Archive for the ‘Word’ Category

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Word: Resize a SmartArt graphic or a chart

March 17, 2016

In more recent versions of Word, you can use commands on the Insert tab to add a chart or SmartArt. When these objects are inserted into your document, they automatically resize to fit the page width. However, you can’t resize them exactly the same way you can resize an inserted graphic. You know if you’ve got one of these objects because when you click on them, you get a thick border around them (graphics have a very thin border), as shown below.

word_chart01

Below are some of the methods you can use to resize one of these SmartArt or chart objects. Choose the method that best suits your way of working.

Method 1: Drag a handle

The simplest method is to click on a ‘handle’ indicated by the three dots on the sides and corners of the object, then drag the handle in or out to resize the object. I’ve circled the handles in red on the image below.

NOTES:

  • Drag a corner handle to keep the height and width in proportion.
  • Drag a side handle to make the object wider or narrower while maintaining the height.
  • Drag a top or bottom handle to increase or decrease the height while maintaining the width.
  • This method is not exact, and depends on your skills with the mouse.

word_chart01a

Method 2: Resize by percentage or value

This method is more exact and doesn’t rely on fine motor skills with a mouse. It’s similar to a method you can use to resize a graphic, but the options are harder to find.

  1. Right-click on the object’s border.
  2. Select More Layout Options.
    word_chart02
  3. On the Layout window, select the Size tab.
    word_chart04
  4. Either adjust the absolute height and width, OR the scale.
    • My preference is Scale, as you can enter a percentage to increase or decrease the size by. To keep the proportion, either make both percentages the same, or select the Lock Aspect Ratio check box, then just change one of the percentages — the other will automatically adjust.
  5. Click OK.

Method 3: Resize by percentage or value (ribbon)

This method is very similar to Method 2, except for how you get to the Layout window.

  1. Select the object to display the SmartArt Tools ribbon.
  2. Select the Format tab on the SmartArt Tools ribbon.
  3. Click Size on the far right of the ribbon.
  4. Although you can specify exact measurements on the fly-out ‘menu’, if you want to specify a percentage, click the tiny icon in the lower right corner (I’ve circled it in red in the image below).
    word_chart03
  5. This opens Size tab on the Layout window.
  6. As for Method 2 above, either adjust the absolute height and width, OR the scale.
  7. Click OK.

 

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PowerPoint: Link to a specific place in a Word document

March 14, 2016

I’m doing a presentation at a conference later this month. As I’m a Windows and Microsoft Office user, the presentation will be in PowerPoint, but I’ll be demonstrating some things in Microsoft Word.

I know how to create a link to my example Word document (see Create a standard hyperlink to a Word document below), but I want to link to a specific place in the document. In PowerPoint 2013, a standard link to a Word document opens the document at the top of the first page — every time. At various stages in my presentation, I want it to open to specific places so I can demonstrate the function I’m talking about and not waste time scrolling to that location.

Off to the internet, where after quite a bit of searching I found an answer for another application, but it works beautifully for my circumstances with Word and PowerPoint too.

Before you start

  • I strongly recommend that you put the Word document into the same folder as the PowerPoint presentation. That way, you just move the whole folder to your thumb drive/laptop and the two documents will maintain their links.
  • If you want to use an image for the link (e.g. the word ‘Demo’ in a starburst shape), either create it outside PowerPoint, or insert a PowerPoint shape (Insert > Shapes) on one slide and style it how you want (outline and fill color, shadow, etc.) — you can then copy that shape to other slides and change the hyperlink destination as required.

Create a standard hyperlink to a Word document

Note: This standard hyperlink will only open your Word document at the beginning. To open to a specific place, do the steps below AND all the steps in the Link to a specific place… subsection.

  1. Open your PowerPoint presentation and go to the slide where you want to add the link.
  2. Optional: Insert an image for the link (see Before your Start above), then select it.
  3. On the Insert tab, click Hyperlink.
  4. Settings:
    • Link to: Existing File or Web Page
    • Look in: Current Folder (see Before you start above)
  5. Select the Word document you want to link to from the folder — the file name goes into the Address field.
  6. Click OK.
  7. Test your presentation to make sure the link works as you expect.

word_ppt01

Link to a specific place in the Word document

  1. Open the Word document you want to link to.
  2. Insert your cursor where you want it to open.
  3. On the Word ribbon, go to the Insert tab, then click Bookmark.
  4. Type a name for the bookmark — no spaces, no punctuation characters (e.g. DemoPassive). (Hint: Copy this name as you’ll use it in step 8 and it must be exact.)
  5. Click Add.
    word_ppt02
  6. Save the Word document.
  7. Open the PowerPoint presentation and add a hyperlink to the Word document (as per steps 1 to 5 in the Create a standard hyperlink to a Word document above).
  8. At the end of the file name, add a hash symbol followed immediately by the bookmark name you added at step 4 (e.g. <filename.docx>#DemoPassive). DO NOT add any spaces and make sure the bookmark name is exactly as you typed in step 4; if you copied it at step 4, paste it after the hash symbol.word_ppt03
  9. Click OK to save the hyperlink.
  10. Save your PowerPoint presentation.
  11. If you need to add links to other specific places in the Word document in other slides, repeat the steps above for each new location. (Hint: If you want to use the same location for different slides, copy the hyperlinked image to those other slides.)
  12. Test your presentation to make sure the links work as you expect.

Related

[Link last checked June 2016]

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Word: Find and highlight multiple words at once

November 6, 2015

This is a variation on the multiple find/replace macro covered here: https://cybertext.wordpress.com/2015/03/03/word-macro-to-run-multiple-wildcard-find-and-replace-routines/. I suggest you read that post first (and test it) before attempting this one. This post assumes you can already do what’s in that earlier post.

Scenario

The scenario for this one is a little different — the author wanted to find various words in a document and highlight them for probable change. As there were MANY documents she had to process, she needed an easy way to find these words and highlight them. She didn’t want to change them at this stage. The words related to project names, company names, facility names, document number prefixes, etc. One project’s documents were to be the basis of a set of documents for another project in the same company, so one of the tasks was to ‘personalize’ the copies of the original project’s documents with the names used by the new project.

Solution

Although there may be several ways you can do this, I decided to stick with what I already knew. I figured that using a variation of the ReplaceTableWithList macro (as discussed here: https://cybertext.wordpress.com/2015/03/03/word-macro-to-run-multiple-wildcard-find-and-replace-routines/) and a new table called by that macro variation should solve it. And it did.

Step 1: Create your find/replace table

  1. Start a new Word document, and create a two-column table in it.
  2. In the left column, type in the words/phrases you want to find, each on a different row.
  3. In the right column, type \1. (This means that the wildcard find/replace will replace what was found with itself — remember, you’re only trying to identify the words that *may* need changing at this point, not changing them.)
  4. Save the document to this folder, noting the name of the file as you’ll need that later:
    C:\Users\<your_username>\AppData\Roaming\Microsoft\Word\STARTUP.

Step 2: Set up the macro to work with the table

Add the macro below to an existing document, or better, an existing template, or even better, a central macros template that loads whenever you open Word.

Once you’ve added it, change the line that starts with sFname and has the file path — that path points to MY file on MY computer. You need to change it to YOUR file name and YOUR file path.

NOTE: Copy all the code below to the clipboard — it goes off the page, so don’t type it out as you’ll miss some of it or could make a typo.

Sub ReplaceFromTableListName()
' from Doug Robbins, Word MVP, Microsoft forums, Feb 2015, based on another macro written by Graham Mayor, Aug 2010
Dim oChanges As Document, oDoc As Document
Dim oTable As Table
Dim oRng As Range
Dim rFindText As Range, rReplacement As Range
Dim i As Long
Dim sFname As String
'Change the path in the line below to reflect the name and path of the table document
sFname = "C:\Users\rhonda\AppData\Roaming\Microsoft\Word\STARTUP\find_and_replace_routines_names_macro.docx"
Set oDoc = ActiveDocument
Set oChanges = Documents.Open(FileName:=sFname, Visible:=False)
Set oTable = oChanges.Tables(1)

' Make sure highlight is set to the colour you want, e.g. wdYellow, wdBrightGreen, wdPink, wdTurquoise
Options.DefaultHighlightColorIndex = wdTurquoise

For i = 1 To oTable.Rows.Count
 Set oRng = oDoc.Range
 Set rFindText = oTable.Cell(i, 1).Range
 rFindText.End = rFindText.End - 1
 Set rReplacement = oTable.Cell(i, 2).Range
 rReplacement.End = rReplacement.End - 1
 Selection.HomeKey wdStory
 With oRng.Find
 .ClearFormatting
 .Replacement.ClearFormatting
 .MatchWildcards = True
 .Text = rFindText.Text
 .Replacement.Text = rReplacement.Text
 .Replacement.Highlight = True
 .Forward = True
 .Wrap = wdFindContinue
 .Execute Replace:=wdReplaceAll
 End With
Next i
oChanges.Close wdDoNotSaveChanges
End Sub

Step 3: Test that it works

After setting up the ReplaceFromTableListName macro (above), run it on a test document — copy an existing document and test on the copy to make sure you don’t mess up anything.

NOTES:

  • If you get an error message, check that you have the correct file name and path in the macro, AND check that your Word document containing the table that’s called by the macro has no empty rows.
  • If none of the words in your table get highlighted in your document on the first pass, select a highlight colour from the Home tab as though you were going to highlight manually, then run the macro again.
  • If some words are missed, check the table containing them — if a word has an initial capital in the table, but not in the document you are searching (e.g. in a URL), then the macro won’t highlight it. For words that could be capitalized in various ways, either add new lines for each variation, OR search for the part of the word you know won’t be capitalized (e.g. if you were searching for ‘Amazon’, then change the search term in the first column to ‘mazon’ to pick up the word whether it has an initial cap or not).
  • Some areas of your document won’t get highlighted, even if they contain the words you’re looking for — e.g. headers and footers, text boxes. You’ll have to check for these manually.

My author was VERY happy — she had something that only took a few seconds to run and highlighted all the various words she needed to look for.

[Links last checked November 2015]

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Word: Draft view icon missing in Word 2013

September 28, 2015

More on the Microsoft giveth and taketh away theme…

This time, the Draft View icon on the status bar. It’s completely gone in Word 2013. Sometimes I wonder if Microsoft ever polls its users, particularly its power users and those who work in the program all day, every day.

I used the Draft View icon regularly, especially when checking the styles used in a document (see https://cybertext.wordpress.com/2010/05/19/word-display-styles-for-each-paragraph/).

You can get to Draft view now only via the View tab.

Of course, if you use the Quick Access Toolbar, you could always add the Draft icon to that (see: https://cybertext.wordpress.com/2014/07/15/microsoft-office-quick-access-toolbar-productivity-benefits-how-to-customize-it/)

[Links last checked September 2015]

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Word: Browse Object icon missing in Word 2013

September 25, 2015

One of the annoyances I’ve discovered in Word 2013 is the complete absence of the Browse Object icon. Microsoft giveth and Microsoft taketh away! Any power user of Word was likely familiar with the Browse Object button — it was very handy for quickly jumping to places within your document. (See this blog post for how it worked prior to Word 2013: https://cybertext.wordpress.com/2010/02/01/word-jumping-to-next-table-graphic-or-field/)

Sure, you can use F5 to jump to certain places, but that Browse Object button was quicker and easier to use.

Despite its loss, there’s another way you can browse certain objects, and that’s from the Navigation pane that you open using Ctrl+F (or View > Navigation Pane).

When you’re on the Navigation pane, click the magnifying glass icon to display other Find options such as Graphics, Tables, Equations, Footnotes and Endnotes, and Comments.

Navigation pane has an option under the magnifying glass for finding types of objects in your document

Use the up/down arrow icons to go to the next/previous object for the Find type you selected, or click the yellow highlighted section to go to the section where the next object of that type is located.

Use the up/down arrows to go to the next object, or click to sections with the yellow highlight

[Links last checked September 2015]

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Word: Track Changes settings

September 24, 2015

The track changes settings in Word 2013 have changed in several ways. This blog post describes some of those changes, and some recommended best practices. All track changes options are on the Review tab.

Track Changes button

This button is now divided in two, though it’s not obvious as there’s no dividing line. Click the top half of this big button to turn track changes on and off; click the lower half to open a submenu for turning track changes on and off (again!) and for locking track changes so that others can’t delete them.

Display for Review options

In previous versions of Word, the view markup options were Final: Show Markup (now Simple Markup and All Markup — see below for differences); Final (now No Markup); Original: Show Markup (no longer available); and Original (same).

From my testing, the difference between Simple and All Markup is whether or not the changes are shown:

  • With Simple Markup, you just get a vertical line to the side of the text (on the left for a left page; on the right for a right page if you have different left and right page layout) that tells you there’s one or more changes on that line or lines. In my testing this line was red. You don’t know what the changes are — you just know that there are some insertions, deletions, or moves. The text shown is with the changes applied.

How Simple Markup lines are shown

  • With All Markup, you get a vertical line on the side (gray for the same document), plus you can see the change that’s been made. This is the same as the previous Final: Show Markup, but with a thicker (more obvious) vertical line.

How All Markup lines are shown, as well as the change

Show Markup and Reviewing Pane options

Seem to be the same as in previous versions of Word; however, Reviewers under Show markup is now Specific people.

Track Changes settings

In earlier versions of Word, you clicked the little drop-down arrow on the big Track Changes button to open the submenu that got you to the settings. That’s gone. In its place is a dialog launcher button at the bottom right corner of the Tracking group.

Dialog launcher in tracking group takes you to the track changes settings

Clicking the dialog launcher opens the Track Changes Options window. Be careful with this window — it does what it says but NOT what you might assume it does. The check boxes on this window function the same as the Show Markup options on the ribbon. Don’t assume that turning off Formatting here, for example, turns off track formatting — it doesn’t (yes, I got caught with this…). It only stops formatting changes from showing. Formatting is still tracked! To turn off track formatting and adjust other settings, you have to go a step further…
Track Changes Options window

To turn off track formatting and adjust other settings, click Advanced options on the Track Changes Options window. The Advanced Track Changes Options window opens, showing the familiar window you probably know from previous versions of Word. It’s here that you turn off track formatting, etc. All these settings seem to be the same as in previous versions, though arranged slightly differently.

Advanced Track Changes Options window

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Word: Applying a template to a new document doesn’t transfer Heading styles

September 23, 2015

This blog post is about a glitch with outline numbered headings I found in Word 2013. It works fine in Word 2010.

Scenario

You open a new blank document, then decide to apply a particular template’s styles to that document. All the styles come through fine, except the outline numbered Heading styles. The template uses multilevel outline numbering Heading styles, but none of the numbers come through.

NOTE: If you start a new document based on the template, you get all the numbered Heading styles as expected; this post is only about the scenario where you start a blank document, and then apply the template to it.

Solutions

Method 1: Start the new document based on the template

This option is best for a new document, not one you’ve already started (unless you’ve only added a few words, in which case start again using this method). If you’ve already started your document and are well into it, then use Method 2 below.

  1. Go to File > New then click Shared. (See the Note below)
  2. Select the template to base this document on.
  3. Off you go!

Note: See this blog post for how to tell Word where your templates are and how to select them easily: https://cybertext.wordpress.com/2015/09/22/word-finding-your-own-templates/.

Method 2a: Attach the template and apply its styles to the new document

First, you have to attach the template to your new document and apply the styles. This will get most of them. If you’re using outline numbering and the numbering doesn’t come across, then follow the steps in Method 2b. If you’re not using outline numbering for headings, then ignore Method 2b.

  1. Make sure the Developer tab is visible (File > Options > Customize ribbon then click the Developer check box in the panel on the right side).
  2. On the Developer tab, click Document Template.
  3. Click Attach.
  4. Select the template, then click Open.
  5. Select the Automatically update document styles check box, then click OK.
  6. On the Developer tab, click Document Template again.
  7. Clear the Automatically update document styles check box, then click OK. Yes, you MUST uncheck it after you’ve applied the template.

The document should now have all the styles available to you that are in the template.

If you’re using outline numbered headings and the numbers haven’t come across, follow the next set of steps.

Method 2b: Copy the numbered Heading styles from the template to the current document

NOTE: There’s a new feature in Word 2013 — the Design tab. I found that this worked — to a degree. BUT, and it’s a big BUT, the outline numbering clobbered the Bullet styles! So I don’t recommend resetting the styles from the template using the Design tab.

Let’s do it the way that I know works, and that doesn’t clobber any other styles.

  1. Attach the template and apply its styles (see Method 2a above).
  2. Open the Styles pane (Ctrl+Shift+Alt+S).
  3. At the bottom of the Styles pane, click on the Manage Styles icon (third from the left at the bottom).
  4. Click the Import/Export button at the bottom left of the Manage Styles window.
  5. On the Organizer window, go to the right side and click the Close File button to close Normal.dotm. DO NOT click the Close File button on the left.
  6. Still on the right side of the Organizer window, click Open File.
  7. Choose your template. The styles from your template populate the right side of the Organizer window.
  8. On the right side, select your heading styles (e.g. Heading 1 to Heading 5, if they’re your outline numbered heading levels as defined in your template). Use Click+Shift to select multiple styles.
  9. In the middle of the window, click Copy to copy these styles into your current document (i.e. the left side).
  10. Click Yes to all to overwrite the styles that have the same name in the current document.
  11. Click Close.
  12. You may have to adjust your tab indents for the outline numbered Heading styles (see the NOTE below).

NOTE: In my testing, although the outline numbering came across, the tab and hanging indents weren’t quite right and I had to modify those in the Styles pane. This was a simple task that took a minute or so for all five heading styles — and is MUCH quicker and less stressful than trying to set up your multilevel outline numbered headings again!