MS Office

1. Choose Page Setup from the File menu.

2. Click on the Paper Source tab.

3. Make your printer tray choices, then click the Default button to change default tray assignments.

4. Word will inform you that this change will affect all documents based on the Normal template.

If you make changes here without clicking the Default button, the changes are temporary and will revert back to the defaults after the current print job is completed. Printer settings are generally hierarchical. Your printer will respond first to settings made in Word, then the printer driver, then settings made on the printer itself. Problems with Word pulling paper from the wrong tray are often traced to the settings described above. If you still have problems, then check the settings in the printer control panel (click on the Start button, choose Settings, then open the Printers control panel). More advanced printers may also require programming changes on the printer controls located on the printer. Check your printer manual or online Help for more information.

A style is a set of formatting characteristics that you can apply to text in your document quickly. The Style list is that pulldown list on the Formatting toolbar, where it usually says Normal in a white box. You apply styles by selecting text, then choosing a style from the list. There will be a few there by default. You can create your own styles:

1. Select the text that contains the formatting you want to use for your style.

2. On the Formatting toolbar, click inside the Style box.

3. Type over the existing style name to create the name for the new style, then press Enter.

You can set additional formatting characteristics for paragraph styles, such as the style for the next paragraph:

1. On the Format menu, click Style.

2. Click the style that has the settings you want to change.

3. Click Modify, and then select the options you want.

AutoText is a way to store and quickly insert text, graphics, fields, tables, bookmarks, and other items that you use frequently. Word comes with a library of AutoText entries (see the items listed under AutoText on the Insert menu or turn on the AutoText toolbar, then click on All Entries). You can create your own AutoText entries with either of the following methods.

Method 1:

1. Choose AutoCorrect or AutoCorrect Options from the Tools menu, then click on the AutoText tab.

2. Type the text of your new AutoText entry in the Enter AutoText entries here box, then click on Add.

3. Make sure the Show AutoComplete tip check box is checked.

4. Click OK.

Word will show a tip on the screen after you type the first 4 or 5 letters that match the AutoText entry. Press Enter to accept the entry or keep typing to ignore it. If AutoComplete is turned off, you can insert AutoText entries with the AutoText toolbar (see Method 2).

Method 2:

1. Turn on the AutoText toolbar (choose Toolbars from the View menu, then select AutoText).

2. Select the text you want for an AutoText entry, then click on the New button on the AutoText toolbar.

3. Make up a shortcut name for this entry.

4. To use the shortcut, type the shortcut, then immediately press F3.

Word will allow an author (or a group of co-authors) to retain deleted text to be accepted or rejected once the document is finalized. With the feature activated, Word "red lines" text deleted from the original document so that is visible, but distinct from the surrounding text. A related feature, called Compare Documents, will highlight the differences between two versions of a document.

To activate Track Changes:

1. Complete your first draft and save it.

2. Choose Track Changes from the Tools menu, then choose Highlight Changes. Select the Track changes while editing checkbox.

3. As you make changes for your second draft, you'll see how Word displays the changed text.

To accept or reject changes:

1. Place the cursor at the beginning of the document that is showing tracked changes.

2. Choose Track Changes from the Tools menu, then select Accept or Reject Changes.

3. The Accept or Reject Changes tool allows you to find the tracked changes (click the Find button), then to accept or reject the found change. You can also choose to Accept All or Reject All of the changes.

This feature can be a bit tricky to use, especially if multiple authors are collaborating on a document. For multiple authors, you can also enable document protection with the tracked changes feature. This will allow reviewers to edit the document, but they will not be able to turn off Track Changes and they will not be able to accept or reject changes. To protect a document for tracked changes:

1. Complete your first draft and save it.

2. Choose Protect Document from the Tools menu.

3. Under Protect document for select the Tracked changes radio button.

4. Enter a password (you'll be prompted to confirm the password).

5. The Track Changes feature will be enabled automatically.

Don't forget the password. There is no way to unlock the document if you don't have the password!

Comparing documents is an option within the Track Changes command. When this command is activated, Word will compare a document you select with the document displayed in the document window, then combine the documents with the differences highlighted in the same way the Track Changes feature highlights edits.To compare a document with the current document:

1. Save the current document (just in case).

2. Choose Track Changes from the Tools menu, then choose Compare Documents.

3. Word will combine the documents as described above.

4. Use the Accept or Reject Changes feature to finalize the document, as described in the How can I track changes made to a document?

Yes. Word calls this "versioning". One file will contain all the versions and will increase the file size. You can also extract any version and save it as a separate file. To use the version options:

1. Choose Versions from the File menu.

2. Click the Save Now button to save the current state of the document. Word records the author and the time and date of the version. You can also add comments to distinguish each version.

If you check the Automatically save a version on close, Word will do just that. You can still use the Save Now option to save other versions of the document. To view your version history:

1. Choose Versions from the File menu.

2. Select a version then click on the Open button to view that version in a separate window.

3. To keep a particular version, use the Save As command on the File menu.

Yes!

1. Choose Replace from the Edit menu.

2. Click on More. At the bottom of the Find and Replace dialog box, you'll see a Format button and a Special button. The Format button allows you to replace formatting (e.g., one font for another, bold for italics); the Special button allows you to replace special characters (e.g., paragraph marks, note reference marks).

Also, you can use the contents of the Clipboard as the replacement. This is useful if you want to replace a short word or phrase with a longer phrase or paragraph. To use this feature, you must first create the replacement text somewhere, then copy it to the Clipboard. When you use the Special button as mentioned above, you'll see Clipboard Contents as one of the choices (or use ^c).

You can use the Show/Hide button ¶ on the Standard toolbar to display paragraph marks, spaces, tabs, and other normally invisible characters that are embedded in the text. To diagnose a paragraph formatting problem, click in the paragraph that is in question, then choose Paragraph from the Format menu to see all of the settings applied in that paragraph. If you select multiple paragraphs, then select the Paragraph command, the settings that are not the same in each selected paragraph will be blank.

Another option is the What's This? item on the Help menu:

1. Choose What's This? from the Help menu.

2. Click on the text you want to check. In Word 2000, a balloon will appear with some information about the formatting. In Word XP/2003, the information appears in the task pane on the right side of the screen.

To diagnose a font formatting problem, click on the text that is in question. The current font and font size are displayed on the Formatting toolbar, if it is displayed (see How can I display more toolbars?). You can also choose Font from the Format menu to see all of the settings applied to the characters where you clicked. Since different character formatting could conceivably be applied to adjoining characters, you may have to remove all of the font settings from a block of text that is causing problems, then redo it. If you select a block of text, then select the Font command, the settings that are not the same in each selected paragraph will be blank.

1. Choose Header and Footer from the View menu.

2. The Header editing window and the Header and Footer toolbar will appear.

3. Type the text for the header or footer (the text in a header or footer is formatted like any other text).

You can insert page numbers, the document's filename and path, and other codes into headers and footers (there are a number of options on the Header and Footer toolbar). The Switch Between Header and Footer button on the toolbar toggles the editing window between the header and the footer. The commands to control headers and footers are on the Page Setup dialog box (Page Setup on the File menu):

* Set the header and footer margins on the Margins tab.

* Set the other options on the Layout tab (different first page and odd and even). If you select either of the options on the Layout tab, then you can format the various headers individually and do things like remove the first page number, "mirror" the page numbers, etc. Headers and footers can be further controlled by formatting your document into multiple sections.

To format an existing header or footer:

* Double-click on it, if you are in Print View.

* In Normal View, choose Header and Footer from the View menu.

Change the page layout so that the first page has a different header (or no header):

* Choose Page Setup from the File menu.

* On the Layout tab, select Different first page under Headers and footers.

* Now, you can create a unique first page header or footer. If you view the header or footer on the first page, you'll see "First page header" or "First page footer" instead of "Header" or "Footer" at the top of the screen. The headers and footers of all following pages will be the same.

For a different header or footer on each page or section:

* Insert a Section Break at each point where you want the header or footer to change:

o Choose Break from the Insert menu, then select Next page under Section break types.

* Choose Header and Footer from the View menu.

* CRITICAL (and potentially confusing) step! Create headers and footers as usual, but disable the Same as previous button whenever you want to create a unique header or footer (the previous text will appear, but you can delete it and enter new text). You can move through the sections without closing the Header and Footer toolbar by clicking on the Show Next and Show Previous buttons. It's easy for this to go awry, with headers and footers changing or disappearing as you try to get different headers or footers in each section. You may find it easier to setup all of your document sections first, then go back through the document from the beginning and create your headers or footers. Be especially careful with the Same as previous setting, as described above. You can also use the "different first page" option within each section

The character format of the number symbol in a numbered list item is contained in the paragraph character at the end of that item. If you just need to fix one or two numbered list symbols whose formatting somehow got changed:

1. Select the paragraph symbol at the end of a numbered list item (use the Show/Hide button ¶ on the Standard toolbar to display the paragraph marks).

2. Format the paragraph symbol (formatting applied here affects only the numbered list symbol).

To create a custom numbered list style, or to modify an existing list:

1. Select the list.

2. Choose Bullets and Numbering from the Format menu.

3. Click on the Numbered tab (the numbered list style you chose previously will be selected).

4. Click on the Customize button.

5. Click on the Font button. Any of the font attributes you apply here will affect only the number symbols in the selected list.

The Numbered List command will work with the Increase and Decrease Indent buttons to make a hierarchically structured list, but you have to type carefully (watch the tabs; no extra returns). Word calls this an Outline Numbered list. You can either type everything up against the left margin and format when you are done, or set the numbered list style first, then type. To create an Outline Numbered list:

1. Choose Bullets and Numbering from the Format menu.

2. Click on the Outline Numbered tab.

To format the list.

1. Click on the line or paragraph you want to move to the next level.

2. Click on the Increase Indent button to move an item to the next level.

3. Clicking on the Decrease Indent button to move an item to the previous level.

One easy way to do this is to put a border on the paragraph (either a top border or a bottom border will work, just be aware of which paragraph you put the border in):

1. Place the cursor in the paragraph.

2. Choose Borders and Shading from the Format menu.

3. On the Borders tab, select a line style.

4. Click the buttons in the Preview area (you can choose top, bottom, left, or right borders).

You can also draw a graphic line with the Line tool:

1. Choose Toolbars from the View menu.

2. Select Drawing to display the Drawing toolbar (it usually appears at the bottom of the screen).

Note: There is usually a Drawing button on the Standard toolbar that will display the Drawing toolbar.

3. Click on the Line tool to activate it.

4. Click and drag in your document to draw the line.

Hold the Shift key while you drag to draw a perfectly straight, horizontal line.

It's best to add graphic elements after you have completed the editing of your text, then you don't have to worry about them moving to undesired locations as you edit.