Word and Excel Tips and Tricks
Word and Excel Tips and Tricks
Word and Excel Tips and Tricks
Some of the tips and tricks in this document were copied from the Microsoft HELP screens and
subsequently edited.
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Task Pane: View | TaskPane Then use pulldown menu to select desired task group. 227
Setting your options and preferences: Tools | Options 230
Set default locations for storing your personal files: 235
+ WORD example: Tools | Options | FileLocations | Documents | Modify . . .
Save-My-Settings wizard: Start | ProgramFiles | MicrosoftOffice | Office2003Tools 240
Turn off the StartUp task pane that shows when you open Word or Excel: 235
+ Open any Word or Excel document and select: Tools | Options | Viiew
and then clear the check box under Show | Start-Up Task Pane.
My(Favorite)Places - sidebar menu for File | Open and File | Close 245
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Show clipboard contents and options
+ Show clipboard: Edit | OfficeClipboard or press Control + C twice.
+ Change clipboard options: Show clipboard and click OPTIONS (at bottom of clipboard).
Fast path hot keys for many drop-down menus items are shown next to the items. 265
+ Examples:
- Copy ............. Control+C
- Cut ................ Control+X
- Paste ............. Control+V
- Un-do ............ Control+Z
- Re-do ............ Control+Y
- Underline ....... Control+U ........ (toggles underline on and off)
- Bold ............... Control+B ........ (toggles bold on and off)
- Italics ............. Control+I ......... (toggles italics on and off)
Keyboard shortcuts for fast navigation 265
+ Tab: Depending on context, will either insert a tab space or go to the NEXT item.
+ Shift+Tab: Depending on context, either inserts a tab space goes to PREVIOUS item.
+ Other keyboard shortcuts specific to WORD or EXCEL are discussed in the WORD and
EXCEL sections below
Other keyboard shortcuts: Help | keyboard shortcuts 266
+ For a list of keyboard shortcuts, type keyboard shortcuts in the HELP search box.
+ Additionally, in WORD (but not EXCEL), you can show a list of all commands and
macros that are assigned to either a menu item, toolbar tool, or keyboard shortcut.
(Note that the following procedure does not work for Excel.)
- Select Tools|Customize
(or right-click on any toolbar and select Customize).
- Select the Commands tab and then,
under the Categories section, select All Commands.
- Next, under the Commands section, drag the ListCommands command to any
toolbar or dropdown menu and close the dialogue box.
- To show a list of all commands and macros that are assigned to either a menu
item, toolbar tool, or keyboard shortcut, click on the new ListCommands tool (or
menu item) that you just added/created.
+ Alternate method (for printing a list of WORD’s keyboard shortcuts)
- On the Tools menu, point to Macro, and then click Macros.
- In the Macros in box, click Word commands.
- In the Macro name box, click ListCommands.
- Click Run.
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- In the List Commands dialog box, click Current menu and keyboard settings.
- Click OK.
- On the File menu, click Print.
Selecting text or cells: 267
+ Hold down the SHIFT key while using the arrow keys or clicking the mouse
Multiple non-contiguous selections: 269
+ Hold down the CONTROL shift key while clicking each new selection. 270
Hyperlinks: 270
+ Follow a hyperlink: Hold down the CONTROL shift key while clicking the link.
+ Delete a single hyperlink: Right click and select remove hyperlink.
+ Remove multiple hyperlinks in Excel:
- Enter the number 1 in any empty cell and then copy that entry (Edit | Copy).
- Select the range of cells containing the hyperlinks that you want to remove.
- Edit | PasteSpecial | Multiply
Format painter: This toolbar tool copies formats from one place to another. 275
+ Highlight selected source and click (or double click) the format painter tool .
+ Then select destination text to which the copied format will be painted.
+ If format painter was initiated with a double click, then press ESCape to deactivate.
Spell-check (the highlighted selection)
+ Launch the spell-checker: Tools | Spelling or Function key F7.
+ Edit your custom spelling dictionary (custom.dic) 280
- Typical path is
C:\DocsAndSettings\UserName\ApplicationData\Microsoft\Proof\Custom.dic
- If not there, use WindowsExplorer to search for *.dic
- Double click on it to view and edit it with NOTEPAD. Then re-save.
Password protecting a document and setting permissions for other users
+ Password protection 285
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collectively or individually. You can also give different permissions to different
users. And you tell Excel to track the changes made by each
user/reviewer/editor.
- Both Excel and WORD ... File | SaveAs | Tools | (Security)Options
+ Digital Document Information Rights Management (IRM or DRM) - New In Office 2003
- To set IRM permissions: File | Permissions (New in Office 2003)
- On first use, you will be prompted to set up a free (for now) account.
- Can set permissions for viewing, printing, editing, copying, forwarding, etc.
- Guest users visit a free (for now) Microsoft website to “unlock” their permissions.
Headers and footers:
+ WORD: ........ View | HeadersAndFooters
+ EXCEL: ........ File | PageSetUp | HeaderFooter
Document properties:
+ Inserting key words and other meta-data in your document properties window makes
it easier to search for (and find) the document.
+ You can set up your PC to automatically prompt you to fill in document properties data
when saving a new document for the first time.
- WORD example: Tools | Options | Save | PromptForDocumentProperties
+ To set, change, or view document properties - - - File | Properties
+ As a minimum, you should click on the SUMMARY tab and enter a title, subject and a
few key words.
Add features to Office applications: 290
+ Start | ControlPanel | AddRemovePrograms | MicrosoftOffice | Change |
AddOrRemoveFeatures | ChooseAdvanceCustomizationOfFeatures | Next
Find / Replace: Control+F
Help: Press the F1 function key or type a few key words in the TYPE A QUESTION FOR
HELP box (usually at the top right of the screen).
Turn off the Office Assistant (the animated HELP character): 295
+ Help | Show(OrHide)TheOfficeAssistant
+ For other info about how to use the Office Assistant, type OFFICE ASSISTANT or
simply ASSISTANT in the TYPE A QUESTION FOR HELP box.
Zoom in to make text easier to read (or out to see more of document): View | Zoom 300
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Toolbars: 310
+ View or hide toolbars: View | Toolbars
+ Build a new toolbar: Tools | Customize | Toolbars | New
+ Add (or remove) tools to (or from) a toolbar:
- Tools | Customize | Commands
- Then drag commands to any toolbar (or off any toolbar)
Talking with your computer: Voice-to-text or text-to-voice: Tools | Speech 315
Nudging, aligning, selecting, and displaying images, photos, graphics, etc.: 320
+ Nudge: Select the object and use the arrow keys to nudge/move it one pixel at a time.
+ Move perfectly horizontally or vertically: Hold the SHIFT key while dragging.
+ Select several graphics at once: - Several ways to do this. Try any of the following:
- Click the first one, then while holding the shift or control key, select the others.
- Or,
+ Open the DRAWING toolbar (View | Toolbars | Drawing)
and click the SelectObjects Tool. (Looks like an arrow, almost like this: .)
+ Then click and drag a rectangle around the objects that you want to select.
+ To escape from SelectObjects mode, either press the ESCape key
or click the SelectObjects tool again.
+ Linking two or more graphics together so they behave as one:
- Select them all. (How to select several graphics at one is described above.)
- Right click the selection and click on GROUP.
+ Use layers to put one object on top of (or behind) another:
- Right click the object and select ORDER.
+ Change format of an object (e.g, change arrowhead type, border weight, etc.):
- Right click the object and select Format . . .
+ Other things you can do with OBJECTS:
- Click the object and then try the various tools on the DRAWING toolbar.
(To view of hide the DRAWING toolbar: View | Toolbars | Drawing.)
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EXCEL
Customize how Excel starts: 415
+ Open a workbook automatically when Microsoft Excel starts
+ Use startup switches when you start Excel
+ Stop a workbook from loading when Excel starts
+ Start Excel without running automatic macros
+ Start Excel without the Startup task pane
+ Use a template to save workbook settings you want to use every time you start Excel
+ All of the above are explained at
http://office.microsoft.com/en-us/assistance/HP051993911033.aspx
Smart tags: 420
+ Tools | AutoCorrectOptions | SmartTags
+ Example (after PASTE): Choose between preserving source or destination formatting.
Auto-complete, auto-format, auto-text, etc.: 422
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Evaluating a formula: 432
+ View | Toolbars | FormulaAuditingAndTracing | EvaluateFormula
+ Alternate method: Tools | Customize | Commands | Tools | Evaluate Formula
Trace precedent and dependent cells (helpful for debugging circular references) 440
+ This tool is on the same toolbar as described in “Evaluating A Formula” (above).
Add a “watch window” to see how changes in one cell affect the value in another: 425
+ Right-click the cell(s) to be watched and select AddWatch
Pivot tables: For organizing data and exploring “what if” scenarios. Data | PivotTable . . .
Data filters: Data | Filter 445
Add comments to cells: Insert | Comment 450
Annotate a worksheet with text boxes and arrows. View | Toolbars | Drawing 460
Add shadows and other 3-D effects to text boxes and to other drawing shapes 465
+ View | Toolbars | Drawing
+ Then select the button(s) for either shadow style or 3-D Style.
Use the drawing tools (and drawing toolbar) to highlight key items on a worksheet:
+ Move the various drawing layers in front or behind each other: RightClick | Order
Camera tool: Tools | Customize | Commands | Tools | Camera 470
Display cell contents in a shape or text box 452
+ Click the or text box you want to link.
+ In the type an equal sign (=).
+ Click the worksheet cell that contains the data or text you want to link to.
+ Alternatively, you can type the reference to the worksheet cell. Include the sheet name,
followed by an exclamation point, for example: Sheet1!F2
+ Press ENTER.
+ Note You cannot use this procedure in a freeform, scribble, line, or connector.
Triangular colored error indicators in cell corners (new) 475
+ Different colored triangles in the different corners of a cell indicate formula errors,
comments, or SmartTag. To view the item, hover over the triangle and/or right-click it.
- A green triangle in the upper-left corner of a cell indicates an error in the formula
in the cell. If you select the cell, Trace Error appears. Click the arrow next to
the button for a list of options.
- A red triangle in the upper-right corner of a cell indicates a comment in the cell. If
you rest the mouse cursor over the triangle, you can view the text of the comment.
- A purple triangle in the lower-right corner of a cell indicates a smart tag. If you rest
the mouse cursor over the triangle, Smart Tag Actions appears. Click the
arrow next to the button for a list of smart tag options.
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+ To customize the triangles (change colors, etc.): Tools | Options | ErrorChecking
+ For more info, enter ERROR INDICATOR or ABOUT TRIANGLE INDICATORS IN
CELLS in the TYPE A QUESTION FOR HELP box or simply type COLORED
TRIANGLES in the HELP search box or go to
http://office.microsoft.com/en-us/assistance/HP030895521033.aspx
The DATA menu
+ Data | Text-To-Columns (previously called PARSE)
+ Data | Validation
+ Data | Sort
+ Data | Filter
+ Data | Form
+ Data | GroupAndOutline - – More on this under “Grouping and outlining”, below.
+ Data | List (new) – More on this under “Lists”, below.
Grouping and outlining: Data | GroupAndOutline | Group
+ Example: MyDocumemnts\Excel\Taxes\ComputerLog.xls
Lists (new): Custom lists. Filling a series with weekdays
+ Example – Add new items to a summed list:
- Highlight the cells you want to make into a list and click: Data | List | CreateList.
- In any cell not in the list, type a formula for the sum of the list.
For example =SUM(A1:C1) where A1:C1 represents all cells in the list.
- Click anywhere in the list to see a box where a new item can be entered.
- Enter the new item and the SUM reference will automatically update to include it.
+ To see other LIST options: View | Toolbars | List
Voice confirmation of entered data: Tools | Speech | . . . 480
Using the auto-sum info box (on the right side of the status bar). Right click on it. 485
+ Right click this box to show statistics such as sum, average, max, etc for selected cells.
AutoSum: Alt=
Avoid broken lines and gaps caused by missing data on XY charts: 490
+ Replace missing data with the following error message: #N/A or =na().
+ Or, click a chart and select Tools | Options | Chart | ActiveChart | PlotEmptyCellsAs
Custom fills (such as photos and logos) on Excel bar charts, column charts, etc. 495
+ Location of PSN’s demonstration file for this:
- C:\Documents and Settings\Paul S. Natanson\My Documents\Excel\MISC\
Math and graphics plotting demos\ExcelChartTexturedWithLogos.xls
+ After creating a chart, right-click on any bar or column and select FormatDataSeries.
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+ In the AREA fill selection box, click on FillEffects.
+ In the PICTURE tab, click on SelectPicture.
Quick chart (keyboard shortcut): 496
Entering credit card numbers, dates, zip codes and other numbers as text strings: 500
+ Use a leading tick mark ( ‘ ) to enter text strings that look like dates (e.g., 10-6) and/or
credit card numbers, etc.
+ Alternate method for postal zip codes, phone numbers, and social security numbers
- From the pulldown menus, select Format | Cells. Then select the Number tab.
- In the category box on the number tab, select special.
+ Another alternate method for formatting postal codes and other numbers.
- Enter the zip code in any cell. In this example, lets assume that it is in Cell A1.
- In any other cell enter the following formula =TEXT(A1,"00000")
- This converts the number to text with five significant digits.
+ For more about custom formats see section entitled Custom formatting of …, below.
Prevent text strings that look like dates from being treated as dates: 503
+ If you type 5-2 in an Excel and press ENTER, the entry will be replaced with May 2.
+ To tell Excel that you want it to do a calculation, start with a mathematical symbol
such as an equal sign (=), a plus sign (+), or a minus sign (-). For example, if you
type =5–2 and press ENTER, then your entry will be replaced with 3.
+ If you really want the value in the cell to show 5-2, then - - -
- either precede your entry with a tick mark (‘) as in ‘5-2
- or format the cell as text (Format | Cells | Number | Text) before making the entry.
Calculations involving dates and times 505
Time and Date functions: E.g., =Now() and other date and time functions
+ Current date and time ......... =Now()
+ Current date ........................ Control ; (Control SemiColin)
+ Current time ........................ Control Shift : (Control Shift Colin)
Formatting dates: Format | Cells | Date or Format | Cells | Custom 510
+ Example: On what day of the week were you born?
- Enter date. Then, Format | Cells | Custom | Type: ddd (or dddd)
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Custom formatting of numbers, dates, and times (e.g., Preceding numbers with text)
+ Format | Cells | Number | Custom
+ For help with custom formats, enter either of the following in the Excel help search box:
- Guidelines for custom number formats
- Create or delete a custom number format
Conditional formatting: Format | ConditionalFormatting 515
Converting decimal values to halves (1/2’s), quarters (1/4’s), eighths (1/8’s), etc.: 518
+ First round the value to the nearest multiple of the desired fractional increment.
Example: Round the value in Cell A1 to the nearest sixteenth: =MROUND(A1, 1/16)
+ Then format the resulting value as the desired type of fraction.
Example: Format | Cells | Number | Fraction | UpToTwoDigits
Convert numbers and dates stored as text to numbers and dates: 519
+ Cells that are formatted as text are left aligned.
+ Numbers that are preceded with a tick mark (‘) or which are entered in cells which have
been formatted as text will be left aligned and treated as text.
+ An error indicator (a green triangle in the top left corner of the cell) appears
if either of the following occurs:
- A number is being treated as text (either because it is preceded with a tick mark or
because it has been entered in a cell that has been formatted as text)
- A date with a two digit year (such as 12-25-06) is being treated as text (either
because it is preceded with a tick mark or because it has been entered in a cell
that has been formatted as text)
+ Simply reformatting the cell will not get rid of the error indicator. (A bug in Excel?)
+ To reformat the cell and remove the error indicator:
- Either
Reformat the cell as a number, date, etc. (Format | Cells | - - - ) and
Re-enter the value that you want to appear in the cell
- Or (especially useful for large ranges of cells)
If the value is supposed to be a number (rather than a date):
+ Select a blank cell that you know has the General number format.
+ In an empty cell, type the number 1 and press ENTER.
+ Select the cell, and on the Edit menu, click Copy.
+ Select the range of "numbers stored as text" that you want to convert.
+ On the Edit menu, click Paste Special.
+ Under Operation, click Multiply, and then click OK.
+ Delete the content of the cell entered in step 2.
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+ For more on this
- See Tip 5 at http://office.microsoft.com/en-us/assistance/HA012110041033.aspx
- Or type either of the following in the Excel HELP system’s search box:
convert numbers stored as text to numbers
convert dates stored as text to dates
Functions and formulae: 521
+ When you start typing a function or formula (usually starting with an equal sign, the
function name and an open parenthesis [ example =SUM( ] ), a tool tip will appear
showing the required and optional elements of the function.
+ For help with those elements, click on the tool tip.
+ Commonly used formulae:
http://office.microsoft.com/en-us/assistance/HP052001271033.aspx
Create and use a custom worksheet function: 522
+ http://office.microsoft.com/en-us/assistance/HA010548461033.aspx
Stock Prices: (Here are two very different and independent methods.) 523
1) Smart Tags Method (new in Excel 2003):
- Be sure that Financial Symbol Smart Tag Lists are turned on:
- Tools | AutoCorrectOptions | SmartTags
- Type a stock symbol (using all capital letters) in any cell.
- Before leaving that cell, click on the smart tag option button attached to that cell.
2) MSN MoneyCentral Stock Quotes add-in method:
- Download the MSN MoneyCentral Stock Quotes free add-in and toolbar:
- www.microsoft.com/downloads and
enter msn stock quotes in the search box.
- Type a stock symbol in any cell and, on the MSN Money Stock Quotes toolbar,
click on the Insert Stock Quotes button.
In-cell editing: Double click or press function key F2 to start and stop in-cell edit. 524
+ To allow (or dis-allow) in-cell editing: Tools | Options | Edit | EditDirectlyInCell
Copying a formula:
+ Edit | Copy then highlight destination cell(s) then Edit | Paste
+ Or, highlight the source cell and drag its lower right handle up, down, left, or right.
Relative vs absolute references (e.g., when copying formulae). 525
+ F4 cycles among styles. (In WORD, etc. F4 repeats your last action.)
+ Example: Multiply a column of numbers by a constant that is stored in another cell.
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User-defined names and constants: Defining constants, named ranges, etc. 530
+ Insert | Name | Define
Then, in the RefersTo box type the address of the cell (or range of cells)
or type a formula that creates a constant ( for example = 3.14159 ).
+ Or (maybe?) with the range selected, just type the name in the ADDRESS box at the
top left of the screen?
Go to a user-defined named range: Edit | GoTo (or Control+G or F5) 530
Use (or go to) the intersection of a named column and a named row: 530
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Fit text within a cell (or group of cells): 550
+ Force a line break in a single cell: Alt+Enter (instead of Shift+Enter)
(In Excel, Shift+Enter goes to the top of the selected range.)
+ Automatically wrap text in a cell: Format | Cells | Alignment | WrapText
+ Shrink text until it fits: Format | Cells | Alignment | ShrinkToFit
+ Adjust column width (or row hgt) to fit selection: Format | Column (or Row) | AutoFit
+ Merging (or unmerging) several cells into one:
- Select the cells to be merged.
- Then - - - - Format | Cells | Alignment | MergeCells
- To unmerge, highlight the cell and uncheck the MergeCells box.
+ Force excess text in a single cell to wrap to adjacent below and right:
- Select the cells containing the text and enough blank cells to contain the excess.
- Then - - - - - Edit | Fill | Justify
See contents of a cell that is too narrow to display its contents: 553
+ Numbers that are too wide to display within a narrow column are shown as #####.
+ To view the too-wide value, use one of the methods discussed in previous paragraph,
or, hover over the cell to see a ToolTip that shows its value.
Fit printed output on the printed page(s): 555
+ File | PageSetup
+ Or, File | PrintPreview | Margins. Then click and drag margins and column widths.
+ Or, File | PrintPreview | PageBreakPreview. Then click and drag page boundaries.
+ Or, File | PrintPreview | Setup
Setting or clearing the print area: 560
+ If not set (or if cleared), then default print area is the entire filled area.
+ To set or clear the print area: File | PrintArea | Set(OrClear)PrintArea
+ To view the print area (if set): Edit | GoTo (or Control+G or F5) | PrintArea
Copying and moving cells, rows, or columns: 565
+ Edit | Copy (or Edit | Cut) followed by Edit | Paste
+ Or Control+C (or Control+X) followed by Control+V
+ Or, after copying or cutting the source cells, select Insert | CopiedCells
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+ Or to move (or copy) a group of cells or an entire row (or column):
- Select the group. To select an entire row (or column), click on the left (or top).
- Hover over the edge of the selected area until cursor changes to
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Open another instance of that same document: Window | NewWindow 600
+ Why? Example: Show formulae in one and results in the other.
Compare two documents: (New in EXCEL 2003) (for synchronized scrolling, etc.)
+ Open two documents and then select: Window | CompareSideBySideWith . . .
Custom views of a spreadsheet: 585
+ To store or view a custom view (zoom level, hidden rows, etc.): View | CustomViews
+ To add the CustomViews drop-down view selector tool to a toolbar::
Tools | Customize | Commands | View | CustomViews - - - - and drag to any toolbar
Entering data in a block of cells: 585
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WORD
Customize your NORMAL template
+ Open and modifying the existing NORMAL template:
- File | Open
- Typical/probable path (for Office2003):
C:\Documents and Settings\UserName\Application Data\Microsoft\Templates\
Normal.dot
- Make changes and re-save.
Create a custom template: 720
+ Based on another existing document:
- File | SaveAs | DocumentType=DocumentTemplate
- Typical/probable path (for Office2003):
C:\Documents and Settings\UserName\Application Data\Microsoft\Templates\
TemplateName.dot
Smart tags: Tools | AutoCorrectOptions | SmartTags 725
Auto-Correct, auto-complete, auto-format, auto-text, etc.: 730
+ Tools | AutoCorrectOptions
+ In addition to automatic insertion of text, can also insert pictures and other graphics.
+ Examples of text that can be replaced automatically as you type:
- => becomes
- +- becomes (plus or minus)
- Natanson becomes Paul S. Natanson etc.
- A double dash (to short N-dashes) are replaced with a single long M-dash (–).
- Three dots (...) becomes an ellipsis (…)
- Text that looks like a hyperlink is replaced with a real hyperlink: [email protected]
+ If AutoText fails to expand automatically, press F3.
+ To turn off a specific auto-text, hover over the corrected text and click on the smart tag.
Bullets and numbering (of lines and paragraphs): Format | BulletsAndNumbering 735
+ Turn off auto bullets and numbering: Tools | AutoCorrect | AutoFormatAsYouType
+ Insert line nmbrs (like in legal documents): File | PageSetup | Layout | LineNumbers
+ Create an outline (The following was copied from the results of entering CREATE AN
OUTLINE NUMBERED LIST in the TYPE A QUESTION FOR HELP box [which is
usually at the top right of the screen]).
1. On the Format menu, click Bullets and Numbering, and then click the Outline
Numbered tab.
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2. Click a list format that does not contain the text "Heading", and then click OK.
The first number of the list is displayed in the document.
3. Type the list text, pressing ENTER after each item.
Subsequent numbers are automatically inserted at the beginning of each line at
the same numbering level.
4. To move an outline numbered item to the appropriate numbering level, do one of
the following on the Formatting toolbar:
• To demote the item to a lower numbering level, click a list number, and click
Increase Indent.
• To promote the item to a higher numbering level, click a list number, and
click Decrease Indent .
Page breaks and section breaks: Insert | Break
Prevent pg break between paragraphs: Format | Paragraph | LineAndPageBreaks 740
Page and section numbering: 745
+ Select the starting number for each section: Insert | PageNumbers | Format
+ Include a page number as a field code in a custom footer: (Example: “Page 3 of 6”)
- View | HeaderAndFooter | Insert | Field | Page
- View | HeaderAndFooter | Insert | Field | SectionPages
Field codes: (number of words, date, section pages, etc.) 750
+ To insert a field code: Insert | Field
+ To toggle between field codes and thieer results: Alt+F9
+ To update field codes in a selected area: Highlight the area and press function key F9
+ To unlink and freeze a field code so that it no longer updates: Control+Shift+F9.
+ To update fields automatically before printing: Tools | Options | Print | UpdateFields
+ To view and/or edit the code in a field code: Tools | Options | View | FieldCodes
+ For other field code options (e.g., preventing updates) search for Field Codes in Help,
Bookmarks and references: (the REF field code) 755
+ Create a bookmark: Insert | Bookmark
+ View bookmarks: Tools | Options | View | Bookmarks
+ Go to a bookmark: Edit | GoTo (or Control+G or F5) | GoTo | Bookmark
+ Insert a hyperlink to a bookmark: Insert | Hyperlink | Bookmark
+ Reference a bookmark: Insert | Field | Ref | BookmarkName
+ Reference the page number of a bookmark: Insert | Field | PageRef | Bookmark
Auto-increment of figure numbers, table nmbrs, etc.: Insert | Reference | Caption 757
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Calculations in WORD: (The following was copied and edited from the results of entering
REFERENCING CELLS IN A TABLE in the TYPE A QUESTION FOR HELP box and also
from the results of PERFORMING CALCULATIONS ON A TABLE.) 760
+ SUM (or AVERAGE, MIN, MAX, etc.) for numbers in a table
- Click the cell in which you want the sum (or average or other function) to appear.
- On the Table menu, click Formula: Table | Formula
- Change the argument to any of the following: ABOVE, BELOW, LEFT, RIGHT,
or cell references such as a1, b3, c3. See below for examples.
- In addition to SUM (or AVERAGE), you can also use MIN, MAX, etc.
- To view and/or edit a field code, see the section (above) entitled Field Codes.
- Examples (for finding the AVERAGE of the groups of cells shown below)
=average(b:b) or =average(b1:b3)
=average(a1:b2)
=average(a1:c2) or =average(1:1,2:2)
=average(a1,a3,c2)
+ SUM (or AVERAGE, etc.) the values of several bookmarks
- Assign bookmarks to each number that you want to include in your formula.
(Instructions for creating a bookmark, are in the Bookmarks And References
section, above.)
- Insert | Field | =(Formula) | Formula
- After the equal sign (in the FORMULA box) type the bookmarks that you want to
sum. Example: = BookMark1 + Bookmark 2 + Bookmark3
- To view and/or edit a field code, see the section (above) entitled Field Codes.
Inserting a mathematical equation: 761
+ Insert | Object | Create New | Microsoft Equation 3.0.
(If Microsoft Equation Editor is not available, you might need to install it.)
+ Example
7b / 2
4633
45 y 873 a
2 6
ma
+ To make the sides of the box extend to the margins, be sure to that the box includes the
paragraph control character, ¶, within its enclosure, thus enclosing the entire paragraph
instead of just the selected words.
+ When enclosing just a few words, you can force a space between the last character and
the right side of the box by ending your selection with a required space
(Cntrl+Shift+Space).
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Hidden text: (a not so good way to annotate a document) 764
+ Force WORD to insert a space or hyphen but not allowing line break at insertion point.
- Required non-line breaking space - - Control+Shift+Space
- Required non-line breaking hyphen - - Control + Shift + - (Control+Shift+Hyphen)
View non-breaking spaces, paragraph marks, tabs, and other non-printing characters:
+ Tools | Options | View | FormattingMarks 766
+ Or, click on the ¶ tool on your tool bar to toggle some of your customized settings.
Reveal Formatting: 766
+ Copy the section break (at the end of the sopuce section) to the end of the destination
section.
- The reason this works is because section formatting is stored in the sometimes-
hidden section break symbol at the end of the at the section.
Auto-Summary: Create a summary of your document. Tools | AutoSummarize 769
Fit to page. (The following was copied from the Word2003 HELP system.): 770
+ File | PrintPreview | ShrinkToFit
+ Example: Prevents a short document from running onto a second page.
+ File | PrintPreview | ShrinkToFit
+ In PrintPreview mode, the ShrinkToFit button, on your toolbar, looks like this: .
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+ Prevents a short document from running onto a second page).
+ Works best with short documents with only small amount of text on last page.
+ Note: To shrink the document, Microsoft WORD decreases the font size of each font
used in the document. Before saving a document, you can undo a Shrink-To-
Fit operation by clicking File | UndoShrinkToFit. However, after saving and
closing the document, there is no easy way to restore the original font sizes.
Multi-page print preview: 772
+ File | PrintPreview
+ Then - - - View | Zoom
+ Then click on the ManyPages button and highlight anywhere from 1 by 1 to 9 by 12.
Insert a Hyperlink (to a bookmark [described above], to another document, etc.): 773
+ Highlight text that will launch your hyperlink and select - - - Insert | Hyperlink
Follow a hyperlink (new): Control+Click 775
Synonyms and translations: Right click on any word and select synonym or translate. 780
Turn off overtype (OVR) mode: Tools | Options | Edit | Uncheck overtype mode 785
+ Toggle overtype (OVR) mode on or off: Double click OVR on the status bar.
Use INSert key for paste (instead of for toggling overtype mode (OVR): 790
+ Tools | Options | Edit | Use the INS key for paste
Insert a simple table of contents (TOC): 795
+ In the main body of the document, select each heading paragraph (typically a one-line
paragraph) and use the STYLE box to assign a heading style to it (available heading
styles include Heading1, Heading2, etc.). Another way to set the style
is: Format | StylesAndFormatting.
+ To create a TOC form the above headings: Insert | Field | TOC
Headers and footers: View | HeaderAndFooter
Footnotes and end notes: Insert | Reference | Footnote 800
Track changes: Tools | TrackChanges Also try: View | Toolbars | Reviewing
Voice features: Dictating (input) and reading (output) text: Tools | Speech 805
Setting your personal preferences: Tools | Options 810
+ Example: Tools | Options |Compatibility |
Don’t expand character spaces on line ending with Shift+Return
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Tabs: 815
+ Setting tab stops: View | Ruler then Format | Tabs (or double click on the RULER)
+ To move a tab stop, simply drag it along the ruler.
- For more precise control, hold the ALT key while dragging.
+ Executing a tab movement:
- If NOT within a table, simply press the TAB key.
- If within a table, Control + TAB
+ Character leaders demonstration ...... These leading dots were made with a tab leader.
Hanging indents: (These keyboard shortcuts behave a bit differently when within a table.)
+ Used to indent all lines in a paragraph EXCEPT the first paragraph.
+ For example, can be used to create a bulleted paragraph.
+ First step is to set tab stops on the ruler – described under “Tabs”, above.
+ Keyboard shortcut for creating a Hanging Indent: Control+T
+ Keyboard shortcut for un-creating a Hanging Indent: Shift+Control+T
+ Another way to adjust handing indents is to move the sliders on the ruler.
Customize your context-sensitive right-click menus (a.k.a. “shortcut menus”)
+ Applies only to WORD. (Can do similar in EXCEL, but requires macros.)
+ Select Tools | Customize (or right click on any toolbar and select customize)
+ Then, in the Tookbar tab, check the box for ShortCutMenus to show that toolbar.
+ In the ShortCutMenus toolbar, find and select the short-cut menu that you want to edit.
+ While the selected short-cut menu is still showing (under the ShortCutMenu toolbar),
select the COMMANDS tab in the CUSTOMIZE window and drag the desired
command to the selected short-cut menu.
Creating and adding items to a WORK menu (sometimes called a FAVORITES menu)
+ To add a WORK menu to a toolbar:
- Tool | Customize | Commands
- Under the CATEGORIES section, select BUILT-IN MENUS
- Then, in the COMMANDS section, drag the WORK menu to any toolbar.
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+ To add a favorite file or document to the WORK menu:
- Open the document and, under the WORK menu, click AddToWorkMenu.
+ To remove a file from your WORK menu:
- Press Ctrl+Alt+ - (Control Alt Hyphen) and cursor turns to big black minus sign.
This cursor is VERY powerful and can be used to delete entire menus.
See http://www.logicaltips.com/LPMArticle.asp?ID=542 for cautionary tips.
- Now click the WORK and click on the file in the list you want to remove.
+ Note: The WORK menu is available in WORD but not in EXCEL.
But can use macros to create similar functionality in Excel.
Paste Special 820
+ Example: Paste text without its original formatting.
Edit | PastSpecial | UnformattedText
Searching for special characters: Edit | Find | Find | More | Special 825
+ Example: Find and delete line breaks in pasted text.
=rand(paragraphs,sentences) and other hidden “Easter Eggs”.
+ Just for fun, you can do a Google search for “easter egg” to find many more.
Fix accidental use of CAPS LOCK key: Tools | AutoCorrectOptions | AutoCorrect 830
Toggle caps for highlighted text: Shift+F3 (Cycles through three different caps modes.)
Select whole document: Control+A or Control 5 (on the number pad) document)
Select a column of text (e.g., hanging indent bullet marks at start of paragraph: Alt-Drag
Fast Navigation
+ Home ................................................. Start of line
+ Control+Home ................................... Start of document
+ End .................................................... End of line
+ Control+End ...................................... End of document
+ Control+LeftOrRightArrow ................. Next word
+ Shift key while using any of above ..... Highlight/select from present position
+ Shift space ........................................ Fine tune selection
+ Shift+F5 cycles cursor back through previous 3 or 4 change locations
+ Control plus right (or left) arrow .........next (or previous) word
+ Control plus down (or up) arrow ........next (or previous) paragraph
Other special characters, controls, and keyboard shortcuts that are specific to WORD
+ Shift+Enter (or Shift+Return) ............. Soft line feed (without starting a new paragraph)
(In Excel, this is done with Alt+Enter.
Shift+Enter in Excel goes to the top of the selected range.)
+ Shift+Space ....................................... Hard non-proportional fixed width space
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+ Control+Shift+Space Non-breaking space (prevents line feed break)
+ Control+Shift+Hyphen ....................... Non-breaking hyphen (prevents line feed break)
+ Control+Alt+T or (tm) ........................ Insert the ™ (trademark) symbol
+ Control+Alt+R or (r) ........................... Insert the ® (registered) symbol
+ Control+Alt+C or (c) ......................... Insert the © (copyright) symbol
+ Alt+Shift+T ........................................ Insert the current time
+ More MS/WORD keyboard shortcuts
http://office.microsoft.com/en-us/assistance/HP051866641033.aspx
Page browsing (new): Bottom of vertical scroll bar has selectable browsing control options
+ Browse by page, by section, by edit, by graphic, by find, etc. default is browse by page.
Insert symbols: Insert | Symbol (New feature remembers most recently used symbols.
French and other foreign accents:
+ Control + ’ (tick mark) followed by e ...................... é
+ Control + ’ (tick mark) followed by o ...................... ó
+ Control + Shift + : (colon) followed by o ................ ö
+ Control + Shift + ~ (tilde) followed by n ................. ñ
+ Control + Shift + ^ (six hat) followed by o .............. ô
+ Control + Shift + ^ (six hat) followed by e .............. ê
Split (or unsplit) the screen: 835
+ Window | Split or Window | RemoveSplit or drag the splitter on (or off) the screen.
Open another instance of that same document: Window | NewWindow
+ Why? Example: Show field codes in one and field results in the other.
Compare two documents: (New in WORD 2003) (for synchronized scrolling, etc.)
+ Open two documents and then select: Window | CompareSideBySideWith . . .
Create a mailing envelope with a postal barcode (and add the envelope to a letter): 840
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Some Non-MS/Office and/or Non-Windows
Tips And Tricks
The following are not MS/Office features and therefore really do NOT belong in this handout.
However, I just could not resist. Paul 1-17-06
Change the behavior of your shift key and caps lock key: 860
+ Use SHIFT key to cancel CAPS LOCK
- From the September 2003 issue of PC Magazine - By Neil J. Rubenking (NJR)
- The following was copied and edited from:
http://www.pcmag.com/article2/0,1895,1217969,00.asp
- I, NJR, find it a more convenient to have the Shift key release the Caps Lock
function, as typewriters do. Windows 2000 offers this option during installation, but
most people never notice it. With Windows XP, the feature is available from the
Control Panel, but only when you install another keyboard layout during
installation. I, NJR, have tracked down a way to control this setting after the fact
by manipulating the Registry.
In the Registry key HKEY_CURRENT_USER\ Keyboard Layout, create a
DWORD value and re-name it Attributes, if it isn't already present. (On my PC, it
was NOT already present. PSN 7Jan06) Double-click on it, then choose
Hexadecimal, and set its value to 00010000. Now, when you press and release
the Shift key while the Caps Lock is active, Caps Lock will turn off.
Bill Ruggirello
This tip applies to both Windows 2000 and XP. It won't take effect until you restart
the computer. After you make this change, the Caps Lock key always turns Caps
Lock on and will no longer turn Caps Lock off. To turn off Caps Lock, tap either
Shift key.
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References And Web Sites For More Information 880
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+ Peer to peer bulletin boards, discussion groups, and MVP helpers:
- http://www.microsoft.com/office/community/en-us/default.mspx
- Then click on your product of interest in the left margin.
+ Ask other OFFICE users:
- http://www.microsoft.com/office/community/en-us/wizard.mspx?
lang=en&cr=US&cat=en-us-office&pt=3a4e9862-cdce-4bdc-8664-91038e3eb1e9
Learn Online: Sharpen your Excel Skills (and other slills too):
+ Master the advanced features of Microsoft Office Excel 2003 with a self-paced,
interactive course. Learn how to organize and analyze data; work with PivotTable
dynamic views, database data, and macros; use XML; and much more.
+ To view the entire Microsoft eLearning catalog, go to www.microsoftelearning.com/.
Keyboard Shortcuts for Microsoft WORD:
+ http://office.microsoft.com/en-us/assistance/HP051866641033.aspx
Adding graphics to a WORD document (free on-line video course):
+ http://office.microsoft.com/training/training.aspx?AssetID=RC010264821033
Other on-line video training courses from Microsoft:
+ http://office.microsoft.com/en-us/training/default.aspx
Microsoft’s “Inside Office” newsletter (a monthly newsletter by email):
+ Get the most out of Microsoft Office with the latest news and tips in this monthly e-mail.
+ http://www.microsoft.com/office/using/newsletter.mspx and click on REGISTER
+ or https://profile.microsoft.com/RegsysProfileCenter/SubCntDefault.aspx
+ Might require a free Microsoft PASSPORT to register.
Microsoft OFFICE Resources:
+ microsoft.com/office/experience
Microsoft OFFICE Webcasts:
+ microsoft.com/office/tipswebcasts/
More Tips And Tricks Resources:
+ http://ms-resources.com/discover
Office tips and tricks for administrative assistants:
+ www.microsoft.com/office/admintips/
Office Online Work Essentials (tips for auditors, accountants, CFO’s, etc.):
+ These tips are occupation-specific:
- microsoft.com/occupations/
- microsoft.com/occupations/auditorandaccountant
- microsoft.com/occupations/CFO
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Microsoft At Work:
+ www.microsoft.com/atwork/
Stephanie Krieger’s blog:
+ Stephanie, who is a Document Production Expert” and trainer, is also a
Microsoft Office WORD MVP (Most Valuable Professional) - - - - - www.arouet.net
Free online MS/Office courses at the HP (Hewlett-Packard) Learning Center:
+ A variety of classes for Microsoft Office including Word, Excel, PowerPoint, and more.
+ http://office.microsoft.com/en-us/marketplace/EM012060381033.aspx
Free preview of the next version of MS/Office (Office12, due for release in 2007):
+ Video demo: http://www.microsoft.com/office/preview/ui/demo.mspx
+ Text and pictures: http://www.microsoft.com/office/preview/default.mspx
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WindowsXP Tips And Tricks
(and a few lesser-known features)
- - - DRAFT - - - DRAFT - - - DRAFT - - - DRAFT - - - DRAFT - - - DRAFT - - - DRAFT - - -
This handout as well as handouts from some of PSN’s other courses and presentations are
available under the “Free Courses” link at http://excelvbaprogramming.homestead.com/.
The tips and tricks in this document are mostly based on Microsoft Windows XP. However
many of the items in here also apply to older versions too.
Some of the items under consideration for possible inclusion in this section include:
Hiding the icons on your desktop - from ~March 2006 computer magazine article.
Customizing your START menu
Backing up your computer
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Windows XP
Use “clear-type” fonts (to make screen fonts easier to read) 250
+ Start | ControlPanel | Display | Appearance | Effects |
UseFollowingMethodToSmoothEdgesOfScreenFonts | ClearType
Find All Files (Copied from Pg 79 of the April 2006 issue of PCWorld Magazine) 260
+ When you tell Windows to search for a file, it ignores files with unknown file types.
+ To see a list of known file types:
Open WindowsExplorer and select Tools | FolderOptions | FileTypes
+ To assure that all files will be found during a search, edit the registry as follows:
- Start | Run | RegEdit
- Navigate to
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\ContentIndex
- In the right pane, double click on FilterFilesWithUnknownExtensions and, in the
ValueData box, change the 0 to a 1.
+ Tip: When using WindowsExplorer to search for files, to be sure that all files are
searched, click one of the following in the SearchCompanion pane:
- Under OtherSearchOptions, click on AllFilesAndFolders - or -
- Under either WhatDoYouWantToSearchFor or TypeOfFile, cick AllFilesOrFolders.
And, if doing an ADVANCED search, you might also want to check the boxes for
- SearchSysetemFolders
- SearchHidenFilesAndFolders
- SearchSubfolders
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Block third party cookies in Internet Explorer 270
(Copied from Pgs 140-141 of the April 2006 issue of PCWorld Magazine)
+ Third party cookies often come from banner advertisements on a website that does not
belong to the banner owner, but placed with permission of the site owner and can be
used to track your browsing at sites served by the ad network so that they can
subsequently present ads that target your interests.
+ To stop third party cookies, open InterrnetExplorer. Then click
Tools | Internet Options | Privacy and set your privacy to Medium or higher.
+ http://blogs.msdn.com/tiptalk/archive/2006/02/23/538148.aspx
- Keep favorite programs near top of menu
- Alphabetize menu items
- Speed up the menu display
- Many more.
+ From screen resolution to background photos, you can make Windows XP look and
work the way you want.
+ http://www.microsoft.com/windowsxp/using/setup/customize/default.mspx
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References And Web Sites For More Information 880
+ http://www.microsoft.com/athome/default.mspx
Microsoft At Work: (Tips for using Microsoft products at the office.) 270
+ http://www.microsoft.com/atwork/default.mspx
Five Cool Windows XP Tips: 270
+ http://www.microsoft.com/windowsxp/homeusers/articles/5tips.mspx
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More Office tips to be added later:
Excel
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
Word
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
+ xxxxxxxxxxxxx
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