• 512-991-7197
  • This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Always Open

Welcome to Microsoft Word Tips & Tricks

Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Mail merge is a useful tool to create a set of documents that are essentially the same but where each documents contain unique elements. However, when we merge some mails, we should pay more attention to the format of date, currency and number. This tutorial will show you how to format date, currency and number properly in word during mail merge.


Before we change the format of date, number and currency in mail merge, we need to apply following operations firstly.

Step 1: select the merge field you want to change. In this case, it is Date field.

Step 2: Press Shift-F9 to make the field coding visible. The field you selected should now look like this:

{MERGEFIELD DATE}, {MERGEFIELD CURRENCY} or {«Percent»}


 Formatting Date Properly During Mail Merge In Word

Please add the following formatting data: \@"dd MMMM yyyy" into the merge file of date. And the merge field of date should like this:

{MERGEFIELD DATE\@ "MMMM d, yyy"}

 

Note:you can change the date format to whatever you like. Other possible formats could be: • dd/MMM/yyyy , • d/MMM/yy, • d MMMM yyyy



 Formatting Currency And Number Properly During Mail Merge In Word

Please add the following formatting data \# $,0.00 into the merge file of currency, and the merge field of currency should look like this:

{MERGEFIELD CURRENCY\# $,0.00}

 

Note:the '\# $,0.00' in the field is referred to as a numeric picture switch. Other possibilities include:

(1). \# 0 for rounded whole numbers

(2). \# ,0 for rounded whole numbers with a thousand separator

(3). \# ,0.00 for numbers accurate to two decimal places, with a thousand separator

(4). \# $,0 for rounded whole dollar with a thousand separator

(5). \# "$,0.00;($,0.00);'-'" for currency, with brackets around negative numbers and a hyphen for 0 values

Besides, sometimes the number may be percentage, you may need to edit the field{ «Percent» } so that you get {=«Percent»*100 \# 0.00%}


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

There are two kinds of checkbox in Microsoft Word, checkbox symbol and interactive checkbox. Checkbox symbol usually be applied to printable document and interactive checkbox can be checked electronically within Word document. This tutorial will show you how to insert checkbox symbol into Word document.


 Insert Checkbox Symbol In Word

Please process following steps to insert checkbox symbol in Word.

1. Put the cursor at the place you will insert the checkbox symbol, and click Insert > Symbol > More Symbols. See screenshot:
doc insert checkbox 01

2. In the opening Symbol dialog box, please (1) choose Wingdings 2 from Font draw down list; (2) select one of specified checkbox symbols you will add; (3) click theInsert button. See screenshot:
doc insert checkbox 02Now the specified checkbox symbol is inserted at the cursor place. 
doc insert checkbox 03

3. For inserting the specified checkbox symbol at another place, please put the cursor at the place you will insert the symbol, and click the Insert button in the Symbol dialog box.

4. Close the Symbol dialog box.


 Insert Multiple Checkbox Symbols In Bulk With Bullets Feature

This method will guide you to define the specified checkbox symbol as your custom bullets, and then you can easily insert multiple checkbox symbols in bulk by applying the custom bullets. Please do as follows:

1. Select the content you will add the checkbox symbols for, and click Home Bullets Define New Bullet. See screenshot:
doc insert checkbox 04

2. In the opening Define New Bullet dialog box, please click the Symbol button. See screenshot:
doc insert checkbox 05

3. Now the Symbol dialog box comes out. Please (1) select Windings 2 from the Font drop down list; (2) select one of checkbox symbols from below table; and (3)click the OK button. See screenshot:
doc insert checkbox 064. Click the OK button in the Define New Bullet dialog box.

And now the specified checkbox symbol is added at the font of each row in bulk at once.

Note: If you need to batch add the specified checkbox symbols in future, you can select the rows, and then click the specified checkbox symbol from the Bullets drop down list directly. See screenshot:
doc insert checkbox 07


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

The feature of AutoRecover will automatically save your working document in every specified minute, if you have enabled this feature in your Word. How to quickly access the AutoRecover file location when you need to recover the lost document in Word? This tutorial will introduce two methods to open the AutoRecover file location to recover the lost word document.


 Open Auto Recover File Location To Recover The Lost Word Document In Word Options

This method will guild you to find out the Auto Recover file location from Word Options, and then recover files with the Auto Recover file location easily in Word.

1. Click File > Options to open the Word Options dialog box.

2. In the opening Word Options dialog box, please click Save in left bar, copy the folder path from the Auto Recover file location box, and then close the Word Options. See screenshot:
doc open autorecover folder 01

3. Go ahead to click File > Open >Browse.

4. In the Open dialog box, please (1) press Ctrl V keys together to paste the AutoRecover file location into the Address box, and press Enter key; (2) select All Filesfrom the drop down list right to the File name box, and then (3) double click to open the specified folder that probably contains recovered file. See screenshot:
doc open autorecover folder 02

5. In the opening AutoRecover file folder, please select the specified ASD file of lost word document, and click the Open button. See screenshot:
doc open autorecover folder 03Notes:
(1) If the document is new and never been saved, the file name will be something like “AutoRecovery save of Document 1.asd";
(2) If the document was already manually saved, but you lost intervening work between saves, it will have the name of the saved document (e.g, “Autocovery save of Remove indents.asd“).


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Within some particular word documents, you have to apply different page orientation to one page only. This article will show you the following tricky ways for changing orientation of one page in word.

Change orientation of one page with section breaks

Change orientation of one page in Margins


 Change Orientation Of One Page With Section Breaks

For understanding this tricky way better, I will take the following documents as an example to show you how I can change the orientation in page 2.

doc change orientation 8

Step 1: Click Page Layout, and go to the Breaks to insert section break Next Page in Section Breaks section at the end of page 1 and page 2 as follows.

doc change orientation 2

doc change orientation 1

Step 2: Put the cursor on page 2 and click Page Layout > Orientation > Landscape.

doc change orientation 3

Now the page 2 has been changed to orientation landscape. See screenshot:

doc change orientation 4

Note: If you do not insert section break in the document, it will change the orientation of the whole document after clicking Landscape.


 Change Orientation Of One Page In Margins

1: Select the entire page that you want to change the orientation, then click Page LayoutMargins and select Custom Margins.

doc change orientation 5

2: In the Page Setup window, select the orientation you need in Oriention section, and choose Selected text in Apply to. Click OK.

doc change orientation 6
doc change orientation 7

Note:

1. If you want to change the page apply section, you can click in a section (or select multiple sections), but the Select Section option only exist when there are section breaks in pages.

2. If the paragraphs in the page which you select to change the orientation are too many to be in a page after change, the remaining paragraphs will in the new page which is the same orientation with the selected page.

3. If you do not select any page, you can change orientation of the whole document or the pages behind the page where the cursor on when you apply this function.

4. It just change the orientation for only the sections that you have selected.

 


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

A section break is useful when you want to change the formatting in word. It is easy to insert a section break to start a new section, but do you know how to quickly remove all section breaks in a long document? Here below are some tips for you on removing all section breaks in word 2007/2010.


 Remove One Section Break Manually In Word

This method will guide you to show all paragraph marks and hidden formatting symbols in the Word document, and then manually delete the specified section break easily. See the following steps:

1. Click Home > ¶ (Show/Hide Editing Marks) to show all paragraph marks and hidden formatting symbols in current document.

2. Place the cursor before the specified section break, and then press the Delete key to remove it. See screenshot:
doc remove all section breaks 02

3. For removing more section breaks, please repeat above Step 2.


 Remove All Section Breaks With Find And Replace Feature In Word

You can also remove all section breaks from current Word document with the Find and Replace feature in Word. Please do as follows:

1. Click Home > Replace (or press Ctrl + H keys simultaneously) to open the Find and Replace dialog box. See screenshot:
doc remove all section breaks 04

2. In the coming Find and Replace dialog box, please (1) type ^b in the Find what box, (2) type nothing in the Replace with box, and then (3) click the Replace All button. See screenshot:
doc remove all section breaks 05

3. A Microsoft Word dialog box pops out and tells you how many section breaks it has deleted. Please click the OK button to close it.

4. Close the Find and Replace dialog box.

So far, all section breaks have been removed from current document already.


 Remove All Section Breaks Using VBA

Apart from above Find and Replace feature, you can also quickly remove all section breaks from current document with VBA in Word. Please do as follows:

1. Press Alt + F11 keys together to open the Microsoft Visual Basic for Application window;

2. Click Insert > Module, and then paste the following VBA codes in the new module window.

VBA: remove all section breaks in Word

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Sub DeleSectionBreaks()
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = "^b"
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchByte = False
.MatchAllWordForms = False
.MatchSoundsLike = False
.MatchWildcards = False
.MatchFuzzy = False
End With
Selection.Find.Execute Replace:=wdReplaceAll
End Sub

3. Then click Run button or press F5 key to run the code. And then the section breaks will be removed in bulk at once.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

 

When you send a Word document contains linked images to others, the images will be missing and displayed in recipient’s computer as below screenshot shown. How to convert all linked images to embedded at once before sending to others? This article provides a VBA method to deal with it.

doc convert linked image to embedded 1

Convert linked images to embedded with VBA code


  Convert Linked Images To Embedded With VBA Code

Please apply the below VBA code to convert all linked images in a document to embedded.

1. Open the Word document contains linked images you will convert to embedded images. Press the Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

2. In the Microsoft Visual Basic for Applications window, click Insert > Module. And then copy below VBA code into the Module window. See screenshot:

doc convert linked image to embedded 2

VBA code: Convert all linked images to embedded at once

1
2
3
4
5
6
7
8
9
10
11
12
Sub convert_all_inline_shapes()
'Updated by Extendoffice 20180906
    Dim xIShape As InlineShape
    For Each xIShape In ActiveDocument.InlineShapes
        With xIShape
            If .Type = wdInlineShapeLinkedPicture Then
                .LinkFormat.SavePictureWithDocument = True
                .LinkFormat.BreakLink
            End If
        End With
    Next
End Sub

3. Press the F5 key to run the code.

Then all linked images in current document are converted to embedded ones at the same time.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

If you have a set of carefully constructed styles in one document and you want to apply these same styles to other documents. Now you have to import styles from this document to another document. This tutorial will tell you how to import styles from one document to another document in word.


Step 1: Open the document you want to import style to in Word then click File > OptionsCustom Ribbon to add the Developer under the Main Tabs to ribbon. See screenshot:

doc import style 2

Step 2. Click Document Template under Develop Tab, there will be a popup dialog, and click Organizer. See screenshot:

doc import style 3
doc import style 1
doc import style 4

Step 3. There will be another popup dialog, click Close File in the right, and the check box will be replace with Open File. See screenshot:

doc import style 5

Step 4. Click Open File, and select the file you want to import style from, then click Open.

doc import style 6

You can search the file you want according to the format by clicking A, and also can enter the name of the file in File name box to quickly search it.

Step 5. After opening the file you want to import style from, you can select the style of the file in the right box and click Copy, it will copy the style to the left box. See screenshot:

doc import style 7

Note:

1. Where the  doc import style 8 arrow point to will be the place import style. And these two files can copy the style from each other. (Press Ctrl+click or Shift + click to select multiple styles)

2. You also can delete or rename the style.

3. There will be a description under the left box when you select a style in the box.

Step 6. After the copy, click Close, the style importing is finished.


© 2019 Austin Laptop [AustinLaptop.Com]. All Rights Reserved.