Question & Answer about MS WORD [MS WORD TIPS]

What are styles? How do I use them?

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.

Styles travel with the document, unless you use the Modify option to copy them to other templates or the Normal template. Click here to download a Word document that includes more information about styles (this document also includes information about Templates and the AutoText features).

What is AutoText?

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 stores custom AutoText entries on the local machine, so this feature may not be very useful in a student lab or other shared computer environment. Click here to download a Word document that includes more information about AutoText and how to use it (this document also includes information about Styles and Templates).

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How can I track changes made to a document?

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!

Can I keep different versions of a document in the same file?

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.