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Word hints and tips


Create own ribbon tab - Word 2010

a. In Word click on the File tab
b. Select Options from left hand side
c. Choose the Customize Ribbon section
d. Click the New Tab button (below the list of tabs on the right hand side of the dialog box)
e. Select the New Tab (Custom) and enter a name, by clicking the Rename button (below the list of tabs on the right hand side of the dialog box)
f. Select the New Group (Custom) and enter a name, by clicking the Rename button (below the list of tabs on the right hand side of the dialog box)
g. Add commands to your tab and group by locating them on the list on the right hand side (remembering that you can change the list using the drop down box at the top of the list of commands) and clicking the Add button between the two panes to add them to your tab and group
h. You can rearrange the commands in your group, the groups on any tab or the tabs, using the up and down arrow buttons beside the list of tabs.
i. Click OK to apply your changes

Permalink (link directly to this tip). Added by Sara, 15 Oct 2011


Display developer tab - Word 2010

a. In Word, click on the File tab
b. Select Options from left hand side
c. Choose the Customize Ribbon section
d. Click the box next to Developer in the list of tabs on the right hand side of the dialog box. When ticked the Developer tab will be visible.
e. Click OK to apply your changes

Permalink (link directly to this tip). Added by Sara, 15 Oct 2011


Quick Editing in Word

To edit and replace text in Word, select the text first then simply overtype.

Permalink (link directly to this tip). Added by Martin, 10 Oct 2011


Quick Movements in Word

Use the following shortcut keys to move much more quickly through text.

Ctrl+ left/right cursor keys ... moves through text word by word rather than character by character.

Ctrl+ up/down cursor keys ... move through text paragraph by paragraph rather than line by line.

Ctrl+ home/end ... moves to start or end of the document rather than start or end of the line.

Ctrl+ PgDn/PgUp ... moves through text page by page rather than screen page by screen page.

Permalink (link directly to this tip). Added by Martin, 10 Oct 2011


Double Spaced Text and others

To avoid the problems of breaking text into sub-paragraphs with the Enter key, select your paragraph and use Ctrl+2 to change to double line spacing.

Ctrl+1 returns to single line spacing.
Ctrl+5 changes to 1.5 line spacing.

Permalink (link directly to this tip). Added by Martin, 10 Oct 2011


Using the Quick Access Toolbar in Word 2010

The Quick Access Toolbar is included in virtually every Office product, including Outlook 2010, Word 2010, Excel 2010, and PowerPoint 2010.

You will find the Quick Access Toolbar in the top-left side of the window. To begin, click the Customize button (it's the little black arrow at the end of the toolbar).

Simply click the commands you want to include.

Virtually any command can be added to the Quick Access Toolbar. Click the More Commands option and a new window will open from where you can browse the commands including those not on the ribbon.

Permalink (link directly to this tip). Added by Sara, 6 Oct 2011


Change text immediately from upper case to lower case or vice versa in Word 2010

You don't ave to re-type all the text out again in Word 2010 if you decide you want to change the case of the text. Here's a really quick way of doing it without typing it all out again.

First, select the selection of text you want to change. Then, just press the Shift + F3 keys and keep pressing until the text looks the way you want.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Configure paste options in Word 2010

When you copy text and paste it into Word, the formatting is the same as where you copied the text from originally. You can change it to match the formatting of the current document but to avoid having to do this every time you paste text, follow the following steps:

1) Click the Office button
2) Then Word Options
3) Go to Advanced
4) Under the Cut, copy and paste heading, use the first four drop-down menus to choose a default setting for format pasting.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Formatting paragraphs with a hanging indent in Word 2010

A hanging indent is where the first line of a paragraph is not indented but all the other lines are. It is less frequently used but because of this, it could mean that your Word document stands out more. If you want it to have this different effect, then here's what you do,

Select the paragraph, go to the Home tab and double click the arrow icon in the lower right hand corner of the Paragraph pane. On the Indents and Spacing tab, use the ''Special'' drop down menu to select the ''Hanging'' option and then indicate the indentation level.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Adjusting the font spacing in headings in Word 2010

Text space can be adjusted to ensure that a heading fits on a single line, rather than, for example, wrapping onto a second.

Select a line of text, right click and select Font from the context menu. The widths of the letters can be adjusted by selecting a new size from the scale drop-down menu and you can use the up and down arrows in the spacing section to expand or compress the space.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Comparing 2 documents at the same time in Word 2010

Word allows you to open 2 files side by side, very useful when you want to compare them for whatever reason.

Simply open the documents that you want to compare and move to the View tab of the ribbon. Click the View Side by Side button and then click Arrange All. Press Synchronous Scrolling and you will be able to scroll through both documents at the same time.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Move or hide shapes in a Word 2010 document

When you insert shapes in a Word document, the easiest way to move them around is to use the Selection Pane on the Drawing Tools tab on the Ribbon. This tab only appears when you're working with graphics. Or if a shape is hidden behind another shape, just select it from the list on the page and use the arrows to move it backwards or forwards.

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Insert Screen Clips in Word 2010

You can insert screen captures easily into a Word 2010 document by selecting Screenshot from the Insert tab. This launches a gallery of windows currently open and you can click one to insert an image of the window into your document. When you press Enter, the screen capture gets inserted automatically.





Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Turn off the red and green correction lines in Word 2010

If you don't want Word to underline your spelling or grammatical mistakes in red and green when typing a document you can remove this function.

Go to File, then Options then Proofing and clear the check-box next to ''Check Spelling as you type.'' This gets rid of the red underlining. Then to remove the green lines check the box ''Mark grammar errors as you type.'' Done!

Permalink (link directly to this tip). Added by Yolande, 29 Sep 2011


Make Your Text Stand Out in Word 2010

If you want to make your Word 2010 document brighter, more colourful and more vibrant to look at then why not try using some text effects such as making your text glow.

Here's how,

Select the text then select the Home tab on the Ribbon, go to Font and select Text Effects, a menu will then pop up, select Glow then another menu will appear giving you various types of ''Glow''. If you want even more control over the type of ''Glow'' click Glow Options and you can tweak all you like until you reach the effect you want to make your document stand out.

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


How to stop automatic hyperlinks in Word 2010

How frustrating is it when you are typing a website address in a document and Word converts it into a hyperlink? Here's how to stop Word doing this.

Select the File tab on the Ribbon
Click Options
Click Proofing
Click AutoCorrect Options
Click AutoFormat
Underneath Replace, uncheck the option Internet and network paths with hyperlinks
Click AutoFormat As You Type
Underneath Replace as you type, uncheck the option Internet and network paths with hyperlinks.

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


Useful Word 2010 Hotkeys

Hotkeys will help you work faster and improve your productivity when using Word 2010, they are otherwise known as shortcuts. We have highlighted a few of them below.

(CTRL+SHIFT+A) Converts text to capital letters or vice versa

(CTRL+SHIFT+G) Displays the Word Count dialog box

(CTRL + B) Bold Text

(CTRL + I) Italic Text

(CTRL + U) Underline Text

(F12) Save As

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


How to Adjust the Line Spacing in Word 2010

To change the line spacing in a Word document, you can apply a Quick Style set.

1) Click Change Styles on the Home tab
2) Go to Style Set and point your cursor to the various style sets
3) You will see how the line spacing changes from one style to the next
4) When you spot a spacing you want, click the name of the style set

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


Numbering your pages in Word 2010 - Starting with 1 on a different page

If you want to number your pages and have number 1 on a different page than the first page, here's what you do:

1) Add a section break before the page where you want to begin numbering.
2) Click at the beginning of the page where you want to begin numbering.
3) On the Page Layout tab, click Breaks.
4) Under Section Breaks, click Next Page
5) Double-click in the header area or the footer area which will open the Header and Footer tab
6) Under Tools, click Link to Previous to turn it off
7) Follow the on-screen instructions

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


Create an Envelope in Word 2010

If you want to create envelopes to send letters out to customers or invitations, the most simple way to do this is:

1) Click Envelopes (in the Create group on the Mailings tab)
2) Either type or insert an email address in the Delivery address box
3) If you want to include a return address, then type this address in the Return address box
4) Next insert an envelope in the printer and click Print.

Permalink (link directly to this tip). Added by Yolande, 22 Sep 2011


How to Add a Drop Cap in Word 2010

What is a Drop Cap?

A Drop Cap is a way of enlarging the font of the first letter of a new paragraph.

And here's how you do it:

Click in the paragraph, then click the Insert tab on the Ribbon, select the option Drop Cap and this will bring up a list of choices so you can choose the style you want.

Permalink (link directly to this tip). Added by Yolande, 21 Sep 2011


What are Section Breaks and How do we Insert them in Word 2010?

Section Breaks come in use when you want to change the layout of a Word page, for example, maybe you want to change it from portrait to landscape or separate a document into sections to make it easier to number the pages or maybe you want to have a two column layout rather than a single column.

So, to do this, you need to click on the section where you want the section break to be inserted or highlight a whole section of the document. Then click the Page Layout tab which you will find on the Ribbon. Here you will find the Page Setup option, select Breaks and it will give you the different types of breaks.

Permalink (link directly to this tip). Added by Yolande, 21 Sep 2011


Zooming in and out Word 2010

Did you know you can easily zoom in and out of a page in Word 2010 using the Zoom Slider?

This allows you to zoom in and out by simply dragging the slider backwards or forwards or clicking anywhere on the scale between the plus and minus symbols.

Permalink (link directly to this tip). Added by Yolande, 16 Sep 2011


What use is the Status Bar in Word 2010

Do you know what the status bar is used for in Word 2010?

The Status Bar provides information about the current document including:

Page number in document: indicates number of pages in the document the number of the current page (i.e. the page in which the cursor is located at that point in time)

Number of words in document: shows the total number of words used in the current document. If you want to know how many words there are in a section, then highlight that section and look at the word count again.

Permalink (link directly to this tip). Added by Yolande, 16 Sep 2011


How to Format Text in Word 2010

To format text in Word 2010, first, select the text to be formatted, go to the Home tab where you will see groups such as Font, Paragraph or Styles. You will also find that the Mini Toolbar appears above the text when you select it or when you right click text. This gives you easy access to popular formatting tools such as Font, Size, Bold and Italic etc.

Permalink (link directly to this tip). Added by Yolande, 16 Sep 2011


Inserting Page Numbers in Word 2010

To insert page numbers into your Word 2010 document, you need to click on the Insert tab which displays the Header and Footer group. Click on Page Number. Choose where you want to position your page numbers and once you have done this, you can select from a list, the style of the page number, i.e it can be inserted in different shapes.

Permalink (link directly to this tip). Added by Yolande, 16 Sep 2011


What is the Ribbon used for in Word 2010

In Word 2010, the Ribbon cleverly replaces the drop down menus and toolbars from previous versions of Word. So it allows easy and more visible
access to options which were previously hidden in various menus.

The ribbon is made up of: Tabs, Groups and Commands. When you select a tab you
will see that the ribbon will change to show groups and commands which are relevant to the activity covered by that tab.

Permalink (link directly to this tip). Added by Yolande, 16 Sep 2011


Close a Document

Word opens multiple documents in multiple windows. Press CTRL+F4 (Function 4 key) or ALT+F4. to Close a document.
(There is no way to turn this feature off) So unlike other programs there is no difference between CTRL+F4 and ALT+F4, unless you have just one document open. CTRL+F4 closes just the document ALT+F4 closes both the document and Word.

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Open Page Setup Quickly

Heres a quick way to open the Page Setup dialog box; Double-click the gray area of the ruler... If the ruler is not shown Menu command View /Ruler to switch it on or off. Note: Try not to Double-click the tab markers.

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Print Two pages on one horizontal sheet

1. Choose File Page Setup, select the Margins tab.
2. In the Page Setup dialog box, enable the 2 pages per sheet check box, the Preview window shows the new layout.
3. Select Paper Size Tab, under Orientation, select Landscape. Again the preview window shows the effect of that selection.
4. Click OK, the result will be two pages printed on one sheet of landscape paper with normal margins, headers and footers. (Ideal for booklets)

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Table Headers on Subsequent Pages

To make sure that your tables if they carry on to subsequent pages have a Table header on each page.
Select the rows at the top of the table which you would like to repeat on subsequent pages, select Table, Heading Rows Repeat. Note this does not work if you insert a hard page break (CTRL+Enter)

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Some Obscure Keyboard Commands

Keyboard shortcuts can speed up your usage of Word; here are a few useful but obscure examples. (ST)= Select/Highlight the Text before actioning the Keyboard command.
1. Case Rotate - (ST) Shift+F3
2. All Capitals - (ST) CTRL+Shift+A
3. Double Underline - (ST) CTRL+Shift+D
4. Create Hidden Text (Does not Print- (ST) CTRL+Shift+H
5. Create Small Caps from Lower Case - (ST) CTRL+Shift+K
6. Underline single words only - (ST) CTRL+Shift+W
7. Return all text to Normal Style - (ST) CTRL+Shift+Z

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Close All Documents

Want to close all open Documents/Workbooks (yes it works in Excel too) without closing the program?
Shift+Click on the File menu gives you a hidden command; Save All...

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Inches to Centimenters and Back

Set up in inches and want to work in centimeters or the other way round?
Select Tools, Options and choose the General Tab, click the drop-down arrow next to the text box displaying 'Inches' and choose Centimeters. Note there are two other options Picas and Points these are Printer's terms, (72 points = 1 inch in printed size.)

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Perfect Square or Circle

From the Drawing Toolbar select the Rectangle or the Oval buttons, drag in your document holding the Shift key down, this will create a Square or Circle, Note: Shift key and Line/Arrow Button will create a Horizontal line or Arrow.

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Move Toolbar buttons

In both Word and Excel you can Move Toolbar buttons to a different position or even delete them from the toolbar by pressing the ALT key and then dragging them to a new position, Note: dragging them off the toolbars completely will delete them.
To replace/repair them; View, Toolbars, Customise, Select Toolbars tab, select Toolbar to repair and click Reset button, Click OK.

Permalink (link directly to this tip). Added by Pete, 26 Feb 2007


Insert Page Breaks

In Word you shouldn't repeatedly press the "Enter" key to force a page break. This will always cause problems

To insert a Page Break use:

Ctrl+Enter OR

Open the Insert menu and select Page Break

Permalink (link directly to this tip). Added by Carlos, 8 Jan 2007


Create Blank Lines in Lists

If you in the middle of writing a numbered or bulleted list you may want to insert a blank line between the points to make the list more readable. To do this:

While in the middle of typing a list:

Press Shift+Enter and your cursor will stay in the list and move down a line without inserting another bullet or number.

Press Enter and a new bullet or number will form.

This can be useful in case your lists contain items several sentences long, as blank lines between the items may make your lists more readable.

Permalink (link directly to this tip). Added by Carlos, 8 Jan 2007


Remove 'Getting Started' Pane

When you start Microsoft Word 2003 a "Getting Started" pane appears to the right of the new document window.

It contains several options such as "Connect to Microsoft Office Online", "Get the latest news about using Word" and a list of your most recently accessed documents. Though useful to some, others may find it annoying.

The following steps allow you to remove the "Getting Started" pane.

1. Choose Tools then Options

2. In the Options dialog box select the View tab

3. Uncheck Startup Task Pane

4. Click OK to close the dialog box.

Permalink (link directly to this tip). Added by Carlos, 8 Jan 2007


Save Multiple Documents

If you have two or more documents open at a time but you don't want to go through the rigmarole of saving them one at a time then you can close or save them all in one go.

Hold down the Shift key and go to the File menu

Two new commands, Save All and Close All appear

One click and all of your open documents will be saved or closed.

Permalink (link directly to this tip). Added by Carlos, 8 Jan 2007


Removing unused toolbar buttons in Word

Are there buttons on your Word toolbars that you never use? Remove them from the toolbar by doing the following:

1. Go to Tools - Customise - Commands.
2. Select the toolbar button you wish to remove, then use your mouse to drag and drop the button into the Word window. When you release your finger from the mouse, the button will disappear.

Permalink (link directly to this tip). Added by Amanda, 19 Dec 2006


Reset Word toolbars to default settings

If you find any of your toolbars in Word have changed (i.e. they are missing or have extra buttons) then you can reset them to their defaults.

1. Go to Tools - Customise.
2. Select the Toolbars tab.
3. Select (highlight) the name of the toolbar you wish to reset, then click the Reset button on the right.
4. Close the dialogue box.

Permalink (link directly to this tip). Added by Amanda, 19 Dec 2006


Remove formatting quickly in Word

Want to remove formatting from text in Word? Select the text and use Ctrl + spacebar to remove formatting.

The selected text is formatted to the Normal style for the document.

Permalink (link directly to this tip). Added by Amanda, 19 Dec 2006


Shortcut keys to show non-printing characters

The Show/Hide button can be used in Word to show non-printing characters in your document.

The shortcut keys for revealing non-printing characters are Ctrl + Shift + the 8/* button above the alpha keys on the keyboard.

Holding down the same combination of keys hides non-printing characters again.

Permalink (link directly to this tip). Added by Amanda, 19 Dec 2006


Print Word documents without opening them first

Here's a fast way of printing a Word document from Windows Explorer/My Computer.

Go to the location where the document is saved on your computer, then right-click on the icon next to the document and select Print from the menu.

The document will automatically open, print and close itself.

Permalink (link directly to this tip). Added by Amanda, 19 Dec 2006


Using Styles to create a header or footer.

Write your main title for the following pages in your document, i.e. Chapter 1, and apply a style to this title (Heading1 perhaps). Open your header using View-Header and Footer. Next choose Insert-Field and select the field named Styleref. In the next column headed "Style Name" select the style name that you applied to your main title. (Heading1 perhaps). Then press "OK". Your Header will now read Chapter 1 and will do so until you type in your next title i.e.Chapter 2 and apply the same style again to that new title.

Permalink (link directly to this tip). Added by Phil, 28 Nov 2006


Changing default folder location for opening and saving

If you are always opening documents from and/or saving documents to a specific location that is not My Documents, save time by setting this folder as the default for opening files from and saving files to.

Here's how:
1. Go to Tools - Options.

2. Select the File Locations tab.

3. Under File Types, select Documents.

4. Use the Modify dialogue box that appears on your screen to navigate to the folder you wish to set as your default.

5. Select the folder, click OK, and click OK again.

You have now changed the default folder for opening and saving documents.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Using multi-level numbering in Word

How do you create a numbered list using more than one numbering style (for example, 1 then a, b, c, d then 2 a, b, c, d and so on)?

What you need to use in order to use different numbering formats in the same list is something called Outline Numbering. Here's how:

1. Go to Format - Bullets and Numbering.

2. Select the 'Outline Numbered' tab.

3. Select the numbering style you wish to use from the options provided (note: even if there is not an exact match to the numbering system you wish to use, select the closest one, then click the Customise button in the bottom right corner to make changes to the appearance of the numbering).

4. Click OK.

To apply numbering:
1. Click next to the line or paragraph you want to apply numbering to, and hit the Automatic Numbering button on the formatting toolbar.

2. To change the level of numbering (e.g. to move from '1' to 'a') click the Increase Indent button or use the Tab key.

Clicking on the Decrease Indent button, or using Shift + Tab changes the numbering in the opposite direction (e.g. moves from 'e' to '2').

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Side by side comparison in Word

By using the Compare Side by Side feature in Word, you can compare the content of two documents easily.

Here's how:

1. Open the two documents you wish to compare.

2. Go to Window - Compare Side by Side.

This will allow you to see both documents on your screen and scroll both simultaneously.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Get sorted - sorting text in Word

Word's Sort feature will automatically redisplay text or numbers in ascending or descending order.

The Sort feature can be found under the Table menu in Word, although it can be used on text or numbers outside of tables as well.

To sort text in your document:
1. Highlight (select) the portion of text you wish to sort.

2. In the

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Now you see it, now you don't - hidden text in Word

Did you know you can choose to temporarily hide text in a Word document? The text is still part of the document, but it won't appear on screen unless you choose to have it displayed.

Here's how:

1. Highlight (select) the text you wish to hide.

2. Go to Format - Font.

3. In the Effects section of the Font dialogue box, tick 'Hidden'.

4. Click OK.

The portion of text you have chosen to hide should no longer be visible on your screen, unless you have the Show/Hide button turned on.

If you can see the hidden text in your document, and you haven't got the Show/Hide button turned on then:

1. Go to Tools - Options - View.

2. Under the 'Formatting marks' section, deselect Hidden text.

5. Click OK.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Move your cursor quickly to its previous position

Use these shortcut keys to quickly move your cursor back to its previous position in a Word document (particularly handy if you are working in a long document).

Hold down Ctrl + Alt + Z (or Command Option + Z on the Apple) to automatically move your cursor back to its previous position. You can use these keys more than once and Word will keep moving your cursor back to where it has been previously.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Shortcut for getting back into recently opened files

To get into recently opened files without using your mouse, hold down Alt + F to open the File menu.

Recently opened files are listed down the bottom of the File menu - type in the number next to the file you wish to open and it should appear on your screen.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Create bullets or numbering without pressing a button!

If you want to create a bulleted or numbered list in Word, you can do so without using the bulleting or numbering buttons on the toolbar.

Here's how:

To start a bulleted list:
Type in an asterisk (*) or a hyphen (-) followed by a space then your text and press Enter.

The asterisk or hyphen should convert to a bullet point, and a second bullet point should appear next to your cursor position.

Creating a numbered list:
Type in 1. or 1) followed by a space then your text. When you press the Enter key, Word will convert this to an automatically numbered list. The number 2 will automatically appear next to where your cursor is positioned on the page.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Change measurement units in Word

You might find that a computer you are working on is displaying measurements for margins, indents, tabs etc in units other than what you would prefer to use.

You can change measurement units by:

1. Going to Tools - Options.

2. Selecting the General tab.

3. Selecting the desired measurement units from the Measurement Units dropdown list.

4. Clicking OK.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Disable screen tips (yellow boxes) in Word

You may notice when working in Word that occassionally you will get little yellow boxes appearing on your screen in response to either hovering your cursor over a button, or typing particular words or numbers into your document. These are called screen tips.

If you find the screen tips distracting, you can disable them by:

1. Going to Tools - Options.

2. Selecting the View tab.

3. Removing the tick to the 'ScreenTips' check box under the 'Show' section.

4. Clicking OK.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Make screen tips (yellow boxes) more useful

Make screen tips (the yellow boxes that appear on your screen) more useful by getting them to display relevant shortcut keys.

Here's how:

1. Go to Tools - Customise.

2. Select the Options tab.

3. Select (tick) the 'Show Shortcut Keys in ScreenTips' option.

4. Click Close.

Permalink (link directly to this tip). Added by Amanda, 26 Nov 2006


Turn Format Painter on once and use multiple times

The format painter tool provides a quick and easy way to copy formatting from one piece of text to another in Word.

The only problem is that if you click the Format Painter once to turn it on, you can only click and drag over a single piece of text; then the Format Painter turns itself off automatically.

If you want to copy formatting to more than one piece of text, double-click the Format Painter - this way you will be able to copy formatting to multiple pieces of text.

When you have finished using Format Painter, press the Esc key or click on the Format Painter button once to turn it off.

Permalink (link directly to this tip). Added by Amanda, 25 Nov 2006


Find out all Word's shortcut keys

Want to learn more Word shortcut keys?

Here's how to you can find more shortcut key combinations:

1. Look up shortcuts in Help - this should bring up a link to the Keyboard Shortcuts topic.

2. Word has a built-in macro that you can run which will produce a list of all Word's shortcut keys that you can then print.

To access the macro, go to Tools - Macro - Macros. Use the dropdown arrow next to Macros in: to select Word commands.

Scroll down the list under Macro names and select ListCommands, then click Run.

Click OK. A document listing shortcut keys should be generated for you, which you can print for future reference.

Permalink (link directly to this tip). Added by Amanda, 25 Nov 2006


Change paragraph position quickly

Here are some handy shortcut keys for rearranging paragraphs in your document.

Simply click anywhere in the paragraph you wish to reposition; then hold down Shift + Alt then use the Arrow Up or Arrow Down key depending on which direction you want to move the paragraph in (up or down).

The paragraph will move up or down one paragraph at a time.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Use Paint Brush to do Multiple Formating in Word

To copy a format from one piece of text in Word to multiple words or paragraphs

1. Select the word with the format that you want to copy

2. Double-click on the paint brush icon on the Toolbar

When you move to the word/paragraph where you want to paste the format you will notice that a paint brush follows the cursor.

Paste the format to all the words and paragraphs you need to format.

When finished go back to the paint brush on the Toolbar and single click on it to deactivate the function.

Permalink (link directly to this tip). Added by Carlos, 24 Nov 2006


Reduce file sizes for Word documents

By default, Word will have a 'Fast Save' option enabled in its settings.

Having this option enabled does not really provide any advantage in terms of quicker save times; and it can help contribute to a larger file size as nothing is ever deleted from the document (to the computer's way of thinking).

Fast saves can be disabled to going to Tools - Options - Save then unchecking 'Allow fast saves'and clicking OK.

Saving is done in the normal fashion (Save button or Ctrl + S) and you shouldn't notice much of a difference in the amount of time Word takes to perform the save(if any).

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Assign shortcut keys to styles

If you're a fan of using styles, you can create your own shortcut keys to apply styles quickly.

Go to Tools - Customise, then to the Options tab. Click on the Keyboard button on this tab.

Scroll down the list displayed on the left, until you see Styles. Click on Styles to select it, then you will see a list of styles currently available for use on the right.

If a style you wish to assign a shortcut key to does not appear in the list on the right, close out of the dialogue box, apply the style, then follow the steps above again - you should then see the style listed.

Enter your shortcut key combination in the 'Press new shortcut key' box. If the shortcut keys selected are already assigned to another function in Word, it will be displayed in the box.

If you want to overwrite the existing function for the shortcut keys you have chosen, click Assign.

If you wish to assign a unique set of shortcut keys, use Backspace to remove the shortcut keys you have typed in; then try typing in another key combination. Click Assign when you have a key combination you are happy with.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Using the Find feature outside the Find dialogue box

To access the Find dialogue box, press the F5 key. Type in the word you want to find in the document - the first instance of this word in the document will be highlighted.

To find further occurences of the word in the document, you can actually Cancel out of the Find dialogue box.

Once you do this, the two double-arrow buttons at the bottom of the scroll bar on the right of your screen will have turned blue. You can use the double-arrow buttons to jump between instances of the word in the document.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Making the first letter of a document bigger (drop caps)

Making the first letter of a document bigger than the other text around it gives a document a more 'story-book' look.

To achieve this effect:

1. Click to the left of the first word in the document.

2. Go to Format - Drop Cap.

3. Choose the Dropped option (middle of the three options at the top of the Drop Cap dialogue box).

4. Choose the font for the dropped cap and select how many lines it should 'drop down' in the paragraph (effectively, the height of the letter in lines).

5. If you would like to create a gap between the dropped cap and the text around it, use the Distance from Text option to achieve this.

6. Click OK.

To make adjustments to the dropped cap, simply click inside the frame that appears around the letter, and go to Format - Drop Cap again.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Change the Print button so it brings up the Print dialogue box

If you want to bring up the Print dialogue box to check your print settings when you hit the Print button, do the following:

1. Right-click on the toolbar that displays the Print button.

2. Select Customise.

3. Click on the Print button on the toolbar to select it, then hold the left mouse button down and drag the button towards the screen below. The button should come off the toolbar.

4. In the Customise dialogue box on your screen, select the Commands tab.

5. Select File from the Categories list, and then locate the Print... icon (looks like the normal Print button, but the word Print has three dots following it).

6. Click on the Print... icon to select it, then use your left mouse to drag and drop the icon onto the toolbar at the top of the screen.

7. Close the Customise dialogue box.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Shortcut keys for creating tables

There are shortcut keys you can use in Word in order to create tables.

Simply typing +-+ (plus symbol, minus symbol then plus symbol without any spaces between them), then pressing Enter creates one cell in a table.

So for example, if you require a table with three columns you would type +-+ three times with no gaps and press Enter.

Need more rows? Just click in the last cell in the table and press the Tab key.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Creating perfectly symmetrical shapes

Are you a perfectionist when it comes to drawing shapes in Word?

If you hold down the Shift key whilst drawing a shape from the Drawing toolbar, you can create perfectly symmetrical circles and squares; and perfectly straight lines.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Printing specific sections of your document

If your Word document contains sections and you want to print one specific section, you can do so by going to File - Page Setup, then entering the number of the section preceded with an 's' in the Pages box (e.g. entering s2 in the Pages box would print just section 2). Then click OK to print.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Selecting objects from behind text

If you are working with an image in Word that you have chosen to send behind the document text, it can be difficult to actually select the image once it is positioned behind text.

To get around this you can click the 'Select Objects' (white arrow) button on the Drawing toolbar. This should make it easier to select the image.

Once you have finished manipulating the image, click on the 'Select Objects' button again (or press the Esc key) to be able to work with text in the document again.

Permalink (link directly to this tip). Added by Amanda, 24 Nov 2006


Edit Word documents in Print Preview

Did you know you can edit your Word documents while in Print Preview?

Simply click the Magnifying glass button the Print Preview toolbar at the top of the screen to be able to click and type into your document.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Change an AutoShape to another shape quickly

Having drawn and formatted an AutoShape, you can quickly change the existing shape to a different one while still preserving the formatting changes you made. Follow these simple steps:

1. Click on the shape you want to change (to select it).
2. Click on the Draw button on the drawing toolbar.
3. Select Change AutoShape.
4. Click on the AutoShape that you wish to change the existing shape into.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Import Web page text without its formatting

Frequently when text is imported into a Word document using a standard copy and paste, all the formatting from the Web page is brought over into the Word document too - which can look strange and lead to time consuming reformatting of the text.

Instead of using a standard Paste, try copying the Web page text; then go to Edit - Paste Special on the menu bar.

Select the Unformatted text option and click OK to bring over just the text from the Web page without all the formatting.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Remove document formatting quickly

Ever opened a document where the formatting is terrible; only then to spend hours removing it all?

You can quickly remove all the formatting that has been applied to a document by going to Edit - Clear - Formats. This saves you from having to manually remove all the formatting yourself.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Find out what formatting has been used quickly

You can quickly find out what formatting (text, paragraph and section) has been applied to any text or paragraph in your document simply by going to Format - Reveal Formatting on the menu bar. The shortcut keys for this are Shift + F1.

You can use Reveal Formatting to compare the formatting applied to two different paragraphs or pieces of text as well.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Hyperlink to a specific part of a Document

Step 1. To create a Bookmark select your object or location you would like to Bookmark to and use Insert menu, Bookmark.... In the dialog box, name your bookmark, be sure not to use any spaces in your bookmark name. Click Add button.

Step 2. Go to the location where you woud like to add your hyperlink ie. index page.
Insert, Hyperlink..... Be sure under Link to: (on the lefthand side of your dialog box) select "Place in this document". Then from the middle area click expand button if necessary to view all bookmarks and select the one you want.

Step 3. Edit the text you want as your hyperlink up the top and add a screen tip if so desired.

Permalink (link directly to this tip). Added by Orok, 23 Nov 2006


Change the default font in Word

The default settings for all new documents created in Word are stored in the Normal template, Normal.dot.

To change the font for the Normal template, start a new document then go to Format - Font.

Change the font settings to reflect the font and font size you would like to use in future in most or all of your documents.

Click the Default button in the bottom left-hand corner of the Font dialogue box. Click Yes when the message associated with the font change appears on your screen.

You have now changed the default font for all new documents created from this point forward.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Keeping words together in the same line

Word will automatically wrap text itself to create new lines.

You can force Word to keep words together when they are separated by either spaces or hyphens by creating non-breaking spaces or non-breaking hyphens.

To create a non-breaking space, use Ctrl + Shift in conjunction with pressing the spacebar.

To create a non-breaking hyphen, use Ctrl + Shift in conjunction with pressing the hyphen key.

Non-breaking spaces or hyphens will not split between lines.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Copyrights and trademarks

Word has shortcut keys you can use to quickly enter copyright, registered trademark or trademark symbols in your text:

- Alt + Ctrl + C = copyright symbol
- Alt + Ctrl + R = registered trademark
- Alt + Ctrl + T = trademark

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Save all open Word documents at once

In a hurry to save all your open documents?

Simply hold down the Shift key while clicking on the File menu - a Save All option should appear in the menu. Click Save All to save changes to all open documents.

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Making Word file sizes smaller

Word document file sizes can get rather large, particularly when a lot of graphics are inserted into a document.

You can significantly reduce the size of a Word file by opening the document, selecting all the contents (Ctrl + A), then hold down Ctrl + Shift + F9. Then resave the document (saving with a new filename will allow you to be able to compare the file size of this document with the original).

Permalink (link directly to this tip). Added by Amanda, 23 Nov 2006


Realign text quickly

There are shortcut keys you can use to quickly realign text in Word:

- To center-align,: Ctrl + E
- To left-align: Ctrl + L
- To right-align: Ctrl + R.

Simply click inside the paragraph you wish to realign and use the appropriate shortcut keys.

Permalink (link directly to this tip). Added by Amanda, 14 Nov 2006


View your document in two different ways simultaneously

It is possible to see the same Word document in two different views on your screen at the same time.

Go to Windows-Split. A horizontal line will appear on your screen - simply click to create a split screen where you can see the same document twice. Then change the view in one of the split screen areas - you can now see the same document in two different views.

To remove the split screen, go to Window-Remove Split.

Permalink (link directly to this tip). Added by Amanda, 14 Nov 2006


Quickly shift a row in a table

Here are some really handy shortcut keys for rearranging rows in a table.

By highlighting a row and using:
- Alt+Shift+Up arrow: you can move a row up in the table.

- Alt+Shift+Down Arrow: you can move a row down in a table.

Permalink (link directly to this tip). Added by Amanda, 14 Nov 2006


Autonumbering in Word

The Auto Numbering feature in Word can be both useful (when you want it to work) and annoying when you don't.

When you begin a list by typing 1 then press the space bar or tab key, and type in text, Word will automatically change the paragraph to a numbered list when the ENTER key is pressed. This will mean that the next paragraph is automatically numbered as 2.

If you do not want Word to continue sequentially numbering any following paragraphs, you can turn off Auto Numbering. To do this, go to Tools-Auto Correct Options. In the Auto Correct dialog box, click the "Auto Format As You Type" tab. Deselect the "Automatic Numbered Lists" checkbox, then click OK to close the box.

To turn Auto Numbering back on, go back into Tools-AutoCorrect Options and recheck the "Automatic Numbered Lists" option.

Permalink (link directly to this tip). Added by Amanda, 13 Nov 2006


Changing case

Sometimes, you're typing along and don't realize that you have left on or accidently pressed the Caps Lock key. Or maybe you have typed a paragraph in all caps then decide you would prefer to have it in title case or lower case.

Word provides you with several ways of changing case quickly:

1. You can change case by selecting the text and going to Format-Change Case. You can then choose from a variety of different formats including uppercase, lower case, sentence case, toggle case, and title case.

2. The keyboard can be used to change case. Select the text then use Shift key + F3 (function key) to cycle through the options (lower case, sentence case and all caps).

3. Word has an AutoCorrect feature that corrects accidental use of the caps lock key for you. You can find this feature under Tools-AutoCorrect Options. The "Correct accidental use of the cAPS lOCK key" should be checked.

Permalink (link directly to this tip). Added by Amanda, 13 Nov 2006


Using the Ctrl key

Using the Control (Ctrl) Key in conjunction with other editing keys can provide you with some editing shortcuts.

- Use Ctrl in conjunction with the Left or Right Arrow keys to move your cursor one word at a time.

- Use Ctrl in conjunction with the Delete key to delete one word at a time to the right of the cursor position.

- Use Ctrl in conjunction with the Backspace key to delete one word at a time to the left of the cursor position.

- Use Ctrl in conjunction with Page Up or Page Down keys to scroll one page up or one page down at a time.

- Use Ctrl in conjunction with the Enter key to create a new page in the text from where the cursor is positioned. This inserts a page break.

Permalink (link directly to this tip). Added by Amanda, 13 Nov 2006


Move your cursor quickly to your last editing position

If you open an existing document in MS Word, the flashing cursor (insertion point) is automatically appears at the start of the text on the first page.

This can be frustrating when working on a long document with many pages.
Instead of having to scroll through the document to the location where you were last typing and clicking to move the flashing cursor, wouldn't it be great to get Word to pick up right where you left off?

The good news is, you can! Immediately after you open the document, hold down the Shift key and tap the F5 key.

Word will move the flashing cursor to the exact point where you left off last time you saved and closed the document - whether it was at the end of the document or some point in the middle.

Permalink (link directly to this tip). Added by Amanda, 13 Nov 2006


Changing line spacing in Word

To change line spacing in your document, highlight the text you wish to apply line spacing to, and go to Format-Paragraph.

Default line spacing in a document is single. In the Paragraph dialogue box, you can choose to apply 1.5, double, at least, exactly, or multiple line spacing.

- 1.5 is one and a half spaces (shorcut keys: Ctrl + 5).

- Double is two spaces (shortcut keys: Ctrl + 2).

- At least allows you to specify minimum spacing, the actual spacing may increase.

- Exactly allows you to set an exact point size for the spacing.

- Multiple allows you to increase or decrease spacing by a specified percentage (e.g. 1.25 or 125% is somewhere between single spacing and 1.5 spacing).

- Ctrl + 1 changes back to single line spacing.

Permalink (link directly to this tip). Added by Amanda, 13 Nov 2006


Type Out a Table

Tables can be created by simply typing out a string of PLUS SIGNS (+) and MINUS SIGNS (-).

First start the row with a PLUS SIGN (+) and then type MINUS SIGN (-) until you have the column width you want. To add a new column type PLUS SIGN (+) again. When you're done type a final PLUS SIGN (+) and press ENTER.

Word turns your text into a table. To add more rows to your table, move to the last cell in the table and press TAB.

Ensure to turn on the AutoFormat feature in Word.
That is, on the Tools > AutoCorrect menu. Select the AutoFormat As You Type tab and select the Tables check box.

Permalink (link directly to this tip). Added by Orok, 13 Nov 2006


Changing Case quickly

Press SHIFT + F3

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Large Icons on toolbar

You can make the buttons on your toolbars bigger by going to Tools / Customize / Options / select Large icons.

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Turning on Track changes quickly

At the bottom of the screen is the status bar letting you know where you are on a page, but there is a TRK button which if double clicked turns on track changes.

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Reviewing pane for track changes quickly

The quickest way to turn on the track changes reviewing pane is to RIGHT CLICK the TRK button on the status bar.

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Options for Track Changes quickly

The quickest way to change the options is to RIGHT CLICK the TRK button on the status bar.

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Showing all menu items

If you go into a pull down menu you usally find that you get a selection of items(this is the default) or sometimes everything. If you only get a selectiopn you have to go to the double arrows at the bottom of the menu and click it to get all of the hidden items.
To turn this off so that you always get everything, go to Tools / Customize / Options Tab / "Always show full menus". Make sure there is a tick in the box and you will always have every item.

Permalink (link directly to this tip). Added by Martin, 25 Oct 2006


Using the status bar in Word

The status bar (the grey area at the bottom of the Word screen) tends to be underutilised as most people are not familiar with what it can be used for. Here are a shortcuts that can be accessed through the status bar:

Double-click the page number or section number on the status bar to open the Find and Replace feature.

Double-click REC to stop recording a macro.

Double-click TRK to turn Track Changes on or off.

Double-click EXT to turn extension mode on or off when selecting text.

Double-click OVR to turn off Overtype mode. Overtype is where you type and the text in front of your cursor gets replaced by the text you are currently typing, one character at a time. This usually gets turned on accidently when the Insert key is inadvertently pressed.

Double-click Language to change the Language format to something different.

Double-click the Spelling and Grammar Status icon to begin fixing spelling or grammatical errors.

Resize the Navigation Pane in Outlook 2010

  • Point to the right border of the Navigation Pane, and when the pointer becomes a double-headed arrow , drag the border to the left or right.

Change the Navigation Pane font in Outlook 2010

You can change the font and size of the text in the Navigation Pane, from any view in Outlook.

  1. On the View tab, in the Layout group, click Navigation Pane, click Options, and then click Font.

  2. Enter the settings that you want in the Font, Font style, and Size boxes.

  3. Click OK twice to close the open dialog boxes.

Change the buttons in Outlook 2010

You can change the number and order of the large navigation buttons that appear at the bottom of the Navigation Pane.

To change the order of the buttons, do the following:

  1. At the bottom of the Navigation Pane, click Configure buttons , and then click Navigation Pane Options.

  2. In the Display buttons in this order list, click the button that you want to change, and then click Move Up or Move Down.

Note:  To restore the default button arrangement, click Reset.

To change the number of buttons, do the following:

  • At the bottom of the Navigation Pane, click Configure buttons , and then click Show More Buttons or Show Fewer Buttons.

To add or remove buttons, do the following:

  • At the bottom of the Navigation Pane, click Configure buttons , click Add or Remove Buttons, and then click the button that you want.

    Notes:

    • To quickly see more or fewer buttons or folders, point to the horizontal splitter bar between the folders and the buttons, and drag the bar up or down when the pointer turns into a double-headed arrow . If you drag the horizontal splitter bar to the bottom of the Navigation Pane, all the large buttons become small buttons and appear as a single row of icons at the bottom of the Navigation Pane.

    • To maximize the folder pane space, drag the horizontal splitter bar to the bottom of the Navigation Pane, and then use the small buttons to switch folder panes.

    • To see all your folders, and not just your e-mail folders, change the Folder List button into a large button, and then either move it above the Mail button or remove the Mail button from the Navigation Pane.

Minimize the Navigation Pane in Outlook 2010

You can increase the amount of work space in your Outlook window by using the minimized Navigation Pane. The minimized Navigation Pane collapses into a vertical bar of buttons that still provides access to your most used folders and views.

To hide or show the minimized Navigation Pane, do the following:

  • In the upper corner of the Navigation Pane or minimized Navigation Pane header, click Minimize the Navigation Pane or Expand the Navigation Pane .

To see your folders from the minimized Navigation Pane, click the Folders button.

Note:  When you expand the minimized Navigation Pane, the Navigation Pane is reset to the same width as it was previously. If you exit Outlook with the Navigation Pane minimized, it appears minimized when you restart Outlook.

Use the Folder List view in the Navigation Pane in Outlook 2010

In this view, all your folders, including your Inbox folders, remain visible in the Navigation Pane when you switch to other views, such as Calendar or Contacts. Click Folder List at the bottom of the Navigation Pane.

If you click one of the buttons in the Navigation Pane, such as Mail, Calendar or Contacts, the Navigation Pane is changed back to pane view mode.

If you want to keep the Folder List as your main view, do not use the buttons at the bottom of the pane to access other views. Click the appropriate folder, icon, or name in the Folder List itself.

If you are using the Folder List view when you exit Outlook, the Folder List will open when you start Outlook again.

Change the Favorites list in Outlook 2010

The Favorites list provides a convenient way to keep your most frequently used folders visible at the top of the Navigation Pane. You choose which folders to include.

Tip:  In the minimized Navigation Pane, the folders listed in Favorites appear as vertical buttons, making them available there as well. The vertical buttons that appear depend on the vertical space available in the Outlook window and the arrangement of the folders in the Favorites list.

Turn on or off Favorites

Turning on or off Favorites does not change the folders in the list. Any folder listed in Favorites when the feature is turned off re-appear when Favorites is turned on again.

  • On the View tab, in the Layout group, click Navigation Pane, and then click Favorites.

    A check mark indicates whether Favorites is turned on.

Add or remove folders from Favorites

  • To add a folder to Favorites, drag the folder into the Favorites list. The folder and its contents are not moved, but a shortcut to the folder is created within Favorites.

  • To remove folders from Favorites, right-click the folder that you want to remove, and then click Remove from Favorites.

    Notes:

    • Folders in Favorites must be removed individually.

    • Removing folders from Favorites does not remove them or its contents from the All Mail Folders list.

Minimize or expand Favorites

  • To minimize Favorites, click next to the Favorites header.

  • To expand Favorites, click next to the Favorites header.

Change the folder arrangement in the Navigation Pane in Outlook 2010

Mail subfolders that you create appear in alphabetical order within each folder in the Navigation Pane. The folders cannot be manually rearranged.

Default folders appear at the end of the folder list including Drafts, Sent Items, Deleted Items, Conversation History, InfoPath Forms, Junk E-mail, Outbox, RSS Feeds, and Search Folders. These folders cannot be renamed or rearranged.

As a workaround, consider adding a frequently used folder to the Favorites list at the top of the Navigation Pane. Folders in this section can be arranged in any order.

Another workaround is to rename folders. Entering a number or special characters such as an underline (_) or an exclamation mark (!) moves a folder before folders that begin with characters A to Z. To rename a folder, click the folder, and then on the Folder tab, in the Actions group, click Rename Folder.

Note: You cannot change the font size, color, or type in the Navigation Pane. Windows Magnifier is an option that increases the font size on your computer screen. For more information, see Use Magnifier to see items on the screen.

Add or remove buttons in the Navigation Pane in Outlook 2007

  • At the bottom of the Navigation Pane, click Configure buttons , click Add or Remove Buttons, and then click the button that you want.

Note: Although you can remove all the buttons from the Navigation Pane and maximize the folder pane space by dragging the horizontal splitter bar to the bottom of the Navigation Pane, it is not possible to remove the row of small buttons at the bottom.

Resize the Navigation Pane in Outlook 2007

  • Point to the right border of the Navigation Pane, and when the pointer becomes a double-headed arrow , drag the border to the left or right.

Change the display order of the buttons in Outlook 2007

  1. At the bottom of the Navigation Pane, click Configure buttons , and then click Navigation Pane Options.

  2. To rearrange the button order, in the Display buttons in this order list, click the button that you want to change, and then click Move Up or Move Down.

Note: To restore the default button arrangement, click Reset.

Change the number of large and small buttons in the Navigation Pane in Outlook 2007

  • At the bottom of the Navigation Pane, click Configure buttons , and then click Show More Buttons or Show Fewer Buttons.

  • To quickly see more buttons or folders, point to the horizontal splitter bar between the folders and the buttons, and drag the bar up or down when the pointer turns into a double-headed arrow . If you drag the horizontal splitter bar to the bottom of the Navigation Pane, all the large buttons are converted to small buttons and appear as a single row of icons at the bottom of the Navigation Pane.

  • To maximize the folder pane space, drag the horizontal splitter bar to the bottom of the Navigation Pane, and then use the small buttons to switch folder panes.

  • To see all your folders, and not just your e-mail folders, change the Folder List button into a large button, and then either move it above the Mail button or remove the Mail button from the Navigation Pane.

Hide or show the minimized Navigation Pane in Outlook 2007

You can save space in your Outlook window by using the minimized Navigation Pane. This Pane is a version of the Navigation Pane that collapses into a vertical bar of buttons that still provides access to your most used folders and views. For your convenience, there are several ways to hide or show the minimized Navigation Pane.

Tip: If you have folders in Favorite Folders, you have one-click access to them when you use the minimized Navigation Pane. The number of folders that show as buttons on the minimized Navigation Pane depends on how much vertical space you have for your Navigation Pane. The folder buttons are visible in the order they are listed, from top to bottom, in Favorite Folders.

Hide or show the minimized Navigation Pane

  • In the upper-right corner of the Navigation Pane or minimized Navigation Pane header, click the arrow .

To see your folders in the Navigation Pane from the minimized Navigation Pane, click the Navigation Pane button.

Note: When you expand the minimized Navigation Pane into the Navigation Pane, the Navigation Pane is reset to the same width as it was previously. If you exit Outlook with the Navigation Pane collapsed into the minimized Navigation Pane, it appears that way when you restart Outlook.

Add or remove view buttons in the minimized Navigation Pane in Outlook 2007

The view buttons that show in the minimized Navigation Pane, such as Mail, Calendar, and Contacts, are the same view buttons that show in the full Navigation Pane view.

A large view button appears as a small view button in the minimized Navigation Pane.

Note: The view buttons are different from the vertical folder buttons in Favorite Folders that also appear in the minimized Navigation Pane. The folder buttons are determined by the amount of vertical space that is available in your Outlook window, and the order in which the folders appear in Favorite Folders. These buttons can be removed by removing folders from Favorite Folders.

Add or remove view buttons in the minimized Navigation Pane

  • At the bottom of the minimized Navigation Pane, click Configure buttons , click Add or Remove Buttons, and then click the button that you want.

Show or hide the Folder List in Outlook 2007

For a simpler view of the Mail pane, try using the Folder List view.

Show the Folder List

  • At the bottom of the Navigation Pane, click Folder List .

Hide the Folder List and go back to the Mail pane view

  • At the bottom of the Navigation Pane, click the Mail button or Mail .

Use the Folder List view in the Navigation Pane in Outlook 2007

In this view, all your folders, including your Inbox folders, remain visible in the Navigation Pane when you switch to other views, such as Calendar or Contacts. Just click Folder List at the bottom of the Navigation Pane. To go back to the Mail pane view, click the Mail button or Mail at the bottom of the Navigation Pane.

Keep the Folder List as your main view

If you switch to the Folder List view and then exit Outlook, you see the Folder List when you start Outlook again.

Important: If you want to keep the Folder List as your main view in the Navigation Pane while you are working, do not use the buttons at the bottom of the pane to navigate to other views. To keep the Folder List view while you move around in Outlook, click the appropriate folder, icon, or name in the Folder List itself.

If you click the Calendar button, the Calendar view is displayed in your main Outlook window, but the Navigation Pane is changed back to pane view mode. This resets the Navigation Pane to display the different views in the pane.

Remove or minimize Favorite Folders in Outlook 2007

Favorite Folders provides a convenient way to keep your most frequently used folders visible at the top of the Navigation Pane. You determine the contents of the Favorite Folders list by choosing which folders to include. If you don't want to use the Favorite Folders pane or wish to make more space in the main Navigation pane, you can use one of the following options.

  • Reduce the size of the Favorite Folders list by removing individual folders from the list.

  • Minimize the Favorite Folders pane beneath the header.

  • Turn off the Favorite Folders pane

Tip:  In the minimized Navigation Pane, the folders listed in Favorite Folders appear as vertical buttons, making them available there as well. The vertical buttons displayed depend on the vertical space available in your Outlook window and the arrangement of the folders in the Favorite Folders list.

Remove folders from the Favorite Folders list

You can remove any or all of the individual folders from the Favorite Folders list to reduce both the length of the list and the size of the pane.

  1. In Favorite Folders, right-click the folder that you want to remove, and then click Remove from Favorite Folders on the shortcut menu.

  2. Repeat step 1 for each folder that you want to remove.

  • Folders in Favorite Folders must be removed individually.

  • Removing folders from Favorite Folders does not remove them from the All Mail Folders list.

Minimize the Favorite Folders pane

  • In the Favorite Folders header, click the arrow .

    To expand the pane, click the arrow again.

You can minimize and expand Favorite Folders as needed, making your folders available when you want them, and keeping them out of the way when you don't.

Turn off Favorite Folders

Turning on or off Favorite Folders does not affect the folders in the list. If you have folders listed in Favorite Folders when you turn the feature off, those folders are there when you turn it back on again.

  • On the View menu, point to Navigation Pane, and click Favorite Folders to remove the check mark.

    Click Favorite Folders again to turn the feature back on.

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