The Power of “Find”

The Power of the “Find” function in Word’s Edit menu will lower your frustration level.  Place your cursor (Insertion Point) at the very top of your document… now let’s get started.

Scenario: You have a form letter that you have addressed to a customer and you want to call the customer but you’re not sure about his phone #.  You do know that his # is somewhere in your doc.  You also know he is in the “613″ area code.

Let’s find the number! Go to the Edit menu and choose “Find”.

Choose the “Find” tab at that screen.

Enter 613 in the “Find What:” field and click “Find Next” at the bottom of the Find window… Voila! there’s the first “613″. I think you’ve found your customer’s phone #.  Does he have a cell phone in the same area code that may be in your document… click “Find Next” and there it is!

Visit pasadmin.wordpress.com often… we add tips to help you Work Smart – Not Hard  every week!

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PAS Administrative Support Services

Peter 613-347-9893

pas-admin@sympatico.ca

Page Borders in Word

Page Borders often present a problem that is easily solved, but is frustrating until you know about one small adjustment. The problem is that when you print your masterpiece, the page you have worked on so carefully, the bottom of the border does not print.

The border looks fine, it is exactly as you wanted it to look. However, when you go to Print Preview, you can see that the bottom border will be missing if you print the document.

To solve that, you can make one change from the default setting.  Follow these steps:

1.      Go to the Format menu and select Borders and Shading.

2.      In the Borders and Shading window, select Page Border.

3.      At the bottom right portion of this window there is a button labeled Options.

4.      Click on the Options button. In the

5.      Borders and Shading Options window you should see a Measure from box which, by default, is set to Edge of page.

6.      Click on the down pointing arrow and select Text.

7.      Click on OK to get back to the Borders and Shading window where you will click OK again.

Check it Out… All should be well now!

 

Any problems … Call PAS Administration Support Services… we can Help!

Does It Read Smoothly?

Sometimes you want to move a paragraph or two around in your document. For instance, you might want to move a paragraph from its current location to before the preceding paragraph. You can quickly move paragraphs by following these steps:

1. Position the insertion point in the paragraph you want to move.
2. While holding down the Shift and Alt keys, press the Up Arrow or Down Arrow to move the paragraph.

This will help you shape (edit) your document – “No Pain – No Strain”  Once you get all your ideas on paper (Word) you become the editor to define the flow of how it will be read.

Call Peter for Help!

Getting around Your Document

I was working on a document with a student one day when we noticed a change needed to be made at the beginning of the line.  I mentioned it and the student immediately held down the left arrow key to get to the error and fix it. 

I became impatient… using the arrow key takes forever to get where you want to be. It can be a painfully slow process to move through a document a single character at a time.

Depending on your system settings, to speed things up considerably, just hold down the CTRL key and press either the left or right arrow keys. This causes the insertion point to jump from word to word, rather than character to character. The increase in speed is dramatic.

More keyboard Tricks & Tips coming Soon!

Word Formatting Tip

Suppose your writing a multi-paragraph document but you would like to separate each with a formatted line.

Try this … it will give your document a more professional look.

Enter some text in a new Word document… don’t waste time typing… just copy any junk from an existing document.

At the end of the text, press Enter twice:

At the insertion point of the new line try the following:

• Type three dashes and press Enter; you get a single line
• Type thee underlines and press Enter; you get a bold single line.
• Type three equal signs and press Enter; you get a double line.
• Type three asterisks and press Enter; you get a heavy dotted line.
• Type three tildes (~) and press Enter; you get a wavy single line.
• Type three pound signs (#) and press Enter; you get a heavy line bordered by two thin lines.

You find your text followed by a blank line and then by the line separator of your choice. Hit enter twice and start your next text paragraph and repeat the steps above.

You’ll find your document will have an organized look without unrelated paragraphs running into each other.

MicroSoft AutoText

Inserting a frequently used item as an AutoText entry in Microsoft Word

If you hate typing this is the tip for you.

AutoText offers a way to store and quickly insert text, graphics, fields, tables, bookmarks, and other items that you use frequently. Microsoft Word comes with a number of built-in AutoText entries that are divided into different categories. For example, if you’re working on a letter, Word can offer letter-specific AutoText entries, such as salutations and closings.

In addition, you can create your own AutoText entries. This is useful if you often use the same large or complex item and don’t want to have to reinsert or retype it, or if you want to store text that contains a particular style or format. For example, if you send customers a monthly report that always includes the same lengthy disclaimer, you can create an AutoText entry for the disclaimer.

PAS Administration Support Services can show you and your staff how to use this feature to optimize your day-to-day office administration