Word Count

This week, our Medical Office class will write a 500-word paper on Medical Identity Theft.  Word will automatically count your words as you type (which is much easier than you counting them).  At the bottom left of your screen, you will see the image below (status bar).

If you don't see the word count in the status bar, right-click the status bar, and click Word Count.

Automatic Line Numbering in Word 2010

Word can number each line in a document and is very useful when you need to refer to specific lines in a particular document.  Examples of when to use line numbering would be manuscripts or legal contracts.  To number lines in a Word document, complete the following steps:

1. Click the PAGE LAYOUT tab.
2. Look in the PAGE SETUP group and click the down arrow by LINE NUMBERS.
3. There are several options to choose from.  In a legal document for our class (100-74), you would choose RESTART EACH PAGE.

An explanation for line numbering options is below:

• To number consecutively throughout the document, click CONTINUOUS.
• To start with number 1 on each page, click RESTART EACH PAGE.
• To start with number 1 after each section break, click RESTART EACH SECTION.

Templates in Microsoft Office

The purpose of a template is to to make formatting a document easier.  With templates, you are just inserting information into a pre-made document.  This is efficient by cutting down on design time, helps you make fewer errors, and assists with document layout.  You can also change things about a template, such as, colors, layouts, and fonts.  If there are items that are not needed, you just delete them, and it is very easy to add items if needed.

If you have never tried a template, I highly recommend it.  My favorites include brochures, flyers, and newsletters since those are difficult to create from scratch.

Keyboard Shortcut to Insert Current Date

Whenever you type a business letter, you will almost always use the current date to begin the letter.  To quickly insert the date into your document, press ALT + SHIFT + D.  When the date appears but it is not in the correct format, right-mouse click on the date, click EDIT FIELD, and choose the desired format.

Change the Sentence CASE in Word

SHIFT + F3 is a great shortcut to know when using Word.  Sometimes I type things and would like them in uppercase, lowercase, or sentence case without retyping.  SHIFT + F3 will change this for you.  Highlight what you would like to change, then press SHIFT + F3 until your work is corrected to whichever case you want (uppercase, lowercase, or sentence case).

UPPERCASE
lowercase
This is sentence case.

Spell Checking Capitalized Words

By default, Word does not run capitalized words through its spell checker.  To change your settings and allow Word to spell check those capitalized words, complete the following steps:

1.      Click FILE.

2.      Click OPTIONS.

3.      Click PROOFING on the left side.

4.      Make sure the box by “Ignore Words in UPPERCASE” does not have a check.

Now when you run spell check, capitalized words will be examined.

Removing Table Borders

Tables are a great way to organize documents like itineraries, agendas, and meeting minutes.  Many times you do not want the table borders to show.  To remove table borders, complete these steps:

1. Insert the table by clicking the INSERT tab.  Click TABLE to draw the number of rows and columns needed.
2. Click anywhere in the table to activate it.  You will notice two extra tabs (Layout and Design) under TABLE TOOLS are now showing.
3. Click the LAYOUT tab, choose SELECT, and then click SELECT TABLE (or click the four-sided blue arrow in the upper left corner that we learned about last week).
4. Click the DESIGN tab, and click the down arrow to access the BORDERS menu.
5. Click NO BORDERS.  All borders in the table should disappear.  If they do not, the entire table has not been selected.
6. If your gridlines are not showing (and it is much easier to work in a table when you know where the boundaries are), click your LAYOUT tab and click GRIDLINES.

Tables in a Document

When inserting a table in a document, you will center the table horizontally and double space above it and below like you would for a numbered or bulleted list.  One way to center a table horizontally is to follow these two steps:

1. Move your cursor around the upper left corner of your table until you see a blue four-sided arrow like the one below.  Click that arrow.
2. Press CTRL + E which is the center keyboard shortcut to center and will center the table horizontally.

Page Numbering with Business Letters

When typing letters that are longer than one page, you must insert page numbering on all pages after the first page.  You do not insert page numbering on page 1.  So, how do you do this?

1. Click INSERT, PAGE NUMBER, choose TOP OF PAGE, and then click PLAIN NUMBER 3.
2. When the page number inserts in your header, a new tab will appear, HEADER & FOOTER TOOLS.  On that tab is a box that reads, "Different First Page" which you will click.  This will allow page numbers (or a header) on all pages but the first one.