Home | Our Constitution | Our Projects | Business Opportunities | Links

Microsoft Word Tips
HOW TO KEEP A JOURNAL IN WORD

Keeping a journal of your daily experiences isn't easy. You must make time to write down your journal entries by hand or key each of them into a document. But remember that no matter how you create it, you must secure your journal to keep it private. Today, we begin a series on how to use Word to create and protect your electronic diary. First, you can use the "big giant document" approach to creating your journal. For example, suppose you create one document named "Mylife" and enter each new entry at the bottom of the document. * PROS: The best thing about the single document journal is its simplicity. Also, making a backup copy of the document is easy because you only have one filename to worry about. And if you want to review previous entries, they're all right there in front of you--there's no fussing with opening additional Word documents. To label entries according to the time they were entered in the journal, go to Insert | Date And Time and select one of the formats that are available. * CONS: The main problem with the single document method is that if you delete or damage the document, you lose everything. Therefore, your disaster recovery plan should include frequently making a safe, reliable backup copy of your ever-expanding journal. Next time: The multiple document approach.

ADDING A CLOSE BUTTON

In Word 97 and 2000, your users can open the Open dialog, save the current file, or print the open document with one click of the mouse. But what if they want to CLOSE the current document? That would require going to File | Close or clicking the document's Close Window button. Although the Close button lets you close a document with a single click, many Word users prefer to keep their frequently used shortcuts on the left side of the toolbar. Fortunately, it's easy to add a Close button to the Standard toolbar. Here's how. Go to View | Toolbars and select the Customize option. Click the Commands tab, and select File in the Categories drop-down list box. Then, in the Commands list box, click on the Close icon and drag it onto your Standard toolbar. When your mouse gets close to the toolbar, the "X" under the mouse will change to a plus sign (+), indicating that releasing the mouse will put the shortcut icon on the toolbar. Once you've "dropped" the icon onto the toolbar, simply click Close to dismiss the Customize dialog box. If you later decide to delete that shortcut, or any other Standard toolbar shortcut, use View | Toolbars | Customize | Commands. Then click once on the shortcut to select it, hit the Modify Selection Button, and select Delete.

NEW RESOURCE FOR NETWORK ADMINISTRATORS!

For TechRepublic members only--TechProGuild is the premium online support service for front-line IT pros. As a TechRepublic Passport holder, you're aware of the depth of information and expertise that your Passport provides you. Now go further with TechProGuild and get administration and support help for Windows, NT/2000, Linux and NetWare! Follow this link to try it FREE for 30 days! http://www.techrepublic.com/ad_click_in.jhtml?id=437

SAVE TIME WITH CLOSE ALL AND SAVE ALL

In yesterday's tip entitled "Adding a Close button," we showed you how to customize your Standard toolbar by adding a Close button. Your users will appreciate having the Close button in the same toolbar neighborhood as the New, Open, and Save buttons. Unfortunately, the Close button only affects one document at a time. But suppose your users are working on five or six documents, and they want to close or save all of them at once? Here's the solution you can share with your Word 97 and 2000 users: Hold down the [Shift] key while clicking on the File menu. (Note: This trick won't work if you try to display the File menu using the [Alt]F shortcut.) When you hold down the [Shift] key and click on File, Word adds two new options to the File menu: Close All and Save All. When you select Close All, Word will start the process of closing all of your open documents, prompting you about saving changes when appropriate. You can interrupt this process at any point by clicking the Cancel button. When you select Save All, Word saves the most recent versions of all of your documents (without confirmation) but leaves the documents open. Not only will this tip save your users time, but it also ensures that they won't lose their work!

RENAMING AUTOTEXT ENTRIES

Since you're experienced in Word, you're probably a big fan of AutoText. This feature lets you replace short abbreviations with words, phrases, or even graphic images. You can type the AutoText abbreviation and press [F3]. Or, if you've activated AutoText's AutoComplete feature, Word will suggest AutoText when it detects that you've started typing an AutoText entry, and you can press [Enter] to complete that entry. (To view the AutoComplete checkbox, use Tools | AutoCorrect and click the AutoText tab.) Problems can arise when you want to rename an AutoText entry. Open the Insert menu and select AutoText twice, which opens the AutoCorrect dialog box with the AutoText tab displayed. Notice that the AutoText tab offers Add, Delete, and Insert buttons, but no Rename. Unfortunately, many users will resort to unnecessarily recreating an AutoText entry from scratch. Inform them that Word offers an easy way to rename AutoText entries. First, open the Format menu and select Style. Once the Style dialog box appears, click the Organizer button, and select the AutoText tab. Now, choose the appropriate template (e.g. Normal.dot) in the AutoText Available In dialog box. Locate and click on the entry you want to change in the "In" (appropriate template) field. Select the Rename button, type the New Name, and click OK. That's all there is to it!

NUMBERING WITH LEAD ZEROES

Numbering items in a list is a breeze in Word. All you have to do is go to Format | Bullets and Numbering | Numbered and select a numbering style. Then, each time you press [Enter], Word will automatically number the new line. (If you press [Enter] a second time without typing any text, Word will assume you're finished with the numbered list and remove the number on that line.) The default numbering style doesn't include leading zeroes. However, if you or your users want lead zeroes, Word provides a built-in style that addresses this very problem. To access it, go to Format | Bullets and Numbering | Numbered, select one of the numbered options, and then click the Customize button to open the Customize Numbered List dialog box. Go to the Number Style drop-down list box and select the style that begins 01, 02, 03... When you apply this option, Word automatically pads the single digits with a leading zero. If you need more than one leading zero, just click in the Number Format field and add the extra zero on the left side of the existing two-digit style.

NEED HELP WITH A TECHNICAL FOUL?

Everyone encounters them: technical snafus, strategic errors, career- limiting maneuvers. How can you overcome the problem, find the answer, and turn a dilemma into a delight? Why struggle when you can join our community of IT pros in free Technical Q&A forums. Post solutions to other members' questions and earn valuable TechPoints. Check it out today! http://www.techrepublic.com/promotion.jhtml?pc=NN1061&s=false

HOW TO KEEP A JOURNAL IN WORD

Yesterday, we presented some pros and cons for using a single document to keep a personal (or business) journal. Today, let's look at using multiple documents. Instead of working from a single document, create files with names that identify the time during which you made the journal entries. For instance, you could use Mylife2000, Mylife2001, and Mylife2002 to group a year's worth of entries together. How about making monthly files in a similar fashion, adding the two-digit month (01-12) to the filename? * PROS: Some Word users just don't like navigating in documents that are too large. Those users might be more inclined to keep smaller daily, weekly, or monthly journal files. And if it's not likely that they will go back and reread their journal entries, archiving smaller files as they go may be the answer. The only time they'll have to handle those files again is if they decide to look up an old entry. * CONS: There's a trade-off for using multiple files. Keeping track of multiple journal documents requires more time and effort than maintaining a single file. Searching and reviewing old journal entries takes more time, too. Also, when backup sets are created, there are more files to deal with. Think about it: You must open the old files or use the Open dialog's Text or Property option to pinpoint certain files. Either way takes longer than searching a single document. Stay tuned because tomorrow we're going to fill you in on how to keep your journals safe from disaster.

HOW TO KEEP A JOURNAL IN WORD

In the first and second installments in this series, we went over several approaches for keeping a personal or business journal in Word. Whether you use a single- or multiple-document approach, there's one detail you must take into consideration: file security. Even if someone gains unauthorized access to a user's computer, you can take measures to protect their privacy. First and foremost, make a reliable backup copy of their file (or files) and put it in a secure place. Now, if a computer is stolen or suffers an unrecoverable data loss, you can copy files onto a new computer from the backup media. Here are two tips for making quick backups: * Use File | Save As and change the Save In option to the computer's floppy drive. Click the Save button and then put that disk somewhere safe. * E-mail the file to yourself as an attachment. If you don't have a secure e-mail address at home or at work, establish an account with one of the free Web-based e-mail services. Tomorrow we'll clue you in on how to protect your journals from prying eyes.

HOW TO KEEP A JOURNAL IN WORD

In this series, we've talked about using single or multiple documents to maintain a personal or business journal. In part three, we told you how to make a copy of your journal for a rainy day. Now, in this final installment, we'll explain how Word makes it easy to protect your journal from prying eyes. If someone gains unauthorized access to your computer, you can foil their attempts to open any of your journal documents. Just use Word's password-protection feature to lock everyone out but you. To create a password for your document, use File | Save As, go to the Tools drop-down list, and click the General Options button. In the File Sharing Options For section, enter a unique password in the Password To Open field, and then click OK. When you do, Word will ask you to confirm the password. Enter your password again and click OK. Then, click the Save button to dismiss the Save As dialog box. The next time you attempt to open that document, Word will prompt you to enter the password. Anyone who can't provide the correct password will see a message with the yellow triangle and the exclamation point that says, "The password is incorrect. Word cannot open the document."

TEACH USERS TO LIVEN UP MS WORD DOCUMENTS WITH EXCEL

Are your users looking for a quick and easy way to breathe life into their boring Word documents? If so, check out these tips and teach your users how to liven up their Word documents with Excel. http://www.techrepublic.com/article.jhtml?id=r00320001129det01.htm

TIPS TO HELP USERS REMEMBER THEIR PASSWORD

Do your users constantly forget their passwords? If so, we've got a few pointers to help you solve this dilemma. http://www.techrepublic.com/article.jhtml?id=r00320000913det01.htm

SETTING TABS AND MARGINS PRECISELY

Using the menu system to set tab stops and fine-tuning document margins can be a real chore for many Word users. Using File | Page Setup to change margins and Format | Paragraph | Tabs to tweak tab stops is a text-based process. Visually oriented Word users will like this graphical tool for setting tab stops and margins. (You must display the ruler to use this tip, so if it isn't visible, go to View | Ruler.) To see your tab options (Left, Center, Decimal, and Right), just click on the tab icon on the far-left edge of the ruler. Each time you click the icon, the tab style will change. (Hold the mouse over the icon if you want to view the tip text that identifies each type.) To set a tab, click anywhere on the ruler, and Word will set a tab stop. If you want to remove a tab stop, click on it and drag it off the ruler. AND NOW THE BEST PART Would you like to know the precise position of the tab stop? All you have to do is hold down [Alt] and click the tab marker on the ruler. While you're holding down [Alt] and dragging the mouse to the left or right, Word will display the tab's position as well as the distance between the tab and the left and right margins. The same trick applies to the ruler's left and right margin icons. Hold down the [Alt] key while you click and drag those items, and Word will display the margin settings precisely.

TRAIN MS WORD 2000 USERS TO CUSTOMIZE THEIR TOOLBARS

If you've got users who want to know how to customize their Microsoft Word 2000 toolbars, we've got the answers. These simple instructions tell you how to add, move, and remove whole toolbars and individual buttons. http://www.techrepublic.com/article.jhtml?id=r00320001122det03.htm

WORD SURVIVAL TRICKS: WRAPPING TEXT AROUND A TABLE

Your Word students will get a little extra mileage from your training if you throw in one or two power tips--like this text-wrapping technique. http://www.techrepublic.com/article.jhtml?id=r00320000203jod05.htm

GRANTING READ-ONLY PRIVILEGES

In the Dec. 7, 2000 tip, "How to keep a journal in Word, part 4 of 4," we showed you how Word's password-protection feature helps keep your sensitive documents safe from snoops. (You use File | Save As, go to Tools and select General Options from the drop-down list. Then, in the File Sharing Options For section, type a password in the Password To Open field.) With this approach under your belt, you'll be the only person who can open that file! Sometimes, however, you'll want a select group of people to have access to a document. For instance, suppose you want to allow five coworkers to open and review your password-protected file. You just tell them the password, right? But in cases such as this, you probably don't want coworkers EDITING your file. In effect, you want to grant Read-only permissions to your password-protected file. To do so, use File | Save As, go to Tools, select General Options from the drop-down list, and enter the document's password. Now, type a different password in the Password To Modify field and reenter this password when Word prompts you to confirm it. This way, your coworkers can open the file with the main password, but they will still be restricted from editing the file unless you give them the second password.

POINTING YOUR READERS IN THE RIGHT DIRECTION WITH WORD'S CUSTOM ARROWS

Throw away your highlighter, folks. A better way to get your point across is by using Word's Drawing toolbar to add arrows to your documents. http://www.techrepublic.com/article.jhtml?id=r00320000307jsn01.htm DON'T UPGRADE MS OFFICE UNLESS NECESSARY, GARTNER ANALYST RECOMMENDS If you're considering an upgrade to the latest version of Microsoft Office, look before you leap. Gartner analyst Chris LeTocq recommends that enterprises use careful consideration when upgrading MS Office. http://www.techrepublic.com/article.jhtml?id=r00320001024ggp01.htm

DRAW IT OUT

Are your users having problems with the Drawing toolbar's objects? Do their images sometimes appear skewed when the mouse is moved? It's time we let you in on the secret for creating perfectly proportioned drawing objects in Word documents. The Drawing toolbar's AutoShapes feature lets you draw lines, arrows, callouts, and many other useful shapes for adding visual pizzazz to your documents. You can even create your own shapes using the Rectangle, Oval, and Text Box tools. All you have to do is click on a tool, and then click-and-drag it to create the object, right? Well, many Word users have problems moving the mouse in a straight line. If they want to create a drawing object that retains its proportions--say, for example when they want to draw a perfect square or circle--tell them that they just need to add the [Shift] key. We'll show you what we mean: Select the drawing object (or click on the Text Box), and press and hold [Shift] before you click to start the drawing. If you click the Rectangle tool, you'll draw a perfect square (instead of a rectangle). If you click the Oval tool and click-and- drag, you'll create a perfect circle.

USING WILDCARDS WHEN YOU FIND AND REPLACE IN WORD

There's one thing users don't realize about Word's Find and Replace feature--you can use wildcards to "find" strings that are similar but not identical. Jeff Davis demonstrates how this advanced feature works. http://www.techrepublic.com/article.jhtml?id=r00320000104jed20.htm

TWELVE STEPS FOR DESIGNING EFFECTIVE TRAINING PROGRAMS

If you have to design a new class, a lot of preparation work and practice run-throughs are required for a polished final product. Read through these steps to make sure you're doing everything necessary to create a successful class. http://www.techrepublic.com/article.jhtml?id=r00620000717gli01.htm

WHO SAYS YOU HAVE TO BE NORMAL?

IT departments love standardization. They "ghost" an image to a new machine when a user system crashes. Many Office administrators customize the Normal.dot template as a part of that standard image. That way, your training and support personnel only have to support one official version or Normal.dot. In practice, however, people across different departments in an enterprise have specific needs for their "standard" templates. Fortunately, there's an elegant and simple way to support several different Normal.dot files in your organization: Customize Normal.dot and then save the file under a different name, such as NormalAccounting.dot, NormalMarketing.dot, or NormalQA.dot. If a machine crashes or a new user is hired in one of those departments, you can easily install a copy of the custom template under the Normal.dot name. Many of your users will want to create files based on different "normal" templates at different times. Instruct those users to save all of those "custom Normals" under their custom filenames in an appropriate template directory.

TOP TABLE TRICKS FOR FORM DESIGNERS

Do your students get gridlocked when they work with Word tables? This form design project and handy tip sheet will have them building sophisticated tables in no time. http://www.techrepublic.com/article.jhtml?id=r00320000113jod05.htm

HOW TO START AN IT TRAINING NEWSLETTER

If you need to get the word out about your training programs, consider a newsletter. IT trainer Shannon Stein explains how she developed her brand-new publication to increase class enrollment and spread the training word. http://www.techrepublic.com/article.jhtml?id=r00620000628gcn01.htm

CAN I QUOTE YOU ON THAT?

Creating newsletters, promotional brochures, or other publications? Here's a time-honored trick for grabbing the eye and pulling the reader into your text: Use a pull quote! Here are specific instructions for both Word 97 and 2000. In Word 97, use the Drawing Toolbar's Text Box tool to add a text box to your document. Right-click on the border of the box and choose Format Text Box. Click the Wrapping tab and select a Wrapping Style option. Since we're dealing with a text box, the Square, Tight, and Through options will have the same effect (wrapping text around the perimeter of the box). If you prefer, you can choose the Top & Bottom option to wrap text above and below the text box. Now, select a Wrap To option. This is where you can tell Word to wrap text along either side, the side with the most text, or both sides of the text box. Now for you Word 2000 folks, use the Drawing Toolbar's Text Box tool to add a text box to your document. Right-click on the border of the box and choose Format Text Box. Click the Layout tab and activate a Wrapping Style and the Horizontal Alignment. If you want to be more specific about the wrapping style you want, select the Advanced button. Under the Picture Position tab, you'll see specific choices for Horizontal and Vertical positioning as well as other Options. If you click on the Text Wrapping button, you can tell Word where to wrap the text, such as Behind or Through, in relation to the text box. If you haven't already done so, select your quote. Then type or paste it into the text box, using quotation marks or whatever punctuation is appropriate. Many people who use this feature often italicize, bold, and enlarge the quote for additional emphasis.

DESKTOP PUBLISHING IN WORD: UNDERSTANDING TEXT BOXES

Word processing isn't just about words anymore--most users also need to master the fundamentals of desktop publishing. Here are some text box basics that will help your Word students put the P in DTP. http://www.techrepublic.com/article.jhtml?id=r00319991202jod05.htm

START YOUR JOB SEARCH WITH ONE OF THESE WEB SITES

If you want more money or more satisfaction from your work, now may be the time to start looking for something different. Although these Web sites may not pinpoint your new position, you will be able to research companies and find both leads and advice. http://www.techrepublic.com/article.jhtml?id=r00620000918can01.htm

SPAN A HEADLINE ACROSS COLUMNS

Word makes it easy to format newspaper- or magazine-style documents. Just turn on the Columns feature, and Word will "snake" your text through the prescribed number of columns. But what about page one, or "special" pages like chapter or article titles? For those pages, you'll want to create a title or headline that's in single-column mode and spans across your two- or three-column layout. You'll be pleasantly surprised to see that spanning a headline across columns is incredibly easy. First, insert a continuous section break at the top of your document. Since you want to format the headline section as a single column, enter images and extra-large text you want for your headline in that first section. Next, click anywhere in the second section, hit the Columns button on the Standard toolbar, and select two (or more) columns. When you release the mouse button, Word will immediately apply that multicolumn format to the second section of your document.

NOTE: You need to be in the Print Layout view to see the WISYWYG effect of the Columns setting.

CONFIGURE MS WORD TO FIT YOUR NEEDS

If you're a frequent Microsoft Word user and want to customize some of its default settings, we can help. Learn how to change Word's default file locations, fonts, and page margins. http://www.techrepublic.com/article.jhtml?id=r00320001009det02.htm

SHOW OFF WORD'S AMAZING JUMPING TEXT

Open the door to design flexibility by showing your students how to link text boxes in a Word document. http://www.techrepublic.com/article.jhtml

Home | Our Constitution | Our Projects | Business Opportunities | Links