Office cheat sheets – Modern workplace training
The Templates group lets you switch document templates and other add-ins. Collaborate in Word. Free Cheat Sheets. Visit Page. Learn to find your way around Microsoft Word and get the most out of its features.
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Word has always been the workhorse app of the Microsoft Office suite. Nearly everyone who uses Office ends up using Word at some point, whether it be for writing memos, typing up agendas, creating reports, crafting business correspondence or any of a thousand other uses.
When you purchase a perpetual version of the suite — say, Office or Office — its applications will never get new features, whereas Office apps are continually updated with new features. This cheat sheet gets you up to speed on the features that were introduced in Word and Word , the perpetual-license versions of Word included with Office and Office , respectively. In Office , Word has all those features, plus several more.
If you or your organization has an Office subscription, see our separate Word for Office cheat sheet for coverage of all the latest features. Most of the tips in this article apply to both Word and Word for Windows. Near the end is a section for Word only. But if you need a refresher, see our Word cheat sheet. Just as in Word , the Ribbon in Word and is flatter-looking, cleaner and less cluttered than the one in Word and The and Ribbon is smaller than in Word , the title bar is now solid blue rather than the previous white, and the menu text File, Home, Insert and so on is now a mix of upper- and lowercase rather than all caps.
There are other minor changes as well — for instance, the old Page Layout tab is now called just Layout — but the Ribbon still works in the same way and you’ll find most of the commands in the same locations as in Word To find out which commands live on which tabs on the Ribbon, download our Word and Ribbon quick reference.
Also see the nifty new Tell Me feature described below. Just as in earlier versions of Word, to make the commands underneath the tabs on the Ribbon go away, press Ctrl-F1.
To make the commands appear again, press Ctrl-F1. Note that the Ribbon tabs — File, Home, Insert and so on — stay visible. To get to them, click the Ribbon display options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing Word. A drop-down menu appears with these three options:. And if for some reason that blue on the title bar is too much color for you, you can turn it white or gray.
To make the title bar blue again, choose the Colorful option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar.
Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business. You’ll be able to see at a glance which is which. The biggest feature launched with Word is live collaboration that lets people work on documents together from anywhere in the world with an internet connection, a feature that Google Docs has long had.
However, while Office subscribers or anyone using Word or Word Online can see the changes that other users of those versions make to a shared document in real time as they happen, Word users have to save their documents periodically to see and share changes. Still, it does allow you to work with others on the same document at the same time.
To collaborate on a document, first open it, then click the Share icon in the upper-right part of the screen. Clicking the Share button opens the Share pane on the right-hand side of the screen — this is command central for collaboration.
At the top of the pane, type in the email addresses of the people with whom you want to collaborate on the document, separated by commas. As you type, Word looks through your address book and displays the matches it finds; click the person you want to invite.
After you enter the addresses, select either “Can edit” or “Can view” in the drop-down to allow collaborators full editing or read-only privileges. Type a message in the text box if you want. Your collaborators get an email message like this when you share a document. Click image to enlarge it. Then copy the link, paste it into an email using any email program, and send it.
When your recipients receive the email from you, they click a button or link to open the document, which opens in Word Online in a web browser rather than in the Word desktop client.
At this point, they can view the document but not edit it. Logged in users will see an Edit Document menu, from which they can choose Edit in Word to open the file in the client version of Word, or Edit in Browser to work in the free web version.
But for basic editing, it works fine. When collaborating in Word , you must save the document to see changes made by others highlighted in green and to share your changes with them. When you’re working on a document in Word with other people in real time, each person gets a cursor with their own unique color. You can see what they do as they do it, including deleting, editing and adding text. They see what you do as well. Be aware that how well real-time collaboration works depends on the strength of your internet connection.
The Share pane shows a list of people who have access to the document, with a note underneath their name indicating if they are currently editing the document, and if not, whether they have editing or viewing access. Right-click the icon of anyone currently working on the document and click Open Contact Card; a screen pops out with the various ways you can contact them, including chat, phone and video via Skype if they have Skype and email. That lets you talk or text with them while you’re working on the document together, making collaboration that much more effective.
Click the icon of someone working with you on a document to see other ways you can contact them. Although live collaboration is the biggest addition to Word , there are several other new features as well. Click the task you want to get instructions on how to do it.
And it remembers the features you’ve previously selected in the box, so when you click in it, you first see a list of previous tasks you’ve searched for. That way, tasks that you frequently perform are always within easy reach. Here are the latest Insider stories. More Insider Sign Out. Sign In Register. Sign Out Sign In Register. Latest Insider. Check out the latest Insider stories here.
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– Word cheat sheet: Ribbon quick reference | Computerworld
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Columns are visible only in Print Layout view. Once you enable columns, you must stick with the columnar flow. When you need to align text across the page from column to column in parallel format use tabs or a table. When you enable columns, Word will automatically guide your text into columnar format. If the text already exists, the technique is the same.
However, you must select the text first as shown in Figure A. Then, using the instructions given in the introduction, select the number of columns you want.
Figure B shows the results of dividing the existing single column of text into two columns. Columns usually make content more readable because of the shorter lines. You can also use a smaller font than you might ordinarily use. That means you can fit more content on a page using columns. The type of document will determine the number of columns and whether columns are equal in width. However, the general run allows between 40 to 60 characters per line. Any more or less makes the document less readable.
The spacing between columns is the gutter. In Word , choose Columns from the Format menu. Many options are available via the Columns dialog shown in Figure C. To access it, click inside a multi-column section and double-click the gutter space in the horizontal ruler displayed at the top of the page shown in Figure E. To create columns of equal width and gutter space check the Equal Column Width option in the Columns dialog at the bottom of the Width And Spacing section.
Word will adjust the other settings accordingly. Doing so will position the cursor at the top of the next column, leaving the remainder of the current column blank, as shown in Figure F. A column break positions a hard break at the inserted location and pushes remaining text to the top of the next column.
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