How do I Undo an action just performed in Word?
	What is a quick way to insert the date into all my documents?
	How do I print the annotations on my documents?
	How do I disable the Delete Y/N request when deleting text?
	How do I convert an annotation into a footnote?
	How do I alphabetize a list?
	How can I move multiple portions of my document simultaneously?
	How do I remove annotations from my document?
	How do I insert an annotation, and what will it appear like in my document?
	How do I change the format for the shortcut "Date and Time"?
	How can I search for specific text in my document?
	How can I copy paragraph formatting from one paragraph to another?
	Can I change the template a document is based on?
	How can Word help me improve my efforts while I work?
	How can I replace specific text within a document?
	How can I create legal page numbering for duplexed pages?

How do I Undo an action just performed in Word?
Keywords: Undo Reverse Feature
Posted August 12, 1996

While creating or editing a document, you may perform an action, such as sorting a column or formatting text, and then realize that it does not look the way you want it to look. The process can be reversed by using Word's Undo command. Here are three ways to access this feature:

• Click the Undo button located on the Standard Toolbar
• Press Ctrl + Z
• From the menu bar, select Edit - Undo

Word will then return your text to its original appearance. The undo feature, when pressed once, will only reverse one action at a time, starting with your most recent. To reverse multiple features:

Click multiple times on the Undo button located on the Standard Toolbar

To reverse all the actions performed all at once:

1. Click the drop down box located next to the Undo button on the Standard Toolbar
2. Select from the list those actions that you want reversed

Keep in mind that you must select from the top of the list - down. In other words, you may only reverse multiple actions in the order performed.

What is a quick way to insert the date into all my documents?
Keywords: Insert Date Documents
Posted May 18, 1996

When composing a series of documents, typing the date in every time can be time consuming, (especially if you are not sure what the date is and you need to ask someone). There is a quick way to insert the date into all your documents, without having to retype it every time: To do this:

1. From the menu bar, choose Insert - Date and Time
2. In the Available Formats box, select the appropriate format

If you want to use the same format the next time, click the Insert as Field check box and then click OK.

Shortcut: To insert the Date and Time choose Alt+Shift+D

How do I print the annotations on my documents?
Keywords: Print Annotations Documents
Posted May 18,1996

Annotation is a process of adding notes to a document. You can insert annotations by selecting Insert - Annotations. You have the option to print the annotations alone, or with the document. To print only the annotations:

1. From the menu bar, select File - Print
2. Use the drop-down arrow next to the Print What box, and select Annotations
3. Click OK

To print the document together with the annotations:

1. From the menu bar, select Tools - Options
2. Select the Print tab
3. In the Include with Document box, click the Annotations check box
4. Click OK

The annotations will be printed at the end of the document.

How do I disable the Delete Y/N request when deleting text?
Keywords: Disable Delete Y/N Text
Posted May 13, 1996

When editing a document such as text, drawings, or table entries, you may want to delete a specific portion of it. The process for deleting would normally be to highlight the specific portion and press the delete key. If you get a "Delete Y/N" message each time, you will then need to disable the automacro. To do this:

Start Word and hold down the shift key

This will disable all automacros from running. To test it, in a blank document type some text and then delete it. If you still get the Delete Y/N message then do the following:

1. Start Word again
2. From the menu bar, select Tools - Customize
3. Select the Keyboard tab in the customize dialog box
4. Move your cursor into the "Press New shortcut key" text box
5. Now press the Delete key

The following text should appear below the text box: Currently assigned to: EditClear. If you do receive EditClear, then dismiss the Customize dialog (without saving changes).

If this is different, then a template has been assigned to the key and to the macro name given in the "Currently assigned to" text. You will need to re-assign to EditClear.

1. From the menu bar, select Tools - Macro
2. Scroll down the list and find the macro named EditClear
3. Rename the macro or delete it to correct the problem.

How do I convert an annotation into a footnote?
Keywords: Convert Annotation Footnote
Posted May 13, 1996

Annotation is the process of adding notes to a document. It is mostly used when your document is reviewed or commented on by other readers. If the annotation is appropriate you may want to turn it into a footnote. You can convert an annotation into a footnote by copying the annotation to the clipboard, creating a footnote, and pasting the annotation into the footnote pane. To copy:

1. Open the annotation pane and select the text you want to copy (Try not to copy any paragraph marks)
2. Press Ctrl+Insert to copy the selected text to the clipboard
3. Click in the document pane
4. From the menu bar, select Insert - Footnote
5. The annotation pane will close and the Footnote pane will open
6. Press Shift+Insert to paste the contents of the clipboard

If the pasted text includes paragraph markers, then the Annotation Text style has been copied into the footnote pane. You must then:

1. Select the footnote, and press Ctrl+Shift+S to reset the style to the Footnote text
2. Click close or press Alt+Shift+C to close the footnote pane

How do I alphabetize a list?
Keywords:Alphabetize List
Posted April 17, 1996

At times, you may want to sort a list of items alphabetically. This can be a tedious task. However, Word provides an easier way to do this. To alphabetize a list:

1. Highlight the list
2. From the menu bar, choose Table - Sort Text
3. In the Sort Text dialog box, click the Options button
4. In the Separate Fields At dialog box select the Other option

If you are sorting by a list of people's names, then you must specify the Field Delimiter. This will indicate to Word which name to sort by, the first name that appears on the list, or the second name. Since both names are separated by a space, your delimiter must be a space. To do this:

1. In the Separate Fields At dialog box, after you click in the Other Option text box, press the spacebar to insert a space
2. Click OK
3. In the Sort Text dialog box, click the arrow between the Sort By dropdown list to display its entries
4. Select Word 1, if you want to sort by the first name that appears on the list or Select Word 2, if you want Word to sort by the second name that appears on your list
5. Click OK

Word will now rearrange your list and alphabetize it for you. The only time this technique may not work too well, is if some of the names contain a middle name or middle initial.

Shortcut: Click on the ascending (A to Z) or descending (Z to A) icon which will alphabetize a highlighted list. To do this:

1. From the toolbar select Tools - Customize
2. Click on the Toolbars Tab
3. In the Categories list box, select Tables
4. There are two icons, Ascending and Descending, click on the two icons, (one at a time) and drag them to your toolbar

How can I move multiple portions of my document simultaneously?
Keywords: Move Multiple Portion Documents
Posted April 16, 1996

When editing a document, there may be times when you need to move several areas of text. You are able to move multiple portions of a text at the same time by cutting it to the Spike, (otherwise known as "let's go spiking"). The Spike is a special AutoText entry that allows you to collect bits and pieces of a document, by deleting it and then moving it elsewhere. To do this:

1. Select each piece of text that you want to move
2. Press Ctrl F3 to cut it to the Spike
3. Position the insertion point marker where you want to place the text
4. Press Ctrl+Shift+F3 to insert

If you immediately press Alt+Backspace or Ctrl+Z, it will undo the last selection. You can use the Ctrl+F3, Ctrl+Z combination to add material to the Spike without ruining the original document.

If you wanted to leave the selected portions where they are and just insert copies of the text, you can do this by cutting and pasting.

1. First, make sure your document is saved
2. Select each piece of text you want to copy
3. Cut it to the Spike by pressing Ctrl+F3
4. Close your document, but don't save the changes
5. Reopen the document
6. Position the insertion point marker where you want to insert the spiked items
7. Press Ctrl+Shift+F3

How do I remove annotations from my document?
Keywords: Remove Annotations
Posted March 28, 1996

Annotation is the method of adding notes to a document. The annotation marks, which are the "initial marks" on the document can be removed only by deleting the initial marks. When you delete a mark, the entire note associated with that mark is also deleted in the annotation pane. However, if your annotations are hidden, you may want to view them first to see which ones you want to delete. To view the annotations:

1. From the menu bar, select View - Annotation
2. Look through the annotation pane and locate the annotation you want to delete
3. Click in the text area (not the annotation pane)
4. Select just the annotation mark (the initial)
5. Press delete or backspace

How do I insert an annotation, and what will it appear like in my document?
Keywords: Insert Annotation
Posted March 28, 1996

Annotation is the method of adding notes to a document. Annotations appear on the page similar to footnotes and endnotes. They are numbered sequentially in a document. The initials of the reviewer and the annotation number will appear in color and in brackets at the point where each annotation is inserted. To insert an annotation:

1. From the menu bar, select Insert - Annotation
2. Type your annotation in the pane that opens up
3. Click close to close the annotation pane

If desired, you may keep the annotation pane open and press F6 to toggle between the document and the annotation pane. You can also make the annotation window smaller or larger by dragging the split box on the vertical scroll bar.

How do I change the format for the shortcut "Date and Time"?
Keywords: Change Format Date Time
Posted March 13, 1996

Many times the need will arise to insert the date and time into a document either for clarification or verification. This can be done easily.

1. From the menu bar, choose Insert - Date and Time
2. Select the format you desire

The shortcut for inserting Date and Time is Alt+Shift+D. This shortcut, however, executes a built in command using this format for the date:"02/05/96". Let's say you wanted the shortcut to insert the date in the format of "Monday, February 5, 1996". You would need to modify the built in command by creating a macro called InsertDateField. Then, whenever you pressed Alt+Shift+D, your modified format would appear.

To create an InsertDateField macro:

1. From the menu bar, select Tools - Macro
2. Click on the Record button
3. In the Record Macro Name text box, type InsertDateField
4. Click OK

To record the macro:

1. From the menu bar, select Insert - Date and Time
2. From the Available Formats list box, choose a format
3. Make sure the Insert as Field check box is selected
4. Click OK

To stop recording the macro, click the Stop button on the Macro Record Toolbar

Now, whenever you press Alt+Shift+D, Word will insert the date using the format you selected.

If you ever want to change the macro to a different date and time format, just rename or delete your macro.

How can I search for specific text in my document?
Keywords: Search Specific Text
Posted February 1, 1996

When you want to find one or more occurrences of specific text in your Word document, use Edit Find.

1. Make sure no text is selected
   Hint: If you have text selected, Word will only search in your selection, then ask if you want to search the entire document
2. Go to the top of your document (Ctrl+Home)
   Hint: If you start in the middle of your document, Word will display a dialog at the end asking if you want to continue to search from the beginning.
3. Press Ctrl+F, or from the menu select Edit - Find and the Find dialog box will be displayed
4. Type the text you want to find
   Hint: if your text is long, copy it to the clipboard (Ctrl+C) before choosing Edit - Find and paste it into the Find What field (Ctrl+V).
5. Select any options you want.
6. Press Enter or click Find Next

If Word finds the text then it will highlight it in the document. The Find dialog box remains on-screen. This is handy if you want to edit the text. Go ahead and leave the dialog box open. Click the dialog title bar and drag it out of the way. This type of dialog allows you to edit right in your Word document. Then when you're ready, bring the dialog box back to the center of your screen and go on.

You can find additional occurrences of the same text by choosing the Find Next button, or you can press cancel to clear the find dialog box from the screen. If Word can not find the text, then it displays a dialog box saying that the text was not found.

How can I copy paragraph formatting from one paragraph to another?
Keywords: Copy Formatting Paragraph
Posted January 22, 1996

All of a paragraph's formatting is contained in the paragraph marker. So by copying another paragraph's marker, you can copy a format. There are different ways to copy a paragraph's format. The first way is by using the clipboard to copy the formatting from one paragraph to another. Begin by turning paragraph markers on. Press Ctrl * (on the numeric pad). Select only the paragraph marker in the paragraph whose format you want to clone. Press Ctrl+C to copy the paragraph marker to the clipboard. Select the paragraph marker in the paragraph you want to reformat and press Ctrl+V to replace the selected marker with the one in the clipboard.

Another way of copying a format is by using the format Painter. Press Ctrl+* (on the numeric pad). Select the paragraph marker you want to copy and click the format painter tool. Then select the paragraph marker of the paragraph you want to reformat. If you are copying a format to more than one location, then after selecting the paragraph you want to copy, double click the format painter tool. Select the paragraph marker you want to reformat and repeat it on as many paragraphs as you want. Press Esc to turn the format painter tool off.

Can I change the template a document is based on?
Keywords: Change Template Document
Posted January 19, 1996

Word allows you to change templates at any time. When you change a template that is attached to a document, you also change the style, the customization to the keyboard, menus, toolbars, macros and autotext. When you switch templates you can replace all or selective styles.

To attach a different template to your document, select File - Templates. Click on Attach to open the Attach Template dialog box. Navigate to the template you want to attach, select it and choose OK.

To update styles in the current document with those in the new template, click Automatically Update Document Styles and then OK When you click on Automatically Update Styles, Word combines the styles in the new template with the ones already in the current template.

Here's what happens...

• Styles in the current document that are not defined in the template are left alone.
  "My new document has new styles, leave them alone!"
• Styles in the template that are not defined in the current document are added.
  "My new document doesn't use all the styles in my incoming template, go ahead and bring them in (I don't care)."
• Styles in the current template are redefined using the style definitions in the new template.
  "I used styles in my new document but I really want them to be the same as the template I'm bringing in, change 'em."

How can Word help me improve my efforts while I work?
Keywords: Help Improve Efforts TipWizard
Posted January 18, 1996

The Tip Wizard located on the Standard Toolbar displays or hides the Tip Wizard, which provides tips about more effective ways to accomplish tasks. TipWizard also suggests related new features and shortcuts.

Every time you start Word, Tip Wizard also offers a tip. Use the up and down arrows to the right of the tip to scroll through all the tips and find one that applies to the work you have done recently. The light bulb on the TipWizard will turn yellow whenever it has a tip for you.

How can I replace specific text within a document?
Keywords: Replace Text Document
Posted January 18, 1996

When you want to replace a word in a document with another word. Select Edit - Replace. In the Find What box, type the word you want to find. In the Replace box, type the word you want to replace. In the Search box, click the down arrow and select All.

To begin the search, click the Find Next button, and the word you want to replace should appear. Then click the Replace button, and the word you want to replace should appear. Click the Replace button for each of the remaining occurrences.

You can also choose the Replace All button to automatically replace all words found in the document that match your critera. A message box should appear when the end of the document is reached and no more search items are found.

How can I create legal page numbering for duplexed pages?
Keywords: Create Page Numbering
Posted February 5, 1996

In the legal market, pages are counted by physical pieces of paper, where the front and back sides of paper are the same page number. Printing on both the front and back of one piece of paper is called Duplex printing. For example, three pieces of paper (containing six "sides" of information) would be:

• Page 1 of 3 (front of first physical page)
• Page 1 of 3 (back of first physical page)
• Page 2 of 3 (front of second physical page)
• Page 2 of 3 (back of second physical page)
• Page 3 of 3 (front of third physical page)
• Page 3 of 3 (back of third physical page)

There are two tasks encompassing several steps which need to be done in order to accomplish this:

1. The document page layout must be setup to have "Different Odd and Even" headers and footers.
2. The page numbering scheme needs field codes entered into the page headers.

Task 1 - Set the document page layout to have "Different Odd and Even" headers and footers:

1. From the menu, select File - Page Setup...
2. Choose the Layout tab
3. In the headers and footers group check the "Different Odd and Even" checkbox
4. Press OK to save the setting and dismiss the dialog

Task 2 - Enter specific field codes into the Odd page and Even page headers:

1. Select View - Header and Footer from the menu bar.
2. Move to the Odd Page Header by clicking on the "Show Previous" toolbar button, if not already on the Odd Page Header.
3. Insert the following fields (Note: don't type the squiggled brackets, they are field codes — either use Insert - Fields or <Ctrl+F9> to insert the fields); Page {if {=Mod({page}, 2)} = 0 "{={page}/2}" "{=({page} + 1) / 2}"} of {if {=Mod({numpages}, 2)} = 0 "{={numpages}/2}" "{=({numpages} + 1) / 2}"}

   Explaination of the parts:

   The main field is the if field. The syntax of the if field is { IF Expression1 Operator Expression2 TrueText FalseText }.

   The following represents the current page number

   • Expression1 is {=Mod({Page}, 2)}
   • Operator is =
   • Expression2 is 0
   • TrueText is "{={Page} / 2}"
   • FalseText is "{=({Page} + 1)}"

   The following represents the Total number of pages

   • Expression1 is {=Mod({numpages}, 2)}
   • Operator is =
   • Expression2 is 0
   • TrueText is "{={numpages} / 2}"
   • FalseText is "{=({numpages} + 1)}"
4. Move to the Even Page Header by click on the "Show Next" toolbar button. The document must have at least 2 pages for this to be a valid command.
5. Insert the following fields;
   Page {={page} / 2} of {if {=Mod({numpages}, 2)} = 0 "{={numpages}/2}" "{=({numpages} + 1) / 2}"}

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