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Microsoft Office Logo 2003 & Prior Tips & Tricks
  ( Click Tip in list below to see explanation.)

INSERT BLANK LINE IN A WORD NUMBERED LIST.

In order to insert a blank line into a numbered list in Word. All you do is press Shift-Enter. Word inserts a blank line and then resumes the numbering.

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PRINT IT LATER

Say you'd like to print directly to a printer file using your laptop. Then you want to print the file when you get back to your office. First, we need to make a few assumptions--that you are using Windows 95 or 98 on your laptop, and that you have the printer you plan to use installed on the laptop.

Click Start, Settings, Printers. When the Printers window opens, right-click the printer you plan to use and choose Properties. When the Properties dialog box opens, click the Details tab. Now click the button at the right side of the "Print to the following port" list box to expand the list. From the list, select "File: (Creates a file on disk)" and then click OK to close the dialog box and save your selections.

From this point on, when you print a document, the system prompts you for a file name. Type a name (you can use test.asc for your first one) and press Enter to continue.

Back at the office, attach the printer and click Start, Settings, Printers. When the Printers window opens, right-click the printer and choose Properties. When the Properties dialog box opens, click the Details tab. Click the arrow at the right side of the "Print to the following port" list box to expand the list. From the list, select "LPT1:(Printer Port)" and then click OK to close the dialog box and save your selections.

To print the file, choose Click, Start, Programs, MS-DOS Prompt. When the MS-DOS window opens, you need to navigate to the folder where you saved the printer files. Let's say the default was the root folder of drive C:. You'd type cd\ and press Enter. Next you'd type copy /b test.asc lpt1 and press Enter. This copies the file to the printer.

Another advantage to using this method is that you can save the files on floppy disks, then print them on a computer that doesn't even have Word loaded. This is often very helpful when you're on the road since you can use your customer's printer to print last night's work. All you have to do is insert the floppy disk containing the printer files into drive A:, then click Start, Programs, MS-DOS. When the MS-DOS window opens, type a: to move to drive A:. Now you can type in copy /b filename.ext lpt1 (using the file name you gave it) and press Enter to print your documents.

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A FEW SHORTCUTS

Following are some shortcuts that should work in all versions of Windows 9X and NT:
  • Alt-Tab switches to a different active application
  • Alt-Shift-Tab moves backward through the active applications
  • Alt-Space opens the active window's Control menu
  • Ctrl-Esc opens the Start menu
  • Ctrl-Shift-Esc opens Task Manager "For those who have a Windows key, you can also use the following:"
  • Windows-M minimizes all windows and gives you immediate access to the desktop
  • Windows-Shift-M undoes the minimize
  • Windows-Tab cycles through the taskbar buttons
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PERSONALIZED MENUS

One of the new features in Excel 2000 is the personalized menu. As you work, Excel remembers the commands you use most and displays those, while hiding commands you rarely use. In other words, the personalized menus adapt to your work habits. The hidden commands are still available--simply click the double arrow at the bottom of the menu to see them. (If there's no double arrow, then Excel has displayed all of that menu's commands.) If you prefer, you can wait just a few seconds for Excel to expand the menu for you.

You may find this new feature annoying after a while since it creates a second, unnecessary click if you want to access a hidden menu. Fortunately, you can turn off this feature. Choose View, Toolbars, then select Customize. In the Customize dialog box, click the Options tab and deselect the Menus Show Recently Used Commands First option in the Personalized Menus And Toolbars section.

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FIND THE OFFICE KEYBOARD SHORTCUTS USING SCREENTIPS

"ScreenTips are nice, but they would be better if they displayed the shortcut keys for a button. Is there any way to get the ScreenTips to display this information?"

If you move the mouse pointer over a toolbar button and leave it there for a few seconds, you get a ScreenTip that describes what job that button performs.

Now, if you'd like to have the ScreenTip also display the shortcut keys, in Word you choose View, Toolbars, Customize. When the Customize dialog box opens, click the Options tab. Now, select the Show Shortcut Keys In ScreenTips check box and click Close to dismiss the dialog box and save your changes.

Now, as a test, move the mouse pointer over the Bold button. The ScreenTip will display Bold (Ctrl+B). When you make this change in Word, it will also apply to the other Office 97 programs.

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FIND AND REPLACE -ELIMINATING DOUBLE SPACING BETWEEN SENTENCES

A great way to get started using Find and Replace is to remove double spaces between sentences. As most of us know by now, the technique of double spacing between sentences is a holdover from the days of the typewriter, when each letter was exactly the same width and the double space was necessary for more readable text. Since the advent of the word processor, double spacing has become unnecessary and, frankly, now looks somewhat unprofessional.

Unfortunately, many people training themselves to space only once between sentences find the task tedious, but Find and Replace can correct the error easily after you've finished editing your document.

First, select Edit, Replace. Click in the Find What box and insert a period followed by two spaces. In the Replace With box, insert a period followed by one space. Click Replace All, and your document now looks like it was prepared on a word processor.

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MODIFYING THE DEFAULT FOLDER

Access saves all your files to the default folder--My Documents--unless you specify a different folder. Likewise, when you want to open a file, Access displays the contents of the My Documents folder. If you're like most folks, you don't even use this folder! If you're tired of constantly changing folders before you can open or save a file, then read on. Did you realize you could change the Excel default folder from My Documents to any folder you like?

To change the default folder from My Documents (or any other folder), first choose Options from the Tools menu. Click the General tab and enter the path of the folder you want to make the default folder in the Default File Location control. Once you make this change, Access will store your files in the new default folder, unless you direct otherwise.

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STORING SHORTCUTS IN THE FAVORITES FOLDER

In our last tip, we talked about changing Excel's default folder. If you frequently use the same file (or files) but you don't want to make their folder your default folder (perhaps they're in a network folder), create a shortcut to the file(s) and store the shortcut in your default folder or the Favorites folder.

To create a shortcut, right-click the file in its original folder and then choose Create, Shortcut. Next, select the newly created shortcut in the same folder and then choose Add To Favorites from the Tools icon in the current dialog box (Open or Save). To open the file, simply click the Favorites folder on the Places toolbar. Then, locate the shortcut in the list of folders and files and click it!

If you prefer to store the shortcut in your default folder, just cut and paste the shortcut from one folder to another. Good luck!

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HIDING DATA IN EXCEL WORKSHEETS

Let's say you have some data in cell C5 you would like to hide from the casual viewer. Click cell C5 to select it, then choose Format, Cells. When the Format Cells dialog box opens, click the Numbers tab (if necessary) and then select Custom from the Category list. Now double-click the Type entry box and type three semicolons:   ;;;

Click OK to close the dialog box and accept your new formatting.

At this point, the data in cell C5 disappears. It's still there and will work in calculations, but it isn't visible. If you need to check the data, just click the blank cell and the contents appear in the Formula entry box.

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SORTING FILES IN THE MICROSOFT OFFICE OPEN DIALOG BOX

I would like to be able to sort the office files so the most recent one is at the top. Is there some way to get Word to sort its data files by date and time?"

Yes, you can sort the files by date and time. To do this, choose File, Open. When the Open dialog box appears, click the Commands And Settings button (it looks like a window with a check mark in the foreground). When the menu opens, choose Sorting to open the Sort By dialog box. Now click the arrow at the right side of the Sort File By list box and select Modified from the list. Select the radio button labeled Descending and click OK to close the dialog box and sort your files. Now you should see the last modified file at the top of the list. The new setting remains in effect unless you elect to change it.

This method works in all the Microsoft Office 97 programs. 
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VIEWING MORE THAN YOU THOUGHT IN MICROSOFT EXCEL

Do you sometimes wish you had two monitors and two pairs of hands when reviewing a large worksheet? If you need to view different parts of the worksheet at the same time, simply split the worksheet into two panes. If you want a horizontal split, drag down the split box (the small rectangle that rests on top of the vertical scroll bar). You'll take similar steps to create a vertical split, except you should drag the split box that's to the right of the horizontal scroll bar. Once you've split your worksheet into two panes, you can scroll either pane to find any section of the same worksheet.
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GET RID OF UNWANTED WHITE SPACE IN WORD DOCUMENTS

Do your Word documents have too much white space? Word's automatic hyphenation feature can help reduce white spaces within justified paragraphs or even out the ragged edges of left-aligned paragraphs. You can use the automatic hyphenation feature to ensure a minimum of space, such as 0.1," lies between the end of the last word in a line and the right margin. You don't want too much of a good thing, so Word also lets you limit the number of consecutive lines that end with a hyphen. To activate this feature, follow these steps:
  1. Go to Tools | Language | Hyphenation.
  2. Click the Automatically Hyphenate Document check box.
  3. In the Hyphenation Zone box, click the down arrow until it displays 0.1."
  4. Enter 2 in the Limit Consecutive Hyphens To box.
  5. Click OK.
Word will hyphenate the existing text in the document according to your instructions, allowing only two consecutive hyphenated lines. Once set, Word will continue to hyphenate the document automatically as you type.

There may be times when you would like to use hyphenation to reduce ragged edges in only certain parts of your document, such as tables. To have Word hyphenate only those parts of a document, follow these steps:
  1.  Select the areas of your document you do not want hyphenated. (If the areas are not contiguous, press [Ctrl] while you select them.)
  2. Go to Format | Paragraph and click on the Line And Page Breaks tab.
  3. Click the Don't Hyphenate check box, and then click OK.
You can now follow steps 1 through 5 above to activate automatic hyphenation for the rest of the document.
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PRINTING LEADING ZEROS IN EXCEL

Have you ever typed a series of numbers in an Excel column and then found that all the leading zeroes have been cut off? By default, Excel's default number format eliminates leading zeroes.
For example, if you type a column of U.S. zip codes, the ones from New Jersey, which begin with zero, will only have four digits instead of five. While you could change those cells to text and retype the zero, another option is to create a custom format that would replace the leading zero. To do so, follow these steps:

1.           Press [Ctrl]1.
2.           Under Category, click Custom.
3.           Enter "0"# in the Type text box.
4.           Click OK.

To replace the leading zero, select the cells and apply the new custom format.
You can create a format that adds as many zeroes as you like. For example, if all your product numbers are preceded by three zeroes, you would enter "000"# in the Type text box.
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CREATE A KEYBOARD SHORTCUT TO QUICKLY LOCATE YOUR FAVORITE FONTS

Scroll…scroll…scroll… and pass up your favorite font no more. Create a keyboard shortcut and apply your most-wanted Word fonts wherever and whenever you want.

You like to use the Comic Sans MS font in your Word publications, but you'd rather not navigate the long list of fonts in the Formatting toolbar every time you need to use it. Rather than clicking through the toolbars and menus to find your favorite font, you can create a keyboard shortcut—and never have to search for the font again. Follow these steps: 

Go to Tools | Customize. On the Commands tab, click the Keyboard button.
1.           Under Categories, click Fonts.
2.           Under Fonts, click Comic Sans MS.
3.           Put your cursor in the Press New Shortcut Key text box.
4.           Press [Alt]CS.
5.           Click the Assign button.
6.           Click Close twice.
 
Now when you want to apply the Comic Sans MS font to your text, select the text and press [Alt]CS.
Note that these shortcut keys may be adapted to whichever key you wish—not just those chosen here—but take care not to use a shortcut combination that has already been assigned, such as for Replace, Paste, and Find.
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CHANGE CASE OR SWITCH FORMATS IN WORD DOCUMENTS

When preparing a Word document for publication, you want to spend as little time retyping as possible. Here are some shortcuts for reducing time spent editing text.
As you edit your document, you notice that all your headers are lowercase, when they should be initial caps. To make that change, follow these steps:
1.    Hold down [Ctrl] while selecting the headers to be changed.
2.    Press [Shift][F3].
Pressing [Shift][F3] twice converts the headers to all uppercase; pressing [F3] again brings it back to lowercase. Alternatively, you can press [Ctrl][Shift]A to convert a block of text to all caps, or press [Ctrl][Shift]K to convert it to small caps.
 
Then, you spot that the author has used the Underline button to underline selected text. While the Underline button is convenient to use, it underlines an entire selection, including the spaces between the words. If you don't want the spaces underlined, follow these steps:
1.    Select the underlined text to be changed.
2.    Press [Ctrl][Shift]W.

Anytime you want to return characters to the default formats for the document template, you don't need to go back and reformat the font. For example, suppose you notice that reviewers have changed the font size and you want to return it back to the style format. Follow these steps:
1.     Select the text to be changed.
2.     Press [Ctrl][spacebar]
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QUICKLY ADD A LINE BETWEEN EACH PARAGRAPH IN WORD

If a document comes to you single spaced with no line spacing between the paragraphs, rather than clicking at the end of each paragraph and pressing [Enter], you can add line spacing to the entire document in two easy steps:
1.     Press [Ctrl]A.
2.     Press [Ctrl]0 (zero)
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USE WORD MAIL MERGE TO PERSONALIZE ANY DOCUMENT

Word's Mail Merge feature isn't just for creating form letters and address labels; you can use it to quickly personalize virtually any document—no matter how many copies you need to send or print.

For example, suppose you are compiling a set of handouts for a seminar and would like to add a page that welcomes each participant by name to the event. You have created a list of the participants in an Excel file (called Seminar Attendees) with the following column field headers: Attendee_Name, Telephone_No., and E-mail_Address. Follow these steps:
  1. Click in your Word document where you want the attendee's name to appear on the first page of the handouts.
  2. Right-click the toolbar area and select Mail Merge to display the Mail Merge toolbar.
  3.  In the Mail Merge toolbar, select the Open Data Source button.
  4. Navigate to the Seminar Attendees file and click Open.
  5. Select the name of the worksheet that contains the data.
  6. Select the First Row Of Data Contains Column Headers check box, and click OK.
  7. Click the Insert Merge Fields button in the Mail Merge toolbar.
  8. Click Attendee_Name, Insert, and then Close.
  9.  Click the Merge To Printer button.
Word will print a personalized set of handouts for each attendee. If you learn that two people on the list cancelled, there is no need to have Word print their handouts. Before printing, click the Mail Merge Recipients button in the Mail Merge toolbar, and clear the check mark from the records of the people who will not attend the seminar.
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USE WORD'S FIND AND REPLACE TO ADD TO EXISTING TEXT

For example, let's say wherever your document refers to a certain client as Mr. Jefferson, you would like it to read Thomas Jefferson. Follow these steps:
 
1.           Go to Edit | Replace.
2.           Type Jefferson in the Find What text box.
3.           Type Thomas ^& in the Replace With text box.
4.           Click Replace All.

You can also use this function to add text to both the beginning and end of existing text. For example, to change all instances of March 22 to Wednesday, March 22, 2006, you would enter Wednesday, ^&, 2006 in the Replace With Text box. Sometimes clients (or bosses) require documents to be in a specific format--even down to the font type and size. If these requests are causing you to change the default font for nearly all of your Word 2000, 2002, and 2003 documents, you can save yourself some time by changing the default font in the Normal template
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SET A DEFAULT FONT FOR YOUR WORD DOCUMENTS

Follow these steps:
  1. Open a new document.
  2. Go to Format | Font.
  3. Select the settings you want for your default font.
  4. Click the Default button.
  5.  When the pop-up appears asking you to confirm that you want to apply the new font to the Normal template, click Yes.
All documents based on the Normal template will have the new default font. If wish to change another template, you must attach the template to a new document before changing the default font. Now follow these steps:
  1. Open a new document.
  2. Go to Tools | Templates And Add-Ins.
  3. Click the Attach button. Select the template you want to change. Press the Open button and then click OK
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CLOSE MULTIPLE OFFICE DOCUMENTS AT ONE TIME

When you have numerous Microsoft Office documents open at one time, it isn't necessary to save and close each document individually before exiting Word. You can save all of the Word documents at once by pressing [Shift] and then going to File | Save All. Word will save all of the changes you made to the open documents at once. The Save As dialog box will display for any files that have not already been named.
You can close multiple documents in one fell swoop by pressing [Shift] and then going to File | Close All. If any of your documents contain unsaved changes, Word will ask you whether you want to save your changes before closing the particular file.
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PRINT MULTIPLE PAGES OF A WORD DOCUMENT ON ONE SHEET

If you regularly print large documents or send printed copies of them through the mail, you can save on both paper and postage by using Microsoft Word's Zoom feature. With Zoom, you can print as many as 16 pages on a single sheet of paper.
Printing multiple pages on one sheet also makes it easier to check your document's page layout, such as odd and even page headers and footers in a 200-page document.
To print four pages to a sheet, follow these steps:
1.           Go to File | Print.
2.           In the Zoom section, select 4 Pages from the Pages Per Sheet drop-down list.
3.           Make any other print selections, and click OK.
Zoom automatically reduces the scale to fit four pages on each sheet. Zoom reduces the size of your printout without changing the document's format or page layout settings.
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SELECT CELLS IN LARGE TABLES USING THE KEYBOARD

As the size of a table increases, the harder it becomes to use the mouse as your sole means of navigation in a table. For example, to select a column with the mouse, you need to move the pointer along the top gridline of the first cell in the column until it changes to a down arrow and then click.  
 
However, using the keyboard simplifies this process. Position the pointer anywhere in the column, press [Alt], and select any cell. To use the keyboard to select an entire table, click anywhere in the table and, with Num Lock off, press [Alt]5 on the numeric keyboard.  
Like Excel, Word XP and Word 2003 also let you press [Ctrl] to select nonadjacent cells. For example, to select columns 1 and 3 using the keyboard, press [Alt], click somewhere in column 1, press [Ctrl][Alt], and click somewhere in column 3.

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