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Word 2013 Quick Access Guide

AutoSave

AutoSave sets the frequency that Word saves your document while it is open and you are working on it. To set your AutoSave frequency:

  • Click File
  • Select Options
  • Choose Save
  • Locate Save AutoRecover Information Every:
  • Set to 1 minute
  • Click Ok

AutoRecover

AutoRecover safeguards your work against sudden disasters, such as program crashes, power failures, and frozen operating systems, BUT it does not safeguard against loss of information if you close your document without saving it.  To safeguard against loss of information from mistakenly closing a document without saving it go to:

  • Click File
  • Select Options
  • Choose Save
  • Locate underneath where you set the save frequency
  • Check the box Keep the Last AutoSaved version if I close without saving
  • Click Ok

After mistakenly closing a Word document without saving:

  • Open a new Word document
  • Go to File
  • Click on Manage Versions

Back-up

We strongly urge you to do the following:

  1. Have another location for recovered files.  Many students use Dropbox (Dropbox.com)
  2. Back-up all your files frequently to this location

To create an AutoRecover copy of your Word documents in Dropbox go to:

  • Click File
  • Select Options
  • Choose Save
  • Locate AutoRecover file location
  • Select the Browse button
  • Point this to your Dropbox folder or subfolder
  • Click Ok

Configure

These essential configurations you will need to do in Word are in direct correlation with faculty requirements.  They are:

  1. Superscript for ordinals (This option must be turned off)
  • Click File
  • Select Option
  • Choose Proofing
  • Choose Autocorrect Options
  • Choose AutoFormat as you type
  • Uncheck Ordinals (1st)with Superscript
  • Click Ok
  1. Widows/Orphans

Widow is the last line of a paragraph left by itself at the top of a page Orphan is the first line of a paragraph left by itself at the bottom of a page To ensure that there are no Widow/orphans on your paper go to:

  • Click Home Tab
  • From the Paragraph section
  • Select Paragraph Settings button
  • Choose Line and Page Breaks Tab
  • Check Widow/Orphan Control
  • Click Set as Default
  1. Symbols

The acceptable symbol for section needs to be used in your papers.  Go to:

  • Click Insert Tab
  • Select Symbol
  • Choose More Symbols
  • Click Special Characters Tab
  • Click §
  • Select Insert
  1. Spacing

By Default Word 2013 sets an 8 point space between paragraphs, this forces extra spacing between paragraphs when you hit enter.  To change this default go to:

  • Click Page Layout Tab
  • From the Paragraph section
  • Select Paragraph Settings button
  • Click Indents and Spacing Tab
  • Use the down arrow to make Spacing After 0 pt
  • Click Set as Default button
  • Choose All Documents based on the Normal template
  • Click OK

           

Footnotes

To make any changes to your footnotes, you must first change the viewing format of your document.

  • Select View Tab
  • Choose Draft
  • Select References Tab
  • Choose Show Notes

Font and Spacing Issues

  • Select the text
  • Right Click on the selected text
  • Click Paragraph command to change indents, paragraph, and spacing
  • Click Font command to change font

Keeping Footnote on same page

  • Select footnote text
  • Right click on selected text
  • Select Paragraph command
  • Click on Line and Page Breaks Tab
  • Check Widow and Orphan Control
  • Check Keep Lines Together
  • Click OK

Change or Remove Separator Lines

  • Click the Dropdown arrow on the blue Footnotes bar
  • Select the Footnote separator or Footnote continuation separator
  • Backspace over the separator to remove or replace it

Go back to Normal View

  • Select View Tab
  • Choose Print Layout

Headers/Footers and Pagination

The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain additional information such as page numbers, dates, an author’s name and footnotes.  Text entered in the header or footer will appear on each page of the document.   To have the header or footer display different text or page numbering, you must use Section Breaks. TIP: A section break stores information about the section that precedes it, not the section that follows it.   Use section breaks and unlink the header and footer respectively:

  1. Place your cursor at the end of the page BEFORE the page where you want the header/footer to appear differently
  2. Click on Page Layout tab
  3. Now click on the Breaks button in the Page Setup section
  4. Choose the Next Page Section Break
  5. Click on the header/footer on the page where you want to start a different header/footer
  6. Click on the Link to Previous button to unlink it
  7. Once it has been unlinked you can edit it without affecting your previous header/footer
  8. You can create other section breaks and use other headers/footers throughout your document

Headers/Footers and Pagination To Suppress Page 1:                                                              

  • Click Page Layout
  • Click Page Setup
  • Click Layout
  • Check Different First Page

Indents and Tabs

The difference between Indentsand Tabs. If you set a tab, only one line of text is indented. If you click one of the indent buttonsor set an indent in the Paragraph Dialog box, all of the text you type afterward will be indented.  Place your mouse cursor over the indent buttons to see what each one does.

Indents    

  1. First line indent sets the position of the first line of the paragraph.
  2. Hanging indent controls where the remaining lines (all lines of the paragraph except the first line) are positioned.
  3. Left indent controls all the lines of the paragraph.

Tabs  

There are five types of tabs that can be set.

  1. Left tab aligns the following text on the left of the tab stop. Text flows to the right.
  2. Right tab aligns text on the right of the tab stop. Text flows to the left.
  3. Center tabs aligns text at the middle of the tab stop. Text flows equally left and right with the tab stop being the center point.
  4. Decimal tab aligns numbers on their decimal point. Decimal tabs are useful when aligning a column of numbers to be totaled.
  5. Vertical line tab creates a vertical line at the designated tab stop. Vertical line tabs can be used to create lines down a page that are formatted with columnar text.

Left Click on the Tab area to change the tab type (every time you left click in this area it changes the tab type) Left Click on the area on the ruler to set the tab To remove a tab from the ruler place the mouse pointer on the tab to be removed. (Once a tab has been placed on the ruler, you can adjust the setting by dragging the tab to the new location.) Drag the tab down from the ruler into the document.    

Margins

The seven different margins are:

  1. Normal –The margins are set at 1 inch (top, bottom, left, and right.)
  2. Custom Margins –You can also set your own margins
  1. Narrow –The margins are set to 0.5 inch at the top, bottom, left and right. This can be used for content-heavy documents that need to be fitted onto one page, or internal documents that don’t need a letterhead, headers and footers.
  2. Moderate –The margins are set to 1 inch top and bottom, but the left and right margins are 0.75 inches. This is good for almost any internal reports that are not being bound, and is best used for documents that won’t be printed.
  3. Wide –The margins are set at 1 inch top and bottom but, left and right margins at 2 inches. A good use for this margin is when you are printing a report or document that will be bound.
  4. Mirrored – The margins are 1 inch at the top and bottom; 1.25 inches on the inside seam, and 1 inch on the outside. This margin setting is for documents that will be published in the style of a book, or will be folded vertically.
  5. Office 2003 Default – The margins are set to 1 inch at the top and bottom and 1.25 inches on the left and right Because many older printers were limited by the length of their ribbon and couldn’t print documents with narrow margins.

Apply or change the margins to documents by:

  1. Open the document you wish to modify
  2. Click on Page Layout
  3. Click on the down arrow under Margins
  4. Select one of the pre-existing margins or customize your own

Merging Documents

How to merge multiple Word documents into one:

  • Select Insert Tab
  • Click down arrow next to Object
  • Click “Text from File” from the dropdown menu
  • Select files to be merged into the current document

 By pressing and holding Ctrl you can select more than one document (Note: These documents will be merged in the order they were selected.)  

MetaData

Metadata is data about your document such as date created, author, and formatting.  Some assignments might require you to strip the metadata from your document.  To do this go to:

  • Select File Tab
  • Click Inspect Document

After the document is inspected it will give you the option to remove data from your document, such as document properties and personal information  

Password Protect and Encrypt a Document

These steps detail how to require a password to open a document, which also encrypts the file.

  • Open the document you want to protect
  • From the Word menu, click File
  • From the Info tab, select Protect Document/Encrypt with Password
  • Type in a password
  • Reenter password in the Confirm password window
  • Click OK
  • Save your document

Caution: If you lose or forget the password to your document, it cannot be recovered.     Removing Password Protection and Encryption from Document

  • Open the document you want to unprotect
  • From the Word menu, click File
  • From the Info tab, select Protect Document/Encrypt with Password
  • Select contents in Password area of dialog box
  • Press Delete key
  • Click OK
  • Press Esc
  • Save your document

Open and Save As PDF

  • Click File/Open
  • Select PDF you want to edit
  • Click Open
  • When you are done editing the PDF, click File/Save AS
  • Select PDF format from Save As Type dialog box
  • Save

Table of Authorities

TIP: Once you have completed your brief, make another copy of the document and highlight all of the authority contained within the document. Print that document containing the highlighted authority and use it as you create your Table of Authorities.  

  1. Mark citations to add to a table of authorities

Select the first citation in your document.

  • Press ALT+SHIFT+I
  • In the Selected Text box, edit the long citation as you want it to appear in the table of authorities.
  • In the Category box, click the category that applies to the citation.
  • In the Short citation box, edit the text so that it matches the short citation that you want Microsoft Word to search for in the document.
  • For example, enter “Kramer v Kramer.”
  • To mark a single citation, click Mark.
  • To mark all long and short citations that match those displayed in the Mark Citation dialog box, click Mark All.
  • To find the next citation in the document, click Next Citation.

If you later add more citations to a document, you can mark the additional citations by selecting the original citation, pressing ALT+SHIFT+I, and clicking Mark All.

  1. Insert the Table of Authorities
  • Click where you want to insert the table of authorities
  • Click on References
  • Click on Insert Table of Authorities
  • In the Category box, click the category you want to include in your table of authorities. To include all categories, click All.

TIP: If you add, delete, move, or edit a citation or other text in a document, you should update the table of authorities. For example, if you edit a citation and move it to a different page, you need to make sure that the table of authorities reflects the revised citation and page number. TIP: Don’t modify the entries in the finished table of authorities; if you do, your changes will be lost when you update the table of authorities.        

Table of Contents

Step 1: Create your Heading Styles

  • Select the Home tab
  • Click the dropdown arrow on the bottom right of the Styles Section
  • Click the button at the bottom, the one on the right, to open “Manage Styles”
    • Click the Recommend tab
    • Select those Style Headings that you want visible
    • Click the Show button

Mark your document:

  • Select text from your document
  • Apply Heading Style (i.e. Heading 1, 2, etc.)
  • Continue to select text and apply Heading Styles to all text that you want to appear in your Table of Contents

  Step 2: Insert Your Table of Contents

  • Create a separate page for the TOC by pressing Ctrl +Enter to insert a page break.
  • Click the References tab
  • Click the Table of Contents down arrow
  • Choose the style you want your TOC to look like

Step 3 Format your Table of Contents TIP: To change the formatting of the table of contents, you need to change the style for each level in the table of contents. This is separate from the styles that you applied to the headings in your document.

  • Click Reference Tab
  • Click the Table of Contents down arrow
  • Click Custom Table of Contents
  • Click Modify
  • Select TOC 1 (which is Heading 1)
  • Click Modify
  • Make formatting changes
  • Click OK
  • Repeat steps 4 and 5 for all the levels that you want to change
  • Update Table

Templates

Once you have all the formatting set for the document, you can create a template to retain your formatting. To create a template after you have set all the formatting:

  • Click the File tab menu
  • Select Save As
  • Select Browse
  • Enter a name for your template in the File Name box
  • Select Word Template (.dotx) in the Save As Type box
  • Click Save.

NOTE:  To use your template click:

  • File
  • New
  • Type in Name of Template

Track Changes

Turn on Track Changes:

  • Click the Review tab
  • Click the Track Changes button

After the Track Changes function is on, the Track Changes button becomes highlighted. As you type and edit, you see a red line appear in the left margin next to your text. This line indicates that you’ve made edits to see the actual edits, you show all markups in the document:

  • Click the Review button menu
  • Click on the dropdown arrow next to Simple Markup command
  • Choose the All Markup command

When All Markup view is active, edited text appears in a unique color. Deleted text appears with a line through it (strikeout). Added text appears underlined. The text color, strikethrough, and underline features are applied by Track Changes; they are not text-formatting features. Word continues to track changes and edits in your document until you turn off Track Changes.   Turn off Track Changes

  • Click the Track Changes button again
  • The color of the markup text you see depends on who is marking up the text. Marks from others appear in different colors, depending on who has edited the text
  • To hide the changes, choose the No Markup command from the Display for Review button menu. The changes are still being tracked, though they aren’t visible on the screen

To review changes throughout your document, use the Next and Previous buttons.

  • Click the Accept button to accept the change
  • Click the Reject button to reject the change

 Shortcuts/Tips and Tricks

  • Quick change case
    • Be anywhere inside the word
    • Select Shift & F3
  • Line spacing
    • Be anywhere inside the paragraph
    • Select Ctrl & 1 (single space)
    • Select Ctrl & 2 (double space)
    • Select Ctrl & 5 (space and one half)
  • Selecting Text
    • Place your mouse cursor close to the edge of your document until your mouse cursor looks like an arrow
    • 1 click (selects the line of text)
    • 2 clicks (selects the paragraph)
    • 3 clicks (selects the whole document)
  • Move Text instead of Cut and Paste
    • Select text
    • Press F2
    • Place cursor where you want the text
    • Press Enter key
    • Copy text without using Copy/Paste
    • Select text
    • Press Shift F2
    • Place cursor where you want the text
    • Press Enter key
    • Today’s date
    • Alt shift D
    • Format date from insert tab
  • Switch between documents
  • Ctrl & F6
  • Jump one paragraph up or down
    • Ctrl & arrow down/up
    • Deletes one word to the right or left
    • Ctrl & Delete  Ctrl & Backspace
    • Page Break
    • Shift & Ctrl & Enter

Spike

Use Spike when you want to take portions of text from a document(s) and paste it in to another Text that’s added to the Spike is cut from the document and there’s no limit to the number of entries that can be added. When the content of the Spike is pasted into a document, it’s done so in the order that it was spiked.   To add text to the Spike

  • Select the text and press [Ctrl]+[F3] simultaneously (this can be repeated as many times as required)
  • To paste the contents of the Spike back into a document, press Ctrl]+[Shift]+[F3]

Keep a Proper Name Together

For Example:  La Lumiere To keep this word together and not separate onto another line do the following:

  • Type La
  • Click [CTRL]+ [SHIFT] + space Type Lumiere

You will note the symbol between the two words where the space would be, indicating to Word to keep the two words together on the same line. (Show/Hide button must be on to see this)  

Open and Repair a Corrupt file

If your file might be damaged and you cannot open it by normal means, you may be able to recover it by the Open and Repair feature in Word.

  • File
  • Open
  • Browse to the file you cannot open and click on it 1 time (do not open it)
  • Click the down arrow next to the Open button
  • Select Open and Repair

Reveal Formatting in your document

It is extremely important to be able to see what formatting your document has, to enable you to troubleshoot such things as Headers/Footers, Section Breaks, and Page Breaks. Below are 2 ways to reveal the formatting in your document:

  • Shift F1 to show the Formatting Pane
  • Show/Hide Button (Located on the Home tab)