Showing posts with label MS Word Tips. Show all posts
Showing posts with label MS Word Tips. Show all posts

Using Online Templates in MS Word . . .

Use Online Templates in Preparing your Documents

With the improvement of technology, things are getting easier. You know, as a word processor, MS Word provides all the necessary elements & facilities for preparing any sort of document. Additionally, it has thousands of online templates to enhance the user experience. Let's explore . . .

Applies To - 

  • Microsoft Office 2007
  • Microsoft Office 2010
  • Microsoft Office 2013
  • Microsoft Office 2016

Template Categories

Actually there are varieties types of online templates in Archive. The prime categories are divided as - 
  • Business
  • Personal
  • Industry
  • Print
  • Design Sets
  • Education
  • Event etc. 

But specifically, we may get the following types of templates - 
  • Letters & Applications
  • Wedding/ Birthday Party Invitations
  • Party Menu
  • Certificates
  • Sales Invoice/ Sales Order/ Thanks Letter
  • Meeting Minutes
  • Survey Formats
  • Report Cover
  • Business Cards
  • Resume
  • Business Newsletter

And there are a lot of such stuffs . . . .

Get your Desired Template(s)
  1. Start MS Word in your PC.
  2. Go to the File button and choose New.
  3. Now you can type and search your desired template using the search box.
  4. For example, type - Certificate. And there will be many samples.
  5. Choose one that you need. And hit on the create button.
  6. Now your template will be downloaded.
  7. Make necessary changes and save it on your hard disk. It's simple! 

Search Online Templates in MS Word

Look at the above image. Here you can search for your desired types of documents. After entering a search query, you will get the categories on the right side.

And look at the image below. After choosing a template, you will get its details. Then you've to hit on the Create button to download that template. 

Free Download Online Templates in Word

Hope this trick will help you all. Stay with Marks PC . . .

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Create Keyboard Shortcuts for Fonts in Word 2010

Keyboard Shortcuts for Fonts

Professionals love to type quickly. And most of them like to use keyboard shortcuts to get their job done. And so am I. When you need to use multiple fonts frequently it might be boring and time consuming. If you wanna avoid using mouse to choose a font, then you can create keyboard shortcuts for your preferred fonts . . . 

Applies to - 
  • Office 2007
  • Office 2010
  • Office 2013
  • Office 2016

This tutorial has been prepared using Word 2016. If you're using previous versions of Word, you may experience a bit change in the options. 

Creating Fonts Shortcuts . . .
  1. Run MS Word from your PC.
  2. Hit on the File button and choose Options from the bottom.
  3. Select Customize Ribbon from the left pane.
  4. Click on the Customize button located at the bottom of the window.
  5. Choose Fonts from the Categories.
  6. Select your preferred font from the list at the right.
  7. Press keyboard shortcut (i.e. Ctrl+Alt+T for Times New Roman font) in the press new shortcut key box. 
  8. Hit on the Assign button and close the window. That's it. 

Follow the illustration below for further clarification - 

Creating Fonts Shortcuts in Word 2016

Removing/ Changing Shortcuts . . . 

Sometimes your customized shortcuts may create conflict with the default keyboard shortcuts of MS Word. In that case, you can remove or change that shortcut. Follow the steps below:

  1. Go to the Fonts from Categories.
  2. Choose the font for which you created keyboard shortcuts.
  3. You will get the existing shortcuts in the Current Keys.
  4. Select the shortcut.
  5. Hit on the Remove button to remove the shortcut.
  6. Press new shortcut to create shortcut again. 

Changing Font Shortcut

Remember, this method is not only for creating shortcuts of fonts. In this way, you can create shortcuts for many other commands that appear in the categories. 

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How to Repeat Table Heading in MS Word?

Repeat Table Heading on Subsequent Pages

When you're working with a large table that is supposed to be divided into several pages, you may need to use the same heading on every page. And whenever you make any adjustment, you may face problem with the header rows. In MS Word, you can easily get rid of this problem through Repeat Header Rows option. 

Applies to:
  • Word 2007
  • Word 2010
  • Word 2013

Note: I've prepared this tutorial using Word 2013. You may find bit difference if you're using Word 2010 or 2007. 

Often you may need to add/ remove some rows from a page, consequently the header rows of next page will move upward or downward. And every time you make any change, you may need to edit those header rows again. That's quite intolerable! 

In Microsoft Excel, you can use the Freeze Panes option to do this.

Repeat Header Rows in Word - Follow the image below . . .
  1. Run MS Word from your PC > Create a new document.
  2. Create a table from the Insert tab.
  3. As soon as you create a table, you will get two new tabs under Table Tools - Design & Layout. We've to use the Layout tab.
  4. Select your header rows (Either 1, 2, 3 or more rows, but it must include the first row of the table).
  5. Go to the Layout tab and choose Repeat Header Rows option from located in the Data group as shown in the image below. That's it. 

Repeat Header Rows Location Under Layout Tab

Now increase the number of rows by pressing Tab button. Or keep working normally to increase the number rows. As soon as your table goes to the new page, your selected rows will be repeated there automatically! 

Come on! It's a magic - share with your friends. 

  • Header rows will be repeated in every pages automatically.
  • Automatic Header Rows will be visible in Print Layout View, Reading View and when you print the document. But it will not be shown when you're working in Web Layout view.
  • When you create a page break manually, repeating header rows will be stopped there. 
  • You can choose multiple rows as header rows, but the first row of the table must be selected. 

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Perform Basic Calculations in MS Word Table

Perform Basic Calculations in Word Table

The general idea about MS Word is that, it's all about typing. Most of the users think that it's nothing but a word processor. Of course they are not wrong. But you can perform some basic calculations in MS Word while you're working with a table. It allows you to perform logical comparisons too!

Intermediate level users should already know this trick. But the basic users may not have any knowledge about MS Word Table Function. That's why I'm sharing this little trick. 

Applies to:
  • Word XP/ 2003
  • Word 2007
  • Word 2010/ 2013

Note: This tutorial is prepared based on MS Word 2010. So you may notice slight changes in other versions.

How to Perform Calculations?

To perform basic calculations in MS Word, you have to create a table. After creating the table, input numbers there. Have a look at the illustration below:




Suppose you've to sum up the values of rows and columns of this table. And for this work, you don't need to use Excel. Simply use the Formula option. 

In Word XP/ 2003, you will find the Formula option under Table menu. 

And in the ribbon interface of Word 2007/ 2010/ 2013, the Formula option will be in on the Layout tab, in the Data group as shown in the image below - 

MS Word Formula Option in Layout Tab

Note: The Layout tab will be available when you put your mouse in a table. When you're out of the table, this tab will be hidden.

Now place the cursor on Product A Total cell. Open the Formula option. And you will get the following window - 

MS Word Formula Window

Since there is no value in the top, Formula automatically assumed the values on the left side. If you put the cursor in the January total cell, it will show =SUM(ABOVE)Simply hit OK to sum up the values. 

But if there are values both on left and top, then it will consider the values of the top. In that case, if you need to sum up the left side values, you have to manually write the formula as =SUM(LEFT)

How to Update the Formula Result?

Suppose you've already performed a calculation. Now if you change some values, the result will not be automatically updated as MS Excel. Now you can follow two ways - 

  • Method 1: Simply delete the result and use the formula again. 
  • Method 2: Select the result by mouse, and press F9

If there are multiple formulae on the table and you need to update all the results, Press Ctrl+A > the F9

In earlier version of MS Word, there were some limitations. But Word 2010 or 2013 is more flexible. You can use the formulae in different ways. While using the formula, you can use all the 4 directions of a cell - Left, Right, Above and Below!

And you can use the following functions:
  • Average =Average(ABOVE)
  • Count =Count(ABOVE) 
  • Max =MAX(LEFT)
  • Min =MIN(BELOW)
  • Product  =PRODUCT(ABOVE) 
  • Sum =SUM(ABOVE) 
Caution: The function will not work without Equal (=) sign. And it must be typed on the Formula window. 

Hope this will help you a lot. If you need any help, just knock me . . . 

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How to Print Word Document as Booklet?

Folded Booklet Printing in Word

You can print your Word Document as book. In MS Word, the term is known as Book Fold which can be found in the Page Setup dialogue box. If you want a document to be printed as a booklet, you must set up the document at first. Otherwise your document settings may change too much. And this will take a huge time to fix the settings. 

For last few days, I've published several posts on Excel. Now it's time to write something on MS Word. What do you think? :)

Applies to All Versions of MS Word

  • Word XP, 2003
  • Word 2007, 2010, 2013

What does Book Fold Do?

It's a good question to begin the discussion. Suppose you have a document with 4 pages. If you want the printed document to be looked like a book, you can use the booklet option. The Word will print your document as show in the image below:

Booklet Printing Example

And if you print the two pages in both sides of a single paper, it will be like a book! What if you have 8 pages? Then it will be printed as below:

Booklet Print Output for 8 Pages

That means the last page of the document will be printed with the first one. Then the second page and the second last page will be printed together. Thus the series will continue. Even page will be printed on the left side and the odd page will be printed on the right. 

In a 8-page document, you have to use 2 papers only. Page 8, 1 and 2, 7 should be printed on the both sides of a single paper. Then page 6, 3 and 4, 5 will be printed on another paper. The second paper should be folded in the first paper if you want the document as book. 

The concept of booklet is little bit tough if you have no practical experience. So, I suggest you to try it directly if you have a printer. :)

How to Use Book Fold? 

If you use Book Fold after completing your document, you may suffer a lot. Because it will change your text or graphics position. So, if you have any intention to print the document as book, your should set your document as Book Fold when you set up the page. 

Follow the steps below:

  1. Open a document or create a new one
  2. Go to the Page Setup option from Page Layout Tab (In Office XP, 2003: File > Page Layout
  3. Margins > Pages > Multiple Pages > Choose Book Fold
  4. Sheets per Booklet > Choose All
  5. Hit OK to exit. Done!  

How to Print Booklet?

You must know the right way to print a booklet properly. If your printer supports automatic both side printing, the task will be much easier for you. But if it doesn't, then you have to print both sides manually. 

Go to the Print options > Print on Both Sides (Flip on Short Edge)/ Manually Print Both Sides > Landscape Orientation > Hit OK

If you have any confusion, please leave a comment . . . :)

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How to Create Shortcuts for Symbols in Microsoft Word?


Though graphical user interface has almost smashed away the command line, still keyboard shortcut is very popular among professionals. Still it is the best way to get out the best from any software. Because graphical user interface may let you easily use the software but keyboard shortcuts can give you the productivity. 

Earlier I've provided keyboard shortcuts for different programs. You can also read these:
Today you will learn how to create shortcuts for symbols or special characters in MS Word.  For example: Alt + 1 for ×, Ctrl + Num 0 =  ,  Ctrl + Num 1 = ÷ etc. Okay let's begin: 
  1. At first open MS Word.
  2. Then go to Symbol (Word XP and 2003 users will find it under Insert Menu. And Word 2007 and 2010 should go to the Insert Tab then at the right side there will be Symbol option. Then choose More Symbols from down arrow).
  3. Now you will see the Symbol Window with many symbols arranged under different fonts. 
  4. Select the Symbol or Character you want to make a shortcut for.
  5. Click the Shortcut Key.
  6. In the Press New Shortcut Key box press the key combination you wanna use for the selected symbol. For example: Ctrl + desired letter. Desired letter maybe 1 or num 1, or A, B, C etc. But make sure that this combination doesn't conflict with any existing shortcuts. (Never assign any shortcuts from Ctrl + A to Ctrl + Z. Use Alt key while combining with A to Z)
  7. Finally hit on the Assign button. Or if you wanna remove the previous one then hit on the remove button. That's it. 
Note: Some characters may already have shortcut key combination. You will see the combination when you are in the symbol window. It will be right to the Shortcut Key button. 

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How to Show Text Boundaries in MS Word?

When you install MS Office on Your Computer, by default there are some settings that may need to be changed due increase to your convenience. 

The most common problem for every user is to show text boundaries in MS Word after installing Microsoft Office Pack. Text Boundaries show the printable area for text so that a user can easily  understand the layout of the page. 

By default, MS Word shows no text boundary in the document. And this is very bothering personally for me. So, in this post, I'm gonna show you how to set text boundaries in MS Word document.

For Office 2000/ XP/ 2003 Users: 

  1. At first open MS Word. 
  2. Then go to the Options under the Tools Menu and hit on the View Tab. 
  3. Now at the bottom of the window you will see an option named Text Boundaries
  4. Now simply place a Check Mark on Text Boundaries. Your Problem gets solved! 

Note: Make sure you're using print layout option. To show your document in Print Layout, go to the View Menu and select Print Layout

For Office 2007 Users: 

  1. First you need to open MS Word and then click on Office Button located at the upper left corner of the screen.
  2. Then hit on Word Options > Advanced > Show Document Content > Now place a check mark behind Show Text Boundaries

Note: Make sure you're using Print Layout option. You can use print layout by moving to the View tab and select Print Layout. Or look at the bottom of the screen and select print layout located at the left of the zoom option. 

For Office 2010 User: Slightly varies from MS Word 2007

  1. First, open MS Word and then click on the File menu located at the upper left corner of the screen. 
  2. Then Move to the Options > Advanced > Scroll down to the Show Document Content > Now place a check mark behind Show Text Boundaries. 

Note: Make sure you're using Print Layout option. You can use print layout by moving to the View tab and select Print Layout. Or look at the bottom of the screen and select print layout located at the left of the zoom option. 

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