Helpful Tips for Microsoft Word

•October 24, 2008 • Leave a Comment

Microsoft Word

Here We have a list of hints/tips to help new users be more productive using Microsoft Word.

Saving Files

  • Naming Files

          – Develope a file naming system that works for you, so that you can easily access a file at any given time.

  • Choose a file extension according to your intensions of use for the file.

          – XML Format (not compatible with older versions) (.docx)

          – Older Word Document Format (.doc)

          – Portable Document Format (.pdf)

Selecting Text & Other Items

  • Selecting With Mouse

          – Selecting Any amount of text: Drag the pointer over text

          – Selecting A Word: Double click the desired word

          – Selecting A Sentance: Press and hold [Ctrl] & click the sentance

          – Selecting A Paragraph: Triple-click the paragraph

  • Selecting With Keyboard

          – Selecting Any amount of text: Place pointer at beginning of text, Hold [Shift] + Right Arrow

          – Selecting A Sentance: Press and hold [Shift] + Down Arrow

          – Selecting A Paragraph: Press and hold [Shift] + Down Arrow (however many times needed)

View Options

  • Choose ways to view your file by clicking the [view] tab in the toolbar

          – Zoom Level Option

          – Draft View

          – Multiple Page View

          – Full Screen View

          – Web Layout view

          – Outline View

Format Brush Tool

  • Used to format one part of a document to match the formatting in another part.

          – Drag your cursor over a few words in the preferred format, click on the Format Brush Tool, and then drag it over the text you want to change.

Copy/Past & Clipboard

  • Copy & Paste functions are used to make ac digital copy of selected text and paste into a new place in a document. When text is copied, it is automatically placed on the clipboard.

          – Select desired text using pointer, right click on selected text, and click on copy or paste.

          – A document may be split into 2 seperate viewing panes to make copying, and pasting in seperate parts of a long document easier.

  • The clipboard allows you to collect text and graphics from files created in a documeny, and insert them into other documents.

          – Click the launcher icon in the Clipboard Group to use the clipboard


  • The find/replace function allows you to automatically search for and replace all inistances of a word or phrase in a document.

          – Click find/replace button in the edit tab. Enter desired word or phrase into the text box and click find.


  • When your finished typing and revising a document, you can use the Spelling and Grammar command to search the document for mispelled words and grammar errors.

          – Click the Spelling and Grammar Button in the “Tools” tab. Click replace or ignore to any words  that come up in the search.


  • A hyperlink is a text or graphic that, when clicked, “jumps” the viewer to a different location or program.

          – Click the hyperlink button in the “Insert” tab.

  • You can also E-mail and fax documents directly from Microsoft Word.

          – To e-mail a file, open the file in Word, click on the Office button, point to send, and then  click E-mail. Type the e-mail address(es) of the recipient(s) in the To and Cc text boxes, any message window, and then click send on the message window toolbar to send the message.

          – To fax a document, open it in Word, click the Office button, point to Send, click Internet Fax, click OK to find and select a fax service if you don’t alreadt have one, and then follow the on- screen instructions.

Preparing for Distribution

  • Before you distribute a document electronically to people outside your organization, it’s wise to make sure the file does not include embedded private or confidential information.

          -Click the “Prepare” button in the office menu tp open command options.

          – Properties: View and modify the standard document properties and open the Properties dialog box.

          – Inspect Document: Detect and remove unwanted private or propietary information from a document, including document properties, comments, revisions, annotations, personal  information, custom XML data, and hidden text

          – Encrypt Document: Add encryption to a document to make it more secure

          – Add a Digital Signature: Add an invisible digital signature to a document to verify its  authenticity and integrity.

          – Mark as Final: Indicate to readers that a document is read-only and cannot be edited

          – Run Compatibility Checker: Check the document for features that are not supported by

             previous versions of Microsoft Word.

  • Advanced Document Properties

          – To view more detailed document properties, including those entered automatically by Word \ when the document is created, click the Document Properties list arrow in the Document Information panel, and then click Advanced Properties to open the Properties dialog box.


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•October 17, 2008 • 1 Comment

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