Tag Archives: Word

Formulas in Word 2007

Hi Friends!

Today’s tip came out of another friend of mine asking me about something they didn’t know how to do. Actually, she knew how to do it in Word 2003. So did I. But I didn’t know how to do it right there on the spot, so I did some homework. Now YOU will benefit from the question being asked.

The question: “How do I add numbers in Word?” – not the exact words. It’s pretty easy.

1.    Just create a table, enter the values, then click on the destination cell for your formula.

2.   Click on the “Layout” tab that shows up above the Ribbon when your cursor is within the table.

3.   Click on “Formulas” at the far right end of the Ribbon.

4.   “Sum” is the default formula (you CAN select another formula in the drop-down called “Paste function”). Since we’re talking about adding figures, just click “Ok.” And there you have your total!

It’s that simple. Now for a little note to the contrary: This scenario is the simplistic, perfect-world scenario. You have the ability to create your own formula using cell locators (B1:B3 means cells in column B, rows 1 – 3), or functions +, -, *, and  /. You can also do compound formulas like (sum(above))*2) meaning add all the values above and multiply by 2. But now you’re probably getting glassy-eyed and getting distracted. Am I right?

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Word: Outline mode

Hi Friends!

This tip is really just a preemptive piece of advice. It will save you a lot of trouble! If anyone has a better way to do this PLEASE do share. My poor friend had a heck of a time trying to convert an old soft copy of a 25-page document to outline numbering with his specific tab spacings. He ended up just manually numbering his document. I tried to help, but Word kept messing up the tab spacing. Very frustrating.

The Cardinal Rule of Outline Numbering is set it up before you even get started!! I can’t emphasize this enough. I have had this issue before with another long document that I “inherited.” The best you can do when you have a preexisting document (if it sounds like an illness, it IS – at least in this case!) is to open a new word document and set up your outline style just the way you want it. You will have to format every level you think you might ever end up going to. Usually an outline won’t indent more than 5 or 6 times:

Have a better solution? I’m hoping so! Please comment, if you do.

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Word – Changing Formatting (Special Breaks)

Hi Friends!

This tip will teach you how to go from text across the entire page, then into two columns, then back to across the page:

Before we get started, go to the Home tab, paragraph group, and click on the paragraph symbol to show hidden characters.

1. Type something, anything, at the beginning of your Word document. I spanned the page on purpose.

2. Click the Page Layout tab and hit the drop-down arrow next to “Breaks.”

3. Click on “Continuous Break”

4. On the Page Layout tab still, click “Columns” and then “Two”

5. Type “This is column ONE”

6. Click on “Breaks” then “Column”  and type “This is column TWO”

7. Click on “Breaks” then “Continuous”

8. Click on “Columns” then “one” and type something to the end of the line or more.

Yours should look something like this:

This layout technique is great for recipes, newsletters, and lists without using tabs. Oh, the unhidden markings will disappear if you hit that paragraph xymbol on the Home tab, paragraph group again.

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Creating Your Own “Button”

Hi Friends!

This tip is for Outlook, PowerPoint, or Word. I’m not sure what other programs it will work in. It works if your recipient will read an electronic (soft) copy, rather than a hard copy (for obvious reasons).

Basically, you’ll copy a logo for your link. In this case I’m going to choose LinkedIn. Then you’ll associate a hyperlink to that logo. In this case I’ll associate my LinkedIn page to the LinkedIn logo. Here’s how it’s done:

1.   Go to Google.com and click “Images”

2.   Enter “LinkedIn” in the search box and hit enter

3.   Choose your favorite logo for LinkedIn and click on it to open it in its largest form

4.   Right-click and select “Copy Image from the resulting list”

5.   Go to you document (e-mail, slide, or Word document) and hold “Ctrl” and tap “V” to paste.

6.   Resize as needed.

Now we’re going to save your hyperlink in your documents.

1.   Go to your LinkedIn profile and find “Public Profile”

2.   Right-click on the URL (circled above) to the right of “Public Profile”

3.   Click “Save link as…”

4.   At this point you will see a file saving screen pop up. Save it in a place and as a name you will remember easily.

Now go to your document (e-mail, slide, or Word document)

1.   Right-click on the logo you pasted and choose “Hyperlink”

2.   Navigate to the URL you saved in LinkedIn and double-click it.

Your logo/icon is now a hyperlinked button! (Make sure you test it before you send it along though.)

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Filed under More..., MS Word, PowerPoint, Social Networking

Word: Create Your Own Default Style

Hi Friends!

Don’t like the default “Style” in Microsoft Word 2007 or 2010? This tip will help you with that.

Word 2007 and 2010 have Styles that you can choose from on the Ribbon. You can see the rest of Microsoft’s styles by clicking the dash/down-arrow (red circle below):

If you don’t like any of those styles, right-click on the one that is closest to what you want. A box will pop up from which you need to select “Modify.”

When you click “Modify,” another box will pop up called the “Modify Style.” I’ve boxed around the various changes you can make.

The changes in box 2 are standard format changes – font changes, alignment, line spacing, indents. The arrow with the 3 next to it points to an alternative option to a one-time use of the new style. More format options are available by clicking on “Format” (arrow 4). Another box will pop up giving you the areas you can modify:

To make this the new default, follow these steps:

1.   Make sure the newly created Style is highlighted.

2.   Click “Change Styles” (not the down arrow)

3.   Select “Set as default”

You’re done!

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Using Excel in Word

Hi Friends!

Today’s tip is about using Excel in MS Word. Of course you can copy and paste an existing spreadsheet into a Word document, but you can also create a spreadsheet from scratch. As you may know Word tables don’t do calculations, so if you need to do calculations and you want the numbers to format correctly, insert an Excel “object.”

1.   In Word, click the Insert tab.

2.   Click on “Object”

3.   A menu box will open from which you will choose one of the Excel options. I selected the 2007, Binary workbook.

4.   Up pops an edit-ready worksheet, like this:

(I put those words in the example.)

When you click outside the table, it looks like this and cannot be modified as long as it looks this way:

To get back to editing your spreadsheet, just double-click inside the spreadsheet area.

Have fun with that!

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Filed under MS Excel, MS Word