Tag Archives: Word 2016
This is a quick reference round-up how to and how not to covering how to stat a new line, how to start a new paragraph, how to start a new page and how to indent a paragraph in Word for Windows.
I have covered all of these in detail in various longer articles which I’ll link to as we go along.
Why all the fuss? Why can’t I do it my way?
If you are formatting a document to be used by someone else, edited and changed or, especially, printed, it’s vital that you use the standard ways to lay out your document to prevent it getting into a mess or someone else having to reformat it (which could be expensive if you’re paying them). In addition, certain methods, especially using Enter to start a new line, can make your document messy as soon as you enter extra text before that line break (see the relevant article for details and examples).
How to start a new line in Word
Don’t use the space bar to move the cursor along until it finally gets to the next line
Do use a soft line return or a hard paragraph return:
- Pressing the shift key and enter key at the same time at the end of your line will move the cursor to the next line without any paragraph breaks, spaces between the lines, etc. (this is very useful if you’re creating two-line captions)
- Pressing the enter key at the end of your line will move the cursor to the start of the new line (this will give you a space between the two lines if you have your paragraphs set up like that
How to start a new paragraph in Word
Don’t use the space bar to move the cursor to a new line, then create a new line of spaces
Do use a hard paragraph return: hit the Enter key on your keyboard
How to put a space between paragraphs in Word
Don’t use the Enter key to add a line of white space
How to indent a paragraph in Word
Really don’t use the space key to line up the paragraphs
Don’t use the Tab key to indent the paragraph
Do either highlight the whole text and set the rulers at the top of the page OR set the Normal style to have an indent at the start of a paragraph
How to start a new page in Word
Don’t use the Enter key to move the cursor down to the next page
Do use the Enter and Control keys at the same time to force a page break
This article has summarised how to start a new line, paragraph and page and indent a paragraph correctly in Word.
Related articles in this blog
In this article we will learn about assigning shortcut keys or keyboard shortcuts or short-cuts in Word 2010, 2013 and 2016 for PC. Please note that these instructions are for these versions of Word and might not work in the same way on a Mac or in an older version of Word.
What is a keyboard shortcut or shortcut key?
A keyboard shortcut allows you to use the keys on your keyboard to do tasks that you might normally need to use your mouse for, or which are buried deep in layers of menus. Click a couple of buttons and you have done what you wanted to do.
What is the purpose of assigning shortcut keys?
The clue is in the word “shortcut”. Assigning a keystroke or two to carry out common tasks will save time and is also used by people who need to use the mouse less, for example if they suffer from or are prone to RSI.
Are some actions in Word covered by shortcut keys anyway?
Yes, some actions in Word are already doable by using keyboard shortcuts. For example, you can copy text by pressing Control and C at the same time, or paste it somewhere using Control and V. You can also look for text pretty well anywhere there’s text by using Control and F together.
What we’re talking about here is assigning a new shortcut key to an activity that doesn’t already have one – or assigning a new key to a different shortcut.
How do I assign or change keyboard shortcuts?
To assign or change keyboard shortcuts or shortcut keys, you need to access the Customize Ribbon menu.
In brief, you can use one of these two paths:
- File – Word Options – Customize Ribbon
- Right-click on the tabs in the Ribbon – select Customize Ribbon
See this article for screenshots and more detail.
Once you’ve followed the trail to the Customize Ribbon dialogue box, you should be here:
Now click on Keyboard shortcuts: Customize.
The Customize Keyboard menu
This looks a bit weird at first. Basically, in the left-hand box you will find all of the tabs (and a few more) that you see in your Word ribbon. In the right-hand box, you will find all of the commands or actions associated with that tab. So when you first go into this menu, you’ll see the File Tab and a load of things you probably don’t normally do:
However, if you move to the Home Tab (by clicking on it) you will see some more familiar items – and note that they’re in alphabetical order.
Here you can see under Current keys that Bold has the shortcut keys Ctrl+B and Ctrl+Shift+B, which means that you can hold down Control and the b key at the same time, or Control and Shift and the b at the same time to make the text that’s highlighted or the next text you type bold. You might have known how to do that already: here is where that shortcut can be set, removed or changed.
If you scroll down the list of tabs, headed Categories, you will find one called Commands Not in the Ribbon which is a useful list.
Let’s say I wanted to change the shortcut for AllCaps (i.e. to change the highlighted text or next text I type to be ALL IN CAPITALS).
I click on the AllCaps Command and then press the new shortcut key I want to assign to that – in this case I’ve chosen Ctrl+C – so I hit those keys and Ctrl+C gets added into the box under Press new shortcut key:
What if the shortcut key I want to use has already been assigned?
Here we can see that Ctrl+C is already assigned to EditCopy. If I assign Ctrl+C to AllCaps, it will then move over from EditCopy to AllCaps and will no longer be available for EditCopy.
Of course, this might not matter, if the other command is one you don’t use anyway. If you want to assign this shortcut, go ahead and press Assign. The shortcut will move into the Current keys section.
How do I remove or cancel a keyboard shortcut?
If you want to remove the keyboard shortcut you’ve just created, or one that you keep hitting by accident, highlight the one you want to remove and press the Remove button beneath it. Note: if you’ve reassigned a shortcut key and want to put it back to how it was, you will need to find its original command and add it back in there.
How do I save my keyboard shortcuts?
When you’ve assigned your shortcuts, press the Close button on the Customize Keyboard menu and the OK button on the Customize Ribbon menu.
Note: you can save changes in a new template, if you want to keep your standard Word template as it is. Drop down the Save changes in: list to do that.
In this article I’ve explained how to assign and remove keyboard shortcuts or shortcut keys to give a short cut that will save your mouse hand. If you’ve enjoyed this article and found it useful, please share using the sharing buttons below, or comment if you’ve searched for it and used it and I’ve helped you. Thank you!
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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:
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:
Navigate to the Word Options menu:
And once in Options, select Customize Ribbon:
The alternative way is to right-click anywhere on the tabs in the ribbon and then select Customize Ribbon:
How do I customise the Word ribbon?
Following either of the routes described above, you should come to this menu:
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 (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
The impetus for this post came from Ana Chavez, who emailed me to ask how to remove automatic captions that were appearing whenever she inserted a Table into Word. I couldn’t work out what was going on, and she kindly messaged me when she found out. Thank you, Ana, for your kindness in getting back to me!
This post covers Word 2010, 2013 and 2016 for PC and the images are from Word 2013. The solution may differ with Word for Mac.
What is auto captioning in Word?
Automatic captioning or auto captioning is a feature which adds a caption to any table (or other item) you insert into your Word document. It looks like this:
Here, I have inserted a table and the beginning of a caption has already appeared.
This is actually very useful, as it will remind you to add your captions and also sort out the numbering for you as you go along (you can make choices just as you do when inserting a caption manually – see this post for full information on that). However, my original question was about removing these – so this article covers both removing and adding auto captions.
How do I add / remove automatic table captions?
You can find the caption options in the Reference tab, in the captions section:
To access Auto Captions, first click on Insert Caption. This will give you the standard dialogue box allowing you to insert a caption:
At the bottom of this dialogue box is the AutoCaption button. Press this to access AutoCaption options:
If you have found this article because you want to stop Word auto captioning, you will probably find one of these boxes ticked, and it’s probably Add caption when inserting … Microsoft Word Table. However, you can see from this screenshot that you can automatically add a caption to pretty much anything.
You can also see that you can automate the label, position and numbering system just like you can in the Insert Caption dialogue box when you’re doing it manually. However, doing it this way will automate the whole process. Your caption will appear automatically, as we saw in the first picture, and you just have to type in your caption text.
Once you have chosen your options, click OK and your AutoCaptioning will work as you want until you turn it off again.
How do I remove AutoCaption?
If you want to remove automatic captioning, un-tick whichever box is ticked:
Now press OK, and you will have removed automatic captioning.
This article has explained how to add or remove auto captioning in Word 2010, Word 2013 and Word 2016. If you’ve found it helpful, please comment below or use the sharing buttons to share it!
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I have already published a range of posts on issues with comment boxes or comment balloons, including ones on comment boxes suddenly going tiny, or comment box text running in the wrong direction, changing the language in your comment balloons. This article covers how to highlight the text that a comment balloon relates to.
Why can’t I see which bit of text this comment balloon is about?
As a default in Word 2013 and Word 2016, you can see your text and you can see your comments, but you can’t see which bit of text the comment refers to. Why? I have no idea. Microsoft tends to try to make things look simpler, but personally, I don’t find it helpful. It looks like this …
… and what we want to see is this:
How do I highlight the text that’s being commented on?
You can change the settings to do this by going to the Review Tab and the Track Changes area. You will see a box marked Simple Markup. Click on the down arrow to the left to access the dropdown menu:
Select All Markup.
Now the text that the comment is about will be highlighted when you’re looking at the document:
Don’t forget …
This only applies to your individual view of the document on your particular computer / screen. If your editor, client or co-writer wants to change this view, they’ll have to change it themselves. Send them here to see how it’s done!
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