Can I "Search and Replace" for things other than words?
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).
How can I diagnose formatting problems?
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.
How do I clear the formatting in a paragraph or block of text?
To make a "clean start" with a block of text:
1. Select the block of text.
2. Choose Normal from the Style box.
See What are styles? How do I use them? for more information. Anything that doesn't go away will have to be reformatted with the appropriate character or paragraph formatting commands.
How do I insert a footnote or an endnote?
1. Place the cursor where you want the note reference mark, then choose Footnote (or Reference, then Footnote) from the Insert menu
2. Select the Footnote or Endnote radio button.
Optional: Click the Options button to change the placement, number format, starting number, and section footnote settings.
3. Click OK An editing screen appears at the bottom of the page (Normal View) or the cursor moves to the bottom of the page (Print Layout view). Enter your note text, then click in the document to return to the note reference mark.
How do I delete a footnote or an endnote?
To delete a note, you work with the note reference mark, not the text in the note pane. Select the reference mark of the note you want to delete, then press the Delete key.
How do I move or copy a footnote or an endnote?
To move or copy a note, you work with the note reference mark, not the text in the note pane:
1. Select the reference mark of the note you want to move or copy.
2. Cut or copy the note reference mark.
3. Place the cursor at the new location and paste.
You can also "drag and drop" note reference marks.
How do I use headers and footers?
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 (see previous item).
How do I double-space my document?
1. Select the portion of the document that you want double-spaced. To select the whole document, choose Select All from the Edit menu or press Ctrl+A.
2. Choose Paragraph from the Format menu.
3. Click on the Indents and Spacing tab, then select a line spacing setting from the Line spacing list.
Note: If you have already inserted an extra blank line between paragraphs or blocks of text, you will have to delete the extra paragraph marks, unless you want that extra blank line. You can use the Show/Hide button ¶ on the Standard toolbar to display the paragraph marks.
How do I change the margins?
1. Choose Page Setup from the File menu.
2. Click on the Margins tab.
3. Enter numbers in the Top, Bottom, Left, and Right boxes or use the arrows to scroll by tenths (Word uses the default measurement unit).
Note: Header and Footer are from the edge of the paper and will supersede Top and Bottom if the settings are greater.
How do I change the format of the number symbols in a numbered list without changing the rest of the text?
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.
How do I make a numbered list that looks like an outline?
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.
How do I put a horizontal line in my document that moves when I add new text?
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.
How do I number pages?
1. Choose Page Numbers from the Insert menu.
2. In the dialog box, select the Position and Alignment for your page numbers. The Format button allows you to choose different number formats, as well as control the page numbers in documents with multiple sections.
You can also insert page numbers by using the Headers and Footers command (See How do I use headers and footers?).
How do I delete page numbers?
Page numbers behave slightly differently, depending on whether you inserted them by using the Page Numbers command on the Insert menu or if you used the Insert Page Number button on the Headers and Footers toolbar.
1. Choose Header and Footer from the View menu.
2. Go to any header or footer (depending on where your page numbers are) and double-click on the page number to select it. If you used the Page Numbers command on the Insert menu, make sure you select the frame around the page number (it is similar to a graphic element).
3. Press the Delete or Backspace key to delete the page numbers throughout the document.
How do I remove the page number from the first page?
1. Choose Page Numbers from the Insert menu.
2. Clear the Show Numbers on First Page check box.
How do I insert or delete a page break?
1. Choose Break from the Insert menu.
2. Select the Page Break radio button. You can also insert a page break by pressing Ctrl+Enter.
To delete a page break:
1. Switch to Normal view (Normal on the View menu).
Page breaks are identified on your document as dotted lines (page breaks you insert are identified as "Page Break".
2. Click at the left edge of the screen to select the page break.
3. Press the Delete key or click on the Cut button. You can also click below the page break, then press the Backspace key.
Note: You cannot delete the page breaks that Word calculates based on paper size, margins, and the general format of the document.
How do I keep a paragraph from separating at the page break?
1. Select the paragraph, then choose Paragraph from the Format menu.
2. Click on the Lines and Page Breaks tab
3. Check the Keep lines together check box.
How do I indent a paragraph?
1. Choose Paragraph from the Format menu.
2. Set Left and Right under Indentation.
Another way is to use the Ruler. If the Ruler is not visible, select View from the menu, then select Ruler. On the left edge of the ruler, you will see three symbols that look like an hourglass sitting on a box. Moving these symbols anywhere on the ruler affects the current paragraph or selection as follows:
* Moving the top triangle indents the first line of the paragraph (or the first line in every paragraph you have selected).
* Moving the bottom triangle indents all lines in the current paragraph (or all lines in all paragraphs you have selected) except the first line.
* Moving the square moves the "hourglass" and sets a normal indent (all lines in the current paragraph or selection will be left aligned).
How do I set tabs?
1. Place the cursor in the paragraph where you want to set the tab stop.
2. Choose Tabs from the Format menu.
3. In the Tab stop position box, enter a number (Word uses the default measurement unit).
4. Click the Set button.
5. Repeat steps 3 and 4 to set additional tab stops.
Remember: the number of tab characters in the paragraph must match the number of tab stops set in that paragraph. You can also set tabs by clicking in the Ruler. The default is usually set to a left-aligned tab; you can select other tab alignments by clicking on the button at the far left end of the Ruler.
How do I control where a column ends?
Word calculates where a column ends based on paper size, margins, and the general format of the document, but you can insert a column break at any point in the column which precedes the automatic column break. To insert a column break:
1. Switch to Print Layout view.
2. Click where you want to start the new column.
3. On the Insert menu, click Break
4. Click Column break. Word moves the text that follows the insertion point to the top of the next column.
Why are my columns not lined up when I print?
If you are asking this question, you have probably typed text then spaces in an attempt to make columns. This will only work if you use a "fixed-width" font (e.g., Courier). This method is not advised, and you are likely to have other problems, especially if you try to change the page margins. If you are trying to make a table, then use the Table command (see How do I create a table?). If you don't want a table, setting tabs may work (see How do I set tabs?).
Can I have different page formatting within one document?
You can use sections to vary the layout of a document within a page or between pages. Just insert section breaks to divide the document into sections, and then format each section the way you want. To create sections and section breaks:
1. Place the cursor where you want the section to begin.
2. Choose Break from the Insert menu.
3. Under Section break types, click the option that describes where you want the new section to begin.
Once you have sections defined, then commands that ordinarily would affect the whole document can be applied only to the current section. For example, the Page Setup command (on the File menu) has an Apply to: list the allows you to select This Section, This point forward, or Whole document.
