Word cheat sheet: Ribbon quick reference | Computerworld.Word cheat sheet | Computerworld
The buzz today may be all about Office for Windows, which is due to be released this fall, but many business users are still getting acquainted with Office and will continue to use it for some time.
Use this Word cheat sheet to help take advantage of all it has to offer. Your copy of Word may have been purchased as standalone software or as part of an Office subscription.
For the purposes of this story, that doesn’t matter; all tips herein apply to whatever version of Word you’re using. Note that this cheat sheet focuses on what’s new in Word , rather than what has stayed the same from previous versions. If you’re looking for help getting up to speed on the basics, such as how to work with the Ribbon interface, check out our Word cheat sheet. The most obvious change in Word is its overall look. Even though Word is a traditional desktop app, Word ‘s style follows the basic guidelines that Microsoft has set for its so-called Windows apps formerly called Metro or Modern apps that debuted with Windows 8.
The Ribbon is now flat instead of three-dimensional, as are all dialog boxes and screens. Beyond the basic look, though, the Ribbon behaves as it did in Word , with a couple of enhancements that we’ll get to later. If you’re using a touch-based device, you can change Word’s interface slightly to make it easier to use. On your touch-based device, click or tap the small icon of a hand with an upright index finger that’s on the top left of the screen and you’ll be able to choose between a mouse-based or touch-based interface.
The mouse-based interface is the default. In the touch-based interface, the icons on the Ribbon are enlarged and there is more space between them, making it easier to tap the one you want without accidentally tapping another.
On top is what the Ribbon looks like using the traditional mouse-based interface. On the bottom is the Ribbon in the touch-based interface — notice the larger icons and more space between them. Click image to enlarge. Like Windows 8 and 8. It’s simple and straightforward to use. The left-hand side of the screen is given over to a list of the most recent documents you’ve worked on.
Click any to open them. To open a different document, click “Open Other Documents” down at the bottom left of the screen. Word ‘s new Start screen lists documents you’ve recently opened, and shows thumbnails of templates you might want to use when creating a new document.
The main part of the screen, on the right, is taken up by more than two dozen templates for creating new documents — everything from simple, straightforward, single-spaced basic documents to flyers, party invitations, brochures and business cards.
Click any and you’ll come to a screen with a basic description of the template, along with its average user rating. Click Create to use the template. Not happy with the templates you see? Microsoft has a sizable template repository with plenty more.
Up at the top of the screen, type in what you’re looking for — for example, “letters,” “resume” and so on. You’ll come to a list of templates that match your search. Click one and you’ll see the same kind of screen that you do when you use a template from the Start screen. As with those templates, click Create to use it. Note that the templates — both those listed on the Start screen and those you search for — aren’t on your local machine.
They’re on a Microsoft template repository. So when you choose one, you’ll first download the template before you use it. The download size is listed on the template’s description screen. Incidentally, if you hate the Start screen, you can easily get rid of it.
The Ribbon has largely stayed the same from earlier versions of Word, but there’s a very nice new addition to the right of the Insert tab: the Design tab. This tab gives you, in one location, access to the most important ways you can change a document’s design. You can choose from a variety of pre-designed templates with different title and heading sizes, paragraph formatting and so on. There’s also a new set of themes you can apply to your document that include different font styles, sizes and colors.
From the Design tab you can also customize colors and fonts, adjust paragraph spacing, add watermarks, change the page color and page borders, and more. Each theme and template has a thumbnail, so you have a good sense what you’ll be getting before you make your choice. When you click a thumbnail, the changes are immediately applied to your document. In this way it’s simple to click through many of them until you find the one you want. Word ‘s new Design tab lets you easily set the styles for your document.
Note that if you’re working on a. It’s simple to convert a. You use Word not just to create documents, but to read them as well. And to make that more pleasurable both on traditional computers and tablets, Word introduces Read Mode, which displays documents and eliminates distractions, including most of the Ribbon.
In Read Mode, you’ve got a largely clutter-free screen — although as you’ll see, there are a few tools that have been put within easy reach. You can’t edit documents in Read Mode; as the name implies, you can only read. The Ribbon vanishes and your document is put into a two-column view.
Arrows appear on each side of your screen. Click or tap them to move through the document in either direction. If you’ve got a touchscreen, you can also swipe in either direction. In Word ‘s Read Mode, you can focus on reading your documents, with distractions such as the Ribbon put away.
Not all menus and controls vanish with Read Mode, however. On the upper-left of the screen, there’s the File menu, the Tools menu and the View menu. Select File to go to Word’s usual File menu. Tools lets you search within the document or do a Bing search.
The Tools menu also lets you undo changes you’ve made in a document. The View menu gives you several options, including putting the document back into normal Edit Mode, changing the layout of the screen you can switch between two columns and one column , changing the column width and page color, displaying comments if someone has commented on the document, and turning on and then off Word’s navigation pane.
On the upper-right of the screen are the usual icons for minimizing and maximizing windows, as well as for closing Word. But there’s a new one as well, the leftmost one, which looks like a rectangle with a bracket at each corner. Click it and the File, Tools and View menus disappear, and so does Word’s usual toolbar across the bottom of the screen, which controls making text larger and smaller, changing the layout view and so on.
In essence, it’s Read Mode on steroids — no controls and menus at all. To get the menus and controls back, click the three dotted lines that appear when you put Read Mode into this look-Mom-no-menus mode. Read Mode includes a handy zoom feature. Right-click a table, chart or graphic, and you can zoom in on it — even all the way so that it fills the entire screen.
I’ve found it quite useful for examining detailed information in a table. In Office , Microsoft finally got around to integrating the Office applications to its SkyDrive cloud-based storage service, which it has since renamed OneDrive.
No longer will you have to fiddle to get them working together properly. Right on installation, everything works. In case you’re not already a OneDrive user, here’s a bit of background: It’s a cloud-based storage service that automatically syncs files between your local devices and the cloud. Note that if you installed SkyDrive before it was renamed to OneDrive, there’s a possibility that it still might be called SkyDrive in your folder structure.
You work on a file locally, save it locally and from there it syncs to your cloud-based OneDrive account. That cloud-based account then syncs the files to any other devices on which you have OneDrive installed. So when you save a file to your local OneDrive folder, it ends up syncing to them all. When you make changes to documents this way, it also syncs to any devices on which OneDrive is installed.
Using OneDrive with Word is straightforward. So you can create folders, subfolders and so on underneath it, and those will get saved locally and to OneDrive in the cloud as well. Open files as you would any other, by heading to the folder. That’s not to say that you won’t get confused by OneDrive, because you well might. That means you may end up storing some files in your OneDrive folders and others in your normal Documents or My Documents folders, which can be immensely confusing.
Only the files in the OneDrive folders will sync. What to do? You can simply copy over all your existing files and folders to the OneDrive folder, and at that point, you’ll have only one folder structure and everything will sync.
There’s another solution as well. Right-click the OneDrive folder and select “Include in library” and then choose the library in which you want your OneDrive to appear — for example, Documents. You can also choose to create a new library, and have it appear in that new library. From now on, when you open that library, OneDrive will appear underneath it. Note that OneDrive and its files actually stay in its original location, and it continues to sync as always.
In essence, by telling OneDrive to show up in Documents, you’ve created a shortcut to it there. Those who use Word’s markup tools for working with others will be quite pleased at some extremely useful changes to the way that you can collaborate with others on a document using Word’s markup features.
I particularly welcome a feature that lets you lock Track Changes mode, so that once you’ve put a document in that mode it can’t be taken out of it unless someone has a password that you’ve created. From that point on, only someone with that password can turn off Track Changes.
There are other useful changes to commenting and tracking as well, aimed at simplifying the commenting and editing process.
One of the more confusing things about comments in previous versions of Word is that it can be extremely confusing to follow a series of related comments, because there’s no single thread to follow.
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Right-click the OneDrive folder and select “Include in library” and then choose the library in which you want your OneDrive to appear — for example, Documents. Course Price View Course.