10 most useful microsoft word 2010 tips

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10 Most Useful Microsoft Word 2010 Tips & Tricks RECOMMENDED: Click here to fix Windows errors and optimize system performance Microsoft Word 2010 is one of our favorite text editors. With such a big array of features, Microsoft Office Word 2010 can look complicated. There are many hidden tricks and shortcuts that make text editing easier. Here are some tips I think will help you when you are using Microsoft Word 2010. Microsoft Word 2010 Tips And Tricks 1. Vertical Selection Of Text Normally, we select a character, a word, a sentence or a paragraph. All these selections are horizontal selections. Sometimes you may need to select vertically. For example, if your text has numbers in the beginning, you may want to select only the numbers to delete them at one go (see figure). To select text horizontally, press ALT and click to drag and make a selection. Remember to release ALT key before releasing mouse else it will open the Research dialog. Check out the different uses of vertical selections and let us know what all you did with this feature. 2. Default Line Spacing The default line spacing in Microsoft Word 2010 is 1.15 against 1 in Microsoft Word 2003. Microsoft changed the line spacing to make your

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Page 1: 10 Most Useful Microsoft Word 2010 Tips

10 Most Useful Microsoft Word 2010 Tips & Tricks

RECOMMENDED: Click here to fix Windows errors and optimize system performance

Microsoft Word 2010 is one of our favorite text editors. With such a big array of features, Microsoft Office Word 2010 can look complicated. There are many hidden tricks and shortcuts that make text editing easier. Here are some tips I think will help you when you are using Microsoft Word 2010.

Microsoft Word 2010 Tips And Tricks

1. Vertical Selection Of Text

Normally, we select a character, a word, a sentence or a paragraph. All these selections are horizontal selections. Sometimes you may need to select vertically. For example, if your text has numbers in the beginning, you may want to select only the numbers to delete them at one go (see figure).

To select text horizontally, press ALT and click to drag and make a selection. Remember to release ALT key before releasing mouse else it will open the Research dialog. Check out the different uses of vertical selections and let us know what all you did with this feature.

2. Default Line Spacing

The default line spacing in Microsoft Word 2010 is 1.15 against 1 in Microsoft Word 2003. Microsoft changed the line spacing to make your text more readable. If you want the default line spacing as 1, follow this procedure:

While on the Home tab, right click on the Normal quick style button and select Modify

In the Format list that appears, select Paragraph

Under spacing, change the line spacing from 1.15 to 1

Click OK

Check the box against “New documents based on this template”

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Click OK

3. Changing The Default Save Location

By default, MS Word opens Documents folder when you press CTRL+S for first time. If you think this is irritating you, you can change the default file location to some other place where you normally store your documents.

Click on File

Click on Options

Click Advanced in the left side of the window that appears

In the right part of the window, scroll down to the button that says “File Locations”

Select Documents and click on Modify

In the Save File dialog box that appears, enter or select the new path and click on OK to close the Save File dialog box.

Click OK to close the window.

Page 3: 10 Most Useful Microsoft Word 2010 Tips

4. Change Default Font

The default font for new documents in MS Word 2010 is Calibri. Though the font is good for online viewing, it creates problems when printing. You may be using Times New Roman or Arial for print jobs. One method is to change the font manually each time after you have typed the document. But then, it would involve formatting the document again. Another method is to change the default font.

Right click on the Normal quick style button on Home tab.

Click Modify

In the dialog box that appears, click on Format… to open the drop down menu and select Font

In the Font dialog box, select the font you wish to use with every document.

Make any other changes you wish such as font size etc

Click OK

Click to select “New documents based on this template”

Click OK to close the Modify dialog box.

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5. Move Rows Of Text In Table

Sometimes when you are working on the table, you may want to move one or more rows in the table up or down without having to change the table formatting. One method is copy pasting but that risks formatting.

Another method is using ALT+SHIFT+UP arrow key to move entire row up. Similarly, to move the entire row down, use ALT+SHIFT+DN arrow key. Note that you have to select the row before you can move it using the ALT+SHIFT+Arrow keys. This method makes sure the formatting is not disturbed.

6. Quickly Change Line Spacing

Sometimes need arises that you have to change line spacing among different paragraphs. Here are the shortcut keys:

CTRL + 1 –> Change line spacing to 1

CTRL + 2 –> Change line spacing to 2

CTRL + 5 –> Change line spacing to 1.5

Note that you just need to place the cursor on the paragraph that needs to be styled. You need not select the paragraph.

7. Quickly Adding Borders to Paragraphs

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If you wish to add borders to some paragraph, you can use the Borders and Shading dialog box. However, if your need is just to add bottom border to text/paragraph, you can do it by adding three special characters and hitting Enter.

Press – (hyphen) three times and press Enter to draw an underline border of 3/4 points

Press _ (underscore) three times and press Enter to draw an underline border of 1.5 points

Press ~ (tilde) three times and press Enter to draw a zigzag underline border

Press * (asterisk) three times and press Enter to draw a dotted underline border

Press = (equal to) three times and press Enter to draw a double underline border

8. Find Special Formatting

You can find text that is specially formatted. For example, you can find highlighted text or text whose font is Times New Roman. You can also search for bold text or italics. There are many more options when you use the Find option.

1. Press CTRL+F to open the Find pane. In Word 2010 it appears to the left side of the window.

2. Click on the down facing triangle next to magnifying glass and click on Advanced Find…

3. In the Find dialog box that appears, click on More.

4. You can see plenty of options under Format.

5. When you select anything, it appears under the “Find What” textbox. When you click Find Next without entering anything in the “Find What” text box, it searches for the format you have selected. For example, you can select Font and in the Font dialog box, select a font and its properties (bold, italics etc).

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9. Merging Formatting When Pasting Across Documents

When you copy anything from another document and paste it in the current document, you will want the copied text to match the formatting of the current document. While you can manually format each time you copy text from other documents to the current one, you can also set the default paste to merge formatting so that the text copied from other sources acquires formatting of current document.

1. To set the default formatting, click on the down facing triangle below Paste on Home tab

2. Click Set Default Paste

3. In the window that appears, Select Merge Destinations in: 1: When Pasting in Same Document and 2: When Pasting between Documents.

4. Click OK to close the window

Page 7: 10 Most Useful Microsoft Word 2010 Tips

10. Copy Only Formatting

Sometimes you may want to apply an already existing formatting from one part of your document to another part. You have the Format Painter for the purpose. Using the Format Painter can be irritating when dealing with long documents.  Here is another method that is easier to use.

Press CTRL+SHIFT+C instead of CTRL+C. This will copy only the formatting and leave the text.

Move to the destination where the formatting is to be applied. Select the text to which formatting is to be applied. Press CTRL+SHIFT+V to paste the formatting to the selection.

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1. Configure paste options

Word tries to be helpful when copied text is pasted into a document by automatically retaining the

source formatting, while providing the option to change the text to match the formatting of the current

document.

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To avoid having to choose formatting options every time text is pasted, click the 'Office' button,

followed by 'Word Options', then move to the 'Advanced' section. Under the 'Cut, copy and paste'

heading, use the first four dropdown menus to choose a default setting for format pasting.

While configuring these options, untick the box labelled 'Show Paste Options Buttons' to prevent the

formatting options pop-up from being displayed in the future.

2. Change full-justification formatting

When full justification is applied to a paragraph, Word ensures that text is vertically aligned on the

left and right of the page by adjusting the spacing between words. While this usually isn't a problem,

there are occasions when it can lead to a lot of visible white space.

By opting to use the justification style that's utilised in WordPerfect, the spacing between individual

letters on each line is adjusted to allow for better-looking text when it spans from margin to margin.

To activate this option, click the 'Office' button, followed by 'Word Options', and then click the

'Advanced' link on the left. Scroll to the bottom of the advanced options and expand the 'Layout

Options' entry. Now you just need to tick the box labelled 'Do Full Justification The Way WordPerfect

6.x For Windows Does', then click 'OK'.

3. Use a hanging indent

One of the less frequently used means of formatting paragraphs is the hanging indent. This is where

the first line is not indented, but all of the rest are.

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Select the paragraph you'd like to format in this way, move to the Home tab and double-click the

arrow icon in the lower right-hand corner of the 'Paragraph' pane.

On the Indents and Spacing tab, use the 'Special' dropdown menu in the middle of the dialog to

select the 'Hanging' option and then indicate the indentation level. To apply the indent, click 'OK'.

4. Show and hide the ribbon

For many people, the ribbon interface used in Office 2007 is a great step forward, while others find it

somewhat overwhelming. If you fall into the latter category, you'll be happy to know that the ribbon

can be temporarily hidden to provide you with a larger working area and clear away the clutter.

It's also worth noting that the ribbon can quite easily be hidden by accident, so if this has happened,

these tips can be used to show and hide it as required.

The first option is to click the down arrow icon at the end of the Quick Access Toolbar and tick or

untick the 'Minimize the Ribbon' option. This menu can also be accessed by right-clicking anywhere

on the ribbon.

The third option is to double-click one of the tabs at the top of the ribbon to toggle the ribbon on and

off. Finally, you can always use the keyboard shortcut – simply press [Ctrl]+[F1].

5. Number pages

Page 10: 10 Most Useful Microsoft Word 2010 Tips

It's easy to configure a header and footer for your Word document so the page number is displayed

on every page. In many instances, though, a document will have a title page for which a number is

not required.

Set up page numbering as required and then in Word 2007 and 2010, move to the Page Layout tab

before clicking the button in the lower right-hand corner. Switch to the Layout tab and tick the box

labelled 'Different first page', before clicking OK.

6. Back up the Quick Access Toolbar

If you've spent a great deal of time customising the Quick Access Toolbar (QAT), it's all too easy to

forget about it if you ever need to reinstall Windows. Thankfully, you can create a backup of the

toolbar, which means it can be brought back without any hassle, or copied to other machines that

you work with.

In Windows XP, use Explorer to navigate to 'C:\Documents and Settings\[username]\Local Settings\

Application Data\ Microsoft\Office', while in Windows Vista or 7, you should head to 'C:\Users\

[username]\ AppData\Local\Microsoft\ Office'.

Here you'll find a file called 'Word.qat' – this can be duplicated for backup purposes, or copied to

another computer.

7. Remove formatting

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If text has been formatted and you change your mind about how it should appear, click the word in

question, or select a section of text, and press [Ctrl]+[Space] simultaneously. If the formatting has

been applied with a style, press [Ctrl]+[Shift]+[N] and it will then revert to the default style.

8. Adjust font spacing in headings

Text space can be adjusted to help ensure that a heading fits on a single line, rather than wrapping

onto a second, or expanded to reduce the amount of white space in a line.

Select a line of text, right click and select Font from the context menu. Letter widths can be adjusted

by selecting a new size from the Scale dropdown menu, but it's also possible to adjust spacing. Use

the up and down arrows in the Spacing section to expand or compress it.

9. Compare documents

There are various reasons why you might want to compare two documents and Word provides the

option to open two files side by side for this very purpose. However, if you're using a monitor in

portrait mode, side-by-side document comparison is less useful than having one document displayed

above the other.

Thankfully, this arrangement option is available. In Word 2003 and older, open the two documents

you want to compare, click the 'Window' menu and select 'Compare Side by Side'. Now click the

'Window' menu again and select the 'Arrange All' option.

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In Word 2007 and 2010, open the documents that you want to compare and move to the View tab of

the ribbon. Click the 'View Side by Side' button, and then click 'Arrange All'. Press 'Synchronous

Scrolling' and you can scroll then through both of your documents at the same time.

10. Paste text with the Spike

While the clipboard provides a useful way to copy and move text around a Word document, there's a

little-known feature called the Spike that provides an alternative. Text that's added to the Spike is cut

from the document and there's no limit to the number of entries that can be added.

When the content of the Spike is pasted into a document, it's done so in the order that it was spiked.

This provides a very handy way of reorganising paragraphs or lists, without the need for endless

cutting and pasting.

To add text to the Spike, select it and press [Ctrl]+[F3] simultaneously – this can be repeated as

many times as required. To paste the contents of the Spike back into a document, you just need to

press [Ctrl]+[Shift]+[F3].

This will clear the Spike, ready to start collecting more data, but it's also possible to paste the Spike

while retaining its contents for future use. Position the cursor where the pasted text should appear,

type the word spike and then press [F3].

Page 13: 10 Most Useful Microsoft Word 2010 Tips

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Bullets and Numbering

Adding a bulleted or numbered list to a Word document is one way to make information stand out. Create a numbered list from the keyboard by typing a "1" and entering a space or pressing the "Tab" key. Type in the text for the first line and then press the "Enter" key. Word will automatically enter a "2" on the next line and indent the list. You can make a bulleted list the same way, using an asterisk (*) in place of the first number.

If you would like to change the type of bullet or numbering system used in a bulleted or numbered list, double click a bullet or number in the list. The "Bullets and Numbering" dialog box will open. Select a different option, or click "Customize" to make another choice.

Word Art

Word Art is another feature that will make a Microsoft Word document stand out. To add a Word Art object to a document, go to the "Insert" menu in Word 2003 or earlier, pointing to "Picture" and selecting "WordArt," or go to the "Insert" tab in Word 2007 and click "WordArt" in the "Text" group.

Select a style that closest resembles the shape you want from the "Word Art" gallery and click "OK." Don't worry if it is not exact, as you can make many modifications later. Type in the word or phrase you want to use in the Word Art object. Change the font in the "Font" drop-down list, change the font size, and make the font bold or italicized if desired, and then click "OK."

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Stretch the Word Art object larger or smaller by clicking on it to select it and then dragging a side of the object to the size you want. You can rotate or flip the Word Art object as well. In Word 2003 or earlier, go to the "Draw" menu on the "Drawing" toolbar and point to "Rotate or Flip" and then select the option you want, such as "Flip Vertical." In Word 2007, the choices are on the "Format" tab under "Picture Tools."

To give the effect of a mirror image, copy the Word Art object, paste it below the original and then flip the bottom Word Art object vertically. You may want to adjust the fill color as well.

Sorting

If you have a list of items in a Word document that you would like to alphabetize, you can use Word's "Sort" tool. In Word 2003 or earlier, go to the "Table" menu and click on "Sort." In Word 2007, "Sort" is on the "Layout" tab of the ribbon. Select up to three parameters by which to sort, such as paragraphs or columns of a table.

Insert Another File

There may be times when you need the contents of another file, such as a different Word document or an Excel spreadsheet, in the body of the Word document you are creating. To insert another Word document, start by placing the cursor where the second file should be inserted. In Word 2003 or earlier, go to the "Insert" menu and select "File." In Word 2007, go to the "Insert" tab of the ribbon, click "Object" and select "Text from File." Locate the existing Word document you wish to insert into the current one.

To insert a different type of file, select "Object" from the "Insert' menu in Word 2003 or the "Object" drop-down on the "Insert" tab in Word 2007. Go to the "Create from File" tab and click "Browse" to locate and insert an existing file.

You can opt to insert the entire file, insert it as a clickable hyperlink or insert it as an icon that, when clicked, will open the inserted file.

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