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Category Archives: Short cuts

How to customise your contents page in Word

It’s Word Tips time again and today we’re going to talk about customising your contents page.

Why do people customise their contents page?

Sometimes you have lots and lots of sub-headings in a document but you only want to show the main or main and sub-headings on the contents page, not every tiny sub-sub-heading.

In addition, you might want to change the style of your contents page or its individual font and layout. Here’s how to do it, with a worked example of changing the levels that are shown.

Reminder: how do I insert a contents page?

Here’s our document, with headings at H1, H2 and H3 level. I’ve marked these up with their heading levels already (see here for how to assign heading levels).

If we just follow the usual process for inserting a table of contents, we will create a blank page before this one, then go to the References tab and choose Table of Contents, then click on one of the automatic options that come up.

This is the result: a table of contents that includes all the headings in our original text:

How do I select which heading levels appear in my Table of Contents?

If you want to ignore all headings below level 2 (1.1, 1.2) then you need to customise the table of contents.

As before, select the References tab and the Table of Contents button. However, now click on Custom Table of Contents

This will give you this dialogue box:

There are lots of different things you can do here. For example, you can choose to show or not show the page numbers in the table of contents, and whether or not to align them. The preview panes at the top will show you the results before you click OK.

Options allows you to choose the style for the table of contents from a set of heading styles, and Modify then Modify again allows you to completely customise the appearance of the table of contents text permanently, with underlining, different fonts, etc.

At the moment, we’re concerned with eliminating the level 3 headings from the table of contents.Click on the arrows by Show levels to adjust how many levels are displayed:

And click OK. Here we have changed the number of levels to 2, and the result is this:

Even though the text still has the same headings and levels it had before, the table of contents now just includes those headings down to Level 2

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here … Please note that these tips are for Word 2010 and later for Microsoft. I can’t guarantee or check they will work in Mac versions of Word.

Do let me know if this has helped you – and do share with the buttons at the bottom of this article.

Related articles on this website

How to use headings styles – make your headings clear and consistent

How to set up numbered headings – ones that automatically update themselves!

How to create a Table of Contents – read the posts on Headings first

Table of Figures and Table of Tables – how to create these tricky ones

How do I add or remove auto-captions?

Two-line caption, one-line entry in the Table of Figures: how?

How to update Tables of Contents, Figures and Tables

Tables of Contents for editors – helping the editing process run smoothly

 
 

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How do I search in a whole workbook in Excel?

How do I search for a word or phrase across multiple sheets in a workbook in Excel 2007, 2010, 2013 and 2016?

Why would I want to search a whole workbook?

We think of Excel as being used primarily for numbers (although you might want to search for those, too), but I often encounter spreadsheets full of text. For example, when I’m localising text from US to UK English, or editing text that’s been translated, and it’s been output from a translation tool such as Trados, it often comes to me in an Excel spreadsheet.

Just like when I’m editing a Word or PDF file, I often want to either look for all instances of a word I want to change or check that I haven’t missed anything. And if that word might be in any one of many sheets in a workbook, I will want to search all of those sheets.

How do I perform a search in all the sheets of a workbook?

In this example, I want to find all the instances of the word “authorized” in all the many sheets in an Excel workbook.

First of all, press Control and F at the same time to bring up the Find and Replace dialogue box:

Using this search without changing anything will just search in the sheet I’m currently in.

Click on Options:

This brings up a load of options, including some other exciting ones we’re not looking at here, but which might be useful as well:

Click on the drop-down arrow to the right of Within: Sheet and change it to Workbook:

Now when you click “Find Next”, it will find the cell where that text is throughout the whole workbook.


In this article, we’ve learned how to search a whole workbook in Excel 2007, 2010, 2013 and 2016.

If you’ve found this article helpful, please do post a comment below, and if you think others would find it useful, please share it using the sharing buttons below the article. Thank you!

Other useful posts on Excel on this blog:

How to view two workbooks side by side in Excel 2007 and 2010

How to view two pages of a workbook at the same time

How do I print the column headings on every sheet in Excel?

How to print the column and row numbers/ letters and gridlines

How to change rows into columns and columns into rows in Excel

Freezing rows and columns in Excel – and freezing both at the same time

How to flip a column in Excel – turn it upside down but keep the exact same order!

 
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Posted by on June 20, 2018 in Excel, Short cuts

 

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How do I know when Track Changes is turned on? Word 2007, 2010, 2013 and 2016

This article quickly explains how you know when track changes is turned on.

Do also read these articles to find out more about track changes: what Track Changes is, why we use it and where to find it, and how to customise Track Changes to suit our own preferences and learned how to work with a document that has Tracked Changes.

We turn on track changes to make sure that whoever else is using the document can see what changes (additions, deletions, moving text) we have made in the text. If you are working with an editor, they will typically turn track changes on so you can see what they have suggested. When my clients send me back amendments to a text they’re working on, I ask them to turn track changes on so I can see easily what they have done to the document.

How do I know when track changes is turned on in Word 2007 and Word 2010?

Word 2007 and Word 2010 look a bit different from later versions.

When track changes is turned on, you will see the button highlighted in orange:

This means that every change you make will be displayed in Word and other people will be able to see them if they have the correct view in their version of Word.

If the button is white, like the rest of the area, track changes it not turned on.

How do I know when track changes is turned on in Word 2013 and Word 2016?

Word 2013 and Word 2017 look different and the highlighting is more difficult to see, in my opinion.

When track changes is turned on, you will see the button highlighted in blue-grey:

This means that every change you make to the document will be displayed in Word and other people will be able to see them if they have the correct view in their version of Word.

When track changes is off, the button will be white, like the rest of the area.

If you want highlighting to be in a different colour, you will need to change the theme, and that’s for another article!


This article has taught you how to check whether you have track changes turned on in your Word document. See the links below for more track changes articles.

If you have found this article useful, please share or “like” it using the buttons below, or leave me a comment to tell me what you think. Thank you!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, 2010, 2013 and 2016 all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Relevant articles on this website

Track changes 1 – why use it, where can you find it, what can you do with it?

Track changes 2 – customising Track Changes

Track changes 3 – working with a document with tracked changes

How do I accept one reviewer’s changes?

Why are my tracked changes changing colour?

 

 
 

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How do I combine Word documents without losing the formatting?

I’ve written about how to combine Word documents in this article. But what if combining documents loses the formatting?

I had a question in a comment from someone who had used my method to combine several chapters of a textbook. But the formatting all got lost. What should she do?

How to combine Word documents and not lose the format

Before you combine the documents into one big document, add a Section Break at the end of each document you want to combine.

I’ve covered this in more detail in this article, but here’s a summary with a screenshot from Word 2013.

  • Go to the Page Layout tab
  • Find the Breaks section and drop it down using the little arrow
  • Select Section Break – Next page

Once you’ve done this to all your documents, combine them. You might find you have some extra blank pages at the end of sections: turn Paragraph Marks on (see this article for how to do that) so that you can see your Section Breaks. Carefully delete the blank pages but leave the section breaks there.

This should retain your individual formatting in each individual document that you’ve combined.


If you’ve found this article on how to combine Word documents without losing the formatting, useful, please comment or share using the buttons below. Happy document-combining!

Other useful articles on this website

How do I combine several Word documents?

How do I insert section breaks in Word?

Viewing paragraph marks and other mark-up

 
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Posted by on December 21, 2017 in Copyediting, Short cuts, Word, Writing

 

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More Control Key keyboard shortcuts Ctrl-J and more

hands typing I have previously written about the wonders of Control-F and how this keyboard shortcut  finds text in almost everything (Word, Excel, PowerPoint, web pages, WordPress back-end, etc., etc., etc). Then I discussed other Control- or Ctrl+ keyboard shortcuts that you can use to copy and paste, embolden, italicise and underline, find, goto and replace, undo, redo and open, new, print and save. But I’ve recently had some questions about the remaining Control Key commands, so let’s round up what they do.

Why do we use keyboard shortcuts?

Keyboard shortcuts are used to save wear and tear on the wrists, to interact with a computer in other ways than just using two hands and a mouse, to save time, and, maybe, to show off your amazing computer skills.

What are the rest of the keyboard shortcuts using the Control key, then?

Ctrl-D – open the Font dialogue box using Control Key + D

Ctrl-E – centres the text in which the cursor is situated (this acts a toggle, so will un-centre centred text)

Ctrl-J – makes the text in which the cursor is situated become fully justified (again, this is a toggle, so the text will return to left justification (in a left-to-right alphabet document) if it’s already fully justified)

Ctrl-K – opens the Hyperlink dialogue box – make sure you have the text that you want to create a link for highlighted before pressing Control + k

Ctrl-L – makes the text in which the cursor in situated become left-justified (a toggle, so if it’s already only left-justified, pressing this will return the text to its full justification)

Ctrl-M – increases the indent on the left (much like the Tab key)

Ctrl-Q – removes indenting, so if you haven’t got any, it will seem this doesn’t do anything

Ctrl-R – makes the text in which the cursor is located become right-justified (a toggle, so pressing this in text that is already right-justified will change it to left-justified)

Ctrl-T – moves just the bottom indent slider across one tab at a time to create a hanging indent

Ctrl-W – closes the document, giving you the option to save

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Did you know ALL of these shortcuts? They’ll save you some mouse clicks and some are a lot quicker and more useful than the other methods you can use to get the same results. Which are your favourites?

Related posts on this blog:

How to find text almost anywhere

Changing from lower case to upper case

Using the Control key shortcuts (the ones that aren’t here)

Find all of the short cuts here

 
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Posted by on September 27, 2017 in Errors, New skills, Short cuts, Word, Writing

 

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How do I access the Customize Ribbon menu in Word 2010, 2013 and 2016?

This article explains how to access the Customize Ribbon menu, from where you can customise your ribbon. This will link in to posts on customising the ribbon and assigning keyboard short-cuts.

This information applies to Word 2010, 2013 and 2016 for PC.

What is the ribbon in Word?

The ribbon is the set of menus found at the top of your screen in Word which allow you to do all sorts of things, from changing the font to merging documents and adding tables. You can use short-cut keys for some commands, and I’ll explain that in another article. You might call it a toolbar, too. Here it is:

word ribbon

Why would I want to customise the ribbon in Word?

The ribbon in Word is filled with things Microsoft thinks you will want to use, in places it thinks you will look for them. But you might well want to customise it to add your own favourite short-cuts and commands. Or you might want to remove a particular tab altogether, and Word allows you to do this.

How do I find the customize ribbon menu?

There are (of course) two ways to get to the dialogue box where you customise the ribbon.

The first way uses the File tab, the second uses a right-click.

Using the file tab:

use file tab to get to customise ribbon menu

Navigate to the Word Options menu:

word options to customise ribbon

And once in Options, select Customize Ribbon:

customize ribbon from file menu

The alternative way is to right-click anywhere on the tabs in the ribbon and then select Customize Ribbon:

right click to customise ribbon

How do I customise the Word ribbon?

Following either of the routes described above, you should come to this menu:

customise ribbon menu and dialogue box

On the left-hand side, you can see a list of commands, and on the right-hand side you can see a representation of the tabs you have in Word at the moment.

Here are some things you can do:

add an item to the word ribbon

  • Add an item to the Word ribbon (see above) – highlight the item you want to add, highlight where you want it to go, and click the Add button in the middle
  • Remove an item from the Word ribbon – find the item you want to remove by expanding all the menus on the left, highlight it and click the Remove button
  • Create a new tab – maybe you want to make a tab that only contains commands you use a lot – you can use the New Tab button on the left to create a new tab, then add items to it (an item can be in more than one tab)
  • Rename your tabs – rename them to whatever you want!

Don’t forget to click OK before you exit from this menu – or Cancel if you don’t want to change anything after all.

In practice, I wonder how many people do much customisation – do let me know in the comments if you’ve either customised your ribbon already or have followed these instructions to do so.


This article has shown you how to find the customize ribbon menu, why you might want to customise the ribbon in Word, and how to do it.

Related articles on this blog

How to customise the Quick Access Toolbar

 
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Posted by on March 29, 2017 in New skills, Short cuts, Word

 

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I closed Windows Explorer and now I can’t see my task bar: how do I get it back?

This was a question that arose for me the other day. I was trying to rename a file in the folder view of Windows Explorer and everything froze. I opened Task Manager (see my article on Task Manager if this is new to you) using control-alt-delete, selected Windows Explorer and clicked End Task. To my horror, what I now know is called the “Shell” – the explorer view but also the lower task bar and my desktop, the clock, the Windows button – all disappeared. How would I get it back?

windows explorer shell has disappeared

My poor sad monitor view with no desktop, Windows button, bottom task bar, clock, etc.

How do I restore a closed app using Task Manager?

Just as you can use Task Manager to close an app or piece of software that’s frozen, you can use it to restore, too.

Open Task Manager using the Start button or Control-Alt-Delete and click the File tab (note, this is Windows 10, so yours might look a bit different, but it will have the same features that we’re talking about here).

If you haven’t previously used Windows 10 Task Manager, you will need to expand it from the initial view:

small

Click More details and you’ll see the full view:

Task manager open new app

Select Run new task. You will then see this dialogue box:

task manager run new task

Type “Explorer” (or whatever else you can’t find) in the Open field and then press OK (Don’t worry about the admin privileges bit at the moment: you would know if you needed to use that).

And now all of the Windows Explorer Shell has reappeared:

Windows explorer shell has reappeared

In this article, I’ve shown you how to make Windows Explorer (or any other app or software you have made disappear) reappear when you’ve accidentally closed Windows Explorer and your desktop icons and task bar have disappeared.

Related posts on this blog

How to close down an unresponsive program using Task Manager

 
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Posted by on January 11, 2017 in Computers, Errors, Short cuts, Windows

 

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