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Microsoft Word your way

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in Microsoft Office Training,Office Technology,Word Tips

Don’t you just wish Microsoft Word would do what you want it to do and not what it wants to do? Word Options might just be your ticket to doing Word your way.

Here’s how to customize Word to suit yourself and your way of working. From the Office button (or File tab 2010), choose Word Options (Options in 2010).

• Control what Word selects when you click and drag across text. In the Advanced category, unselect the option “When selecting, automatically select the entire word.” This eliminates scroll­ing back and forth when you just want to select multiple whole words and just a portion of another word.

• Check your documents by adding readability scoring to your Spelling & Grammar check. In the Proofing category, look in the section marked “When correcting spelling and gram­­mar in Word.” Be sure that the “Check grammar with spelling” box is checked. Then, check the “Show readability statistics” box. After running Spell, check the readability score. It will display several scales on how readable your document might be.

• Make sure your linked data (e.g., Excel charts) are up-to-date before you print by selecting “Update linked data before printing” checkbox. You will find this in the Printing section of the Display category on Word Options.

• Put everybody on the same page. Do you still have clients, co-workers or suppliers who use a previous version of Microsoft Office? If you are always getting phone calls about others not being able to open your documents, change a setting in the Save category called, “Save files in this format.” By selecting Word 97-2003, you always save your document in that format, which eliminates making special selections each time.

• Create your own Word shortcuts. From the Customize category, click on the Customize button next to the words “Keyboard shortcuts” on the bottom left portion of the dialog box. Select the Ribbon tab or one of the other selections (e.g., Macros) on the left, and the specific operation from the list on the right. Then assign or re­assign a key­board shortcut. You can use Ctrl, Alt, Shift and any letter to create your short­cut. After entering your short­­cut by pressing the keys you desire, check on the left side below the ­“Current keys” box to make sure you are not overwriting a shortcut you would like to preserve. Then ­simply click the Assign button.

If you get carried away, you can ­reset registry options in Word if you know how. If this makes you nervous, there is a “Fix it for me” option on http://support.microsoft.com/kb/822005 along with detailed instructions on how to fix it yourself. Proceed with caution on the do-it-yourself option. If you have an IT ­support department that installed your software, it should be your first call.

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