Word Under the Hood - Part 2

Tame Those Documents! - Versions 2003, 2007 and 2010

Scenarios:

1. The client emailed a file, but specific text doesn't display.
a) Print preview the document. If the text displays, there may be a white or light gray font color applied. If the text does not display, turn on the hidden text symbol.

Display Hidden Text:
2003 - Tools, Options, View Tab, Formatting Marks
2007/2010 - Office Button, Word Options, Display, and Advanced-Show Document Contents

2. Tabs don't align when a new paragraph is created.
a) Insert a soft line break. This maintains tab settings for the paragraph.

Insert Soft Line Break:
Shift and Enter Keys

3. An inserted image won't display.
a) Turn off Picture Placeholders.

Uncheck Picture Placeholders:
2003 - Tools, Options, View Tab, Show
2007/2010 - Office Button, Word Options, Display, and Advanced-Show Document Contents

4. Document pages are uneven; text runs off the page.
a) Check top and bottom margins in Page Setup.
b) Turn on symbols to see if protected paragraphs on the page.

Remove Paragraph Protection:
Right click in the paragraph and select - Paragraph, Line and Page Breaks Tab

5. The Tab key won't insert a tab.
a) Look on the ruler for column symbols. In a table, the tab key moves the cursor to the next cell.

Insert a Tab in a Table Cell:
Ctrl and Tab Keys

6. Gray shading on text doesn't delete.
a) Turn on Reveal Formatting to determine how shading was applied.
b) Was it the Highlight button or - Format, Borders and Shading?

To Remove Highlighting:
Select the text. Click the arrow next to the Highlight button and select - None.

7. How are hyphenated names kept together?

Insert a Non-Breaking Hyphen:
Ctrl Shift and Hyphen Keys

8. What is the fastest way to center align a 30 page table?
a) Use the Select Table button. (The button only displays when the cursor is in a table)

Select a Table:
Move cursor in the table. Select the button at the top left of the table.
Right click and select - Table Properties

9. Why did my document formatting change?
a) What is your current document view? Other views display text differently.

Select Print Layout View:
Alt Ctrl P Keys - or View, Print Layout

10. How can I quickly return to certain pages?
a) Use Bookmarks to flag parts of a document.

Insert Bookmarks: Menu - Insert, Bookmarks
Use Bookmarks: Ctrl G keys - Select Bookmark

View a Symbols Chart and Sample Document:
(pdf)


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