Microsoft Word XP

Printer Friendly Version, note, this documents prints on legal size paper.

AutoCorrect	Tools-AutoCorrect Options.
AutoText	Insert-Auto Text, select text option.
Bold	Format-Font, Font tab, select Bold from the Font Style section. Bold icon. Ctrl-B
Borders	Format-Borders & Shading, Border tab, select border style, click OK. View-Toolbars-Tables and Boarders.
Bullets & Numbering	Format-Bullets & Numbering, choose Bulleted, Numbered or Outline Numbering tab.
Cancel/Interrupt	Press the ESC key.
Center	Format-Paragraph, Indents & Spacing tab, Alignment-Center. Select text, click Center Text icon.
Center Page (vertically)	File-Page Setup, Layout tab. Choose Vertical Alignment-Center.
Change Case	Select text, Format-Change Case, selected options. Select text, Shift+F3.
Close File	File-Close. CTRL-W.
Columns	Format-Columns, select options. Columns icon.
Copy (select text)	Edit-Copy. Copy icon. CTRL-C.
Cut (move)	Edit-Cut. Cut icon. CTRL-X.
Date & Time	Insert-Date & Time, select format.
Decimal Tab	Format-Tab, enter tab position, tab alignment, click Set.
Delete Word	CTRL-Backspace key. CTRL-Delete key.
Dot Leader	Fortmat-Tab, enter tab position, tab alignment and desired leader. Click Set, click OK.
Envelope	Tools-Letters and Mailings-Envelope & Labels, Envelope tab. Enter delivery and return address, click Print.
Exit File	File-Close.
Exit Word	File-Exit.
Find	Edit-Find, enter what to find, click OK. CTRL-F.
Find File	File-Open, go to Tools-Search, enter search text, location to search and then click OK.
Flush Right	Format-Tabs, enter tab position, select right alignment, click Set, click OK.
Font	Format-Font, Font tab, cloose desired font. Font box icon.
Font Effects	Format-Font, Font tab, choose desired effects.
Font Size	Format-Font, Font tab, select size. Font size box on Formatting toolbar.
Footers	View-Header and Footer, click Switch to Footer icon from Header-Fotter toolbar.
GoTo	CTRL-G. Edit-GoTo.
Grammer Check	Tools-Spelling and Grammar. Press F7.
Graphics	Insert-Picture-From File. Insert-Object (for specific images).
Headers	View-Headers and Footers.
Help	Help. Help icon.
Indent (double sided)	Format-Paragraph, Indent & Space tab, choose left and right indents.
Indent (first line)	Format-Paragraph, Indent & Space tab, Special-First line.
Italics	Format-Font,Font tab, select Italics from the Font Style area. Italics Icon. CTRL-I
Justification	Format-Paragraph, Indent & Spacing tab, Alignment. Italics Icon. CTRL-I.
Labels	Tools-Letters and Mailings-Envelopes & Labels, Label tab, new documents button, enter label information, click the Print icon.
Line Spacing	Format-Paragraph, Indent & Spacing tab, line spacing.
Mail Merge	Tools-Letters and Mailings-Mail Merge Wizard.
Margin Release	File-Page Setup, Margin tab.
Margins	Drag margin markers on the Ruler bar.
Margins (document)	File-Page Setup, Margins tab, enter margins, click OK.
Margins (paragraph)	Select paragraph, File-Page Setup, Margins tab, enter margins. Click OK.
Mark Text	Select text. Insert-Bookmark.
New Document	File-New. New Icon. CTRL-N.
Number of copies	File-Print-Copies.
Office Assistant (hide)	Right-click on Wizard, choose Hide.
Open Document	File-Open. Open icon. CTRL-O.
Page Borders	Format-Borders & Shading, Borders tab.
Page Break	Insert-Break, choose Page Break. CTRL-ENTER.
Page Numbering	Insert-Page Numbers.
Paper Size	File-Page Setup, Paper tab.
Paragraph Spacing	Format-Paragraph.
Paste	Edit-Paste. Paste Icon. CTRL-V.
Picture	Insert-Picture.
Print	File-Print. Print Icon. CTRL-P.
Print Preview	File-Print Preview. Print Preview Icon.
Repeat	Edit-Repeat Typing or Repeat Paste.
Save	File-Save. Save Icon. CTRL-S.
Save All	File-Save All.
Select Paragraph	Double-click next to the paragragh. Triple-click anywhere in the paragragh.
Select Printer	File-Print, select printer from drop down list.
Select Sentence	Holding the CTRL key, click anywhere in the sentence.
Select a word	Double-click the word.
Show/Hide	Show/Hide Icon. Tools-Options,View tab. From the Formatting Marks section turn on Paragraph.
Small Caps	Format-Font, Font tab, Small Caps. CTRL-Shift-K.
Sort	Table-Sort.
Special Characters	Insert-Symbol, Special Characters tab.
Spell Check	Spell and Grammar Icon. Tools-Spelling and Grammar. F7.
Style	Format-Style & Formatting. Style box on Formatting toolbar.
Subscript	Format-Font, Font tab, select Subscript. CTRL-=.
Superscript	Format-Font, Font tab, select Superscript. CTRL-Shift-=.
Symbols	Insert-Symbols, Symbols tab.
Tabs	Format-Tabs. Ruler toolbar (View-Ruler).
Table of Contents	Insert-Reference-Index and Tables, Table of Contents tab. Choose the form desired, click OK.
Tables	Table-Insert-Table. Table Icon.
Templates	File-New. Select template, click OK.
Thesaurus	Tools-Language-Thesaurus. Shift-F7
Typeover	Press the Insert Key.
Underline	Format-Font, Font tab, Underline Underline Icon. CTRL-U.
Undo	Edit-Undo. Undo Icon. CTRL-Z.

Shortcut Keys

CTRL-A	Select All
CTRL-B	Bold
CTRL-C	Copy
CTRL-D	Font Dialog Box
CTRL-E	Center Justify
CTRL-F	Find
CTRL-G	Go To
CTRL-H	Replace
CTRL-I	Italics
CTRL-J	Full Justify
CTRL-K	Insert Hyperlink
CTRL-L	Left Justify
CTRL-M	Insert Left Indent
CTRL-N	New Document
CTRL-O	Open Document
CTRL-P	Print
CTRL-Q	Remove Paragraph Formatting
CTRL-R	Right Justify
CTRL-S	Save
CTRL-U	Underline
CTRL-V	Paste
CTRL-W	Close Document
CTRL-X	Cut
CTRL-Y	Repeat Last Action
CTRL-Z	Undo

Selecting Text

Drag over text	Selects all text the mouse pointer is dragged over.
Single-click	Selects a line.
CTRL-click	Selects a sentence.
Double-click	Selects a word.
Triple-click	Selects a paragraph.

Mail Merging in XP

To display and customize the Mail Merge toolbar:

If using the mail merge toolbar you may need to add the "Insert Merge Field" icon. To do:

Go to View-Toolbars-Mail Merge. This turns the Mail Merge toolbar on.
Go to View-Toolbars-Customize.
Select the Commands tab.
From the Categories section select Mail Merge.
From the Commands section, select Insert Merge Field. Drag to your Mail Merge toolbar and place anywhere.

Letter Mail Merging using a NEW data source (starting from scratch):

Open Microsoft Word.
Launch the Merge process. Select Tools-Letters and Mailings-Mail Merge Wizard. From the menu bar, select View-Toolbars-MailMerge. The merge toolbar should now be visible.
Identify document type. Select document type from the right-hand panel. Press Next: Starting Document from the bottom of the panel.
Select Starting Document. From the right panel select the starting document (use current document). Select Next: Select Recipients.
Select Recipients. Select Type a new list from the right panel. Select Create from the right panel. Enter data information. Use the New Entry button to add a new record. Press Close when all records have been added. Name and save data source. Click OK at the Merge Recipients list.
Setup Main Document. Back at the blank document press Next: Write your document from the right panel. Write letter. Position cursor where the first merge field is desired. Using the Merge toolbar click on Insert Merge Field icon, select needed field. Repeat process until all fields needed are added.
Merge Documents. From the Merge toolbar, press Merge to New Document icon . At the Merge Records windows select records to merge and press OK. A merged document will be produced for each record.

Letter Mail Merging using an EXISTING Data Source (Brio/Excel file):

Open Microsoft Word
Launch the Merge process. From the menu bar, select View-Toolbars-Mail Merge. Results: Mail Merge toolbar.
Identify document type. Click the Mail Document Setup icon. From the resulting list, select Letters.
Open data source. Click the Open Data Source icon. Navigate to the data file and open it. At the Data Link Properties window, press Cancel. At the ODBC Excel Driver Login Failed window, press Cancel. At the Microsoft Excel prompt, press OK.
Set up main document. Place the cursor in the document where merged data should appear. From the merge toolbar, click the Insert Merge Field icon. Select the field element from the drop-down list.
Merge document. From the Mail Merge toolbar, select the Merge to New Document icon. At the Merge Records prompt, click OK to merge all records.

LABEL Mail Merging using an Existing Data Source (Brio/Excel file)

Open Microsoft Word
Launch the Merge process. From the menu bar, select View-Toolbars-Mail Merge. Results: Mail Merge toolbar
Identify document type. Click the Mail Document Setup icon. From the resulting list, select Labels.
Select Label type. From the Label options window, select label type. Click OK.
Open data source. Click the Open Data Source icon. Navigate to data file. Open it. At Data Link Properties window, press Cancel. At the ODBC Excel Driver Login Failed window, press Cancel. At the Excel prompt, press OK.
Set up main label. Place the cursor in the document where merged data should appear. From the merge toolbar, click the Insert Merge Field icon. Select the field element from the drop-down list.
Propagate labels. Press the Propagate label icon. This will propagate the additional label son the label sheet with the merge fields.
Merge document. From the Mail Merge toolbar, select the Merge to New Document icon. At the Merge Records prompt, click OK to merge all records.

En-Dashes, Em-Dashes

Automatically format hyphens as en dashes and em dashes.

When you type a space and one or two hyphens between text, Word automatically inserts an en dash ( – ). If you type two hyphens and do not include a space before the hyphens, then an em dash ( — ) is created.

Shortcut Keys

For this "Em—dash", press -- (hypen, hypen) or press CTRL-ALT-Hyphen

For a nonbreaking hyphen or a "En–dash" press CTRL-Shift-Hyphen key or to automate:

Turn off the autocorrect for Hyphens with Dash: Tools-AutoCorrect Options, select the AutoCorrect as you type tab.
Uncheck the "Hyphens (--) with dash (–)".
Create your own autocorrect for the en-dash: Tools-AutoCorrect Options, select the AutoCorrect tab.
Enter "--" in the Replace field, press "CTRL-Hyphen" in the With field.
Click Add.
Click Ok.

Resize a Word Table to Span the Page Width

When you create a table, Word sizes the table to span the page width by default. However, as you customize your table's column count and column widths, the default page-width table sizing may be lost. To resize a table so that it fits the width of the page do the following:

Select the entire table.
Choose Table-Table Properties.
From the Table tab, check the Preferred Width check box in the Size area. Choose Percent from the Measure In dropdown list, then change the Preferred Width setting to 100%.
Click OK. Word resizes the table to fit the page, retaining the table's relative column widths.

Connect to the Net with a button or menu item in Word

You can use Word's Web toolbar to access Internet content directly from Word. You may also assign a hyperlink to a toolbar button or menu item.

Toolbar Button Hyperlink

Click Tools-Customize.
From the Commands tab drag any command from the Commands list box to the desired location on a menu or toolbar.
With the new item still selected, click the Modify Selection button. Choose Assign Hyperlink-Open.
In the Assign Hyperlink dialog box, click the Existing File Or Web Page icon from the left edge of the window.
Type the URL or the file pathname you want to link to in the address field text box. If you aren't sure of the correct pathname or URL, click Browse for and locate desire file or URL.
Click OK.
Now, use the tools from the Modify Selection button to customize your new item's image and text as desired.
Click Close when finished.
Now for the test. Click on your new button or menu item to launch the destination file or Web page in its native application.

Note: You can also assign a hyperlink to an existing toolbar button or menu item; however, when you do, the item's original command is discarded and replaced by the hyperlink.

Customize your Word menus or toolbars

Word makes it easy to add commands to your menus or toolbar.

Choose Tools-Customize.
Click on the Commands tab.
From the left column, the Categories list box, find the category for the command you want.
From the right cloumn, the Command list box, select the command.
Now, simply drag the command you want up to the menu. When the menu displays a list of
menu commands, point to the location where you want the command to appear on the menu and then release the mouse button.
- OR to place the command on a toolbar. Simply drag the command to the desired toolbar.

Move a selection without getting lost in the shuffle

You can move a selection from one place to another by dragging it but it often zooms out of control.
Here's a little trick you may not know. Select the text you want to move, and then press F2 (function key F2). In the status bar, you'll see the message Move To Where?. Position the insertion point where you want the selection to appear or be pasted, and then press Enter.