Before you can edit text, you need to highlight, or select, the text you want to modify. Then you can delete, replace, move (cut), or copy text within one document or between documents even if they’re from different programs. In either case, the steps are the same. Text you cut or copy is temporarily stored in the Clipboard. When you paste the text, the Paste Options button appears below it. When you click the button, a menu appears with options to specify how Office pastes the information in the document. To copy or move data without using the Clipboard, you can use a technique called drag-and-drop. Drag-and-drop makes it easy to copy or move text short distances.
Move the I-beam pointer to the left or right of the text you want to select.
Drag the pointer to highlight the text, or click in the document to place the insertion point where you want to make a change.
Perform one of the following editing commands:
-
To replace text, type your text.
-
To delete text, press the Backspace key or the Delete key.
If you want to drag text between programs or documents, display both windows.
Select the text you want to move or copy.
Point to the selected text, and then click and hold the mouse button.
If you want to copy the text, also press and hold
. A plus sign (+) appears in the pointer box, indicating that you are dragging a copy of the selected text.
Drag the selection to the new location, and then release the mouse button and keyboard.
Click anywhere in the document to deselect the text.
A font is a collection of alphanumeric characters that share the same typeface, or design, and have similar characteristics. You can format text and numbers with font attributes—such as bolding, italics, or underlining—to enhance data to catch the reader’s attention. The basic formats you apply to text are available in the Font panel on the Formatting Palette tab on the Toolbox, in the Font dialog box, and on the Formatting toolbar. Some of the formats available in the Font dialog box include strikethrough, and single or double normal and accounting underline.
Select the text you want to format.
Click the Formatting Palette tab on the Toolbox.
Click the Font panel to expand it.
To change fonts, click the Font drop-down, and then click the font you want, either a theme font or any available fonts.
-
In Word, click the Font menu, and then select a font. If necessary, select a font.
To change the font size, click one or more of the font size buttons:
-
Click the Font Size drop-down, and then click the font size you want, or drag the slider.
-
Click the Increase Font Size button or Decrease Font Size button.
To apply other formatting, click one or more of the formatting buttons:
-
Bold
-
Italic
-
Strikethrough
-
Font Color
-
Character Spacing (Word and PowerPoint)
-
Superscript or Subscript
-
Small Caps or All Caps (Word and PowerPoint)
Select the text you want to format.
Click the Format menu, and then click Font or Cell (Excel).
The Format dialog box opens.
Click the Font tab, if necessary.
Select the font, font style, and font size you want.
If you want, click Underline drop-down, and then click a style.
If you want, click Font color, and then click a color.
Select or clear the effects you want or don’t want: Strikethrough, Superscript, and Subscript.
-
Additional options, such as Shadow, Outline, Small caps, All caps, are available depending on the Office program.
Click OK.
Did You Know?
What is a point? The size of each font character is measured in points (a point is approximately 1/72 of an inch). You can use any font that is installed on your computer on a document, but the default is 10-point Arial.
Each computer has different fonts installed. Users with whom you share files may not have all the fonts you’ve used in a document installed on their computers.
You can copy and move text or data from one location to another on any Office document. When you copy data, a duplicate of the selected information is placed on the Clipboard. When you move text, the selected information is removed and placed on the Clipboard. To complete the copy or move, you must paste the data stored on the Clipboard in another location. When you paste an item, the Paste Options button appears below it. When you click the button, a menu appears with options to specify how Office pastes the information in the document. With the Paste Special command, you can control what you want to paste and even perform mathematical operations in Excel.
Select the item that you want to copy or move.
Click the Edit menu, and then click Copy or Cut.
-
If available, you can also click the Copy or Cut button on the Standard toolbar.
Click the location where you want to paste the data.
Click the Edit menu, and then click Paste.
-
If available, you can also click the Paste button on the Standard toolbar.
The data remains on the Clipboard, available for further pasting until you replace it with another selection.
If you want to change the way the data pastes into the document, click the Paste Options button, and then select the option you want.
Select the text or data that you want to copy.
Click the Edit menu, and then click Copy.
-
If available, you can also click the Copy button on the Standard toolbar.
Click the location where you want to paste the text or data.
Click the Edit menu, and then click Paste Special.
Click the option buttons with the paste results you want.
Click OK.
With the Scrapbook, you can store multiple pieces of information from several different sources in one storage area shared by other programs. You can add items—such as text, a graphic, an object, or a cell range—to the Scrapbook, known as clips, from the current selection, the Clipboard, or a existing file. You can paste these pieces of information into any program using different formats, including plain text and picture. The clips in the Scrapbook remains in the Scrapbook until you delete it. As your list of clips grows in the Scrapbook, you can organize the them by category and delete the one you no longer use.
Open the Toolbox, and then click the Scrapbook tab.
Select the item that you want to copy to the Scrapbook.
Click the Edit menu, and then click Copy to Scrapbook, or drag the item to the Scrapbook.
-
File. In the Scrapbook, click the Add drop-down, click Add File, select the file, and then click Choose.
-
Clipboard. In the Scrapbook, click the Add drop-down, click Add from Clipboard.
Click the location where you want to paste the item.
Select the clip that you want to paste from the Scrapbook.
Click the Edit menu, and then click Paste from Scrapbook, or drag the clip to the Scrapbook.
-
Plain Text. In the Scrapbook, click the Paste drop-down, click Paste as Plain Text.
-
Picture. In the Scrapbook, click the Paste drop-down, click Paste as Picture.
If you want to change the way the clip pastes into the document, click the Paste Options button, and then select the option you want.
Open the Toolbox, and then click the Scrapbook tab.
To change the view of clips in the Scrapbook, do any of the following:
-
View. Click the View button, and then select an option: List, Detail, or Large Preview.
-
Filter. Click the Filter drop-down, and then select the filter criteria you want.
To organize the clips in the Scrapbook, do any of the following:
-
Rename a Clip. Double-click the clip, type a new name, and then press Return.
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Assign to a Category. Select the clips, click the Categories drop-down, and then select a category from the list.
-
Assign Keywords to Clips. Select the clips, and then type keywords in the Keywords box.
To remove the clips in the Scrapbook, do any of the following:
-
Delete Clips. Select the clips, click the Delete drop-down, and then click the Delete button.
-
Delete Visible Clips. Display the clips you want to delete, select a clip, click the Delete drop-down, and then click Delete Visible.
-
Delete All Clips. Select a clip, click the Delete drop-down, and then click Delete All.
The Find and Replace commands make it easy to locate or replace specific text or formulas in a document. For example, you might want to find each figure reference in a long report to verify that the proper graphic appears. Or you might want to replace all references to cell A3 in your Excel formulas with cell G3. The Find and Replace dialog boxes vary slightly from one Office program to the next, but the commands work essentially in the same way.
Click at the beginning of the Office document.
Click the Edit menu, and then click Find.
Type the text you want to find.
Select the find options you want. Click the Expand button to display options, if available.
Click Find Next until the text you want to locate is highlighted.
You can click Find Next repeatedly to locate each instance of the item.
To find all cells with the contents you want, click Find All.
If a message box opens when you reach the end of the document, click OK.
Click Close.
Click at the beginning of the Office document.
Click the Edit menu, and then click Replace.
Type the text you want to search for.
Type the text you want to substitute.
Select the find options you want. Click the Expand button to display options, if necessary.
Click Find Next to begin the search, and then select the next instance of the search text.
Click Replace to substitute the replacement text, or click Replace All to substitute text throughout the entire document.
You can click Find Next to locate the next instance of the item without making a replacement.
If a message box appears when you reach the end of the document, click OK.
Click Close.
Did You Know?
You can format text that you find and replace. In a Word document, you can search for and replace text with specific formatting features, such as a font and font size. Click Expand in the Find And Replace dialog box, click Format, click the formatting options you want, and then complete the corresponding dialog box.
Office’s AutoCorrect feature automatically corrects common capitalization and spelling errors as you type. AutoCorrect comes with hundreds of text and symbol entries you can edit or remove. You can add words and phrases to the AutoCorrect dictionary that you misspell, or add often-typed words and save time by just typing their initials. You can use AutoCorrect to quickly insert symbols. For example, you can type (c) to insert ©. Use the AutoCorrect Exceptions dialog box to control how Office handles capital letters. When you point to a word that AutoCorrect changed, a small blue box appears under the first letter. When you point to the small blue box, the AutoCorrect Options button appears, which gives you control over whether you want the text to be corrected. You can also display the AutoCorrect dialog box and change AutoCorrect settings.
Click the Tools menu, and then click AutoCorrect.
-
You can also open program preferences, and then click the AutoCorrect icon.
Select the Show AutoCorrect smart button (Word) or Show AutoCorrect Options Buttons (PowerPoint) check box to display the button to change AutoCorrect option when corrections arise.
Select the Replace text as you type check box.
Select the capitalization related check boxes you want AutoCorrect to change for you.
To change AutoCorrect exceptions, click Exceptions, click the First Letter or INitial CAps tab, make the changes you want, and then click OK.
Click OK.
Click the Tools menu, and then click AutoCorrect.
-
You can also open program preferences, and then click the AutoCorrect icon.
Do one of the following:
-
Add. Type a misspelled word or an abbreviation.
-
Edit. Select the one you want to change.
Type the replacement entry.
Click Add or Replace. If necessary, click Yes to redefine entry.
Click OK.
-
To correct capitalization or spelling errors automatically, continue typing until AutoCorrect makes the required correction.
Point to the small blue box under the corrected text, and then click the AutoCorrect Options button drop-down to view your options. Click an option, or click a blank area of the document to deselect the AutoCorrect Options menu.
-
To create a bulleted or numbered list, type 1. or * (for a bullet), press Tab or Spacebar, type any text, and then press Return. AutoCorrect inserts the next number or bullet. To end the list, press Backspace to erase the extra number or bullet.
Examples of AutoCorrect Changes
|
Type of Correction |
If You Type |
AutoCorrect Inserts |
|---|---|---|
|
Capitalization |
cAP LOCK |
Cap Lock |
|
Capitalization |
TWo INitial CAps |
Two Initial Caps |
|
Capitalization |
thursday |
Thursday |
|
Common typos |
can;t |
can’t |
|
Common typos |
windoes |
windows |
|
Superscript ordinals |
2nd |
2nd |
|
Stacked fractions |
1/2 |
½ |
|
Smart quotes |
“ ” |
“ “ |
|
Em dashes |
Madison--a small city in Wisconsin--is a nice place to live. |
Madison—a small city in Wisconsin—is a nice place to live. |
|
Symbols |
(c) |
© |
|
Symbols |
(r) |
® |
A document’s textual inaccuracies can distract the reader, so it’s important that your text be error-free. Each Office program provides a spelling checker so that you can check the spelling in an entire document for words not listed in the dictionary (such as misspellings, names, technical terms, or acronyms) or duplicate words (such as the the). You can correct these errors as they arise or after you finish the entire document. You can use the Spelling button on the Review tab to check the entire document using the Spelling dialog box, or you can avoid spelling errors on a document by enabling the AutoCorrect feature to automatically correct words as you type.
Click the Tools menu, and then click Spelling (PowerPoint and Excel) or Spelling and Grammar (Word).
If the Spelling dialog box opens, choose an option:
-
Click Ignore Once to skip the word, or click Ignore All to skip every instance of the word.
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Click Add to add a word to your dictionary, so it doesn’t show up as a misspelled word in the future.
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Click a suggestion, and then click Change or Change All.
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Select the correct word, and then click AutoCorrect to add it to the AutoCorrect list.
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If no suggestion is appropriate, click in the document and edit the text yourself. Click Resume to continue.
The Office program will prompt you when the spelling check is complete, or you can click Close to end the spelling check.
You can customize the way each Office program spell checks a document by selecting spelling settings in program preferences. Some spelling options are common to all Office programs, such as Always suggest and Ignore UPPERCASE, while others are tailored to specific Office programs, such as Check spelling as you type and Ignore Internet and file addresses (New!). If you have ever mistakenly used their instead of there, you can use contextual spelling to fix it. While you work in a document, you can can set options to have the spelling checker search for mistakes in the background.
Click the Word or PowerPoint menu, and then click Preferences.
Click the Spelling & Grammar (Word) or Spelling (PowerPoint) icon.
-
Excel’s spelling options are available in the Spelling dialog box. Click the Tools menu, and then click Spelling.
Select or clear the spelling options you want.
-
Check spelling as you type.
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Hide spelling errors in this document.
-
Always suggest corrections.
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Suggest from main dictionary only (Word).
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Ignore words in UPPERCASE.
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Ignore words with numbers.
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Ignore Internet and file addresses (New!) (Word).
-
Use German post-reform rules.
-
French Modes.
-
Custom Dictionary (Word). Select to exclude your custom dictionary.
Click OK.
Repeating the same word in a document can reduce a message’s effectiveness. Instead, replace some words with synonyms or find antonyms. If you need help finding exactly the right words, use the Thesaurus to look up synonyms quickly. Not sure of the meaning of a word. Use the Dictionary to look up the definition. If you’re bilingual, you can even look up words from different language perspectives. These features can save you time and improve the quality and readability of your documents. The Thesaurus and Dictionary can be accessed under Reference Tools on the Toolbox.
Click the Tools menu, and then click Thesaurus.
The Reference Tools tab appears on the Toolbox with the Thesaurus panel expanded.
Type a word or phrase into the Word or Phrase box, and then press Return.
Select the meaning you want for the text.
Select the synonym you want.
Click one of the following:
-
Insert to replace the word you looked up with the new word.
-
Look Up to look up the word for other options.
Click the Tools menu, and then click Dictionary.
The Reference Tools tab appears on the Toolbox with the Dictionary panel expanded.
Type a word or phrase into the Word or Phrase box, and then press Return.
Click the Language drop-down, and then select the language you want.
Click triangles to expand or collapse parts of the definition.
To use the Bilingual Dictionary, do the following.
-
Click the Bilingual Dictionary panel to expand it.
-
Click the From drop-down, and then select a language.
-
Click the To drop-down, and then select a language.
-
Click triangles or panel name to expand or collapse parts of the definition.
Office 2008 provides access to Microsoft Encarta Encyclopedia content and Web Search results to research a word or phrase. Encarta Encyclopedia is an online web site that provides a wide-range of information in a variety of media types, while Web Search generates a list of search results to related web sites. You can read information and click links in the Encarta Encyclopedia and Web Search panels under the Reference Tools tab on the Toolbox to open web sites with your default web browser.
Click the Reference Tools tab on the Toolbox.
Type a word or phrase into the Word or Phrase box, and then press Return.
Click the Encarta Encyclopedia and Web Search panels to expand them.
Click the Language drop-down, and then select the language you want.
Read the information provided in the Encarta Encyclopedia or Web Search, and then click a link to find out more.
Your default web browser opens, displaying the web site.
Read the information provided on the web site, and then quit your web browser.
With Reference Tools, you can translate single words or short phrases into different languages by using bilingual dictionaries. The Reference Tools tab on the Toolbox provides you with different translations and allows you to incorporate it into your work. If you need to translate an entire document for basic subject matter understanding, Web-based machine translation services are available. A machine translation is helpful for general meaning, but may not preserve the full meaning of the content.
Click the Reference Tools tab on the Toolbox.
Type a word or phrase into the Word or Phrase box, and then press Return.
Click the Translation panel to expand it.
Click the From drop-down, and then select the language of the selected text.
Click the To drop-down, and then select the language you want to translate into.
Read the information provided in the Translation panel, and then click any link to get more information.
When you’re done, click the Translation panel to collapse it.
International Microsoft Office users can change the language that appears on their screens by changing the default language settings. Users around the world can enter, display, and edit text in all supported languages—including European languages, Japanese, Chinese, Korean, Hebrew, and Arabic—to name a few. You’ll probably be able to use Office programs in your native language. If the text in your document is written in more than one language, you can designate the language of selected text so the spelling checker uses the right dictionary.
In Word or PowerPoint, select the text you want to mark.
Click the Tools menu, and then click Language.
Click the language you want to assign to the selected text.
Click OK.
Did You Know?
You can check spelling based on a language in Excel. Click the Tools menu, click Language, select a language, and then click OK.
You can check your keyboard layout. After you enable editing for another language, such as Hebrew, Cyrillic, or Greek, you might need to install the correct keyboard layout so you can enter characters for that language. In the System Preferences, click International, click the Input Menu, check your keyboard layout for the language you want, and then click the Close button.
All of the Office 2008 programs come with a host of symbols and special characters for every need. Insert just the right one to keep from compromising a document’s professional appearance with a hand-drawn arrow («) or missing mathematical symbol (å). You can insert symbols and special characters by using the Object Palette (New!) on the Toolbox.
Click the document where you want to insert a symbol or character.
Click the Object Palette tab on the Toolbox.
Click the Symbols tab on the Object Palette.
Click the category drop-down, and then select the symbol category you want.
Drag the Zoom slider to change the view percentage for the symbols.
Click a symbol or character.
See Also
See “Inserting Symbols and Special Characters” on page 168 for information on inserting symbols in Word.
You may realize you’ve made a mistake shortly after completing an action or a task. The Undo feature lets you “take back” one or more previous actions, including data you entered, edits you made, or commands you selected. For example, if you were to enter a number in a cell, and then decide the number was incorrect, you could undo the entry instead of selecting the data and deleting it. A few moments later, if you decide the number you deleted was correct after all, you could use the Redo feature to restore it to the cell.
-
Undo button. Click the Undo button on the Standard toolbar to reverse your most recent action, such as typing a word, formatting a paragraph, or creating a chart.
-
Redo button. Click the Redo button on the Standard toolbar to restore the last action you reversed.
-
Undo list. Click the Undo button arrow on the Standard toolbar, and then select the consecutive actions you want to reverse.
-
Redo list. Click the Redo button arrow on the Standard toolbar, and then select the consecutive actions you want to restore.
Working with the Zoom tools gives you one more way to control exactly what you see in an Office document. The Zoom tools are located on the Standard toolbar. Large documents, presentations, or worksheets can be difficult to work with and difficult to view. Many Office documents, when viewed at 100%, are larger than the maximized size of the window. When this happens, viewing the entire document requires reducing the zoom.
Click the Zoom drop-down on the Standard toolbar, and then select any of the following zoom options:
-
%. Select the zoom percentage you want.
-
Fit (PowerPoint). Select to zoom to fit the window.
-
Selection (Excel). Select to zoom to the current selection.
-
One Page (Excel). Select to zoom to the current page.
-
Page Width (Word). Select to zoom to the current page width.
-
Whole Page (Word). Select to zoom to the current page.
-
Two Pages (Word). Select to zoom to the current two pages.
To set a custom zoom percentage, click the View menu, click Zoom, specify a custom zoom percentage, and then click OK.
After formatting text or a cell in a document, you might want to apply those same formatting changes to other cells on the document. For example, you might want each subtotal on your document to be formatted in italic, bold, 12-point Times New Roman, with a dollar sign, commas, and two decimal places. Rather than selecting each subtotal and applying the individual formatting to each cell, you can paint (that is, copy) the formatting from one cell to others. The Format Painter lets you “pick up” the style of one section and apply, or “paint,” it to another. To apply a format style to more than one item, double-click the Format Painter button on the Standard toolbar instead of a single-click. The double-click keeps the Format Painter active until you want to press Esc to disable it, so you can apply formatting styles to any text or object you want in your document.
Select a cell or range containing the formatting you want to copy.
Click the Format Painter button on the Standard toolbar.
If you want to apply the format to more than one item, double-click the Format Painter button.
Drag to select the text or click the object to which you want to apply the format.
If you double-clicked the Format Painter button, drag to select the text or click the object to which you want to apply the format, and then press Esc when you’re done.
In addition to the standard and theme colors, Office allows you to add more colors to your document. These additional colors are available on each color palette, which you can access using Mores Colors on a Color button, such as the Fill Color or Font Color button. These colors are useful when you want to use a specific color, but the document color theme does not have that color. Colors that you add to a document appear in all color palettes and remain in the palette even if the color theme changes.
Click the Formatting Palette tab on the Toolbox.
Click the Font panel to expand it.
Click the Font Color button, and then click More Colors.
This is one method. You can also use other color menus to access the Colors dialog box.
Click one of the color buttons at the top: Color Wheel, Color Sliders, Color Palettes, Image Palettes, or Crayons.
Select a custom color using one of the following methods:
-
Drag across the palette until the pointer is over the color you want. Drag the black arrow to adjust the amount of black and white in the color.
The new color appears above the current color at the bottom right.
Drag the custom color from the color box to the blank boxes at the bottom of the Colors dialog box.
The new color is available for use in documents using the Colors dialog box.
Click OK.
A theme helps you create professional-looking documents that use an appropriate balance of color for your document content. You can use a default color theme (New!) or create a custom one. All Office documents have a theme. If you don’t apply one, Office applies the default Office theme.
Themes in Office are made up of a palette of twelve colors (New!). These colors appear on color palettes when you click a color-related button, such as Fill Color or Font Color button on the Font or Colors, Weights, and Fills panel or in a dialog box. These twelve colors correspond to the following elements in a document:
Four Text and Background. The two background colors (light and dark combinations) are the canvas, or drawing area, color of the document. The two text colors (light and dark combinations) are for typing text and drawing lines, and contrast with the background colors.
Six Accent. These colors are designed to work as a complementary color palette for objects, such as shadows and fills. These colors contrast with both the background and text colors.
One hyperlink. This color is designed to work as a complementary color for objects and hyperlinks.
One followed hyperlink. This color is designed to work as a complementary color for objects and visited hyperlinks.
The first four colors in the Theme Colors list represent the document text and background colors (light and dark for each). The remaining colors represent the six accent and two hyperlink colors for the theme. When you apply another theme or change any of these colors to create a new theme, the colors shown in the Theme Colors dialog box and color palettes change to match the current colors.
A document theme (New!) consists of theme colors, fonts, and effects. You can quickly format an entire document with a professional look by applying a theme. When you apply a theme, the background, text, graphics, charts, and tables all change to reflect the theme. You can choose from one or more standard themes. When you add new content, the document elements change to match the theme ensuring all of your material will look consistent. You can even use the same theme in other Microsoft Office 2008 programs, such as Word and PowerPoint, so all your work matches. Can’t find a theme you like? Search Microsoft Office Online.
Open the document you want to apply a theme.
Do either of the following:
-
PowerPoint. Click the Slide Themes tab in the Elements Gallery, and then select a tab (Built-in Themes, Themes in Presentation, Custom Themes, All Themes) with the category you want.
-
Excel and Word. Click the Document Theme panel on the Formatting Palette tab to expand it.
Click the scroll arrows to see additional styles.
Click the theme you want to apply to the active document.
You may like a certain color theme except for one or two colors. You can change an existing color theme (New!) and apply your changes to the entire document. In PowerPoint, you can create your own custom theme colors (New!) by using the standard Apple Color dialog box, where you can select colors from a color wheel, color sliders, color palettes, image palettes, or crayons. You can accomplish this by using sliders, dragging on a color-space, or entering a numeric value that corresponds to a specific color. Once you create this new color theme, you can add it to your collection of color themes so that you can make it available to any Office program.
In PowerPoint, open a new document or one with a color theme you want to use as the basis of a new a color theme.
Click the Format menu, and then click Theme Colors.
Click the Theme Colors buttons (Text/Background, Accent, or Hyperlink, etc.) for the colors you want to change. Repeat steps 5 - 8 for each color that you want to change.
Click Change Color.
Select a color from the different color tabs.
Click OK.
Type a new name for the color theme.
Click Apply to All.
PowerPoint applies the custom theme colors to all of your slides and adds the custom theme color to the Theme Colors drop-down on the Formatting Palette in all Microsoft Office programs.
A document theme consists of theme colors, fonts, and effects. Theme fonts (New!) include heading and body text fonts. Each document uses a set of theme fonts. When you click the Theme Fonts drop-down on the Document Theme panel, the name of the current heading and body text font appear highlighted in the gallery menu. If you want to apply the theme, click it on the menu. You can apply a set of theme fonts to another theme.
If you have special needs for specific colors, fonts, and effects, such as a company sales or marketing document, you can create your own theme by customizing theme colors and theme fonts, and saving them as a theme file (.thmx) (New!), which you can reuse. You can apply the saved theme to other documents. When you save a custom theme, the file is automatically saved in the My Themes folder and added to the list of custom themes used by Office 2008 programs. When you no longer need a custom theme, you can delete it from the My Themes folder.
Click the Formatting Palette tab on the Toolbox.
Click the Document Theme panel to expand it.
Create a theme by customizing theme colors and theme fonts.
Click Save Theme.
Type a name for the theme file.
Click Save.
In PowerPoint, the custom theme appears under the Custom Themes tab, which is available in the Elements Gallery under Slide Themes.
In Word and Excel, the custom theme appears at the top of the themes list in the Document Theme panel.
When you can create your own theme by customizing theme colors and theme fonts, and saving them as a theme file (.thmx) (New!), you can apply the saved theme to other Office documents. When you save a custom theme file in the My Themes folder, you can choose the custom theme from the Themes gallery. If you save a custom theme file in another folder location, you can use the Browse for Themes button on the Document Theme panel to locate and select the custom theme file you want to reuse.
Open the document you want to apply a custom theme.
Click the Formatting Palette tab on the Toolbox.
Click the Document Theme panel to expand it.
To apply a custom theme from a file, click Browse for Themes.
The Choose Theme or Themed Document dialog box opens, displaying the My Themes folder, which is the default location for Office themes.
If the file is located in another folder, navigate to the file.
Click the theme file you want to use.
Click Apply.
Before printing, you should verify that the page looks the way you want. You save time, money, and paper by avoiding duplicate printing. Preview shows you the exact placement of your text, graphics, or data on each printed page. Preview temporarily converts your Office document to a PDF for viewing purposes; your original document remains unchanged. You can use Preview to view PDF and image files as well as alter them, convert them, add your own comments with a note, and insert links to web sites or other pages. You can view all or part of your document as it will appear when you print it, which is known as WYSIWYG (What You See Is What You Get). Preview makes it easy to zoom in and out to view page content more comfortably. You can access Preview from the Applications folder or from an Office program’s Print dialog box.
Open a document.
Click the File menu, and then click Print.
In the Print dialog box, click Preview.
The Preview Utility launches.
Select from the following options:
-
Next/Previous. Click to move between pages in the document.
-
Zoom In or Zoom Out. Click to increase or decrease the viewing size of the image.
-
Move. Click to move around the current page.
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Text. Click to select text on the current page.
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Select. Click to select a portion of the current page.
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Sidebar. Click to expand or collapse the thumbnail page view of the images.
Click Cancel to close or Print to print the document.
When you’re ready to print your Office document, you can choose several printing options. You can print all or part of any document and control the appearance of many features, such as whether gridlines are displayed, whether column letters and row numbers are displayed, and whether to include print titles, which are the columns and rows that repeat on each page. You can quickly print a copy of your document to review it by clicking the Print button on the Standard toolbar. You can also use the Print dialog box to specify several print options, such as choosing a new printer, selecting the number of pages in the document you want printed, and specifying the number of copies.
Open a document.
Click the File menu, and then click Print.
Click the Printer pop-up, and then select an available printer.
Click the Presets pop-up, and then select a user-defined print setting.
Click the Expand/Collapse arrow, if necessary, to expand the Print dialog box.
Specify the following standard print options:
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Preview Image. Click the arrows below the preview image to view the document.
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Copies. Type the number of copies you want. Select or clear the Collated check box. Selected prints 1, 2, 3, 1, 2, 3. Cleared prints 1, 1, 2, 2, 3, 3.
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Pages. Click the All option or the From option, and then enter the print range you want.
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Paper Size. Select the paper size you want.
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Orientation. Select the portrait or landscape option you want.
Click the Options pop-up, and then select from the available options:
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Application Specific Options. If you’re using Microsoft Word, this option lists specific options for that specific application.
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Layout. When printing large documents, allows you to select how many pages per sheet, the layout direction, border options, and two-sided printing.
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Color Matching. Gives you access to Macintosh’s ColorSync management system, and the ability to apply the new Quartz Filters to the printed document.
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Paper Handling. Select to print in reverse order (page 1 prints last), whether to print all, odd, or even pages, and scale a document to fit the paper.
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Paper Feed. Select the paper tray for all pages or a different paper tray for the first and remaining pages.
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Cover Page. Lets you select options to print a cover page, such as standard, classified, unclassified, or confidential.
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Scheduler. Lets you schedule a time for printing the document.
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Summary. Shows a summary of all the printer options that have been selected.
To save your print settings, click the Presets pop-up, click Save As, type a name, and then click OK.
Click Print.
In Word and Excel, you can assign a password and other security options so that only those who know the password can open the document, or to protect the integrity of your document as it moves from person to person. At times, you will want the information to be used but not changed; at other times, you will want only specific people to be able to view the document. Setting a document as read-only is useful when you want a document, such as a company-wide bulletin, to be distributed and read, but not changed. Password protection takes effect the next time you open the document.
In Word and Excel, open the document you want to protect.
Click the Word or Excel menu, and then click Preferences.
Click the Security icon.
Type a password in the Password to open box or the Password to modify box.
Important
It’s critical that you remember your password. If you forget your password, Microsoft can’t retrieve it.
Select or clear the Read-only recommended check box.
To set options to protection for, click Protect Document (Word), Protect Sheet (Excel), or Protect Worksheet (Excel), select the options you want, and then click OK.
Click OK.
Type your password again.
Click OK.
If you entered passwords for Open and Modify, type your password again, and then click OK.
Click Save, and then click Yes to replace existing document.
In Word and Excel, click the File menu, click Open, navigate to a document with password protection, and then click Open.
Type the password in the Password dialog box.
Click OK.
Click the Word or Excel menu, and then click Preferences.
Click the Security icon.
Select the contents in the Password to modify box or the Password to open box, and then choose the option you want:
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Change password. Type a new password, click OK, and then retype your password.
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Delete password. Press Delete.
Click OK.
Click Save, and then click Yes to replace existing document.
If you’re not sure of the version of a document, or if you need statistical information about a document, such as the number of pages, paragraphs, lines, words, and characters to fulfill a requirement, you can use the Properties dialog box to quickly find this information. You can create custom file properties, such as client or project, to help you manage and track files. If you associate a file property to an item in the document, the file property updates when you change the item.
Click the File menu, and then click Properties.
Click the tabs (General, Summary, Statistics, or Contents) to view information about the document.
To add title and author information for the document, click the Summary tab.
To add and modify tracking properties, click the Custom tab.
When you are done changing your document properties, click OK.
Click the File menu, and then click Properties.
Click the Custom tab.
Type a name for the custom property or select a name from the list.
Click the data type for the property you want to add, and then type a value for the property that matches the type you selected in the Type box.
Click Add.
Click OK.
