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Some of Your Common Microsoft Word Questions Answered

Some of Your Common Microsoft Word Questions Answered

Students come to Microsoft Word classes ready to learn – but, more importantly with a list of questions they are eager to have answered. Here are some of the most common Word questions that get asked in class:


Question 1: Every time I type an address it ends up looking like this! How do I change the line spacing for good?

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There are two settings concerning spacing that Microsoft has changed. First, the default line spacing has now been set to 1.15 instead of single. (Microsoft did this to make online postings more legible, but in reality, most Word documents are still printed on paper, not posted online.) And to save us from having to press the Enter key twice at the end of a paragraph, they also changed the default spacing after a paragraph.

Here’s how you fix it:

Select the text. Click on the Paragraph Spacing dialogue box.

word_1

Change the Spacing After setting to 0, and change the Line Spacing back to Single. To make it stay for all future documents, click the Set As Default button at the bottom. Now you have changed it forever.

word_2


Question 2: What is that little icon that appears when I paste something?

This is the Paste Options button. The same options appear if you right-click to paste, or choose the drop down Paste button from the ribbon. It has to do with how formatting is handled when you paste text. Here are what the options mean:

  • Screen Shot 2015-10-20 at 1.39.52 PM Keep Source Formatting: This option preserves the look of the original text.
  • Screen Shot 2015-10-20 at 1.40.05 PM Merge Formatting: This option changes the formatting so that it matches the text that surrounds it.
  • Screen Shot 2015-10-20 at 1.40.21 PM Keep Text Only: This option removes all the original formatting from the text.

To turn off this button forever, go to File, Options, then click the Advanced option on the left. Uncheck the box that says “Show Paste Options button when content is pasted”.


Question 3: Is there a way around the yo-yo game?

What is the yo-yo game, you ask? We’ve all played it. The yo-yo game is when you are trying to select a lot of text and you click/drag with no problem until your mouse comes to the bottom edge of the screen. Then, your selection seems to take on a life of its own and you scroll very fast and way too far when you try to move up on the screen. It is very frustrating!

But, luckily there is a super easy way to get around this problem! (And it works in Excel as well.) Simply click your cursor at the beginning of the text you want to select. Then use your scroll bar to move down to the end of what you want to select. HOLD YOUR SHIFT KEY DOWN as you click at the end of the text you want selected. And that’s it. No more yo-yo game.


RosemaryHeadShot1If you have a question you would like answered, or if you just want to learn more tips and tricks, register today for a Word, Excel or PowerPoint class with CCWA. We can improve your speed and efficiency in these programs, and you might just become the office expert.

Authored by: Rosemary McCracken, Adjunct Faculty Member, Community College Workforce Alliance

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