Tip and tricks for word 2000

Note If you save a document in the Web Page format by using the Save As dialog box in Word 2000, nonbreaking spaces are converted to HTML. Nonbreaking[r]

Tips and Tricks for Word 2000 Microsoft Corporation

Bulleted Lists 3

Keyboard Shortcuts 3

Moving Text and Graphics 4

Navigating Documents 5

Saving and Closing Documents 6

Typing 6

What's This? 7

Finding Synonyms in Word 2000: A Right-Click Away 7

Save Paper When You Print a Word Document 8

Save Preview Pictures of Your Documents in Word 97/2000 10

Use Nonbreaking Spaces and Nonbreaking Hyphens in Word2000 11

Bulleted Lists

Create Bullets with Special Bullet Symbols in Word 97/2000

In Microsoft Word 97/2000, you are no longer limited to the bullet symbols listed in the Bullets and Numbering dialog box Instead, you can use almost any symbol for your bullet that is available with the fonts you have installed To change the bullet character, click in the paragraph you want bulleted, and then click Bullets and Numbering on the Format menu Select a bullet format, and then click Customize Under Bullet Character, click the Bullet button In the Symbol dialog box, select the font that has the symbol you want to use, click the appropriate symbol, and then click OK Enter any additional information in the Customize Bulleted List dialog box, and then click OK

Spice Up Documents with Picture Bullets in Word 2000

In Microsoft Word 2000, you can enliven your document or Web page by creating a picture bulleted list First, select the items you want to add picture bullets to On the Format menu, click Bullets and Numbering, and then click the Bulleted tab Click Picture, and then click the Pictures tab Then select and insert the picture bullet you want For example:

Keyboard Shortcuts

Useful Shortcut Keys in Word 2000

For a comprehensive list of shortcuts, ask the Office Assistant for help In Word 2000 or any of the other Office 2000 applications, press F1 to display the Assistant, and then type shortcut keys in the text box Here are some of the most useful Word shortcut keys:

Activity Shortcut Keys

Repeat your last action F4 or CTRL+Y

Find and replace CTRL+F

Go to page, section, line, etc CTRL+G

Delete a word CTRL+BACKSPACE

Change case SHIFT+F3

Bold CTRL+B

Italicize CTRL+I

Go to the beginning of the document CTRL+HOME

Go to the end of the document CTRL+END

Select to the beginning of the document CTRL+SHIFT+HOME

Select to the end of the document CTRL+SHIFT+END

Open the thesaurus SHIFT+F7

Insert a hyperlink CTRL+K

Select all CTRL+A

Copy CTRL+C Paste CTRL+V Undo CTRL+Z Save CTRL+S Print CTRL+P Open CTRL+O

For more information, download A List of Useful Office 2000 Shortcut Keys

Moving Text and Graphics

Move Text and Graphics with the Microsoft Word 2000 Spike

What is the simplest way to move multiple items from different parts of your document to another place in the document or to another document? If

you're using Word 2000, just spike the items

The Spike allows you to cut multiple items and paste them as a group in a new location in your document or to another document Every time you use the Spike, Word appends the item to a file until you empty the Spike

1 Select an item you want to move, and then press CTRL+F3 Repeat this step until all the items are on the Spike

2 Click a place in the current document, or in a new document, where you want to paste the items

3 Do one of the following:

If you want to paste the items once and empty the Spike, press CTRL+SHIFT+F3

If you want to paste the items multiple times, type spike, and then press F3

Navigating Documents

Navigate Documents by Using Browse Buttons in Word 97/2000

A quick way to move around Microsoft Word 97/2000 documents when you're focusing on one type of information, such as tables, is to click the browse buttons on the vertical scroll bar to jump from one table to the next

To select a browse option, click Select Browse Object on the vertical scroll bar, point to any button on the Browse Object palette to see its description, and then click a button to set it as the browse option

When you select a button other than Browse by Page, the browse buttons on the vertical scroll bar turn blue to indicate that you've set a special option To find the previous or next instance of the object you've selected, click the Previous or Next browse buttons If you forget which option you've

Saving and Closing Documents

Close or Save All Open Word 97/2000 Documents at Once

From within Microsoft Word 97/2000, you can close or save all the

documents you have open at once Just hold down the SHIFT key as you click the File menu, and then click Close All or Save All

Save a Web Page as a Word Document in Word 2000

If you create a Web page in Word 2000 and then decide that it should be in regular document format instead, you can save the Web page as a Word document Open the Web page in Word and click Save As (File menu) In the File name box, type a new name for the document In the Save as type box, click Word Document, and then click Save

Use the Windows Taskbar to Close Multiple Documents at Once

If you are running Windows® 98 (or if you have installed the Internet Explorer 4.0 Windows Desktop Update for Windows 95), you can close multiple windows at once, such as open Word 97/2000 documents, right from your Windows taskbar Just hold down the CTRL key while you click each taskbar window that you want to close Next, right-click any of the windowsyou just selected, and then click Close You might be prompted to save any changes to your documents

Typing

Keep Words on the Same Line in Word 97/2000

When you type a proper name such as "John Smith" near the end of a line in Word 97/2000, Word may separate the words, putting "John" at the end of one line, and "Smith" at the beginning of the next line To keep words together on the same line, insert a nonbreaking space between them For example, type John, enter a nonbreaking space by pressing

CTRL+SHIFT+SPACEBAR, and then type Smith

Use Click and Type in Microsoft Word 2000 to quickly insert text in a blank area of a page - without entering tabs or pressing ENTER to place the cursor where you want to start working You must work in either print layout view or Web layout view to use Click and Type In either view, move the I-beam pointer around the page and double-click where you want to insert text As you move the pointer around the page, the Click and Type pointer shape indicates the formatting style that will be applied in different areas For example, depending on where you double-click, the formatting styles might be Align Left, Center, or Align Right

What's This?

Point When You Need Paragraph Formatting Information

If you want information on how your paragraph is formatted, you can get it quickly with What's This? (on the Help menu) in Microsoft Word 2000 Word provides paragraph and font information, such as how far the

paragraph is indented and its alignment, and the font used in the paragraph or the font used for a specific character

To view the format settings for a paragraph or a specific character

1 On the Help menu, click What's This?

2 When the pointer changes to a question mark, click the paragraph or character you want information about

3 To exit the What's This? dialog box, press ESC

When you're looking for the right word to express what you want to say, or if the same word shows up too many times in a paragraph or section of a document, there's a new way to get suggestions for alternative words from the thesaurus in Microsoft Word 2000

Selecting Alternative Words

You can find a common synonym for a word you'd like to change by right-clicking the word, pointing to Synonyms on the shortcut menu, and then clicking the synonym in the list that you want to use Word will insert the new word in your document

For example, if "excellent" is used too frequently in the first page of a document, right-click excellent in the sentence you want to change

Check the list of words offered and select an alternative, such as "outstanding." Outstanding will automatically replace excellent in the selected sentence

Note Synonyms is not available on the shortcut menu when you right-click words in a bulleted or numbered list, on misspelled words, or on hyperlinks

Save Paper When You Print a Word Document

We all hate to waste paper Although Microsoft Word 2000 has a variety of ways to preview your document online, sometimes you need to see a printed copy

One way to save paper is to print your document on both sides of the paper However, not all printers have the ability to print two-sided pages

Use Zoom to Print Multiple Pages on Each Sheet

With the Zoom feature in Word 2000, you can select two or more pages of a

document to print on a single sheet of paper The formatting and page layout of the document does not change Word reduces the size of each printed page to fit the number of pages that you select to print on each sheet of paper

For example, you just changed margins and added different odd- and even-page headers and footers to a 121-page document You want to see how this new layout changes the overall look of your document but you not want to waste 121 pieces of paper

With Zoom, you can print multiple pages of your document on a single sheet of paper, allowing you to review the document's overall layout Of course, when you reduce the scale of the page on the printout, the text and graphics become smaller and more difficult to view

File menu Under Zoom, select the option you want in the Pages per sheet box For example, to print four pages of your document on each sheet, click pages The result is that you can view a reduced version of your printed document by using a lot less paper

Save Preview Pictures of Your Documents in Word 97/2000

A handy way to refresh your memory about the contents of a file is to save the Microsoft Word 97/2000 document with a preview picture of the first page Before you save the document, you simply set the document Properties to save a preview picture Then you can view the first page in the preview pane on the Open dialog box without opening the document

To save a preview picture

1 On the File menu, click Properties

2 On the Summary tab, select the Save preview picture check box

To view the preview picture

1 On the File menu, click Open

2 In the Look in box, select the file folder with the document you just saved

3 In the folders list, select the file you just saved Do one of the following:

In Word 97, click Preview

In Word 2000, click the arrow next to the Views menu, and then click Preview

To remove the Save preview picture property

1 On the File menu, click Properties

2 On the Summary tab, clear the Save preview picture check box

Note When Save preview picture is not selected, you are able to view the entire document in the preview pane You might not want to select the option if you have a small monitor that makes the picture difficult to see in the preview pane

Use Nonbreaking Spaces and Nonbreaking Hyphens in Word2000

There are times when you are working in a document and need to control how text wraps at the end of a line For example, you may want a customer's first and last name to appear on the same line Or, you may want a hyphenated word or a telephone number to appear on one line

You can fine-tune the appearance of text in a document by inserting nonbreaking spaces and nonbreaking hyphens

Inserting Nonbreaking Spaces and Nonbreaking Hyphens

If you need to prevent a line break between two words, you can insert a

nonbreaking space between the words If you have a hyphenated word or number that cannot be separated by a line break, insert a nonbreaking hyphen

To insert a nonbreaking space or nonbreaking hyphen

1 Click where you want to insert the nonbreaking space or nonbreaking hyphen

2 Do one of the following:

Note If you save a document in the Web Page format by using the Save As dialog box in Word 2000, nonbreaking spaces are converted to HTML Nonbreaking

hyphens, however, are not supported in HTML

Viewing Nonbreaking Spaces and Nonbreaking Hyphens

If you want to view the nonbreaking spaces or nonbreaking hyphens in a document, turn on formatting marks in Word 2000 by clicking Show/Hide on the Standard toolbar Word 2000 uses a degree symbol (°) to represent a nonbreaking space and a double-length hyphen to represent a nonbreaking hyphen

If you want to view the nonbreaking spaces in an HTML document by using your Web browser, click Source on the View menu Nonbreaking spaces appear as   in the document

Searching for Nonbreaking Spaces and Nonbreaking Hyphens

You can search for nonbreaking spaces and nonbreaking hyphens in a Word 2000 document by using the Find and Replace dialog box

To search for nonbreaking spaces and nonbreaking hyphens

1 On the Edit menu, click Find

2 Do one of the following:

In the Find what box, type ^s to search for nonbreaking spaces or ^~ to search for nonbreaking hyphens, and then click Find Next

Click More and then Special Click Nonbreaking Space or Nonbreaking Hyphen, and then click Find Next

Prevent loss of work and recover lost documents

Specify a location for automatically recovered files

1 On the Tools menu, click Options, and then click the File Locations tab

2 In the File types box, click AutoRecover files

3 Click Modify

4 If you want to store automatically recovered files in a different folder, locate and open the folder

Note If you use Microsoft Word on a computer running Microsoft Windows 95 or Windows 98, automatically recovered files are by default stored in the

Windows\Application Data\Microsoft\Word folder If you use Microsoft Windows NT version 4.0 or later, or you use a computer on which there is more than one active user profile, automatically recovered files are stored in the

Recover a document that was saved automatically

To recover work after a power failure or similar problem, you must have the Save AutoRecover info every check box selected on the Save tab in the Options dialog box (Tools menu) before the problem occurs

1 Restart Microsoft Word

All documents that were open at the time of the power failure or similar problem appear for you Only changes you made after the last AutoRecover save are lost

2 To verify that the recovery file contains the information you want before you replace the existing document, open the existing document to compare the information

3 On the File menu, click Save As

4 In the File name box, type or select the file name of the existing document

5 Click Save

6 When you see a message asking whether you want to replace the existing document (the changes you made up to the last time you saved the

document), click Yes

7 Repeat steps through for each recovery file

Any recovery files that you don't save are deleted when you quit Word

I turned on the AutoRecover feature before I lost my document, but I can't save or open the recovery file

1 Start Microsoft Word

2 Click Open

3 Locate the folder that contains your recovery files (usually the Windows\Application Data\Microsoft\Word folder or the

Windows\Profiles\username\Application Data\Microsoft\Word folder)

4 In the Files of type box, click All Files

Each recovery file is named "AutoRecovery save of file name" and has the file

6 Click Save

7 In the File name box, type or select the file name of the existing document

8 When you see a message asking whether you want to replace the existing document, click Yes

Any recovery files that have not been saved are deleted when you quit Word Tips

• If you changed the location for recovery files, you can check the new location

on the File Locations tab (Tools menu, Options command)

• You can quickly find documents that were automatically recovered by using

the Find dialog box (in the Open dialog box, click Tools, and then click Find) Use the File name property, and type AutoRecovery*.* in the Value box How to search for files by name

Recover the text from a damaged document

1 On the Tools menu, click Options, and then click the General tab

2 Make sure the Confirm conversion at Open check box is selected, and then click OK

3 Click Open

4 In the Files of type box, click Recover Text from Any File

5 Open the document as usual

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