Word-Finding Its Document Statistics

Microsoft Word has more features and capabilities than most of us ever realize, much less utilize. One feature you might find extremely useful is the statistics Word collects about every document you create.

To locate statistics about your Word document, from within an open document…

1. Click File (menu).
2. Select Properties (from the context menu).
3. Click the Statistics tab (if not already selected).

An interesting piece of information presented here is Total editing time, and Created and Modified dates, etc.

The Statistics (dialog) also includes information about the:

• Pages:
• Paragraphs:
• Lines:
• Words:
• Characters:
• Characters (with spaces):

Applying a Style to Text and Paragraphs

Where? To the right of the Font Style (formatting toolbar), click the Style drop-down arrow (right-sdie of the box).

How to use: Click the text (by highlighting; dragging the mouse over) the text you want to change, or a paragraph, to apply a style list to, etc.

Related Topics:

Create a New Style Along with Its Formatiinf for Better Precision

Creating a New Paragraph Style Directly From the Screen (monitor(

Manually Modyifing a Style

Voice Comments in Word

To accomplish the steps below, you will need a microphone, preferably a microphone with a headset (to block out speaker feed back). Also, but just as critical, the recipient of your Word document must have a headphone or speakers set up to listen to your recorded comments that you integrate into a Word document and send as an attachment to an email message.

• In an open Word document, click the mouse where you want to insert the voice comment (message).
• Click on Insert (menu bar).
• Click on Object (from the context menu).
• Select the Create New tab (Object dialog box).
• Scroll down the list of objects (using the right vertical scroll bar).
• Double click on Wave Sound.
• From the resulting Sound Object in Document dialog box,
• Click the Red dot (far right side) to begin recording your comment (message). You have a total of 60-seconds to record your message.
• When finished (if sooner than the allotted 60-seconds),
• Click the Black oblong box (to the left of the record button) to finish your message.

Now, all your recipient has to do is click on the speaker icon to hear your voice message.

Question: What if the person I’m sending the voice comment to as an attachment in an email doesn’t have Microsoft Word? – Susie
Answer: Have them download the free office suite “Open Office,” which is listed under the category “Free.” -Gyzmo Dave

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For more information… drop me a line at dave@gyzmodave.com

Document Statistics-Finding

Word has more features and capabilities than most of us ever use. That’s why I write these easy to understand “Tips Books,” so that six months down the road, I’m not scratching my head trying to remember, ” how did I do that?”

One feature that is very useful is the statistics Word collects about every document you work on.

To locate statistics about your Word documents, from within the document, click on File (Menu bar) and then on Properties (from the context menu). Select the Statistics tab (dialog box). One interesting piece of information presented here is Total editing time, or how long the document has been open to date.

The statistics page also includes information about the number of:

Pages

Paragraphs

Lines

Words

Characters

Characters including spaces

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For more information… drop me a line at dave@gyzmodave.com

Comment Feature

Word allows you to add hidden comments to sections of any Word document. These comments display whenever you move your mouse pointer over the highlighted text. Here’s how it’s done.

Highlight the text for which you’d like to create a comment.

• Click on Insert (Menu bar) and select Comment (from the context menu).

In Word 2000, selected text is highlighted in yellow. In Word 2002, selected text is enclosed between two red brackets. In either case, a separate frame appears at the bottom of the page.

• Type your comments in that bottom frame, and click on the small Close button that appears at the top of the Comment frame.

In Word 2002 click on the Review Pane icon that appears on the bottom tool bar at the top of your document to close the Comment pane.

Now your comments will appear in a bubble every time your move your mouse pointer over the text area that is highlighted in yellow or enclosed in red brackets.

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For more information… drop me a line at dave@gyzmodave.com

Checking and Statistics

Spell Checking: Tools>Options>Spelling and Grammar tab, or F7.

Thesaurus: Highlight a word and then press the Shift + F7 keys on your keyboard.

Word Statistics: Tools>Word Count.

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For more information… drop me a line at dave@gyzmodave.com

Change Case

Highlight the text you want to change the case of and then click Format>Change Case.

Tip: Highlight the text you want to change and press the Shift + F3 keys. While holding down the Shift key, each time you press the F3 key, the case changes from Title Case to UPPERCASE to lowercase.

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For more information… drop me a line at dave@gyzmodave.com

AutoText-What You Need to Know

AutoText is a feature in Word that lets you save frequently used text under a shortcut lookup name. When you type all or part of the look up name and press the F3 key, Word replaces your look up name with the full text. AutoText is useful for repetitive information, boilerplate text, or for placement of graphics, such as icons.

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For more information… drop me a line at dave@gyzmodave.com

AutoText-Using to Retrieve Often Used Addresses

If you often write to the same addresses, the AutoText feature can make retrieving those addresses easy, here’s how:

Highlight the name and address of the person you want to add to AutoText. Click Insert>AutoText. From the AutoText menu, click on “New.” Word will display the “Create AutoText” dialog box. In the space under “Please name your AutoText entry,” you’ll see a portion of the information you highlighted. It will display as black text against a blue background. Type in the name you wish to give the address in AutoText, or click OK to keep what displays for that name.

To recall the name and address using AutoText, type in the last name and press the F3 key. AutoText will insert the rest of the information into your document.

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For more information… drop me a line at dave@gyzmodave.com

Automatic Backup

From within an open Word Document, click Tools>Options. Click the “Save” tab, and then place a check mark in the check box next to “Always create Backup Copy.” Set the amount of time (in minutes) that you want the program to backup.

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For more information… drop me a line at dave@gyzmodave.com