Tag Archives: word

Add a check box in a document

The easiest way to add a check box to a document in Word, is to go to Insert, Symbol, and then More Symbols.  Find the square box shaped symbol, click on it, and click Insert.  (Close the Symbols window now.) To change the size of the box, select (highlight) it, then return to the Home tab, and increase the font size until the box is the size you want.

Venn diagrams in Word

To add a Venn diagram to a Word document:

Click on the Insert tab on the top ribbon, then click on SmartArt.  In the window that opens, choose Relationship, and then from the pictures available, choose the sort of Venn diagram you want, and click OK.

The dialogue box that opens allows you to type in text for each of the main circle shapes:

Venn diagram

It doesn’t let you add text to the overlap though.  If you want to add text to the overlap areas, go back to the Insert tab, and choose Shapes.  Choose a shape that resembles the overlapping portion  (probably an oval), and draw it and rotate it so that it sits on top of the overlap.  Then right click on the oval, click Edit Text, and type the text you want.
Then right click the oval and click Format Shape; on the Fill tab click No Fill; on the Line Colour tab click No Line and then click Close.

Collapsing or Expanding the top ribbon in Word

If you are editing a Word document, and you would like the top ribbon to take up less space on your screen, you can collapse it.  Either type CTRL and F1 , or click on the tiny arrow at the top right of the screen next to the question mark.  Do the same again to expand the ribbon back up.

CTRL and F1 will toggle between the two states.

In Word, set default style to 2003

If you open a document in Word 2010 that was previously opened in Word 2003, you might find that it looks different – which can be annoying!  Some of the default options (line spacing and so on) were changed between Word 2003 and Word 2010.  If you want your documents all to look like they did in Word 2003, then:

On the Home tab, choose Change Styles then Style Set, then Word 2003.  If you want this to be the default from now on, choose Change Styles then Set as Default.

If you have Office 365, you will find that Word no longer has the Change Styles option, or a style that calls itself 2003 – instead you can use the Word 2003 Look template.


Printing Address Labels from Outlook contacts

This is a useful way of printing address labels from Outlook contacts if you’ve got a batch of labels to do; it’s a bit long winded just for one or two.  (I’ve never found a quick way to do just a single label; I use copy and paste.)

An earlier post
Printing Address Labels with Word
goes through the steps for printing address labels, but if you have several different folders of contacts within Outlook, that method may not let you choose the folder containing the contacts you want.  For instance, you might have contacts in a Work folder and in a Home folder, and you wish to print labels for one or the other.

So, open Outlook.  Select the contacts folder that you want to use, then click on Mail Merge in the top ribbon.  You get a dialog box (like the one below), choose Mailing Labels at the bottom, then click OK.

Mail Merge Contacts

Then you get something like this:

outlook2Click Setup, and you get to choose your labels, then click Close.

You now get a Word document set up with lots of blank labels, and you need to go through the process of Edit Recipient List, Address Block, Match Fields, Update Labels, Finish and Merge.  For detailed instructions on all of this, please see my post
Printing Address Labels with Word

Word Templates – make your own

If you have a particular type of document that you use a lot, you can save time by saving it as a template.  For example, you might set up your own template for letters, with your address etc; or you might set up your own template for invoices.

To save something as a template, do Save As and then one of the following:

For Windows 7 : On the left hand pane of the Save As box, scroll to the top of the folders level, click on Microsoft Word, then click on Templates.

For Windows Vista: Click on Favourite Links, then Templates

  For Windows XPSave In Trusted Templates

Then give it a name, and change the file type to Word Template, and save it.

Next time you want to create a new document using your template, do File, New, My Templates and select your template.


To insert a single landscape page into a Word document

You have a Word document, which is in the normal portrait layout, and lets say you want one page in the middle of the document to be in landscape – maybe for a table, or a chart.

This is easier to do on an existing document with several pages of text.

Open the document in Word, and turn on Show/Hide formatting so that you can see all the hidden formatting marks that Word puts in.formattingmark







Choose a page of the document to change to landscape, and go to the end of the page before – so if page 3 is going to be landscape, go to the end of page 2.  Click on Page Layout, and then Breaks, then choose Next Page under Section Breaks.  You should see a Section Break appear in the document.


Now, do it again – click on Page Layout, and then Breaks, then Next Page under Section Breaks.

Now you have two Section Break delimiters.  Type (or paste) some text between them.


Click on the text you inserted, between the Section Break delimiters, go to Page Layout, click on Orientation, and choose Landscape,  You should end up with one landscape page,  The trick is, the landscape page must be bracketed by Section Breaks – it won’t work with Page Breaks.



Add a text box to a word document

Here’s how to add a text box to a Word document:

Open the Word document how you normally do.
Choose “Insert” from the options along the top.

The main part of the ribbon has changed now to give you different options – choose “Text Box”.  If this now opens a new window, click on the “Simple Text Box” option, and a text box will appear in you document.  If a text box does not appear, but the cursor changes to a “+” shape, then hold down the left mouse button and drag diagonally to draw a box.

You can resize the box, type in it, colour it…………

If you already have some text in your document, the Text Box may be sitting on top of your text.  To change how this looks, you need to format the box.  The Format tab may have opened automatically, in which case you will see an option “Position” in the top ribbon.  Click on this, and as you move the mouse over the choices, word shows you how your text box will look.  Choose the one that suits what you want to do.  (if the Format tab didn’t open automatically, click on it, then choose “Position”.)


Open Word in two windows, side by side

If you are editing two documents, and moving text between them, it is useful to have them both on the screen together, side by side.  Here is how I do this:

Open word the way you normally do – then open one document.

So, you can see one document, and it is probably taking up most of the screen. First, lets make this smaller, to make room for when you open the second document.  On the top right of the document window, there are 3 small icons – the one furthest to the right is an “x” which will close the document down.  The one in the middle will either be two boxes overlapping, or one box.  If you have one box, skip this next bit in italics.  If you have two boxes overlapping, then the document is using the whole screen – click on the boxes, and the document window now only takes up part of the screen. To resize this window, hover the mouse over the side of the window until the cursor changes to a double headed arrow a bit like this : ↔  . When you see this, hold down the left button on the mouse, and drag it to the left or right to make the window narrower.  Now, put the mouse in a blank spot at the top of the document ribbon – maybe just to the left of those little box icons – now when you hold down the left button of the mouse you can move this window to one side of the screen.

Okay, so hopefully we now have one document open, taking up one side of the screen.

To open the second document, right click on the Word icon at the bottom of the screen, on the task bar.  You should see a list open, click on where it says “Microsoft Word” or “Microsoft Office”, and another window opens.  This is where you open your second document – click on “File” or the Office button on the top left of this window, and navigate to the document you want to open; it may be under “Recent” if it is one you have been editing recently.

So now you have two documents open.  You may need to resize the new window in the same way as above; you will need to move it to the other side of the screen so you can see both documents at the same time.

Once you have got both your documents open, you can resize and move each window until you are happy with the layout.  You can cut and paste or drag and drop text between the two.

Be aware of where the cursor is!  When you start to type, the typing appears in the document which  currently has the cursor!  When you switch between documents, you need to click into the new document to move the cursor across.


Using Word: Insert a picture, with a caption, and position it anywhere on your page.

When you are adding pictures to your Word documents, the best way to get them exactly where you want them in the text is to use a Text Box.  Using a Text Box means you can give your picture a caption which stays with the picture wherever you move it.

Open your document, and put the cursor roughly where you want your picture.  On the top ribbon, choose Insert, then Text Box, then draw your text box.  Type in a caption for the picture.  [If the caption is to go above the picture, then do a Carriage Return after it, to get a blank line below the caption.  If the caption is to go below the picture, move the cursor to just in front of the caption, and do a Carriage Return, to get a blank line above the caption.]

To add your picture, click above (or below) the caption, then go to the ribbon and choose Insert.  A new window will open to let you browse and find the picture you want; click on the picture to select it, then click on Insert at the bottom of the window.  Your picture appears in the text box.

Using text boxes 1At this point, you can change the size of the picture by dragging  the edges or the corners; the text box will re-size itself around it.  If you want to re-size the text box, click on ITS edge, then re-size it without affecting the picture size.

OK, the picture is the right size, but it looks like it is sitting on top of the text.  When the text box is selected, you should see a tab above the ribbon called Format – click on it.  Choose Position, and then pick the one you like the look of.  I’ve chosen to put my picture in the middle of the text, with the text wrapping around it.  Try the different options and see which you like.  Don’t worry that the picture is not at the point in the document where you want it to be – we will sort that out next.

Using text boxes 2

Now, with the text box still selected move the mouse over it so that the cursor changes to look like a four pointed star, as in the picture below.

Using text boxes 3

You can now drag the box anywhere in your document.  If you want to “fine tune” its position, use the arrow keys on the keyboard to do so.