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Reload this page Microsoft Word

Here are the tips and tricks I have found useful in working with Microsoft Word. Please let us know what you found helpful and what's missing.

Take the Brainbench certification test on MS Word 2002, 2000, 2000 Fundamentals, 97, and 97 Fundamentals


on this page Steps to Writing
on this page Keyboard Tricks
on this page Office 2000
on this page Hyperlinks
on this page Table of Authorities
on this page Coping with Annoying Features


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Set screen Steps in writing and sending a complex document

    1. Smile
    2. Use Windows Explorer to navigate to a folder
    3. Find a template. Word Templates are saved with file extension .dot.
    4. Write a memo
    5. If the document has a title page, check "Different first page" To set Vertical alignment on the whole page, use File > Page Setup > Layout tab.

    6. To set the Heading style to include a line in the Table of Contents, press SHift-Alt-arrow.
    7. To cut-and-paste, include the paragraph mark to include formatting. Or, use Edit > Paste Special > Unformatted text.

    8. To create a different header for each chapter, insert break continuous to create a section, then define headers and footers.
    9. To delete a custom set tab, drag and drop the custom tab mark down anywhere in the document.
    10. Spell-check the memo
    11. Proof-read the memo
    12. Label and Stamp envelope
    13. File a folder

    The Gutter is the space added to the margin for binding.

    If the receipient of your word document doesn't have Microsoft Word on his/her PC, tell them to
    download Download Microsoft Word Viewer for Windows 9x/NT/2000

  Sorry, I lost track of this one.
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Set this at top of window. Keyboard and Mouse Tricks to Speed Your Work

    Movement Actions Formatting
    Go back Shift+F5 Find Ctrl-F
    Go to Ctrl-G
    Replace Ctrl-H
    Copy Format Ctrl+Shift+C
    Paste Format Ctrl+Shift+V
    To remove manual character formatting and obtain the original default formatting, select text and Press Ctrl+Spacebar.

    To force a new line of text without creating a new bulleted or numbered item in a bulleted or numbered list, press Ctrl-Enter instead of Enter.

    Top Margin

    To change the top margin (such as to print letterlead paper), instead of going to Page Setup on the File menu, and clicking the Margins tab, in the Print layout view, while holding the Alt key, point to the horizontal ruler or vertical ruler where the grey margin boundary turns to white. When the pointer changes to a double-headed arrow, drag the margin boundary.

    Toolbar Icons

    I find some of the behavior of some default toolbar icons in Word 97 annoying.
    Go to View -> Toolbars -> Customize -> Commands tab.
    • There is no Close icon in the default toolbar, so drag that icon onto the toolbar.
    • There is no Exit icon in the default toolbar, so scroll down to the list of icons and drag it to your toolbar.
    • Clicking on the default printer icon sends your entire document to the printer without any prompts.
      So drag the Print... icon onto the toolbar.
    • If you want to get rid of an icon (such as the default print icon), drag it onto the document area and release/drop it there.

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Set this at top of window. Upgrading to Office 2000?

    You can now ...

  • Install components on first use rather than on first look -- saves your hard disk space.
  • Alt-Tab through open documents: Each document now appears as a separate item on the Windows taskbar, as if they were different programs.
  • Press F7 to check your grammar.
  • Press Enter to accept suggestions from AutoCorrect -- which now uses an expanded Spelling dictionary of words.
  • Double-click at the right edge of a blank line to right-align text.
  • Create nested, side-by-side, and integrated header rows in tables. Draw a table around existing text with the table tool.
  • Save files as HTML web pages, then save them again as Word docs.
  • Copy to the Clipboard, which now holds (count 'em) 12 items!
  • Press Ctrl+F3 to cut text to the Spike area in AutoCorrect AutoText.
    press Ctrl-Shift+F3 to paste (and clear) text from the Spike.

    Office 2000 also features:

  • More annoying "office assistants".
  • digital signatures to verify whether each macro you run is really from the company you say you trust not to give you a virus.

    Is all this worth $200?

  • The Thesaurus of synonyms and antonyms was available in Word 97 from a download from Microsoft.

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Set this at top of window. Verify Hyperlinks

    After you insert a Hyperlink, verify that the link really works. Right-click on the link and select Hyperlink, Open in New Window.

    But you may see this instead:

    Just click “Ignore All” and right-click again for the menu.

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Set this at top of window. Table of Authorities

    Category name default Category value in entries
    Cases 1
    Statute 2
    Other Authorities 3
    Rules 4
    Treatises 5
    Regulations 6
    Constitutional Provisions 7

    Word 2000 provides Table of Authorities for lawyers, but ordinary people can use this feature to create up to 17 alphabetized lists all placed together anywhere in your document. Each list is identified by a Category. The table is built from hidden entries you create by highlighting text and inserting an entry fields using menu Insert, Index and Tables, Table of Authorities tab. Click Mark Citation. Select a Category. (More on this later) Click Mark. The hidden text created next to the text your highlighted has this format:

      { TA \1 "text" \s "long text" \c 999 }

    After you create your first entry, you could highlight another entry and click Mark in the Mark Citation dialog again to create another entry. Close the dialog.

    To insert where the table appears, place your cursor on where you want the table, then use menu Insert, Index and Tables, Table of Authorities tab. Click OK.

    Word assumes only one Table of Authorities will be printed per document, so the next time you do this, you will be asked whether you want to regenerate (replace) the table where it was first inserted.

    Note: You may want to add a heading above the insert, such as "Table of Authorities".

    Plan out categories

    Word prints Table of Authorities in category number order. The category number is the last number in each created entry ("999" in the format above). The number corresponds to the Category name. Unless you're a lawyer, you would probably want to replace each default category name with your own. To avoid needing to go back to each entry to change its category number, it's best that you plan out what categories you will want to see.

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Set this at top of window. Coping with Missing or Annoying Features

    Additional Features on your Computer
    When MS-Office is installed, two links are added to your Start menu:

      Open Office Document at
      "C:\Program Files\Microsoft Office\Office\OSA.EXE" -f

      New Office Document at
      "C:\Program Files\Microsoft Office\Office\OSA.EXE" -n

  • When you insert a file, styles from the inserted documents are not automatically created. But you can add the style to the document.

  • Print graph paper Download zip file A popular download from the ZDNet library:
    It supports Cartesian, Polar, Triangular, and Mercator coordinates, along with custom margins, size, automatic centering, and more. It can also print music paper. You can select from lots of different scale graduation styles, which are available from drop-down picklists, and change the thickness and color of the lines. Graph Paper Printer is easy to use and enables you to produce just about any type of graph paper you would ever need. And best of all -- it's free!

  • Documents created in Office 97 are not “downward compatible”. Word files created by Word 97 CANNOT be read by Word 95. That's unless you know to get “Service Releases” which update the Word program (EXE's) so that they can save files in 6.0/95 native file format. Aren't you glad you know me?

  • Microsoft has an Office Update Site with add-ins, templates, wizards, Office Assistants, clip art images, viewers, converters, and patches for you to download. This site also has articles and troubleshooting advice.

  • ODBC

  • Video in Word documents
    Add live, seamless video directly to your Desktop using Microsoft Word. First, you'll need to download the free Word add-on called Internet Assistant for Microsoft Word ( Next, you'll need an AVI file to display and, of course, IE4 (or Memphis). After installing Internet Assistant, open Notepad and save the blank file as VIDEO.HTM. Open Word, then open the new VIDEO.HTM file. Select Picture from the Insert menu and select the Video tab. Use the Browse button to select your AVI file. Click on OK and close Word. Right-click on the Desktop, select Properties and click on the Desktop tab. Click on the New button, select Web Site and click on OK. Use the Browse button to find VIDEO.HTM. Click on OK, then OK again. Now you've got a live video that you can resize and move on your Desktop.

  • From Techweb

  • SensoSpot is an extremely useful 32-bit utility that lets you add hot spots to your desktop. Each hot spot (which can be placed anywhere) can trigger as many events as you like, such as selecting a screen saver, starting a program, or opening a file or folder. After SensoSpot is installed, you'll never know it's there because it doesn't place an icon in the taskbar or in your Start menu. However, the program is easy to configure at any time through the Windows 95/NT Display Properties dialog box. Once you've experienced how SensoSpot adds more functionality to your desktop, it will be hard to run Windows without it. You can try out this program for 30 days. $5

  • KeyText (MJMSoft) v1.11 Retrieve text instantly with keyboard macros or from the system tray with KeyText. This versatile program stores up to 26 items, including simple text, text that contains variables such as date and time, macros that launch programs and visit Websites, and macros to automate Clipboard retrieval. Retrieved text is automatically inserted at the current cursor position. Tell KeyText to look for a certain window or dialog and then automatically run an item, or have it schedule programs, reminders, or audible alarms. Other features include a random text link function, an onscreen keyboard that can be operated with your mouse, and simulated typing rather than pasting text. Online help, examples, and setup wizards make KeyText a breeze to learn. This clever, useful program will make an excellent addition to almost any desktop.

  • ClipHistory v1.1 lets you store multiple items copied through the Windows 95 Clipboard. As data goes to the Clipboard, the utility makes a duplicate of the item and places it in a list. These items can be later retrieved, either through the Clipboard or saved as a file. Unlike similar utilities that work only with text, ClipHistory seems to work with nearly any kind of binary file. In testing, it worked like a charm with several file types (including graphics and sounds). ClipHistory has system-tray support and a two-paned Explorer-like interface with toolbar. Options let you play a .wav file when an item is copied or cut, do auto-captures, load the program on Windows startup, and automatically compact the program's database. If you've ever wished the Clipboard could hold more than one thing at once, get ClipHistory.

  • Add/Remove Cleaner ( 267K) is a handy little Windows 95 utility. If you manually delete programs instead of using the Add/Remove option in the Control Panel, you'll soon wind up with lots of entries that can't be deleted. Add/Remove Cleaner lets you quickly remove outdated entries. It won't make your system run any faster or better, but for those who like to keep things tidy it's useful. Adequate documentation is included.

  • Microsoft Dial-Up Networking 1.2 upgrade for Windows 95 is an upgrade to the existing Dial-Up Networking (DUN) components in Windows 95. It includes functionality that was released in Windows 95 OEM Service Release 2 (OSR2), as well as the ISDN 1.1 Accelerator Pack. This package provides a significant improvement in speed and stability over the standard Windows 95 DUN components. There is also support for Virtual Private Networking (VPN), also known as Point-to-Point Tunneling Protocol (PPTP); internal ISDN adapters; a multilink PPP (MPP) connection; and updated scripting capabilities. If you are using the retail version of Windows 95, this update is definitely worth the download.

  • PropertiesPlus v1.61 ( 222KB) is a free add-on for your Windows 95 Explorer. It adds additional functionality to your right-click menu under the menu option PropertiesPlus. Here you'll be able to modify file attributes, file extensions, and the time stamps of single files, multiple files, or files contained within the folders. This program is simple to install and easy to use. If you frequently require more control over your files than that allowed by the base Windows 95 application, PropertiesPlus will allow you considerable flexibility. This version is a maintenance update that fixes a minor problem in the Disk Information of Network Drive.

  • Wintune 95 v1.0 ( 1,315KB) is a free diagnostic testing and benchmark program for Windows 95 and NT systems. You can measure CPU, memory, video, and disk speed and receive suggestions for improving your system's performance. The large help file provides extensive and useful information and suggestions. You can compare your system's performance with other pretested systems using a multitude of 2D and 3D graphs. Test results can be saved for future use. Wintune 95 uses an attractive multiple-tab interface. It also has detailed test data in text form for printing. The program can be easily uninstalled.

  • WebTurbo v2.02 ( 1,716KB) is a great, free add-on for MS Internet Explorer, giving you a separate window to preview Web sites and search the Internet. Enter a URL, then view an expandable outline of the entire site, with information on each page, further pop-up descriptions, and the ability to click through to any section. You can also enter search terms and specify any of six popular engines. WebTurbo conveniently retains search results in the left viewer pane and can inquire into a site's content without browsing it. You can also open your Netscape bookmark file within WebTurbo's window and use multiple tabbed outline views that can be saved between sessions. WebTurbo will give your browsing a nice turbo-boost. Note: For best results, start WebTurbo by clicking on the icon in your browser's toolbar.

  • Windu v1.1 38,581 bytes is a special Windows 95 utility that allows you to determine exactly how much disk space is occupied by selected folders. Unlike the size value in Windows Explorer or File Manager, which shows only the contents of the root folder, Windu measures the total amount of space occupied by a folder and all the related subfolders it contains. This information is useful for operations such as moving files, when you need to know exactly how much space you'll need at the destination. Instructions for adding Windu to your Send To folder are included. To use the utility, simply highlight the folder with a right mouse click and select Send To the Windu option. A small window appears with the total folder size shown in both kilobytes and megabytes.

  • Microsoft GIF Animator 07-25-97 v1.0 1,052,386 bytes lets you use any existing .gif or .avi file (or any image you can copy to the Windows Clipboard) to create an animated .gif file, which can be used on your Web page. Add as many images to an animation as your computer memory allows. As you would expect from Microsoft, the interface is easy to use, with a toolbar, tabbed pages, an animation frames display column, and several available options. The program conforms to the Gif89a file format specification and comes with 13 sample animated .gif files.

  • John F. Goyvaerts' Win95 EditPad 298,108 bytes is a great freeware replacement for Windows 95's Notepad. It offers several improvements over Notepad, including the ability to open several files at once (including large text files), a tabbed interface to make switching between them easy, automatic saving of backup files, and MAPI support. Its toolbar can be dragged to any of the four sides of the program's window, or can be hidden. If you click on an EditPad-associated file while an instance of the program is running, the file will be opened by the existing EditPad window. Block functions let you save just parts of your text to disk and insert a file in the current document. EditPad shows an icon on each file tab, indicating whether the file has been modified or not. In the status bar the number of files currently open is shown. Plus, an icon with a right-click context menu is put into the system tray when EditPad runs. When you close the program, the icon remains visible; clicking on it will launch EditPad again. Also included are a Reopen menu that lists the last 16 files opened, search-and-replace, a stay-on-top option, and font and background color customization. The program is free, but the author requests a postcard for its usage.

  • Win95 FontLister v2.0 212,782 bytes by Peter Theill gives you a quick (and free) way to see them -- even the ones that aren't installed? Then take a look at FontLister, a good-looking freeware utility that no Windows font fanatic should be without. It lets you print and view samples of all your typefaces (including TrueType, Type 1, and screen fonts). Switch between a two-paned, Explorer-like 'edit' view that shows samples of faces one at a time and a full-screen 'compare' view that builds quick samples of all fonts -- screen, printer, or uninstalled -- so that you can see several typefaces at once. The edit mode also gives you three sample choices: upper and lowercase with numbers, all ASCII characters (which lets you spot which faces have complete character sets), and imported custom text. You can print three different types of samples of every font or just the ones you need hard copies of. A toolbar lets you quickly change the font's attributes and size, plus you can adjust the background and foreground colors. In this new version, FontLister lets you delete and install TrueType fonts, gives you more-detailed information on each font, and sports several interface and printing enhancements. With this update, FontLister becomes a true must-have for all font lovers. Download and enjoy!

  • Premier Reserach Library guide

  • Finding God In Cyberspace by John L Gresham MLS PhD

  • Life of Moses

  • Vatican's sculpture of the good shepherd

  • CD labeler kits.
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