Tips and Tricks in Word 2000 Part II. Presented by Carla Torgerson

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1 Tips and Tricks in Wrd 2000 Part II Presented by Carla Trgersn

2 1. using styles Styles are used t create frmatting shrtcuts s yu can create a dcument that has frmatting cnsistency. Fr example, if yu want all bulleted lists t have a certain lk (size f bullet, amunt f indenting, fnt size/style, etc.), yu can highlight yur text, assign a style t it, and that text will have that appearance. The pwer f using styles rather than the frmat painter is that yu can update the style and it will be reflected in all f the text t which it was applied in that dcument. T apply a pre-existing style: highlight the text click n the buttn in the tlbar the menu will expand t lk smething like the fllwing select the style yu want t apply t that piece f text Pennsylvania State University and Carla Trgersn.

3 * If the style yu want isn t in the list, g t Frmat -> Style The fllwing bx will appear: Click n List: and change this t All styles. In the Styles list, all styles in the template will appear, as shwn here: Select the style yu want t use and press the Apply buttn Pennsylvania State University and Carla Trgersn.

4 *Often yu will find that the current styles dn t meet yur needs. This is when yu need t create yur wn style. T create a new style: g t Frmat -> Style the fllwing bx will appear: Clicking n the List menu allws yu t see all the styles in Wrd. Select a style and then use the Mdify buttn t change that style. Using the New buttn yu can create new styles Pennsylvania State University and Carla Trgersn.

5 In either case, the fllwing bx will appear: If yu are creating a new style, give it a descriptive name. The Style type is either Paragraph (applies t entire paragraphs) r Character (applies t single wrds r grups f wrds). Yu can base the style n any f the ther paragraph r character styles. (This saves yu time as yu nly have t define what is different abut it cmpared t the parent style.) If yu click Add t template, the style will be available in all future dcuments, therwise it will nly be available in this dcument. (I typically check this bx and add all my new styles t the template.) If yu click Autmatically update, if yu have a style applied t a piece f text and then manually change the frmatting f that text, the style is updated t include the frmatting yu added t that piece f text. * I really dn t like t have this turned n as I ften change the frmatting f my text, regardless if a style is applied t it r nt. If a piece f text happens t have a style applied t it and I change the frmatting, all f a sudden the style is updated and then all the text in my dcument using that style changes t! Once yu have created the style, click the OK buttn t clse this bx, then press the Apply buttn t apply the style t the dcument Pennsylvania State University and Carla Trgersn.

6 2. creating a table f cntents and index (related t styles) When yu write a dcument yu can apply the Heading 1 thrugh Heading 9 styles t the sectin headings. If the style desn t cnfrm t yur bibligraphic style (ie, APA, MLA, etc.) mdify the styles as shwn in the abve sectin. When yu have a dcument that uses these heading styles, Wrd is able t autmatically generate a table f cntents fr yu. In yur dcument, click yur muse at the place where yu want the table f cntents t appear and g t Insert -> Index and Tables Click the Table f Cntents tab; the fllwing bx appears: changing the Tab leader allws yu t change the character used in the line that separates the heading name frm the page number yu can chse different Frmats t create a different lk t the table f cntents changing the Shw levels ptin allws yu t say hw many f the heading levels will be used in the table f cntents (yu may have mre than 3 levels, and yu may r may nt want t shw them in the table f cntents) when yu insert a table f cntents, the text f the table f cntents is frmatted using the TOC 1 thrugh TOC 9 styles (which directly crrespnd t the Heading 1 thrugh Heading 9 styles in the dcument). Clicking the Mdify buttn allws yu t mdify the TOC 1 thrugh TOC 9 styles. (This allws yu t frmat yur table f cntents in the way required by yur bibligraphic style.) Pennsylvania State University and Carla Trgersn.

7 After the table f cntents has been created, if yu right-click in the table f cntents there is an Update Field buttn available in the resulting menu. Clicking this buttn gives yu a bx that allws yu t update just the page numbers r t update the entire table f cntents. If yu have new headings added t the paper, yu need t update the entire table, therwise yu can just update the page numbers. (The page numbers shuld be autmatically updated when the paper is printed, but I like t d the update myself, just t be safe.) * Once the table has been created, yu can click n the text f the table f cntents t be taken directly t that heading in the table. It is treated like a link in a web page and the Web tlbar appears in Wrd, allwing yu t navigate the dcument like a webpage. 3. cmments (used like yellw stickies within yur dcument) highlight a piece f text and then g t Insert -> Cmment; the cmments windw pens yu type in the cmments windw (I usually use it fr ntes t either myself r ther peple wh I will be sharing the dcument with) the cmmented text will be highlighted in yellw (and, if the nn-printing characters are turned n, the cmmenter s initials will appear after the text) if yu place yur muse ver the yellw highlighting, a yellw sticky will appear with yur name and cmment in it (imagine hw helpful this can be fr sharing dcuments with clleagues!) click yur muse beside the cmmented text and g t View -> Cmments t pen the cmment windw yu can edit r add t the cmments here. (I really like t d this when I am sharing files with clleagues. I can ask a questin in the cmment and they can answer the questin in the cmment.) shrtcut: if the nn-printing characters are turned n, yu can duble click n the cmmenter s initials t pen the cmment windw t delete a cmment, turn the nn-printing characters n and delete the cmmenter s initials in the Wrd dcument 4. track changes (used when wrking n files with thers) when editing a dcument, g t Tls -> Track Changes -> Highlight Changes ; the Highlight Changes dialg bx appears if yu check the track changes while editing ptin, the track changes tl is turned n nw, as yu edit the dcument, Wrd keeps track f the riginal text and yur changes. Yur inserted text will be in anther clr (usually red r blue), and yur Pennsylvania State University and Carla Trgersn.

8 deletins will be in strikethrughs f the same clr. There will als be a vertical line in the margin beside any lines that have edits. The fllwing is a sample f this: when yu have a dcument that has such edits in it g t Tls -> Track Changes -> Accept r Reject Changes ; and the Accept r Reject changes windw pens. This windw allws yu t find each successive edit and chse t accept r reject it. The Accept All and Reject All buttns allw yu t accept r reject all changes in the entire dcument. shrtcut: if yu right-click n text that has a tracked change, the fllwing menu will appear: this allws yu t quickly accept r reject the change, r bring up the Accept r Reject Changes windw if yu are wrking n a dcument and yu want t make a change that is nt tracked yu just have t turn the track changes ff; g t Tls -> Track Changes -> Highlight Changes ; and uncheck the track changes while editing ptin shrtcut: if yu right-click n text that has a tracked change, yu can turn the track changes n and ff by clicking n the Track Changes ptin Using Track Changes allws yu t revise and edit a dcument with a clleague and nt wrry if yu change things the ther persn might nt want changed. I use this feature very ften when wrking n shared dcuments. This feature als wrks with mre than tw peple -- each persn s edits will appear in different clrs s yu knw wh made which changes. 5. the reviewing tlbar If yu g t View -> Tlbars -> Reviewing, the reviewing tlbar will cme up. This has the buttns that are needed when using the Cmments and Track Changes features. I like t turn this tlbar n when I am using the Cmments r Track Changes features as these buttns allw me t wrk mre efficiently. Hwever, I dn t need them all the time, s when I m nt using these features I turn the tlbar ff by ging t View -> Tlbars -> Reviewing again Pennsylvania State University and Carla Trgersn.

9 6. tips fr making the best use f AutCrrect crrecting errrs Micrsft Wrd has an AutCrrect feature that changes certain cmmn errrs as yu type them. Fr example, if yu type hte, Wrd autmatically changes this t the. Yu can add t yur AutCrrect list t persnalize it. G t Tls -> AutCrrect and the AutCrrect windw appears: Put yur cmmn errr in the replace field and the crrectin in the with field. Nw, when yu type this errr in the future it will autmatically be crrected fr yu Pennsylvania State University and Carla Trgersn.

10 creating shrtcuts Yu can als use the AutCrrect feature as a timesaver. If there is a lng name, title, r phrase yu ften type, yu can enter this in yur AutCrrect. Fr example, if I put psue in the replace field and Penn State Erie, The Behrend Cllege in the with field like s: I have created a shrtcut. Nw I nly need t type psue t have Penn State Erie, The Behrend Cllege appear in my dcument. Yu can use this with names, titles, phrases -- anything yu type regularly Pennsylvania State University and Carla Trgersn.

11 using frmatted text If yur crrected text r shrtcut always has a particular kind f frmatting, yu can add this t the AutCrrect t. Fr example, if I have a bk title that I have created a shrt frm fr in the AutCrrect and I want the crrected text t always appear in italics, I can add such frmatting int the AutCrrect. in the Wrd dcument windw, type the text that yu want t appear in the with field and add the bld, italics, etc. as yu nrmally wuld highlight the text and g t Tls -> AutCrrect the AutCrrect windw appears with the text in the with field; nte that the Plain Text and Frmatted Text radi buttns are nw available Pennsylvania State University and Carla Trgersn.

12 click n the Frmatted Text radi buttn and the text will appear with its frmatting enter the text yu want fr the replace field and click OK nw when yu type the text frm the replace field, the AutCrrect will change nt nly the text, but als its frmatting Pennsylvania State University and Carla Trgersn.

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