Advanced Level Microsoft Word Essentials: Tips and Tricks for Better Productivity

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Microsoft Word Essentials Tips and Tricks for
Better Productivity
Blake Chattaway NetCom Learning
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• Agenda
• Formatting text in a table
• Converting tables and text
• Drawing a table
• Properly adding space between paragraphs
• Using section breaks to control column layouts
• Adding page breaks
• Starting page numbering later in a document
• Editing PDF content in Word
• Watermarks
• Recovering a document after a crash
• Saving to Google Drive from within Word
• QA session with the speaker

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• Formatting text in a table
• Converting tables and text
• Drawing a table

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Basic Table
For a basic table, click Insert gt Table and move
the cursor over the grid until you highlight the
number of columns and rows you want.
A
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Basic Table
B For a larger table, or to customize a table,
select Insert gt Table gt Insert Table.
Tips If you already have text separated by
tabs, you can quickly convert it to a table
Select Insert gt Table, and then select Convert
Text to Table. You can even draw a table Select
Insert gt Table gt Draw Table.
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Formatting text in a table (Format Text with the
Mini Toolbar)
A quick way to change the font, font size, or
font color or to bold, italicize, underline,
or highlight characters is to use the Mini
toolbar.
B
The Mini toolbar provides a section of the
Ribbon with popular commands on it. You can use
the Mini toolbar to execute commands
quickly. After you select characters, the Mini
toolbar appears. If it does not, you can force
its appearance by right-clicking.
A
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Use Table Styles to format an entire table
After you create a table, you can format the
entire table by using Table Styles. By resting
your pointer over each of the preformatted table
styles, you can preview what the table will look
like. Click in the table that you want to
format. Under Table Tools, click the Design
tab. In the Table Styles group, rest the pointer
over each table style until you find a style
that you want to use. Click the style to apply it
to the table. In the Table Style Options group,
select or clear the check box next to each the
table element to apply or remove the selected
style.
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Converting tables and text
Convert text to a table or a table to text -
Office Support
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Convert text to a table
Convert text to a table To convert text to a
table or a table to text, start by clicking the
Show/Hide paragraph mark on the Home tab so you
can see how text is separated in your document.
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Convert text to a table
Convert text to a table Insert separator
characterssuch as commas or tabsto indicate
where to divide the text into table
columns. Note If you have commas in your text,
use tabs for your separator characters. Use
paragraph marks to indicate where you want to
begin a new table row. In this example, the tabs
and paragraph marks will produce a table with 3
columns and 2 rows
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Convert text to a table
Select the text that you want to convert, and
then click Insert gt Table gt Convert Text to
Table.
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Convert text to a table
In the Convert Text to Table box, choose the
options you want. Under Table size, make sure the
numbers match the numbers of columns and rows
you want. Under AutoFit behavior, choose how you
want your table to look. Word automatically
chooses a width for the table columns. If you
want a different column width, choose one of
these options
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Convert text to a table
Under Separate text at, choose the
separator character you used in the text. Click
OK. The text converted to a table should
look something like this
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Convert a table to text
Select the rows or table you want to convert to
text. Under Table Tools, on the Layout tab,
click Convert to Text.
In the Convert to Text box, under Separate text
with, click the separator character you want to
use in place of the column boundaries. Rows will
be separated by paragraph marks. Click OK.
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Drawing a table
To draw a table select Insert gt Table gt Draw
Table.
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• Adding page breaks
• Using section breaks to control column layouts
• Properly adding space between paragraphs

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Adding page breaks

1. Put your cursor where you want one page to end
   and the next to begin.
2. Go to Insert gt Page Break.

Tip If Word puts a new page in your document
unexpectedly, it might be because of a page
break. To view page breaks so that you can
select and delete them, go to Home gt Show/Hide
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Using section breaks to control column layouts

• Section formatted as two columns. To move text
  into a two column layout, highlight the text you
  want to appear in two columns, click Page Layout
  (in Office 2007, Office 2010 and Office 2013) or
  Layout (in Office 2016), then in the Page Setup
  group, click the down arrow under Columns and
  click Two.
• Click where you want to make a formatting change.
• You might want to select a portion of the
  document around which to insert a pair of section
  breaks.
• On the Page Layout tab (or the Layout tab in
  Office 2016), in the Page Setup group, click
  Breaks.

3. In the Section Breaks group, click the section
break type that fits the type of formatting
change that you want to make. For example, if
you're separating a document into chapters, you
might want each chapter to start on an odd page.
Click Odd Page in the Section Breaks group.
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• Properly adding space between paragraphs(Create
  Space Before and AfterParagraphs)
• Place the insertion point in the paragraph you
  want to place space before or after, or select
  the paragraphs you want to place space before or
  after.
• Choose either the Home tab or the Page Layout
  tab.
• Click the dialog box launcher in the Paragraph
  group. The Paragraph dialog box opens. 4.Choose
  the Indents and Spacing tab.
• Type the amount of space (in points) you want
  before the paragraph in the Before field. For
  example, type 10 pt.
• Type the amount of space (in points) you want
  after the paragraph in the After field. For
  example, type 10 pt.
• If you do not want paragraphs of the same style
  to have space between them, check the Dont Add
  Space between Paragraphs of the Same Style box.
• Click OK. Word sets the space before and after
  your paragraph(s).

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• Starting page numbering later in a document
• Editing PDF content in Word
• Watermarks

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Starting page numbering later in a document
Note If you're editing a document in a web
browser using Word Online, you can't start
numbering later in the document. If you have the
desktop version of Word, you can make changes to
your document in the desktop app by clicking
Open in Word.

• Click the page in the document where you want
  page numbering to begin.
• This is where you'll insert a section break.
• Click Layout gt Breaks gt Next Page.
• Double-click in the header or footer area on the
  first page where you want to display page
  numbers. This will open the Design tab under
  Header Footer Tools.
• Click Link to Previous to turn it off and unlink
  the header or footer from the
• previous section.

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Starting page numbering later in a document
Note Headers and footers are linked separately,
so if your page number is in the header, turn
off linking for headers. If your page number is
in the footer, turn off linking for footers.
5. Click Page Number and then pick a location and
a style. For example, click Top of Page and then
choose the design you like.
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Starting page numbering later in a document

1. Click Page Number gt Format Page Numbers to open
   the Page Number Format dialog box.
2. To start numbering with 1, click Start at, and
   type 1 (otherwise, Word will automatically apply
   the actual page number).
3. Click OK.
4. To remove page numbers from the previous section,
   select any page number in that section to
   highlight it and press Delete, or right-click
   and choose Cut. All page numbers in that section
   will be deleted.

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Starting page numbering later in a document
10. When youre done, click Close Header and
Footer or double-click anywhere outside the
header or footer area.
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Editing PDF content in Word
Select File gt Open, then Browse to the folder
that contains your PDFs. Select a file and
click the Open button. Notice the selected file
appears in the View window on the right
You can easily add new paragraphs and edit and
delete data, and the document reformats
automatically as you type. You can even remove,
replace, or reposition the graphics, and the
text-wrap feature re-wraps the paragraphs around
the image at its new location. You can also
change the page size, the margins, the line
spacing, the font and font size plus all the font
attributes, and much more.
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• Recovering a document after a crash
• Saving to Google Drive from within Word

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Recovering a document after a crash
Method 1 Search for the original document
Method 2 Search for Word backup files
Method 3 Search for AutoRecover files
Method 4 Search for temporary files
Method 5 Search for "" files
Method 6 How to troubleshoot damaged documents
https//support.microsoft.com/en-us/help/316951/ho
w-to-recover-a-lost-word- document
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Saving to Google Drive from within Word
People who use Office on Windows may open Office
files from Google Drive with a plug-in In Word,
install the Google Drive plug-in for Microsoft
Office, and Google Drive will display as a file
storage location in Word, Excel, and PowerPoint
(Figure A). From within your Office app, open a
file on Google Drive, make your changes, then
save the file back to Google Drive.
https//www.techrepublic.com/article/how-to-edit-m
icrosoft-office-documents-stored-on-google-
drive/
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Watermarks
1. On the Design tab, in the Page Background
group, choose Watermark.
2. In the gallery of pre-configured watermarks,
choose DRAFT or any other predesigned text,
uploaded picture or JPEG.
If you have a stuck watermark
https//support.office.com/en-us/community?threadi
d7b742245-2d70-e011-8dfc- 68b599b31bf5
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OneDrive is your personal work storage and
connects you to files across Office 365. Access,
share, or work with others in real-time while
protecting your files from loss and attacks.
Store files in your OneDrive and reach them from
all your devices. Theyre private until you share
them.
Just like every person has a OneDrive, every team
has a library.
OneDrive connects you to the shared libraries you
use the most in Microsoft Teams and SharePoint.
http//aka.ms/getOneDrive All of this, available
through the OneDrive app on all your devices.
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