font for the Drop Cap.

Add this to various paragraphs for a creative, artistic looking document.

2 page printing

Word 2000 and above offer two built-in ways to print two pages on one sheet of paper, with numbering:

  • In the Print dialog, the Pages per sheet setting allows you to print up to 16 pages on a single sheet. Note that this option reduces full-size pages to fractional size; this is much more effective with European A sizes (which have the same aspect ratio) than with US Letter.
  • In the Page Setup dialog, under “Multiple pages” (on the Margins tab in Word 2002 and above) there is a “2 pages per sheet” option that allows you to actually create a document this way. The pages print the size you create the and you can apply page numbering, page borders, headers, footers, and any other page-level formatting to these half-size pages just as you would to a full-size page.

Creating hyperlinks

In Word a hyperlink consists of (at least) two parts: the display text and the field code. The display text is what the reader recognizes as a hyperlink, but the field code is what makes the computer actually jump to somewhere else. Word provides several ways to create hyperlinks.

On the Standard toolbar in Word 2003 and earlier there is an Insert Hyperlink button (see Figure 2). In Word 2007 and 2010, this button is in the Links group on the Insert tab of the Ribbon. If you select (or even just click in) a recognizable email address, URL, or file path and click this button, Word will convert the text to a hyperlink. The keyboard shortcut for this command is Ctrl+K. In Word 2007/2010, this shortcut opens the Insert Hyperlink dialog (see below).

The Insert Hyperlink dialog, however, gives you the most control over the hyperlinks you insert. There are at least two (and often three) parts to every hyperlink: (1) the display text, (2) the underlying URL, email address, or file path, and (3) the ScreenTip (see Figure 3).

When you create a hyperlink using either of the methods described above , the display text and underlying link are the same, and there is no ScreenTip. To access these features you must either use Insert | Hyperlink or Ctrl+K to open the Insert Hyperlink dialog or right-click on an existing hyperlink and choose Edit Hyperlink to open an identical dialog. If you have text selected when you press Ctrl+K or choose Insert | Hyperlink, it will be placed in the “Text to display” box. If you use Edit Hyperlink, the existing hyperlink becomes the default “Text to display,” but of course you can change it.

In Word 2007/2010 the Hyperlink command, which opens the Insert Hyperlink dialog, is on the Insert tab; the Edit Hyperlink dialog may be accessed by right-clicking on an existing hyperlink as in previous versions.

The hyperlink created in Figure 3 will be displayed as

The underlying field code for the hyperlink can be seen by pressing Alt+F9 or checking the box for “Field codes” on the View tab of Tools | Options. It is shown

Please note: The “display text” does not have to be text. You can use an icon or picture as a hyperlink. Just select the picture in your document and open the Insert Hyperlink dialog. The “Text to display” box will be dimmed (grayed out) and will display <<Selection in document>>.

Quick movements in Word

Use the following shortcut keys to move much more quickly through text, using the keyboard.

Ctrl+ Left/Right Cursor Keys      moves through text word by word rather than character by character.

Ctrl+ Up/Down Cursor Keys       move through text paragraph by paragraph rather than  line by line.

Ctrl+ Home/End                         moves to start or end of the document rather than start or end of the line.

Ctrl+ PgDn/PgUp                       moves through text page by page rather than screen page by screen page.

Changing letter case

In any MS Office program/version press Shift + F3 to change case from lower, capitalised to all upper case. This can be done by placing the cursor in a single word or by highlighting a bunch of them. This is handy for those who do not have the sound activated on Caps lock and do not notice that they have been accidentally typing in caps. Rather than deleting just…

Copying from websites

If you find some interesting text on a website that you wish to use and adapt into word, highlight and copy in the normal way first.

When you paste though, use the Paste Special Option to insert as Keep Text Only. That cuts out all the fancy formatting and hyperlinks that may be embedded, and leave you with fresh text to format according to your companies style guide.

Adding lines in word, the easy way

There are a few quick and easy ways to add full lines in the word program.

For a normal line insert three hyphens — then press Enter.

For a bolded line type three underscores ___ then press Enter.

For a double line type three equals signs === then press Enter.

For a thick line with thin lines above and below type three hashes # # # then press Enter.

Pick up where you left off

When working on large documents it can be annoying to open the document and find the cursor flashing on the first return of the first page. In order to pick up where you left off (whether it be I the middle/end) as soon as you open the document press Shift + F5. The cursor will then appear in the exact position that it was in when you last closed the document.