Posts Tagged Microsoft Word

Make long Word tables understandable

When a Microsoft Word table is so long it runs over two pages, it can cause consternation for readers in at least two ways: The header rows – those rows at the top of tables that serve to label the contents of each column – don’t repeat

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Before you send a document…

Most people run spelling and grammar checks on their documents before sending them to clients, collaborators and other people. If you use more sophisticated tools in Word (like cross-references, tables of contents and page numbers, generally known as fields), you also need to: make sure the fields

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What page was that on again?

If you create a long business document, chances are you need to use the same concepts in more than one place. So to prevent redundancy, you create a cross reference that says something like “as discussed in topic X on page Y.” If you type this, then

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Get your numbers right

The usefulness of things like tables of contents, cross-references, index entries and so forth relies on whether they lead to the right pages. You can automate the creation of these document elements, but it’s a good idea to refresh (or update) them before you share documents.

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Troubleshooting by TOC

Sometimes a table of contents (TOC) indicates problems elsewhere in a document. For instance, a heading style might be applied to body text and that text appears in the TOC. Check out this example:

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Rearranging a long document the easy way

Ever tried rearranging sections in long Microsoft Word documents? Even if you use Heading styles and can quickly find your headings, even if you created a table of contents to help you navigate the document, finding and moving stuff using the onscreen page is a cumbersome process.

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Tabling your prose

Want to make data-dense text more understandable in your document? Consider putting the information in a table instead of straight text. And when you do so, create the table the easy way.

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Reuse your own genius

Have you completed a document using Microsoft Word (or another word processor) and made it look exactly right? Did you hone the styles so that formatting is practically automated? Congratulations! You accomplished a grand feat, one that likely took lots of learning, work and revision. Here’s the

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Creating new Word styles – the easy way

While you’re drafting a document, you might want to create a new character style or paragraph style. (The difference? You can apply character styles to words, even individual characters, while paragraph styles apply from one pilcrow to the next.) Chances are the style you want to create

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