General

Tips, Tricks, and Answers

The following articles are available for the 'General' topic. Click the article's title (shown in bold) to see the associated article.

A Shortcut for Switching Focus
Word provides keyboard shortcuts for lots of things, but it doesn't provide one for switching to the desktop and back to your document. Fortunately Windows does provide more than one shortcut to accomplish this task. This tip describes these shortcuts.

Accessing the Source of a Document Link
If you have information linked into your document, you may want to display the source of that linked information. You can do so, but the way to do it will depend on the version of Word you are using.

Alternative Ways of Creating Random Text
You can use a built-in Word feature (RAND) to create random text, but such text may not be to your liking. This tip explores other ways you can get random text in a document.

An Unruly Ruler
Getting your Ruler to behave.

Automatically Opening a Document at a Specific Zoom Setting
Do you prefer to have your documents open at a specific zoom magnification? You can get whatever magnification you desire by adding one simple macro to your Normal.dot template file.

Automatically Saving Changes to Defaults
Do you want Word to notify you before saving changes to the Normal.dot template?

Automatically Updating Fields and Links
You can update fields and links automatically when you print your document, but what if you want them updated when you open or close the document? That is not as easy of a proposition, but there are ways to fulfill the request, as shown in this tip.

Blue Background Blues
The blue background option of Word works well unless you add a text box.

Can't Split the Document View
Word allows you to split the screen so that you can view two different parts of the same document. This can come in very handy when editing long documents. What do you do, however, if you can't split the document? Here's some ideas on why this situation may exist.

Canceling a Command
Tired of waiting for a command to finish running? You can use the same shortcut to cancel a command that you use to dismiss any unwanted dialog boxes.

Changing a Toolbar Button Image
Changing the image of a button on a Toolbar in Word.

Changing Above-the-Line Fonts
Word maintains a list of the fonts most recently used in the program. You can't modify the list, but you can turn it on and off with a change to the Registry. This tip explains how to make the proper change.

Changing How Word Presents Your Document
Tired of the old black-on-white text displayed by Word? Depending on your program version, you can configure Word to show your document as white text on a blue background.

Changing Stubborn Ruler Measurements
Can't get the Ruler to reflect the measurements you want? Chances are good that you are suffering from a glitch caused by how Word handles Asian "character units." This tip explains how to fix this situation and get the units desired.

Changing the Comment Color
Don't like the yellow 'sticky note' look of your comments? Here is how to change the Comment Color.

Changing the Company Name
When you install Office or Word, you are asked for your company's name as part of the installation process. If you later need to change the company name, you'll find it can be a time-consuming endeavor.

Changing the Maximum Undo Levels
Want to change the number of "undo" steps available when editing? You can't, because Word doesn't' really have a maximum. This tip explains how undo levels work in Word.

Changing Word to Work in English
What are you to do if you know English but need to work in a version of Word that uses a language other than your own? The short answer may not be satisfying, but this tip provides some other helpful ideas.

Concise Directory of Available Symbols
Need to know what the different codes are that you can use with the Alt key, along with the characters resulting from those codes? Here are a handful of resources you can use to find the information you need.

Creating a Calendar Tool
Word has no way to add a calendar to your document that can be used for inserting dates, but you can add a calendar tool that can be used for reference purposes. Here's how to access this tool.

Default Units that Change
Word allows you to specify the unit of measurement you would like used in dialog boxes throughout the program. It can get frustrating if your default units change without warning to something other than what you want used. This tip discusses some things you can check if you find your default changing without any action on your part.

Delay in Dialog Box Appearing
If your copy of Word seems to be slowing down a lot lately, it could be time to do some remedial work on your system. This tip provides a "high level" look at what things you may need to check.

Delays when Double-Clicking a Document Icon
Do you notice delays when you double-click a document icon, perhaps on your desktop? If you are confused by such delays because you don't see the same delay when you open the document from within Word, then the explanations in this tip will be helpful.

Direction Arrows Confused
What do you do if you open a document, only to find that the arrow keys don't work the way that they should? The first step is to figure out if the problem lies with the document itself, then you can go about figuring what to do next.

Disabling the Caps Lock Key
A few tips and tricks for working around the dratted Caps Lock button.

Displaying System Information
Want to find out all sorts of information about your computer system? Word makes it easy with the simple press of a shortcut key.

Displaying Toolbars
How to display the variety of toolbars in Word.

Dotted Letter Fonts
Teaching children to write the alphabet can be rewarding. One common way to teach is to create worksheets that show letters composed of dots, and the students can trace over the dots to form the letters. There are a wide variety of places you can get fonts that can be used to create these worksheets; a few of the Web sites are discussed in this tip.

Easily Backing Up AutoText Entries
Many people use AutoText to enhance their use of Word. If you've invested significant time in customizing AutoText to make it more productive for you, then you should be interested in backing up your AutoText entries so you can safeguard them.

Editing a Toolbar Button Image
You already know that Word allows you to customize the tools on your toolbars. You may not have known that it also allows you to change even the image on the tools, pixel by pixel.

Embedding Your Phone Number in a Document
One way you can designate your responsibility for a document is to add your phone number to it. There is no need to add your phone number in the actual document text, however. Instead you can add your phone number to the properties that Word maintains for each document.

Excellent XML Resource Available
Where to get more information on XML.

Fatal Errors in Word
If Word runs into a problem and the program can't continue, that can be distressing. Here's some things you can check to get Word running right again.

Finding a Lost Menu Bar
A few ways to find a missing Menu bar in Word.

Finding Word 2007 Equivalents
The user interface in Word 2007 is dramatically different than in previous versions of Word. This means that it can be difficult to locate all the commands that you previously knew how to find. This tip provides information on a helpful Excel workbook you can use to help with the transition to Word 2007.

Fixing Word
Need to make sure that Word is installed correctly from the original installation CDs? You can do it by using a command built directly into Word.

Folder Locations for Add-Ins
Add-ins can be stored in a number of different places on a computer system. This tip explains the many different places you can look for add-ins, along with why those places exist in the first place.

Fonts Missing in Word
What are you to do if you find that you have no fonts available in Word, but they are available in other programs? There could be a couple of different reasons for the missing fonts, as described in this tip.

Forcing the Properties Dialog Box to Appear
Do you want the Properties dialog box to appear when you first save a Word document? You can configure Word so that it does just that by following the steps in this tip.

Freezing Word
Does Word freeze up on you? Try these potential solutions.

Full-Screen Mode in Word 2007
Full-screen mode in Word 2007 doesn't work exactly the same as it did in earlier versions of Word. Don't fret; the traditional full-screen mode is still available—it is just hidden.

Getting Audible Feedback
You can add a bit of sound to your editing tasks by turning on Word's sound capabilities. This tip shows where this configuration option is located.

Getting Help for Unavailable Menu Items
Just because a menu item is unavailable doesn't mean you don't want to know what it does. Here's how to find out.

Getting Help in Dialog Boxes
Dialog boxes are prevalent in a program like Word, and they can contain dozens (if not hundreds) of options. This tip describes how you can get help with the options in any given dialog box.

Getting Rid of Blue Squiggly Underlines
In an effort to make your writing better, Word uses "squiggly" underlines to mark things it thinks you may need to change. If you see some blue squiggly underlines on your screen, you may wonder what they are for and how tot get rid of them. Here's the skinny.

Getting Rid of Wizards and Templates
Templates and wizards are used rather extensively in Word to either process a document or define how that document is to look. If you don't need all of the wizards and templates provided with the program, you can get rid of them. How you do so depends on your version of Word.

Getting Word to Remember the Default Date and Time Format
When you enter the date and time by using the Insert menu, the resulting dialog box includes a button that says "Default." This tip explains exactly what that button does and why it may not function as you might initially expect.

Hiding a Stubborn Toolbar
How to remove a toolbar placed in Word by another program.

Hiding and Displaying Hidden Text
Word allows you to apply an attribute to text so that it can be hidden or displayed, as desired. This tip explains this attribute and how to turn off the display of any text formatted with it.

Horizontally Viewing All Your Text
If you are viewing a document and your text runs off the right side of the document window, it can be a real bother to scroll left and right. Word allows you to configure the program so that your text will always stay within the display space available.

How to Turn Add-in Toolbar off by Default
Add-in programs for Word often add toolbars that offer whatever features the add-in enables. Sometimes you may not want these toolbars to be displayed. Figuring out how to turn them off can be a headache, however. This tip offers some suggestions on things you can try.

I Can't Transfer My AutoText Entries
Tip on transferring AutoText entries from one version of Word to another.

Increasing the Size of the Draft Font
If you have a slow printer, one way to quickly print a document is to print it using a draft font that you know is on the printer. This tip shows how you can specify a different size (and font) for the draft font.

Making Word Remember My Settings
Ever had the experience of setting some configuration option in Word, only to have the option revert to a different setting all on its own? This can be caused by any number of reasons.

Measurement of Choice Isn't Persistent
Normally, Word allows you to specify what measurement units you want used for the program; just choose Tools | Options | General | Measurement Units. If Word won't remember your selection, then you may be suffering from a known program bug, described in this tip.

Misbehaving Rulers
When upgrading from Word 2000 to 2002, many people have a problem with the Ruler function. This tip explains how to fix the issue.

Missing Toolbars
How to locate missing toolbars in Word.

Missing Top and Bottom Margins
You get your document set up just the way you want it, and then notice that all of a sudden Word doesn't show any top or bottom margins for your on-screen pages. This can be disconcerting, until you know that this is actually a feature in Word, as described in this tip.

MLA Tools for Word
Over the years, different style guides—such as the MLA style guide—have been developed as benchmarks by which documents should be developed. Word users may be looking for ways that they can add MLA-related tools to the program.

Modifying Behavior of the Open Dialog Box
The Open dialog box is one that few of us think about, but you can control how it behaves with a little bit of macro coding. This tip provides a few examples you can use right away.

Moving Found Text Down On a Page
When you use the Search feature to find information, if the information is not on the visible page, then Word displays the page with the information and the occurrence of what you are searching for is highlighted on the top row of the window. It is often helpful for it to be on the second or third row, so you can see the context of what was located. This tip explains how you can "move" the page a bit so you can see what was found within its context.

Multiple Document Directories for Word
Word 97 users would follow these steps to specify multiple directories for documents.

Notification when Caps Lock is Active
You're typing along, look up at your screen, and notice that everything is in ALL CAPS. Drat! You activated the Caps Lock key without knowing it, and now you have to correct your typing. Wouldn't it be great if there was a way you could be notified when the Caps Lock key was turned on? Well, there is, as discussed in this tip.

Permanently Getting Rid of 'My Pictures' and 'My Music'
Getting rid of unwanted folders in Windows.

Persistent Reviewing Toolbar Display
How to fix a problem with the Word 2000 issue of the Reviewing Toolbar disappearing.

Planting the Clipboard Toolbar
Placing the Clipboard toolbar where you want it to be.

Pointing Devices Won't Work in Word
Could you use Word without the assistance of your mouse? For most people the answer would be a resounding "no." What are you to do, then, when your mouse no longer works in the program? Here's the solution that will help make the world right again.

Program Opens without the Desired Document
Double-click a document link in the recent documents list maintained by Windows, and you may be surprised if Word doesn't open the document. There is a reason for not opening such a document, most likely that Word can no longer find the document.

Reducing Word's CPU Load
A series of options for checking the CPU load of your Word document.

Removing Errant Buttons
Sometimes add-ins or other applications add toolbar buttons to Word. Unfortunately, getting rid of those buttons at the same time you get rid of the application or add-in can take a bit of ingenuity.

Renaming a Toolbar
Word allows you to create custom toolbars that can speed how you work with various tools and macros. When you first create a toolbar, you are required to name it. If you later want to rename it, you'll appreciate the information in this tip.

Reporting Word Bugs
Figured out a bug in Word? Here's how to raise a stink about it.

Restoring Lost Window Settings
Can't find your Word window, but you know it's there? Try this tip to get things back to normal.

Reveal Codes in Word
While there are no true Reveal Codes in Word, as in WordPerfect, as they are vastly different word processors, there is a vaguely similar function.

Saving a Preview Picture in Word 2007
When Word saves a document, it can also save a preview picture for that document. This comes in handy when you are using the Open dialog box to browse through a series of documents, looking for the right one.

Scanning Word 2007 Documents for Virii
If your documents are slow to load because they are being checked for virii, don't be too quick to blame Word. Here's the low-down on what you can (and should) check out.

Scope of Word Options
There are dozens and dozens of settings you can make in Word. Some of them affect only the current document, while others affect the entire system. Figuring out what the options are and how they are set can be a hassle. But, as this tip discloses, there is some free help you can get to decipher your Word settings.

Seeing Small Rectangles when Inserting Symbols
If your symbols are presenting as small rectangles, follow these steps to see if your video driver may be the culprit.

Selecting Tabs in Dialog Boxes
Hate to grab the mouse to select different tabs in a dialog box? If you instead want to keep your hands on the keyboard, you can use the selection techniques described in this tip.

Shifting Margins Evident in Word 2002
When you open a document in one version of Word and compare it to what you see for the same document in a different version of Word, you may notice some differences. Many times these differences are caused by "rule changes" from one version of Word to another. This tip explains how you can use the compatibility options in Word to help documents be treated the same.

Small Symbol Size
Are the characters in the Insert Symbol dialog box too small for you? Here's how to make them larger.

Status Bar Icons
Near the center of the status bar Word displays a number of different icons. This tip describes the meaning of each possible icon, along with how they can be used to make your work faster.

Stubborn Thumbnails
One of the tools that Word provides is to display thumbnails of your document pages at the left side of the program window (choose View | Thumbnails). This can be helpful at times, but it can be a bother if the thumbnails appear every time a document is opened. This tip explains how to turn off this bothersome behavior.

Text Doesn't Wrap at Margin in Normal View
If you are using Word in Normal view, and the text on the screen doesn't wrap at the right margin like it should, the culprit could be a simple setting in the Options dialog box. This tip explains this setting and why it even exists in Word in the first place.

Turning Off a Startup Sound
If you hear a sound when you start Word, it is because of some settings within Windows itself. You can use the Control Panel to turn off these sounds, as described in this tip.

Turning Off Dynamic Menus
By default, Word's menus only display the options that you use most often. You can configure the menus, however, so that all the menu options are displayed all the time. This tip explains how to quickly make that change.

Understanding ASCII and ANSI Characters
Two of the most common character coding schemes used in computers go by the acronyms ASCII and ANSI. This tip explains a bit of the history and difference between these important schemes.

Understanding Default Insert Date Formatting
Insert a date into Word, and you are presented with a variety of formats you can choose from for that date. The default option is controlled by the settings you've chosen in Windows, not in Word. This tip explains what is going on with this date formatting.

Understanding Picas
One of the units of measure understood by Word is the pica, which is equivalent to 1/6 of an inch. This tip explains how to enter picas into dialog boxes where measurements are required.

Understanding the Word Name Game
Word has been around for the better part of two decades now, and it has gone through many different versions and permutations. This tip outlines the history of the product, providing a great overview of what versions are out there.

Understanding Unicode Characters
Unicode is a character-encoding scheme that works with a huge variety of characters. This tip explains what Unicode is and how it works with Word and Windows.

Unwanted Graph Paper Effect
When you open a document or start to use Word, do you see a background that looks like graph paper? It could be because of any number of reasons, as described in this tip.

Using Older Versions of Word with Windows 7
Windows 7 will be here later this month. If you have an older version of Word, you may be wondering how this new operating system will affect the version of Word you know and trust.

Using the Function Key Display Toolbar
Need to know what various function keys do? One easy way to find out is to use the Function Key Display toolbar, described in this tip.

Viewing Multiple Pages
If you have a large monitor, you can view more than one page at a time in Word. This is very handy when you want to understand how your text looks over several pages.

Where Are Word's Settings Stored?
Ever wonder where Word stores all its settings and configuration information? There are only three places where this information ends up, as described in this tip.

Where is the Options Dialog Box?
The "control center" of configuration changes in Word has traditionally been the Options dialog box, accessible from the Tools menu. In Word 2007, the menus are gone and it can be confusing to find out where the options now reside. This tip explains how to get the biggest part of Word 2007's configuration options.

Word 6 Memory Problems
Running out of memory when using Word 6? Here's what you can do about it.

Word Abnormally Ends when Maximizing Program Window
If Word crashes when you maximize a previously minimized instance of the program, it is a sure sign that there is something wrong with your installation. Tracking down the problem can be challenging, but this tip provides some guidance concerning things you can check out.

Word Freezes When Working with Lots of Clip Art
Don't you hate it when Word freezes? Laurie has that problem when she works with clip art in her documents. There are any number of reasons that the freezing could be occurring, and this tip describes a few things to check out to clear things up.

Word Function Key Assignments
Want a great list that shows the purpose of each function key in various versions of Word? Here's the detail you need!

Word Slowdowns
Is your version of Word acting sluggish? Here's some things you can do to speed it up.

Word Unexpectedly Quitting, But Not Really
What do you do if you try to close Word but then the program, instead of closing normally, tells you that it closed unexpectedly? The answer is to try to track down the cause of the error and deal with the cause. Here's how.

Writing to the Word Development Team
Here are two ways to contact Microsoft's development team with your wonderful ideas on improving their product.

Zooming With the Keyboard
With computer screens getting larger, video resolutions getting higher, and eyeballs getting older, the zoom feature is a great tool to learn to use. Unfortunately, Word doesn't provide a quick way to access the zoom feature strictly using the keyboard. You can remedy that shortcoming with the macros discussed in this tip.