Table of Contents Technology ShowcaseBuilding an Engaging Online Student UnionTechnology Showcase: Implications of the Internet of Things (IoT)Technology Showcase: The Natural Limitations of Technology: 4K TVsTechnology Showcase: Students Organize HackathonsTechnology Showcase: LEDs EvolveTechnology Showcase: Beyond Facebook: Social Media 2.0Technology Showcase: The Potential of Virtual Reality GamesTechnology Showcase: What Event Planners Need to Know About WiFiTechnology Showcase: 10 Pro Tips for Using Microsoft WordTechnology Showcase: It's Just a Video in PowerPoint–What Could Go Wrong?Technology Showcase: Competitive Presenting with PowerPoint RouletteTechnology Showcase: Adjusting Procedures to Provide Better A/V SupportTechnology Showcase: Tracking A/V Inventory in DEA EMSTechnology Showcase: Applying Innovative, Inexpensive Technology in a Theatre SpaceTechnology Showcase: Raspberry Jammin'Technology Showcase: Road Test: Apps for NotetakingTechnology Showcase: Road Test: Student Employee Scheduling ProgramsTechnology Showcase: Road Test: Project Management Software10 of the Top Commons Posts of 20152015 Education and Research Fund DonorsNeeds Assessment Identifies Strengths, Room for GrowthCAS Provides Better Tools for Relevant Functional AreasNew Team Provides Educational Tools, Discussion Opportunities Related to Campus ViolenceVolunteerism In the AssociationFrom the President: Who was Your First?From the Chief Executive Officer: Promoting Dialogue About Campus ShootingsMarch/April 2016 KioskOn the JobUnion Spotlight: Linda E. McMahon Commons at Sacred Heart UniversityUnion Spotlight: Andorfer Commons at the Indiana Institute of Technology
Volume 84 | Issue 2
March/April 2016

Technology Showcase: 10 Pro Tips for Using Microsoft Word

Like it or not, Microsoft Word is the standard in word processing software, and most members of the campus community would say they’re proficient in the program. However, for those who want to take their skills to the next level, we’ve culled Microsoft Office Support for these advanced-user tips.

1. Find and Replace
The “Find and Replace” option is helpful for replacing overused words, eliminating double spaces, and modifying spelling, but you can also use it to adjust formatting. On the “Find and Replace” menu, click “More,” and you’ll see a bevy of options to change format including capitalization, bold, italics, etc. (Note also on this window you can find any instances of numbers, prefixes, word forms, and more, which can be useful.)

2. Oust Calibri
Astute readers will notice any time a document is in Microsoft Office’s default Calibri 11-point font, and changing it often requires extra steps to layer on formatting. However, you can set a default on the bottom of the “Font” window either for a single document or as a template for future use.

3. Sections
On the “Page Layout” menu, under the “Breaks” submenu, you’ll see an option for section breaks. These are helpful if you want to have separate formatting for various sections of your document. For instance, if you wanted to start over with page numbers or use a two-column layout for part of your document, section breaks give you that option. You can also copy section breaks if you want to repeat a certain formatting style in a new section.

4. Compare and Combine Two Documents
Occasionally you might have two drafts of a document and can’t immediately tell what is different between them. With just Word open, not the document, go to the “Review” menu and click “Compare,” then “Compare….” You should be able to browse to find the versions in question. By clicking on “More,” you can also determine how much detail you want to see (e.g., only insertions or all grammatical changes too). Any changes between the two will be highlighted in a side pane. If you are pleased with the changes, you can click “Combine Documents” on that same “Compare” menu.

5. Split Window
For long documents, you might be moving sections or trying to duplicate text. A split window with independent scroll bars can help manage two areas of the document simultaneously. In Word 2013, click on the “Split” button on the “View” menu. In older versions of Word, click on the thick dash/horizontal line above the scroll bar on the right and drag it downward.

6. Format Painter
If you want to format several headers, paragraphs, or lines of text the same way, the “Format Painter” on the “Home” menu can be a useful tool. Select the text or graphic with the format you want to copy and then double click the “Format Painter” icon. You can then select multiple words or graphics you want to have formatted that way. If you ever want to remove the formatting, the “Clear All Formatting” button on the “Home” menu has an “A” with an eraser in front of it.

7. Serial Numbers in a Table
In Microsoft Excel, it is easy to create a vertical list of serial numbers or letters in a column by entering “1, 2” in adjacent rows of the column and then clicking on the lower right corner of the “2” cell and dragging downward. In Word, the same goal can be accomplished by highlighting a blank column and clicking on the numbered bullet button.

8. Reverse a List
If you want to reverse the order of a list of items without copying and pasting them individually, Word also has that ability. First, highlight the list and on the “Insert” menu, click the “Table” submenu. An option to “Convert Text to Table” should be available. Next, click on the A-Z button on the “Home” menu and a window should appear allowing you to sort in descending instead of ascending order.

9. Eliminate Sticky Borders
Sometimes you might type a few hypens and then hit “Enter,” which creates a horizontal line from margin to margin below the text. This can be great for effect but also has a tendency to be annoying because you can’t delete it using the “Backspace” or “Delete” key. Instead, click at the end of you paragraph of text and then click on “No Border” under the “Borders” menu on the “Home” ribbon. Problem solved.

10. Macros
Macros are similar to “batch processing” capabilities in Adobe products. Basically it is a sequence of actions you can record to later execute the same series of actions with a single command. For example, with one click you could add a hanging indent to some text, enlarge the font, make the text green, and then italicize it. Before you begin, plan out the steps you want to record. Macros can be found on the “View” menu. First you will click “Record Macro” and give it a name. You can then create a button for your macro by clicking on “Button,” then on the window that appears highlight the name of your macro and clicking “Add.” Next, click “Modify” and you will have the option to choose an image for your macro button. When you go to record your macro, keep in mind that macros don’t record text highlighted with a mouse, so you will need to use the mouse only for clicking and can highlight text with “Shift” and the arrow keys. After clicking “Stop Recording” your macro button will appear on the top of your Word window by the “Save” and “Undo” buttons.