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Last updated
This article is based on legacy software.
Rather than performing calculations by hand, you can do basic calculations within your Word table. If your table contains several calculations, a worksheet like Excel may be a better option. The same principles of doing calculations in worksheets are used in Word. Instead of entering the actual value you want to use for the calculation, you will be referring to the cell containing the value. The cell reference is in the form of “Column ID, Row ID.” The columns are referred to by letters starting at “A.” The rows are referred to by numbers starting at 1. The first cell of the table (i.e., first column, first row) is referred to as A1.
This document explains how to use calculations within tables.
Formula Examples
Like pressing addition or multiplication keys on a calculator, you need to designate the appropriate actions when writing formulas. These actions are referred to as operators; the following comprise the basic formula operators:
Addition
+
Multiplication
*
Subtraction
–
Division
/
The following table is an example of a completed travel budget that may be included in a proposal for attending a conference. Following the first table is a description of the formulas used to perform the calculations within the table (indicated by the gray shading).
Formula for Actual Formula About the FormulaHotel
=69.95*3
Computes the total cost for the hotel stay by multiplying 69.95 by 3
Meals
=50*4
Computes the total cost of the meals by multiplying 50 by 4
Total Conference Budget
=sum (above)
Calculates the total of the costs by adding the values above the formula (B2 through B6)
Department Contribution
=b6-b7
Calculates the department contribution by subtracting the grant request from the total conference budget
Inserting Formulas
To insert a formula, determine the values or cell references required for the formula and then follow these instructions:
Place your insertion point in the cell where you want to place the formula
From the Table menu, select Formula… The Formula dialog box appears. HINT: Similar to Excel, based on the numbers in the table and the location of the cell in which you want to place the formula, Word will guess what type of formula you may want (e.g., to add all cells to the left of the formula,=SUM (LEFT) may be placed in the Formula text box).
In the Formula text box, type the desired formula
If necessary, from the Number format pull-down list, select the desired format for the result
Recalculating Formulas
To update values in a table, recalculate the formula(s) using one of the following methods.
Recalculate the Value of an Individual Cell: Keyboard Option
Windows only:
Place your insertion point in the cell, before the numerals
Press [ F9]OR Press [ Alt] + [ Shift] + [ U] The formula is recalculated.
Recalculate the Value of an Individual Cell: Mouse Option
Place your insertion point in the cell, before the numerals
Recalculating the Values of the Entire Table
Windows:
Place your insertion point within the table
From the Table menu, select Select ” Table The entire table is selected.
Press [ F9]OR Press [ ALT] + [ Shift] + [ U] All formulas are recalculated.
Macintosh:
From the Edit menu, select Select All
(Archives) Microsoft Word 2003: Paragraph Formatting Options Mac
This article is based on legacy software.
This document will help you to use paragraph formatting options to achieve the look that you want for your document.
Adjusting Paragraph Alignment
Word paragraphs can be aligned with the left or right margin, centered between the two margins, or justified. To adjust alignment, use the Paragraph dialog box, the Formatting Palette, or the keyboard. Instructions for all three methods follow.
Adjusting Paragraph Alignment: Paragraph Dialog Box Option
Select the paragraph(s) you want to adjust
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
From the Alignment pull-down list, select the desired option
Adjusting Paragraph Alignment: Formatting Palette Option
To display the Formatting Palette:
From the View menu, select Formatting Palette The Formatting Palette appears.
To adjust the alignment:
Select the paragraph(s) you want to adjust
Adjusting Paragraph Alignment: Keyboard Option
Select the paragraph(s) you want to adjust
Press the appropriate keyboard shortcut
Alignment Shortcut Left [command] + [L] Center [command] + [E] Right [command] + [R] Justify [command] + [J]
Adjusting Line Spacing
Instead of pressing extra returns at the end of each line of text, you can add space between lines by adjusting the line spacing. This is a more efficient and precise way of adding white space.
Place your insertion point in the paragraph
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
Under Spacing, from the Line spacing pull-down list, make the desired selection NOTES: Options include Single, 1.5 lines, Double, At least, Exactly, and Multiple. The At least, Exactly, and Multiple options require that you enter the amount of space between lines in the At text box.
Adjusting Paragraph Spacing
Instead of pressing extra returns, add additional space before and after paragraphs by adjusting the paragraph spacing. This can be especially useful when you do not want a blank line the same height as the text.
To display the Formatting Palette:
From the View menu, select Formatting Palette The Formatting Palette appears.
To adjust the spacing:
Select the paragraph(s) you want to adjust
From the Formatting Palette, under Alignment and Spacing, under Paragraph Spacing, in the Before and After text boxes, type or use the nudge buttons to select the desired spacing value
Working with Indents
Rather than tabbing in the first line or every line of a paragraph, you can create an indent, an amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or the margins for the entire document. If you are setting margins for the entire document, refer to Adjusting Your Document’s Margins.
Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right. Paragraph indents can be set using the Paragraph dialog box or the Ruler.
Working with Indents: Paragraph Dialog Box
Place your insertion point in the paragraph you want to adjust HINT: If you are adjusting more than one paragraph, select all the paragraphs you want to apply the change to.
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
Under Indentation, in the Left and Right text boxes, type the desired measurements (in inches)
If you want a different indent for the first line, from the Special pull-down list, select First line or Hanging
If you selected a first line or hanging indent, in the By text box, type the amount of space for the indent The amount of space is measured in inches.
Working with Indents: Ruler
Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.
Tab Type
Appearance of the Ruler
Appearance of the Text
Normal Indent A Normal Indent looks like this Hanging Indent A Hanging Indent looks like this First Line Indent A First Line Indent looks like this
To set the indent:
If the Ruler is not displayed, from the View menu, select Ruler
Place your insertion point in the paragraph you want to adjust HINTS: If you are adjusting more than one paragraph, select all the paragraphs you want. For information on the different types of indents, refer to Working with Indents.
(Archives) Microsoft Word 2007: Using Find And Replace
This article is based on legacy software.
Finding Text
Word allows you to find specific text in a variety of ways. You may choose to view each occurrence of the text individually, see all occurrences selected at once, or highlight all occurrences even after the Find and Replace dialog box is closed.
Accessing the Find and Replace Dialog Box
To find text, you must first access the Find and Replace dialog box.
Finding Individual Occurrences
Access the Find and Replace dialog box
In the Find what text box, type the text you want to search for
To find more occurrences of the text, repeat step 4 NOTE: When Word has shown you every occurrence of the text, a dialog box will appear with the message “Word has finished searching the document.”
Finding All Occurrences
This option will highlight all occurrences of your text until the Find and Replace dialog box is closed.
Access the Find and Replace dialog box
In the Find what text box, type the text you want to search for
Highlighting All Occurrences
This option will highlight all occurrences of your text until you choose to clear the highlighting.
NOTE: This option is for Windows only.
To highlight all occurrences:
Access the Find and Replace dialog box
In the Find what text box, type the text you want to search for
Select the desired options
To clear all highlighting:
Access the Find and Replace dialog box
Replacing Text
Word allows you to choose how to replace text in your document. You may choose to replace all occurrences of a particular word or phrase or look at each occurrence before deciding which to replace.
Accessing the Find and Replace Dialog Box
Replacing Individual Occurrences
Access the Find and Replace dialog box
In the Find what text box, type the text you want to be replaced
In the Replace with text box, type the text that you want to insert
Repeat step 6 until you have replaced all desired occurrences NOTE: When Word has shown you every occurrence of the text, a dialog box will appear with the message “Word has finished searching the document.”
Replacing All Occurrences
This option will replace every occurrence of your text without showing you where the text was replaced.
WARNING: Use this option with care, as it may change the meaning of your document if text is replaced where it should not be.
Access the Find and Replace dialog box
In the Find what text box, type the text you want replaced
In the Replace with text box, type the text that you want to insert
Advanced Options
Word provides additional options to further refine your search.
To access these options:
Access the Find and Replace dialog box
The following list defines the available search options:
Search Selects whether Word should search for instances of the text below the insertion point (down), above the insertion point (up), or throughout the entire document (all). The default choice is Down.
Match case Returns only those instances of the text that have the same case (i.e., uppercase or lowercase) as the text in the Find what text box.
Find whole words only Returns matching whole words only. Word will not return words that contain your text within them. EXAMPLE: If you search for the, this option will ensure that words such as theater or theme are not included in the search results.
Use wildcards By using certain characters, allows you to search for very specific words or phrases. EXAMPLE: Searching for b?ll will find words with any one character between b and ll, such as ball, bill, and bull.
Sounds like (English) Searches for both exact matches of your text and other text that may sound or look similar to your text. EXAMPLE: Searching for color will find the words collar and caller.
Find all word forms Searches for all related forms of your word. EXAMPLE: If you search for is, Word would also find the forms was and were.
Format Allows you to search for text with specific formatting, as well as replace text with specific formatting. EXAMPLE: If you search for occurrences of the word Sincerely that were in Times New Roman font, you could replace them with the words Yours Truly in Calibri font.
Special Allows you to search for special characters (e.g., dashes or paragraphs), as well as replace them in your document.
No Formatting This will clear any formatting requirements (e.g., searching for text in a specific font) that were set in previous searches.
Windows only:
Ignore punctuation characters Returns text that is similar to your text, but contains punctuation within it. EXAMPLE: If you search for recreated, your search results would also include instances of re-created.
Ignore white-space characters Finds text that is similar to your text, but may contain spaces in different places. EXAMPLE: If you search for Annamarie, your search results would also include instances of Anna Marie.
(Archives) Microsoft Word 2007: Outlining: Bullet And Numbering Options
Last updated Monday, Aug. 31, 2020, at 10:36 a.m.
This article is based on legacy software.
An outline’s hierarchy is separated by levels. You can customize these levels by adding bullets or numbers. Bullets and numbers are useful because they help a user locate headings and levels with relative ease.
Customizing the Settings and Levels
Word provides various default outline settings. If you do not want to use these settings, you can create your own. You can customize the levels of both bulleted and numbered outline lists by using the Ribbon. Among the features you can customize are: the font of your bullets or numbers, their positions, and their numbering styles.
Customizing Outline Numbered Lists
Place the insertion point within the desired list
The Multilevel List pane appears.
Select an outline option
To customize your list, use one or more of the following options :
To customize style, from the Home command tab, in the Styles group, select the desired style
To customize font style, from the Home command tab, in the Font group, select the desired style
Repeat steps 1-4 for each outline level
Applying Outline Numbering to Existing Text
Bulleted or numbered lists can be applied to selected text at any time. To learn the basics of using bulleted or numbered lists, refer to Using Bulleted Lists or Using Numbered Lists.
Select the text you want to apply outline numbering to
The Multilevel List pane appears.
Select the desired outline option The bullets or numbers are applied to your selected text. (Optional) To customize the outline option you just selected, refer to Customizing Outline Numbered Lists above
Applying Outline Numbering as You Type
You can select and customize your outline list prior to typing any list items. For instructions on the basics of using bulleted or numbered lists, refer to Using Bulleted Lists or Using Numbered Lists.
Place the insertion point where list is to begin
The Multilevel List pane appears.
Select the desired list option
(Optional) To customize the outline option you just selected, refer to Customizing Outline Numbered Lists above
Type the text for the first list item NOTE: Word will automatically number or bullet your headings accordingly.
Adding or Deleting Levels
After you have customized your outline, you may need to add or delete levels. If you have a customized outline, added levels will automatically follow the customized format. Your customized outline will automatically adjust to deleted levels as well.
Adding a Level
Place the insertion point above the location where you want to insert a new level
Press [Enter] The new level appears with the appropriate outline symbol to the left.
Deleting a Level
Select the level you want to delete
Press [Delete]
Helpful Keyboard Shortcuts
Here are some helpful keyboard shortcuts to use when promoting/demoting the different levels and paragraphs of your outline.
Action Key Combination Advance to next list item [Enter] Promote a list item [Shift] + [Tab] OR [Alt] + [Shift] + [Left Arrow] Demote a list item [Tab] OR [Alt] + [Shift] + [Right Arrow] Demote to body text [Ctrl] + [Shift] + [N] Select list item above [Alt] + [Shift] + [Up Arrow] Select list item below [Alt] + [Shift] + [Down Arrow]
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