Technology For All - Microsoft Word

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Change typing and editing options

On the Tools menu, click Options.
Click the Edit tab, and then select the options you want.

Repeat your last action

On the Edit menu, click Repeat.

If you can't repeat the last action, the Repeat command changes to Can't Repeat.

Automatically adjust spacing around deleted or inserted text

When you delete or insert text, Word can automatically adjust the spacing around the text. For example, Word can remove an extra space before a period or add a space between two words.

Navigate by using the Document Map

The Document Map is a separate pane that shows an outline of a document's headings. You can use the Document Map to quickly navigate around the document and keep track of your location in it. For example, click a heading in the Document Map to instantly jump to the related part of the document.

Word automatically displays the Document Map in online layout view, but you can display it in any view.

Click Document Map .
In the Document Map, click the heading you want to go to.

Word displays the heading at the top of the page. In the Document Map, the heading is highlighted to show your location in the document.

Tips

You can choose the level of detail to display in the Document Map. For more information, click .
To adjust the size of the Document Map, first point to the right edge of the pane. When the pointer changes to , drag to the left or right. If your headings are too long to fit in the Document Map, it's not necessary to resize the pane; just rest the pointer on a heading to view the entire heading.
To close the Document Map, click Document Map , or double-click the right edge of the pane.

Select text and graphics

You can select text and graphics by using the mouse or shortcut keys. Word provides additional methods for selecting items in a table or in outline view.

Select text and graphics by using the mouse

To select	Do this
Any amount of text	Drag over the text.
A word	Double-click the word.
A graphic	Click the graphic.
A line of text	Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
Multiple lines of text	Move the pointer to the left of the lines until it changes to a right-pointing arrow, and then drag up or down.
A sentence	Hold down CTRL, and then click anywhere in the sentence.
A paragraph	Move the pointer to the left of the paragraph until it changes to a right-pointing arrow, and then double-click. Or triple-click anywhere in the paragraph.
Multiple paragraphs	Move the pointer to the left of the paragraphs until it changes to a right-pointing arrow, and then double-click and drag up or down.
A large block of text	Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT and click.
An entire document	Move the pointer to the left of any document text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers	In normal view, click Header and Footer on the View menu; in page layout view, double-click the dimmed header or footer text. Then move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and triple-click.
Comments, footnotes, and endnotes	Click in the pane, move the pointer to the left of the text until it changes to a right-pointing arrow, and then triple-click.
A vertical block of text (except within a table cell)	Hold down ALT, and then drag.

Copy character and paragraph formats

Select the text that has the formatting you want to copy.
Click Format Painter , and then select the text where you want to apply the formatting.

Tip To copy the selected formatting to several locations, double-click Format Painter. Click the button again when you're finished.

Add bullets or numbers to lists

When you manually number the items in a list, Word converts the typed numbers to automatic numbering. If you begin a paragraph with a hyphen, Word automatically converts the paragraph to a bulleted item when you press ENTER to end the paragraph.

You can automatically add numbers to the headings in a technical or legal document with the numbering format you choose by using the built-in heading styles. If you do not use built-in heading styles, you can still add numbers to the headings by linking each heading to a numbered format.

In an outline numbered list, you can use the LISTNUM field to number items or to include more than one numbering level on a single line. For example, if the list item is "1. a)," you can use the LISTNUM field to automatically insert "a)," "b)," and any subsequent items on the same numbering level.

Office programs you can use to create a table

Before you create a table, you must determine which Office program is best suited to your task. To create a table, you can use Word, Microsoft Excel, or Microsoft Access. Microsoft Excel and Word can automatically format the table for you. In Microsoft Access, you can format an entire datasheet.

For a table that includes complex graphics formatting such as bulleted lists, custom tabs, numbering, hanging indents, individual cell formatting, and cells split diagonally, use Word.
For a table that includes complex calculations, statistical analysis, or charts, use Microsoft Excel.
For powerful sorting and searching capabilities, use Microsoft Access or Microsoft Excel.
If you need full relational database capabilities, create your tables in Microsoft Access.
For a table that you can easily include in a PowerPoint presentation, use Word.

Create a table

Use tables to organize information and create interesting page layouts with side-by-side columns of text and graphics. The quickest way to create a simple table ¾ for example, one that has the same number of rows and columns ¾ is with the Insert Table button.

With the new Draw Table feature, you can easily create a more complex table ¾ for example, one that contains cells of different heights or a varying number of columns per row ¾ similar to the way you use a pen to draw a table.

You can create a new blank table and fill in the empty cells, or you can convert existing paragraphs of text (separated by a character such as a tab) to a table. You can also create a table from an existing data source, such as a database or spreadsheet.

Convert a table to text

When you convert a table to text, you can specify commas, tab characters, paragraph marks, or another character as the separator in the converted text.

Select the rows or table that you want to convert to paragraphs.

Select items in a table

To	Do this
Select a cell	Click the left edge of the cell.
Select a row	Click to the left of the row.
Select a column	Click the column's top gridline or border.
Select multiple cells, rows, or columns	Drag across the cell, row, or column; or select a single cell, row, or column, and then hold down SHIFT while you click another cell, row, or column.
Select text in the next cell	Press TAB.
Select text in the previous cell	Press SHIFT+TAB.
Select the entire table	Click the table, and then press ALT+5 on the numeric keypad. NUM LOCK must be off.

Tip You can also select rows, columns, or the entire table by clicking in the table and then using the Select commands on the Table menu, or by using keyboard shortcuts.

On the Table menu, click Convert Table to Text.
Under Separate text with, click the option for the character you want to use in place of the column boundaries. Rows are separated with paragraph marks.

Move or copy items in a table

Select the cells, rows, or columns you want to move or copy. To move or copy text to a new location without changing the text that is already there, select only the text within a cell, and not the end-of-cell mark.

To replace the existing text and formatting in the new location, select the text you want to move or copy and the end-of-cell mark.

To move the selection, drag it to the new location.

To copy the selection, hold down CTRL while you drag the selection to the new location.

Create a Web page

Word offers two easy ways for you to create Web pages. You can start a new page by using a wizard or template, or you can convert an existing Word document to HTML, the format used for Web pages. When you create a Web page with either of these methods, Word customizes some toolbars, menu commands, and options to provide the Web page authoring features.

Using the Web page authoring features to create your Web page will usually produce the best results. You can use the Web Page Wizard to start with sample content ¾ such as a personal home page and registration form ¾ and graphical themes ¾ such as festive and community ¾ to help you quickly create a Web page. If you prefer, you can start with a blank Web page.

Use the HTML conversion method when you have existing Word content that you want to quickly convert to a Web page. The formatting and features that are supported by HTML will be converted.

Create a Web page from a wizard or template

On the File menu, click New, and then click the Web Pages tab.
Double-click Web Page Wizard and follow the instructions in the Wizard, or double-click Blank Web Page.
Add or change any text or formatting you want.

Note If you don't see the Web Pages tab or files, the Web page authoring component may not be installed. Run Setup again, and then select the Web page authoring components.

Save a Word document in HTML format

Because some Word features aren't supported by HTML, you should save your work first in Word format, especially if you plan to use the file again as a Word document.

On the File menu, click Save as HTML Tips for creating Web pages

There are many opinions about the best way to structure and design Web pages. You can find many tips, examples, and style guides on the World Wide Web. Here are some tips that apply to most Web pages:

Content should be well organized. Well-structured pages help you deliver ideas effectively and help the reader navigate through your site.
Text on Web pages should be easy to read. If you add a background to your Web page, it should contrast with the text color.
Web pages may not look the same in different Web browsers. It's a good idea to plan your Web pages so they are viewable in most browsers.
Large images increase download time, especially for readers who gain access to Web pages by modem. Although graphics can make Web pages more interesting, you should use graphics strategically.
Some users turn off the display of images, and some Web browsers don't support all video formats. When images and videos contain information that you don't want readers to overlook, you can use alternative text for graphics and alternative text and images for videos.
You can use tables as a layout tool. For example, HTML, the format for Web pages, doesn't support newspaper columns, but you can create a two-column effect by using tables.