Free Microsoft Office Tutorials | Online Office Learning Guide | Microsoft Office Tips and Tricks

To create a table using the Insert Table icon

• Place the cursor at the location you wish to place the table.
• Click on the Insert Table icon on the Standard toolbar and drag the mouse over the grid to select the number of rows and columns you required.

Note: You will notice that the maximum number of columns and rows are 4 X 5 Table. If you are creating a Microsoft Word table that is more that 4 X 5, just click on the existing grid and drag the mouse to the required columns and rows.

To enter text into a Microsoft Word table

• Click on any cell and start typing text or number to the table.
• To move from cell to cell use the Tab key or mouse click.

To resize column widths and row heights

• Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse.

To select a column or multiple columns

• Move the mouse pointer to the top of the column and the cursor will change from an I-bean to a small, thick downward pointing arrow. Click to select the column.
• If you wish to select multiple columns, just drag the mouse across the columns.

To select a row or multiple rows

• Move the mouse pointer to the left of the outside table row you wish to select, until the mouse pointer changes from an I-bean to an arrow pointing upwards and to the right. Click once to select the row.
• If you wish to select multiple rows, just drag the mouse to select few rows at once.

To select the whole table

• Click anywhere inside the table.
• From the Table menu, point to Select and click on Table.

To insert a column or row into the table

• From the existing table, select the column or row where you want the new one to appear.
• From the Table menu, point to Insert and select the appropriate options: Columns to the Left / Columns to the Right / Row Above / Row Below.

To delete a column or row from the table

• Select the column(s) or row(s) you want to delete.
• From the Table menu, point to Delete and select either Columns / Rows.

To delete the entire Microsoft Word table

• Click anywhere within the table.
• From the Table menu, point to Delete and select Table.
  OR click the Cut icon on the Standard toolbar.

To merge cells in a table

• Select the cells you wish to combine to make a single cell.
• From the Table menu, click Merge Cells.

To split cells in a table

• To split cells into two or more cells, select the cells you wish to split.
• From the Table menu, click Split Cells.
• From the Split Cells dialog box displayed, enter the number of columns or rows you wish to split the cell into and then select OK or press Enter.

To split a Microsoft Word table

• Place the insertion point where you want to split the table. For example, we have a table that contains 5 rows, so place the insertion point on row 3.
• From the Table menu, click Split Table.
• A blank row will appear in the table, above the current row, to create a separate table.

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Step 1: To Preview a Document

• Place the insertion point in the page where you want the document preview to begin.
• From the File menu, click Print Preview.
• Click once in the document to view it more closely and click again to zoom back out.
• On top of the screen, you will see the Print Preview toolbar. Each of the toolbar icon will have their own function as describe below:

Note: The step 1 of document printing here is to let you see (preview) the document. If you satisfied, only proceed to the step 2 otherwise just make the necessary changes.

Step 2: To Change the Printer Settings

• From the File menu, click Print.
• From the Print dialog box displayed, you needs to do some settings as describe below:

Printer:

Page range:

Print what:

Print:

Copies:

Zoom:

The Properties Button

Important: You need to click on this button, as it will let you set the printing paper size, paper orientation, color or black/white printing, etc.

This is critical, as it will affect the printing output. However, different printer installed will have slightly different settings. Click OK when finish and return to the Print dialog box.
Note: The step 2 of document printing is very important as you are required to change the printer related settings so that the outputs come out will fulfill your needs.

Step 3: To Print

• To accept the printer selection and setup, and print the document click on the OK button.
• Before hit the OK button, ensure that you have put the plain papers to the printer tray.
• To return to your document without printing, choose Cancel.

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To prevent accidental changes to Normal.dot template

• From the Tools menu, click Options.
• From the Options dialog box displayed, click the Save tab.

• Check Prompt to save Normal template option.
• Click OK.

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The formatting toolbar is designed to apply many effects of text. Here is the list of icons and it function:

To change the font used by selected text

• Select the text that you wish to apply a different font to. This can be any amount of text in the document from the single character, a word, a sentence, a paragraph, or the entire document.
• From the Format menu, click Font.

• From the Font dialog box, change from the following options:

• When finish, click on the OK button or press Enter.

To highlight pre-selected text

• Select the text you wish to highlight.
• Click on the Highlight icon on the Formatting toolbar and the selected text will be displayed with a yellow box around it.

To remove highlighting from text

• Select the text that the highlighting is to be removed from.
• Click on the Highlight icon on the Formatting toolbar.

To change the color used for highlighting

• Click on the down arrow to the right of the Highlight icon on the Formatting toolbar. This will display a range of colors that you can select from. Once you have selected an alternative this will become the default highlight color, until you select a different color.

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• Draw your object on the document by dragging the mouse and holding down the left mouse button.
• Please practices as much as possible the different shapes from the AutoShapes icon in order to get familiar with it.
  Note: You only can draw objects in Microsoft Word when you are in Print Layout view.

  Drawing toolbar icons and functions are listed below:

To draw lines, arrows, rectangles and ovals

• Click on the icon you wish to select on the Drawing toolbar, i.e. click on the Oval icon, to draw an oval.
• Move to the position on the document that you wish to draw the object.
• Depress the left mouse button and drag the mouse to create the size of object you require.
• Release the mouse button when the object is the desired length or shape.

To create a text box

• From the View menu, click Print Layout to ensure you are in this view.
• Place the insertion point where you want to create the Text Box.
• From the Insert menu, click Text Box.
  OR click on the Text Box icon on the Drawing toolbar.
• Position the cross-hair pointer using the mouse and depress the left mouse button. Drag the mouse until the size you require, then release the mouse button.
• The text box will appear in the document, and you can now type in text or import a graphic into the text box.

To create a WordArt object

• Move the insertion point to the location where you want to insert a WordArt object.
• From the Insert menu, point to Picture and click WordArt
  OR click on the WordArt icon on the Drawing toolbar or WordArt toolbar.
• From the WordArt Gallery select a style to use and click on the OK button
  OR double-click on the intended style.
• From the Edit WordArt Text dialog box displayed, enter the required text in the ‘Your Text Here’ area.
• Click on the OK button to insert the WordArt. Tip: Right clicking on the WordArt will bring up a menu with a number of options. A particularly good option is Format WordArt that will let you format your WordArt in detail. You also can edit the WordArt using WordArt toolbar.

To insert a clipart

• Click on the Insert Clip Art icon, located on the Drawing toolbar to open the Clip Art side pane.

• The Search for: field allows you to enter one or more words pertaining to a specific graphic you wish to search for. Once enter, click on Go button to begin search. Note: Most of the time, this required Internet connection. If you do not have, then…
• Click on the Organize clips… (blue color wordings)
• From the Microsoft Clip Organizer window, double-click on the Office Collections.

• As you can see, there are sub-categories such as academic, agriculture, etc. Each category has few clip arts on it.
• Click on the down arrow at the right hand side of the picture and select Copy.

• Position your mouse cursor at the location where you wish to place the clip art. Click the Paste icon on the Formatting toolbar.

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To enable the Document Map

• Open a Word document that already being formatted using the heading styles.
• From the View menu, click Document Map.
• Here are the example:

To navigate a document with the Document Map

• Open a Word document that already being formatted using the heading styles.
• From the View menu, click Document Map.
• To display all headings at a specific level or higher, right-click a heading in the Document Map, and then click a number on the. For example, click Show Heading 3 to display heading levels 1 through 3.
• To collapse or expand the subordinate headings under an individual heading, click the minus (-) or plus (+) sign next to the heading.
• To close, click the Document Map from the View menu again.

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1.) Display the Font dialog box
[Ctrl]+[D]

2.) Select the Font Size drop-down list
[Ctrl]+[Shift]+[P]

3.) Increase the font size in jumps
[Ctrl]+[>]

4.) Decrease the font size in jumps
[Ctrl]+[<]

5.) Increase the font size by one point
[Ctrl]+[ ] ]

6.) Decrease the font size by one point
[Ctrl]+[ [ ]

7.) Toggle all caps
[Ctrl]+[Shift]+[A]

8.) Toggle small caps
[Ctrl]+[Shift]+[K]

9.) Cycle the case of the selection
[Shift]+[F3]

10.) Toggle boldface
[Ctrl]+[B]

11.) Toggle underline
[Ctrl]+[U]

12.) Toggle word underline
[Ctrl]+[Shift]+[W]

13.) Toggle double underlining on the selection
[Ctrl]+[Shift]+[D]

14.) Toggle subscript
[Ctrl]+[=]

15.) Toggle superscript
[Ctrl]+[+]

16.) Toggle character and character code
[Alt]+[X]

17.) Apply the Symbol font
[Ctrl]+[Shift]+[Q]

18.) Display the Style dialog box
[Ctrl]+[Shift]+[S]

19.) AutoFormat the document
[Ctrl]+[Alt]+[K]

20.) Make the selection hidden text
[Ctrl]+[Shift]+[H]

21.) Copy the formatting of the selection
[Ctrl]+[Shift]+[C]

22.) Apply the copied formatting to the selection
[Ctrl]+[Shift]+[V]

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To Create a new Microsoft Word Keyboard Shortcut

• From the Tool menu, click on the Customize button.
• From the Customize dialog box displayed, click on the Keyboard button to display the Customize Keyboard dialog box.

• The Customize Keyboard dialog box lets you assign a keyboard shortcut to almost any command, macro, font, AutoText entry, style, or common symbol.

• In the Categories: list box, select the category of item for which you want to create or change the keyboard shortcut. The list box to the right of the Categories: list box changes its name to match the category you select.

- Each of the eight menu categories (File, Edit, View, Insert, Format, Tools, Table, and Window and Help) lists the commands associated with that menu. The more commonly used commands appear on the menus, while the less-used commands don’t appear. For example, the FilePrint command appears on the File menu as the Print command, but the FileConfirmConversions command doesn’t appear.
- The Drawing category lists the commands associated with the Drawing toolbar.
- The Borders category lists the commands associated with the border buttons on the Tables and Borders toolbar.
- The Mail Merge category lists the commands associated with the Tools > Letters and Mailings submenu (in Word 2003 and XP) and with the Mail Merge toolbar.
- The All Commands category lists all Word commands. Because there are so many commands, this list is awkward to use, so you’ll probably want to use it only when you can’t remember which menu a command is associated with.
- The Macros category lists all the macros available in the active document and templates.
- The Fonts category lists the fonts installed on Windows XP.
- The AutoText category lists the AutoText entries defined in Word.
- The Styles category lists the styles available in the active document and templates.
- The Common Symbols category lists frequently used symbols (such as dashes, ® and © marks, and paragraph marks).

• In the Commands: list box, select the command for which you want to create or change a keyboard shortcut. Word displays any existing keyboard shortcut for the command in the Current Keys: list box.
• If you wish to assign the keyboard shortcut for a specific command, key in the shortcut in the Press new shortcut key: text box.
  Note: If this shortcut is currently assigned to another command, Word displays the Currently Assigned To line listing the command, so that you’ll know which existing shortcut you’re about to overwrite. Choose a differentkeyboard shortcut if necessary.
• Click the Assign button to assign the keyboard shortcut to the command.
• Click the Close button to close the Customize Keyboard dialog box.

To Remove and Reset Microsoft Word Keyboard Shortcut

• From the Tool menu, click on the Customize button.
• From the Customize dialog box displayed, click on the Keyboard button to display the Customize Keyboard dialog box.
• In the Save changes in: list box, choose which document or template you want to affect, and select the command so that Word displays the current keyboard shortcut.
• Select the shortcut in the Current keys list box, and then click the Remove button.
• To reset all keyboard shortcuts in the specified document or template to their default settings, click the Reset All button.
• Immediately Word will prompt a confirmation message, just click the Yes button.

  Note: The Reset All button isn’t available until the document or template contains customized keyboard shortcuts. After removing or resetting Microsoft Word keyboard shortcuts, save the document or template.

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To apply alternate bullet formatting to a list

• Select the text you want to add bullets to.
• From the Format menu, click Bullets and Numbering.
• From the Bullets and Numbering dialog box displayed, the Bulleted tab should be displayed, if not, select it.

• A list of different bulleted styles will appear, select a style that you like.
• Click on the OK button or press Enter.

To remove bullet formatting from a list

• Select the list to which the bullet formatting has been applied.
• Click on the Bullets icon on the Formatting toolbar.

To add numbering to a list

• Select the text you wish to re-format as a numbered list.
• Click on the Numbering icon on the Formatting toolbar.

To add alternative numbering styles to a list

• Select the text you wish to re-format as a numbered list.
• From the Format menu, click Bullets and Numbering.
• From the Bullets and Numbering dialog box displayed, click on the Numbered tab.
• A list of different numbered styles displayed, select the numbering format that you require.
• Click on the OK button or press Enter.

To remove numbering from a list

• Select the list to which the bullet formatting has been applied.
• Click on the Numbering icon on the Formatting toolbar.

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From the Options dialog box displayed, click on the Save tab, check the Always create backup copy option.

Click OK.

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