MS Office and Windows Tips and

Tricks
www.TouchTheFuture.us


What surprises me most about peoples skills
is how poor their writing and grammar are,
even for college graduates. If we cant get the
basics right, there is a real problem.
Eleonora Sharef
www.hireart.com
MS Office and Windows Tips and Tricks

MS Office
Versions
Editions
Versions
2003
2007
2010
2003
Completely unpubliczed, MS introduced Speech
Recognition into Word 2003. It was removed from MS
Office in later versions, but SR was transferred to the OS
beginning with Vista and is in all versions of Windows 7
except starter edition.

Text to speech (TTS) was only available in Excel 2003.
However there were several macros available through the
internet which could be installed into Word 2003.

TTS in 2003 utilitzed the Windows Speech API in Windows
XP. A similar API is available in later versions of Windows.
SAPI 4 and 5 are the latest available.
2007
Introduced new format (DOCS, XLSX, PPTX)
which earlier versions of Office (2003) can't
open or edit without adding a download from
Microsoft.com which allows Office to open
and edit
2010

Editions
Basic
Professional
Home Student Edition
Basic
Includes Word, Excel and Outlook.
Professional
Includes Word, Excel, Powerpoint, Access,
Onenote and Publisher.

Retails for approximately $499US

Is available for qualified students at an
academic price.
Home Student Edition
Includes Word, Excel, Powerpoint and
Onenote.

Retails for $149US
Windows
WSR
Keyboard Shortcuts
Accessibility
WSR
Windows Speech Recognition
Voices
Windows Speech Recognition
WSR is only available in Vista and Windows 7.
There is a dictation component in Word 2003,
but NOT for Word 2007 or Word 2010.
Keyboard Shortcuts
Keyboard shortcuts for Word 2007,
Accessibility
System
Programs
System
Mouse
Sticky Keys
Programs
Narrator
Magnifier
Text To Speech
Word 2003
In Excel 2007
Using the Speak Feature in Office 2010
It also makes it easy to hear text-to-speech playback of the original text
through the Play and Stop buttons.
The Speak feature in Office 2010 enables text-to-speech in OneNote,
Outlook, PowerPoint, and Word. By default, Speak is not present on the
Ribbon, so you will need to add it to either the Ribbon or the Quick Access
Toolbar. Note, you may want to use text-to-speech playback without
turning on the Mini Translator or with the keyboard instead of the mouse.
Speak requires a text-to-speech engine matching the language of the text.
You can see your installed text-to-speech engines in the Control Panel:
Excel also supports text-to-speech playback through Speak Cells in the
Ribbon or Quick Access Toolbar.
Text To Speech
Lets begin by adding Speak to the Quick Access Toolbar:
1. Start by launching Word, and open the Backstage View by clicking on the
File button.
2. Click Options and navigate to the Quick Access Toolbar tab.
3. In the Choose commands from: drop-down menu, select Commands Not
in the Ribbon.
4. Select Speak from the scroll box and click Add > >.
5. Click OK, and the Speak icon will now appear in the Quick Access Toolbar.
Text To Speech
You can also add Speak to the Ribbon by using the following steps:
1. Start by launching Word, and open the Backstage View by clicking on the
File button.
2. Select the Customize Ribbon tab in Options.
3. In the Choose commands from: drop-down menu, select Commands Not
in the Ribbon.
4. Create a custom tab or a new group by clicking New Tab or New Group
(You can rename the Tab or the Group using the Rename button)
5. Select Speak from the scroll box and add it to your custom Tab and Group
by clicking Add > >.
6. Click OK, and the Speak icon will now appear in the Ribbon.
Text To Speech
Speak is now ready for text-to-speech playback, when the cursor is within a
word or you have selected some text!
1. Click Speak to begin text-to-speech playback. Clicking the button during
speech will cancel playback.
2. Word supports custom keyboard shortcuts for commands. This allows you
to use Speak without adding it to the Ribbon or the Quick Access Toolbar.
In the Customize Ribbon menu click Customize, select the All Commands
category, and bind the SpeakStopSpeaking command to the hotkey of
your choice.
3. Speak is disabled until you select text whose language matches one of
your installed engines. Click Speak to begin text-to-speech playback.
Clicking the button during speech will cancel playback.
Text To Speech
Voices
Word
Changing Voices
Voices
Windows XP
Windows 7
Windows 8
Windows XP
Microsoft Sam
Windows 7
Microsoft Anna
Windows 8
three new client (desktop) voices - Microsoft David
(US male) and Hazel (UK female) and Zira (US female)
which sound more natural than Microsoft Anna.

MS Anna is not installed in Windows 8
Word
Word 2003
Word 2007
Word 2010
Changing Voices

OneNote
Many of us carry a notebook or notepad around to
take notes for business, school, or personal projects.
But can you easily find and decipher the info you
need? Is it convenient to share your notes with others?
Take control with Microsoft Office OneNote 2007, the
easy-to-use note-taking and information-management
program where you can capture ideas and information
in electronic form. Insert files or Web content in full-
color, searchable format or as icons that you can click
to access. Watch this demo to see how simple it is to
gather, format, organize, and share information. And
then say goodbye to your notepad!
OneNote
Office Versions
Quick Reference
Office Versions
2007 Student Home
ALL 2010 Editions
Microsoft
A PDF download for OneNote from Microsoft
Custom Guide Download
A PDF File for download form Custom Guide
Formatting
Styles
Highlighting
Fonts
Styles
Styles save time and make your document look good
One of the great things about using a word processor is that you can
create documents that look professionally typeset.
Headings are in a font that contrasts with body text.
Paragraphs are separated with just enough white space.
Elements such as bulleted lists are indented.
Emphasized text is in a contrasting color.
The document may even include special elements such as a table of
contents.
Styles

Using direct formatting
Word provides several ways for you to achieve each of these effects in
your document. For example, to format headings, you can select the text,
apply bold formatting, and then apply a slightly larger font size than the
size that you use for the body text.
Applying formatting in this manner is known as direct formatting. The
process of applying direct formatting can be tedious. It's easy to make
mistakes, and you might not get a good looking document. In the example
in the previous paragraph, you must repeat the direct formatting process
for each heading, and you must be careful to select the same font size
every time.
Styles

Using direct formatting (continued)

If you want subheadings, you must decide how to differentiate the
subheadings from the headings (smaller size? italicize?) and repeat the
direct formatting process for each subheading. If you don't have expertise
in design or typography, it may take some time before you create a look
that you like.
Furthermore, documents that are formatted by direct formatting are
difficult to update. If you want to change the look of the document, you
must select each element and apply the new formatting choices.

Styles

Using styles
By contrast, when you use styles to format your document, you can
quickly and easily apply a set of formatting choices consistently
throughout your document.
A style is a set of formatting characteristics, such as font name, size, color,
paragraph alignment and spacing. Some styles even include borders and
shading.
For example, instead of taking three separate steps to format your
heading as 16-point, bold, Cambria, you can achieve the same result in
one step by applying the built-in Heading 1 style. You do not need to
remember the characteristics of the Heading 1 style. For each heading in
your document, you just click in the heading (you don't even need to
select all the text), and then click Heading 1 in the gallery of styles.
If you decide that you want subheadings, you can use the built-in Heading
2 style, which was designed to look good with the Heading 1 style.
Styles
Using styles (continued)
The Quick Styles that you see in the gallery of styles are designed to work together.
For example, the Heading 2 Quick Style is designed to look subordinate to the
Heading 1 Quick Style.
The body text of your document is automatically formatted with the Normal Quick
Style.
Quick Styles can be applied to paragraphs, but you can also apply them to
individual words and characters. For example, you can emphasize a phrase by
applying the Emphasis Quick Style.
When you format text as part of a list, each item in the list is automatically
formatted with the List Paragraph Quick Style.
If you later decide that you want headings to have a different look, you can change
the Heading 1 and Heading 2 styles, and Word automatically updates all instances
of them in the document. You can also apply a different Quick Style set or a
different theme to change the look of the headings without making changes to the
styles.

Styles

Built-in styles turn on timesaving features

The built-in styles (Heading 1, Heading 2, etc.) provide other benefits, too.
If you use the built-in heading styles, Word can generate a table of
contents automatically. Word also uses the built-in heading styles to make
the Document Map, which is a convenient feature for moving through long
documents.

Tip Try it. If you have a document that uses the built-in heading styles,
open it, and on the View tab, in the Show/Hide group, select the
Document Map check box. Click a heading in the document map to jump
to the corresponding part of the document.


Highlighting
When you apply highlighting, it is added as an annotation (annotation: An
element that you can add to mark up your document, including text,
highlighting, freeform text or shapes, or a picture.) to your document.
Apply highlighting
1. On the Annotations toolbar, click Highlighter .
2. Drag on the page to highlight the text or graphics you want.
Note: To turn off highlighting, click Select on the View toolbar.
Remove highlighting
Select the highlighting. How?
1. On the Annotations toolbar, click Select Annotations .
2. Click the highlighting.
3. Press DELETE.

Highlighting
Find
Marker
Find
The way to find highlighted text is to use the Find function. Find is
particularly handy if theres a lot of highlighting, and you think you might
miss some using the zoom function. Its also handy for finding highlights
you cant see, such as those hiding behind empty paragraph marks or
graphics. Both Word 2003 and 2007 work the same way:
1. Press Ctrl+F to open the Find and Replace window.
2. Click More.
3. Click Format.
4. Select Highlight.
5. Highlight should be the only find option. Click Find Next to find the
next highlighted passage.
Marker
To highlight text in color in Microsoft Word 2007, start by selecting the
portion of text you want to emphasize with a background color.
Then, click on the Home tab of the Ribbon: under the Font block of
commands, there is an icon of a color marker. To highlight the text in
yellow, the default marker color, simply click on the highlighter button
itself, and the selected text's background now stands out in yellow.
To highlight text in a color different than yellow, click on the highlighter
button's dropdown arrow: this will open a menu that displays a palette of
colors available for text highlighting. Unlike text color, the highlight color
cannot be customized through the custom color wheel.

Marker
Word 2007 includes 15 highlighting colors - as named by Word: yellow,
bright green, turquoise, pink, blue, red, dark blue, teal, green, violet, dark
red, dark yellow, gray-50%, gray-25%, black, and "No Color" (a 16th color -
which removes highlighting from the text selected when you click this
menu item).
Notice that as you move your mouse pointer above each of the highlight
color while some text is selected in your document, Word 2007 displays a
real time preview of how the selected text will appear once highlighted
with the color currently under your cursor.
To accept the highlight color, click on the color swatch, and your text now
appears with the background color you picked from the highlighter
button's dropdown menu:



Addins
Zotero
WordTalk

Zotero
Zotero [zoh-TAIR-oh] is a free, easy-to-use tool
to help you collect, organize, cite, and share
your research sources. It lives right where you
do your workin the web browser itself.
WordTalk
WordTalk is a free text-to-speech plugin
developed for use with all versions of
Microsoft Word (from Word 97 up to Word
2010). It will speak the text of the document
and will highlight it as it goes. It contains a
talking dictionary to help decide which word
spelling is most appropriate.
NoteTaking
OneNote
Outline View
OneNote
See OneNote Tab
Outline View
See Outline View Tab
Paper Writing
Outlining
Spelling
Fields
Bibliography
Outlining
Outline View
Outline numbered
Spelling
Autocorrect
Check While You TYpe
Custom Dictionary
Autocorrect
Special Terms
Check While You TYpe

Custom Dictionary
Not into the main dictionary, but if the words are in the correct file format,
you can supply the file as a custom dictionary.

1. The file has to be a straight ASCII file (not a Word .doc or .docx).
2. The file has to have the extension .dic
3. Each word has to be on a line by itself.
4. The words have to be in alphabetical order (I'm not sure what happens if
they're not. Word MIGHT sort them for you.) Note that upper case letters
are "lower than" lower case letters.
5. I think that lower case letters also match words in documents with upper
case letters, but the reverse may not be true. That is, letters in upper case
on the dictionary may match only upper case letters in documents.
6. The file should be added to this directory:

Custom Dictionary

In Windows XP: C:\Documents and Settings\your
username\Application Data\Microsoft\Proof

In Windows Vista: C:\Users\your username\
AppData\Roaming\Microsoft\UProof

(Note: If the directory Appdata doesnt appear in Windows Explorer,
enter the full path name in Explorers address window.)

The custom dictionary has to be added to the dictionary list this way.


Custom Dictionary
In versions of Word prior to Word 2007:
1. Click the Tools->Options menu item.
2. Click the Spelling & Grammar tab.
3. Click the Custom Dictionaries button.
4. Click the Add button.
5. Navigate to the dictionary, select it and click the Open button. The
dictionary should now be added to the dictionary list box.
6. To be in use, it has to have a check in its checkbox.
7. To make the dictionary the default, select it (don't uncheck it) and click the
Change Default button.
8. Click OK.


Custom Dictionary

In Word 2007:
1. Click the round Office button in the upper-left corner of the window.
2. Click the Word Options button.
3. Click Proofing.
4. Continue as in Step 3, above.

Fields
Click where you want to insert a field.
On the Insert menu, click Field.
In the Categories box, click a category.
In the Field names box, click a field name.
Select the options you want.

Notes
If you want to see the codes for a particular field in the Field dialog
box, click Field Codes.
To nest a field within another field, first insert the outer, or
"container" field, using the Field dialog box. In your document, place
the insertion point inside the field code where you want to insert the
inner field. Then use the Field dialog box to insert the inner field.

Fields
Page Counts
Word Count
Page Numbers
Date/Time
Other Fields
Page Counts
Insert the number of words in your document
Click where you want to add the number of words that are in your
document.
On the Insert tab, in the Text group, click Quick Parts.
Click Field.
In the Field names list, click NumPages, and then click OK.
Word Count
Insert the number of words in your document
Click where you want to add the number of words that are in your
document.
On the Insert tab, in the Text group, click Quick Parts.
Click Field.
In the Field names list, click NumWords, and then click OK.
Page Numbers
Include Page or Page X of Y with the page number
On the Insert tab, in the Header & Footer group, click Page Number.
Click Top of Page, Bottom of Page, Page Margins, or Current Position
depending on where you want page numbers to appear in your document.
Do one of the following:
To include the word Page with the page number, scroll down in the gallery
and choose a page number design under the heading Page X.
To include the total number of pages with the page number, scroll down in
the gallery and choose a page number design under the heading Page X of
Y.

Date/Time
When you click Date & Time in the Text group on the Insert tab,
Microsoft Office Word inserts a DATE field.

You can also insert a DATE field in the body of a document by doing
the following:

On the Insert tab, in the Text group, click Quick Parts, and then click
Field.

In the Field dialog box, under Field names, click Date.

Note The DATE and TIME fields can display a date, a time, or both,
depending on the format you specify in a date-time picture switch.


Other Fields

Bibliography


Editing
Find and Replace
Comments
Autosummarize
Find and Replace
Find text
You can quickly search for every occurrence of a specific word or phrase
On the Home tab, in the Editing group, click Find.
In the Find what box, type the text that you want to search for.
Do one of the following:
To find each instance of a word or phrase, click Find Next.
To find all instances of a specific word or phrase at one time, click Find All,
and then click Main Document.
Note To cancel a search in progress, press ESC.
Find and Replace
Find and replace text
You can automatically replace a word or phrase with another for example, you can replace
Acme with Apex. The replacement text uses the same capitalization as the text that it
replaces unless you select the Match case check box. For example, if you search for AKA and
replace it with Also known as, the result is ALSO KNOWN AS.
If the Match case check box is selected, Office Word 2007 searches only for words that match
the case of the word or phrase that you typed in the Find what box. For example, if you
search for AKA, the result includes AKA but not aka.
Note If you don't see the Match case check box on the Replace tab, click More.
On the Home tab, in the Editing group, click Replace.
Click the Replace tab.
In the Find what box, type the text that you want to search for.
In the Replace with box, type the replacement text.
Do one of the following:
To find the next occurrence of the text, click Find Next.
To replace an occurrence of the text, click Replace. After you click Replace, Office Word 2007
moves to the next occurrence of the text.
To replace all occurrences of the text, click Replace All.
Note To cancel a replacement in progress, press ESC.
Find and Replace
Find and highlight text on the screen
To help you visually scan a document for every occurrence of a word or
phrase, you can search for all occurrences and highlight them on the
screen. Although the text is highlighted on the screen, it isn't highlighted
when the document is printed.
On the Home tab, in the Editing group, click Find.
In the Find what box, type the text that you want to search for.
Click Reading Highlight, and then click Highlight All.
Note To turn off highlighting on the screen, click Reading Highlight, and
then click Clear Highlighting.


Find and Replace
Find and replace specific formatting
You can search for and replace or remove character formatting. For
example, you can search for a specific word or phrase and change the font
color, or you can search for specific formatting, such as bold, and change
it.
On the Home tab, in the Editing group, click Replace.
If you don't see the Format button, click More.
To search for text with specific formatting, type the text in the Find what
box. To find formatting only, leave the box blank.
Click Format, and then select the formats that you want to find and
replace.
Click the Replace with box, click Format, and then select the replacement
formats.

Find and Replace
Find and replace specific formatting (continued)
Note If you also want to replace the text, type the replacement text in the
Replace with box.
To find and replace each instance of the specified formatting, click Find
Next, and then click Replace. To replace all instances of the specified
formatting, click Replace All.
Find and Replace
Find and replace paragraph breaks, page breaks, and other items
You can search for and replace special characters and document elements such as
tabs and manual page breaks. For example, you can find all double paragraph
breaks and replace them with single paragraph breaks.
On the Home tab, in the Editing group, click Find.
If you don't see the Special button, click More.
Click Special, and then click the item that you want.
If you want to replace the item, click the Replace tab, and then type what you
want to use as a replacement in the Replace with box.
Click Find Next, Find All, Replace, or Replace All.
To cancel a search in progress, press ESC.
Tip To quickly find items such as graphics or comments, click Select Browse Object
Button image on the vertical scroll bar, and then click the item that you want. You can
click Next Button image or Previous Button image to find the next or previous item of
the same type.


Comments
Insert a comment
You can type a comment. On a Tablet PC, you can insert a voice comment
or a handwritten comment
Type a comment
Select the text or item that you want to comment on, or click at the end of
the text.
On the Review tab, in the Comments group, click New Comment.
Type the comment text in the comment balloon or in the Reviewing Pane.
Note To respond to a comment, click its balloon, and then click New
Comment in the Comments group. Type your response in the new comment
balloon.
Comments
Delete a comment
To quickly delete a single comment, right-click the comment, and then
click Delete Comment.
To quickly delete all comments in a document, click a comment in the
document. On the Review tab, in the Comments group, click the arrow
below Delete, and then click Delete All Comments in Document.
Comments
Delete comments from a specific reviewer
On the Review tab, in the Tracking group, click the arrow next to Show
Markup.
To clear the check boxes for all reviewers, point to Reviewers, and then click All
Reviewers.
Click the arrow next to Show Markup again, point to Reviewers, and then click
the name of the reviewer whose comments you want to delete.
In the Comments group, click the arrow below Delete Button image, and then
click Delete All Comments Shown.
Note This procedure deletes all comments from the reviewer that you selected,
including comments throughout the document.
Tip You can also review and delete comments by using the Reviewing Pane. To
show or hide the Reviewing Pane, click Reviewing Pane in the Tracking group. To
move the Reviewing Pane to the bottom of your screen, click the arrow next to
Reviewing Pane, and then click Reviewing Pane Horizontal.
Comments
Change a comment
If comments aren't visible on the screen, click Show Markup in the
Tracking group on the Review tab.
Click inside the balloon for the comment that you want to edit.
Make the changes that you want.
Notes
If the balloons are hidden or if only part of the comment is displayed, you
can change the comment in the Reviewing Pane. To show the Reviewing
Pane, in the Tracking group, click Reviewing Pane. To make the reviewing
pane run across the bottom of your screen rather than down the side of
your screen, click the arrow next to Reviewing Pane, and then click
Reviewing Pane Horizontal.
To respond to a comment, click its balloon, and then click New Comment
in the Comments group. Type your response in the new comment balloon.


Autosummarize
Add AutoSummary Tools to the Quick Access Toolbar
Click the Microsoft Office Button Button image, and then click Word
Options.
Click Customize.
In the list under Choose commands from, click All Commands.
Scroll through the list of commands until you see AutoSummary Tools.
Click AutoSummary Tools, and then click Add.
The AutoSummary Tools button now appears in the Quick Access Toolbar.


Autosummarize
Automatically summarize a document
On the Quick Access Toolbar, click AutoSummary Tools, and then click
AutoSummarize.
Select the type of summary that you want.
In the Percent of original box, type or select the level of detail to include in the
summary. Select a higher percentage of the original document to include more
detail.
If you don't want AutoSummarize to replace your existing keywords and comments
in the document properties, clear the Update document statistics check box.
Notes
To cancel a summary in progress, press ESC.
After you create your summary, review it to make sure it covers your document's
key points. Keep in mind that the summary text is a rough draft, and you will
probably need to fine-tune it.

VBA
Visual Basic for Applications (VBA) is an implementation of Microsoft's
programming language Visual Basic 6 and its associated integrated
development environment (IDE), which are built into most Microsoft
Office applications. VBA enables developers to build user defined
functions, automate processes and access Win32 and other low-level
functionality through DLLs. It was also built into Office applications apart
from version 2008 for Apple's Mac OS X, other Microsoft applications such
as Microsoft MapPoint and Microsoft Visio; as well as being at least
partially implemented in some other applications such as AutoCAD,
WordPerfect and ArcGIS. It supersedes and expands on the capabilities of
earlier application-specific macro programming languages such as Word's
WordBasic. It can be used to control many aspects of the host application,
including manipulating user interface features, such as menus and
toolbars, and working with custom user forms or dialog boxes. VBA can
also be used to create import and export filters for various file formats,
such as ODF.

Speech Recognition
Windows Speech Recognition
Tools
Dragon
Demo
Windows Speech Recognition
WSR is only available in Vista and Windows 7.
There is a dictation component in Word 2003,
but NOT for Word 2007 or Word 2010.
Windows Speech Recognition
Office 2003
Windows 7
Tools
Speech Profile Tool
Macros
MSDN Archive
Macros
Speech Macros
Macrobuilder
MSDN Archive

Demo
Microphone
Test
Tutorial
Basic Commands
Basic Commands

www.TouchTheFuture.us