Posts Tagged ‘Word’

Looking for Help with Office 2010?

Friday, October 7th, 2011

Many Loyolans are now running the 2010 version of the Microsoft Office Suite from their desktops. Loyola traditionally offers technology workshops in January and August through our Training Central program, and starting January 2012 the Office classes – Excel, PowerPoint, and Word – will all feature the 2010 version of these programs. In addition, because the number of people using 2010 has been growing this fall, a special series of free training classes has been added in October and November to help those who have already made the transition. The first two courses – using Word 2010 Effectively and PowerPoint 2010: Bells and Whistles – are scheduled for October 12. For the full list of dates and topics, or to register, visit the ITS Training Courses page.

And if you’re still using Office 2003 or Office 2007 and want to learn more about making the switch to Office 2010, see the August 12 TechTips post.

A Microsoft Word Timesaving Tech Tip: Format Painter

Friday, February 18th, 2011

Have you ever wondered what that paintbrush icon on your toolbar in any of your Microsoft Office applications actually does? Most likely, you’ve never used it or might be that you’ve not even noticed it. This little paintbrush icon is one of the most underutilized, timesaving features in Microsoft Word. It’s called Format Painter. The Format Painter allows you to copy the formatting from one part of your text to another with a single click. Format includes things such as font, size, font styles (italics, bold, underline), color, effects, shading, borders, indents, bullets, etc. The Format Painter is very helpful in documents that have a variety of different styles used for the text as it eliminates the need to make the changes to the formatting manually, step-by-step, one-by-one.

How to Use the Format Painter in Office 2007

  1. Select the word or text with formatting you wish to copy.
  2. Click the Format Painter Tool once from the Clipboard on the Home Tab. This will turn the Format Painter ON and copy the formatting of the text you have selected.
  3. Move your cursor to the text you wish to apply the new formatting to and click and drag over this text. Click once and you will see the formatting applied on the text.
  4. If you want to apply the same formatting more than once, select the text with the formatting you want and double-click Format Painter button. You will then be able to select multiple words, sentences, and paragraphs in different parts of your documents. Click once after each selection.
  5. When you are done making all of your formatting selections, hit the ESC key to turn the Format Painter off.

Note: You can also find the Format Painter in PowerPoint and Excel!

Preview Documents in Word

Friday, February 11th, 2011

If you can’t remember which document you need, Word 2007 allows you to easily preview documents before opening them. After you open Word, go to the Microsoft Icon and select Open.

To enable the preview, click on the icon in the top right hand corner of the window and select Preview from the drop-down menu.

This will open a preview box in the right side of the window. Click on a document to preview it. Once you have found the correct document, click Open.

Password Protect Word 2007 Documents

Friday, December 17th, 2010

If you have a Microsoft Word 2007 document that you would like to make read-only or if you would like to add password protection, Word offers a few options to secure your file. Here are a few security features offered in Word:

Encrypt Document: Adding encryption to your document will require that a password be entered to open the document. To encrypt your document, click on the Microsoft Icon > Prepare > Encrypt Document. A dialog box will prompt you to set a password.

word_encrypt

Read-only Document: You can set your document to be read-only and additionally set a password to open or modify the document. To access these options, click on the Microsoft Icon > Save As, then in the bottom left corner, click on Tools > General Options.

word_general_options

A dialog box will open and you can choose to make the document read-only and to add a password to open and/or a password to modify. Click OK once you have made changes.

word_passwords

When the file is opened, a dialog box will prompt users to enter the password. Keep in mind that if users open the file as a read-only document, they will be able to edit and save as a new document.

Mark as Final: If you want your file to be read-only, you can also mark the document as final. This will disable editing and typing tools. To do this click on the Microsoft Icon > Prepare > Mark as Final. If you decide to open it later for editing, you can select Mark as Final again to set the document to the normal mode.

word_final

Note: If you lose or forget any passwords, they cannot be recovered.

Using Formatting Styles in Word 2007

Thursday, July 29th, 2010

If you want to create a professional looking document, the preset styles in Word 2007 make it easy to choose headings, subheadings, and font themes that are designed to complement one another. Using the Quick Styles feature can help save you time and make your document look more polished.  To get started, go to the Home tab and find the Styles box on the right. In this box, you can choose from a range of styles and color schemes. To apply a style to a section, just highlight your text then click on the style you want.  You can also use the Change Styles button to quickly change style sets, colors and fonts.

image001

Track Changes as you Edit in Word

Wednesday, April 7th, 2010

Track Changes in Microsoft Word is a helpful feature for viewing and editing revisions while you work in a document. This tool can be incredibly useful when multiple users are editing the same document. Also, if you are a professor, you can use Track Changes to add comments and make revisions to a paper. The author of the document can accept or reject each change once the document is ready to be finalized.   Here are a few steps to get started with Track Changes:

Turn on Track Changes

Under the Review tab, select Track Changes. (For older versions of Word, go to Tools and select Track Changes.)

track-changes

You can also use a shortcut to turn on and off track changes (CTRL-SHIFT-E).

Add Changes or Comments

  • 1.      Turn on Track Changes.
  • 2.     Make revisions directly into the document and they will show up in red.
  • 3.      Click on the New Comment button to add remarks.

track-changes-new-comment2

Here is what each displays:
Final Showing Markup: Document with changes
Final: Document including proposed changes
Original Showing Markup: Original document with proposed changes
Original: Document before any editing

track-changes-views

Accept or Reject Changes

To accept or reject changes, click on the appropriate button on the top menu.

accept-changes

Or you can right click on the change and a drop-down menu will appear with options to accept or reject.

To learn more visit:

http://office.microsoft.com/en-us/word/HA012186901033.aspx

Easily Extract Images from a Word Document

Thursday, October 22nd, 2009

Once an image is included in a Word document, it is embedded as part of the file.  If you would like to use an image that is part of a Word document, luckily there is a quick and easy way to extract and save images from Word.  Saving a Word document as a Web page (from Word 2000 on) will separate the text from images as separate files.   

To save your document as a Web page, select (File > Save as) then choose Other Formats.  From the pull-down menu, next to Save as type:, select (Web page *.htm; *.html), then save.  Two components will be saved; a folder, which will contain the image files along with a separate .htm file. Find the image files you’d like to use and you may delete the rest, since you will still have the original Word document.