Figure A The Keep Text Only option applies the destination document's default style to copied content. Changing the default, as follows might be more efficient: Click the File tab and choose Options under Help.
In Word , click the Office button and then click Word Options. Choose Advanced in the left pane. In the Cut, Copy, and Paste section, choose the appropriate option. For example, you might want to retain source formatting when copying from other Word documents, but not Web sites.
Click OK. To insert a section break, click the Page Layout tab and choose a Breaks option in the Page Setup group: Next Page: Starts the new section on the next page. Continuous: Starts the new section on the same page.
Even Page: Starts the new section on the next even-numbered page. Odd Page: Starts the new section on the next odd-numbered page. In Word , choose Break from the Insert menu. Editor's Picks. The best programming languages to learn in Check for Log4j vulnerabilities with this simple-to-use script. TasksBoard is the kanban interface for Google Tasks you've been waiting for. Paging Zefram Cochrane: Humans have figured out how to make a warp bubble.
Show Comments. The simplest is to click on the new document icon on the standard toolbar. This creates a new document based on the normal. While this is the simplest method, I only use it to create scratch paper. For serious work, I use custom templates or one of the ones that comes with Word.
That is because these can have the styles and formatting I want already built into the new document. So, I start with a letter, memo, report or fax rather than setting one up on a blank screen. Note, you should not put this kind of special formatting in the normal. If you see a template in Windows, you can create a new document based on the template by double-clicking on the template. To get to these templates from within Word you need to select N ew under the File menu. In Word this will bring up the new file dialog box:.
If you don't like this and would prefer to just get the new document dialog box, see the NewFileDialog Add-In. Clicking on "General Templates" Word or "Templates If the template you want is in your User Templates Folder or in the Workgroup Templates folder it will show up in the dialog box.
If it is in a subfolder of these, it will show up when you click on the tab representing that subfolder.
These folders are explained in Templates in Microsoft Word. The "More" Tab in the dialog will show you folders that might not show up in the tab space. Word put different steps in the way of getting to the templates on your computer but do give easier access to templates provided by Microsoft online. The commands are different. Many formatting operations begin by selecting text.
This is a basic computer skill used in virtually every program. Once text is selected, you can change its formatting, delete it, copy or move it to a new location. It is important to distinguish between selecting text picking it out for some manipulation and highlighting text.
Highlighting is marking the text as in using a highlighting marker to change the background color in the document, it shows up when you print. Selecting is pointing out text so you can manipulate it. It is a method of using your computer to manipulate text. It does not show up when you print. Highlighting is accomplished using the Highlighting formatting button.
Shading is also possible using a different control. A page on formatting should have some things about how to apply formatting to your text. First, you should apply most of your formatting by using Styles in Word. This allows you to keep the formatting in your document consistent and makes it easier to make changes.
But even if only to set up the styles, you need to know how to change the formatting directly. Some people only need the Bold , Italic , and Underline formatting commands that appear on the formatting toolbar. These can be applied individually or in combination. However, there are many other character formatting options available on the Font Formatting dialog box. Some that I use often are strikethrough, double-strikethrough, and hidden. I have my computer set up to display hidden text but not print it.
I put instructions in hidden text on forms. Note that this is metadata that you might not want to be sharing. You can also change the font in the. Note that Word calls it Format Font and I call it character formatting because I think that designation is more precise. You are not really changing the font at all, you are changing how the characters of different fonts appear on your page.
An additional type of character formatting that is valuable in a legal environment is language formatting. Specifically, you can apply "no proofing" formatting to case citations and party names so that you won't have to OK them in spell check. I find this best applied, though, through a character style rather than by direct formatting.
Instructions on setting up such a style can be found in the chapter on styles. This only applies, though, to the last formatting applied. So, if you are making something bold and then Italic, only the Italic is applied by the repeat key. The repeat key will then let you repeat the full change. To move text, you are actually "cutting" or removing the text from where it is and "pasting" it where you want it. The text disappears and moves to the clipboard.
The text moves to the new location. A similar process is used for copying. The text stays where it is and a copy of it goes to the clipboard. Move the cursor to where the text will be pasted, and click the Paste button on the Standard toolbar.
The text appears in both places. In Word 97, cut or copied text remains on the clipboard until it is replaced with something else. In Word , there is an Office Clipboard toolbar that holds up to 12 items that have been cut or copied.
They may be pasted individually or as a group into the document. For more on the Office Clipboard, see "Collect and Paste" later in this chapter. Note When moving or copying text, if the paragraph marker is selected along with the text, the formatting of the paragraph stays with the selection. If the paragraph marker is not selected, the paragraph takes on the formatting of the surrounding text where it was pasted. CK Note: When copying from one document to another, you need to take Styles into account.
The Copy, Cut and Paste commands are also available under the Edit menu. Copy the selection. Paste the numbered list. What happened? Note As has been pointed out elsewhere, the paragraph mark at the end of a paragraph contains the formatting instructions for that paragraph.
If you fail to select the paragraph mark, you won't successfully copy that paragraph's paragraph-level formatting settings for instance, numbering. Collect and Paste New for Word In versions of Microsoft Office prior to Office , Office used the Windows clipboard, which had a couple of major limitations, among them being the fact that you couldn't cut or copy anything without "destroying" the last item the clipboard held that you had cut or copied.
This made it very difficult to work with collections of useful items. In Word , you can use the Office Clipboard to Collect and Paste up to 12 items separately or simultaneously. The Office Clipboard will work with text or graphics. Select any item you want to copy, and click Copy on the Clipboard toolbar. Repeat as necessary. Paste an item from the Office Clipboard by clicking the appropriate icon on the Clipboard toolbar. If you want to paste all items, click Paste All.
Note To [see] the first 50 characters of a text item on the Clipboard toolbar, hover your mouse without clicking over one of the icons in the toolbar. Occasionally you may want to paste a WordPerfect document or web page or a portion of the document into Word. To get rid of all the formatting in the WP document or web page, select all text except for the last paragraph mark.
Copy it and then, in a new document, from the Edit menu choose Paste Special. The following dialog box appears: If you select Unformatted Text and click OK, you will have a clean, "native" document without any legacy codes, greatly decreasing your chance of corruption. Later version of Word have a paste options display when you paste.
See Paste Option s. Format Painter You may have noticed the "paintbrush" button on the toolbar. This button is called Format Painter, and it's one of the most useful buttons in Word.
Format Painter copies character or paragraph formatting from one place to another within a document. To copy paragraph formatting; select the text including the paragraph marker.
Click the paintbrush button and then paint drag across the text that you want to look like the originally selected text. If you double-click the Format Painter button, it becomes a toggle and you can paint the new formatting to several paragraphs. The character formatting works the same way: click within the paragraph that you want to copy the formatting of the text, click the Format Painter button, and then either select or click within the paragraph that should be reformatted to look like the first paragraph.
If you've activated the Format Painter in this way, press ESC when you're finished and your mouse will return to normal. Your mouse pointer won't change, but the formats can still be copied and pasted. CK Note : If you use this method, you can intersperse other copying and pasting. Even better than pasting formatting, though, is using styles. Sometimes you just want to start over.
It returns it to the paragraph style. If you want to strip out paragraph style based formatting from a selection you need to Cut it and use Paste Special to paste it back as unformatted text or use the Clear Formatting command in the Styles Pane Word and later.
In Word and later you can use the Clear Formatting button on the font group of the home tab to do the same thing. Pasting back in as unformatted text will paste it in the current paragraph style.
The Clear Formatting button or command in the Styles Pane returns the text to the normal format. If you want, you can select all text in an area and apply the normal style to it. For Word , you can use the Clear all formatting button in the Font group on the Home tab.
Much formatting is handled at a paragraph level. It is best handled using Styles. However, you can do direct formatting for a particular paragraph using the Ruler or the Paragraph dialog box. In later versions it is reached using the dialog launcher at the bottom right of the Paragraph Group on the Home Tab. Word provides four types of indents: first line indent, hanging indent, right indent and left indent. The following figure shows different types of indents.
One quick and easy way to set these indents is to use the mouse and drag the indent markers on the horizontal ruler. Indents are controlled by the small gray triangles and box on the horizontal ruler. Yes, a hammer can compel a screw to join two pieces of wood together, and a spacebar can be used to move text around so it looks like a table.
However, just as a hammered screw makes for a shaky wooden table, a word processing table fashioned together with spaces is equally fragile.
Add something to the table and it doesn't hold together. Which table? Take your pick. The circled marker is for the left indent for the first line. The paragraph will start at the left margin where the blue area ends but continuation lines will be indented to the next marker. These markers can be moved independently in the ruler or set in the paragraph formatting dialog box.
They are a part of paragraph formatting and are often used in paragraph styles to set different margins for a part of a document. You do not want to change "margins" within a page in Word; instead, change indents. A hanging indent lets you have the first line of the paragraph start to the left of the left Indent. It can be set in either the Ruler or in the paragraph dialog box. Both are shown in the screenshot below. The first line will start at the hanging indent the one dropping down from the top of the ruler and the remainder of the paragraph will wrap at the left indent the one at the bottom of the ruler.
This can be set in either the ruler or the paragraph formatting dialog box. Again - best done in a Style. The left indent continuation indent is traditionally set at the first left-tab stop. That way, a letter, bullet or other character is typed at the beginning of the paragraph, you press the Tab key and the remainder of the paragraph will wrap where the left indent is set.
This is the formatting usually used for lists. If you are doing this for bullets or a list, you are likely better off using automatic numbering or bullets. All formatting like this is best handled using Styles instead of direct formatting, even with the format painter. The screenshot above shows the first-line hanging indent at the left margin. This is the usual position but is not required. Again, margins and indents are independent of each other although set in the same place by default.
Again, Indents are paragraph formatting , Margins are Section properties. Use Indent changes rather than margin changes for most purposes. Here are two more examples showing different indents and margins. In both examples, the margins are indicated by the blue arrows and the indents by the red arrows. In the first one there is a left-and-right-indent as would be used for quoted material. In the example below the left and right Indents are set outside the Margins. I use this in my header and footer styles to further set off the headers and footers from the body of the document.
In this example, the indents are set a half-inch from the edge of the page, outside the margins of the page. If you are using Word , try using the Tab Alignment box to set the indents. Instead of dragging a marker, select the appropriate indent mark First Line or Hanging Indent and click the ruler. The indent you're setting only applies to the paragraph you have your cursor positioned.
If you want to have an indent apply to many paragraphs, select all the paragraphs to which you want it applied. Word From the Format menu, choose Paragraph. The Paragraph dialog box is shown in the next figure. Select the Indents and Spacing tab. Set the left and right spin box buttons at one inch. Click OK. The Special drop-down list allows you to set hanging and first line indents in the Paragraph dialog box.
Working with Tabs Remember, tab settings in Word are paragraph-level, not document-level, formatting. That means you can move it outside the document to make more room or even more it to a second monitor if you are using dual monitors.
Each style can be applied differently and you can hover over the symbol to the right to see exactly how it is applied. If you click on that symbol, you are presented with a dropdown options menu, which gives you further control over the styles in your current document. You can modify a selected style, which will apply to all instances of that style throughout the document.
In this case, there are of them. As you apply new characteristics to the style, you can see how it will look in the preview. You can dig into the nitty-gritty specifics of the style including the format, such as if you want it to have bullets, borders, fonts, text effects, and so on. From there, you can add the style to just that document, or you can add it to the template so every document has that style from there on.
This feature is useful for stripping formatting or further changing it. You can also click each style for a drop-down options menu, allowing you to modify and build a new style, select all instances of that style in the document or completely clear them.
If you click on the style set, it will be applied to your current document. Similar to other sections throughout Word, if you click the scrollbar on the right edge, it will expand to a full menu. Further options at the bottom allow you to reset your style set to the default or save your current style as a new set. The right side of the document formatting section contains functions for changing your colors, fonts, paragraph spacing, add effects, and set your changes as the default style set.
Again, to see how your document is affected by these, you can hover over each one and the changes will be previewed in your document.
The effects menu allows you to quickly change the effect of design elements such as shapes, SmartArt, and charts. Finally, if you want to use a custom style set in the future, but you do not want to apply it as the default.
You can save it as a template file. A theme comprises a whole new bunch of style sets, each with its own fonts, color, spacing and anything else previously discussed. This is different from saving a style set. Remember, a style set saves as a template file. If you've ever turned on display of nonprinting characters unintentionally, it may have been by accidentally pressing this key combination when you were trying to type an asterisk.
The same key combination will also toggle the display off. Whether you use the shortcut key or the button, what you are toggling between is display of all nonprinting characters and whatever specific ones you have chosen to display as an alternative. Word and earlier: On the View tab of Tools Options.
Figure 1. View Options in Word Word and above: File Options Display. Figure 2. Display Options in Word similar in Word and When it is unchecked, you will still see the nonprinting characters represented by whichever of the other check boxes you have checked.
Usually this is none, but there might be times when, for example, you would want to see just Hidden text or just paragraph marks and none of the others. So what do all these marks represent? Paragraph marks. Line breaks. Style separator. Page and section breaks and small marginal bullets. Tab characters. Cell markers. Hidden text.
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