Microsoft word tutorial for mac 2011

Select the worksheet or range that has the names and addresses for the data source, and then click OK. Your Word mail merge document is now linked to the worksheet or data range data source in the Excel workbook. The Edit Labels dialog appears. When the Edit Labels dialog opens, you see an empty Sample Label with a blinking insertion cursor.

Click the Insert Merge Field pop-up menu and choose the field that will be on the left of the top row of the label. To add more lines to your label, press Return or Enter and then select another field from the Insert Merge Field pop-up menu.

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These complex documents require further steps to ensure the content is accessible. PDF files can be created in an assortment of programs, with varied results. Adobe Acrobat is a valuable tool to ensure your PDF documents are accessible to everyone, regardless of how they were created. Many designers use InDesign to develop print and web documents. A general understanding of web accessibility principles can drastically improve the accessibility of a website.

There are many accessibility problems that can be quickly and easily identified without the need for a highly technical background. Online accessibility tools can help you identify common web accessibility problems as well. Enter some text. Click somewhere within the indented paragraph. You will create a quote style that is very common in most law firms.

Click New. In the Name box, type Quote. As Style type, select Paragraph. Based on should be Normal your default style. Click Shortcut Key. Always make sure that the shortcut key you have chosen is not in use somewhere else. Click Assign.

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Click OK, and then click Close. The Quote paragraph style is applied. Select the style to which you want to add a shortcut key and click Modify. Click Shortcut Key and follow the steps from the above exercise. Following a Style with Another Style If you apply a paragraph format in Word, it keeps that format until another one is chosen. This is true for styles as well. If you use the "My Style" style created in the previous exercise , Word continues to use that style each time you begin a new paragraph until another style is chosen. Sometimes the style is only needed for one paragraph at a time for example a heading style.

To cut down the amount of times the user needs to use the Style menu; you can choose which style should be used in the paragraph that follows the new style. Select Quote style from the list of styles. Select Normal style from the Style for following paragraph list. Notice the style of the new paragraph automatically changes to the Normal style when you press enter after a paragraph formatted with the "quote" style. See Letterhead Textboxes and Styles Tutorial for an example of styles that use the "Style for following paragraph" feature to good effect.

Using the Organizer to Copy Styles You can copy styles between documents or templates. One of the most effective ways to do this is through the Organizer. If you have a group of styles that you want to have work together, in ribbon versions of Word, look into Quick Style Sets. In Word and earlier , you access the Organizer in one of two ways: Word is the same.

Word , the same Styles Organizer. No Toolbars or AutoText tabs. It is still available on the Templates and Add-Ins dialog. Click Organizer. Select the appropriate tab for items that you want to copy. For example, to copy styles from one document or template to another select the Styles tab. To copy styles from your current document to the Normal. Click Close. I'm not sure why this makes a difference, but I've found that clicking on that copy button three times means that these relationships continue in the destination template.

I know that when I copy them only once, they do not and the styles are then followed by the Normal style. Since at least Word , the Organizer will not necessarily show all of the styles in the Normal template. See below in troubleshooting.


You can use a global template as a stylesheet if you include a macro to copy the styles into your document. If you have defined one of the built-in styles just the way you want but would prefer to be using a style of your own for this purpose, copying the formatting to your new style without it being based on the existing style. If you are comfortable editing vba macros, you can record a macro that calls up the style modification dialog and goes through each of the various format dialogs and closes them.

Then create your new style and edit the macro to refect the name of your new style rather than the one in which it was recorded. Run the macro and the new style should match your original one. The Style Duplicator lets you create a new style with the same definition as an existing one. Another way to copy styles is to simply copy and paste paragraphs created in another document containing the style you're looking for. All paragraph formatting is contained in the paragraph mark at the end of each paragraph.

Make sure when you select and copy the paragraph text that you include the paragraph marker at the end of the selected paragraph. Then, when you paste it into the target document, the selected paragraph formatting and paragraph style are added to your target document. If you use Autotext entries contained in a global template that are formatted using a style in that global template, those styles will be copied as well.

For this to work with paragraph styles a paragraph marker in the style must be a part of the autotext entry. This method of copying styles by copying text with a paragraph marker only works if the style being copied in is not already "in use" in the document receiving the copied text. Otherwise the style definition in the target document governs. If you do this and the style already exists in the new receiving document, the existing style in the receiving document is used, not modified. This makes it much easier to maintain consistency within a document but can lead to real headaches if the people who formatted the documents weren't conscious of style use.

In this case if you wanted to copy the style you would want to use the Organizer. Character styles are also copied this way. This gets complex. Sorry about that. Despite this complexity, use of styles for formatting is the key to using Word. If you have text in two different documents that you want to combine, and you want to retain the formatting from each rather than having one style system format the text from both documents, you can.

You can use Paste Special This creates a document within a document, with its own set of styles. Otherwise, if you just want to copy the text, you will need to make some changes to one of the documents before you do the insertion, though. The thing is that if your styles have different names in the two documents, then the formatting will be retained when the text is inserted. So, you'll want to rename the styles in one or both of your documents.

None of the built-in styles can be renamed, though. If you have the WOPR Add-In, you can copy styles within a document and then use replace to change all instances using one of the built-in styles to the copy with a different name. If you have problems with copying formatted text from one document to another, take a look at the troubleshooting section below.

If you have other formatting problems such as headers and footers or page numbering to worry about, take a look at Sections, Header and Footers. If you apply heading styles, you can use the Vertical Scroll Bar in Word to move quickly to different parts of your document. To do this, click and drag the box elevator car in the vertical scrollbar and move it up or down.

You will see tip-text next to it that tells you which section heading of your document you are in. This is a real time-saver when working with long documents. See warning below! Click on a heading within the document map to move to that section in the document. Click on a different heading in the document map to move to another section within the document. To turn off the document map feature, click the Document Map button on the Standard toolbar. The button works as a toggle. CK Note - Warning: Here's the primary problem: Word 97 takes it upon itself to scan every document as it's opened and assign heading levels to all the paragraphs.

By doing so, any heading levels you've assigned are thrown away--and there's nothing you can do about it.

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  6. If you use DocMap on a particular Word document, don't let anybody with Word 97 or any earlier version of Word, for that matter open the document. As soon as your carefully DocMapped Word document is opened in Word 97, all the level formatting will be irretrievably lost. The Document Map feature causes problems in all versions of Word up through Word Do not use it. In Word it was replaced with the Navigation Pane which works nicely. These are set in Style Sets is versions of Word that use them Word and later.

    It also looks at the use of a character style to skip Spelling and Grammar checking on certain words. I use the Emphasis and Strong styles instead of direct formatting using Italics and Bold. This is so that if I change the document style set, they will follow the set rather than the direct formatting. This is a good reason to use styles, period, but tends to be neglected where these two attributes are involved.

    Greg Maxey created a macro that changes the buttons on the home tab to apply these styles. You can find a discussion of that here. These are hidden until used by default. The Hyperlink style is used by Word whenever a hyperlink is inserted. The FollowedHyperlink style is used whenever a hyperlink within the document is followed.

    Since these are styles, they can be modified and you can change the visibility of them using the Manage Styles dialog. You can mark text to not check spelling or grammar in specific words using a character style that changes the language attribute. For more on this see Mastering the Spelling Checker. AutoText lists are an implementation of the AutoTextList field. They are also in a number of the templates supplied with Word. A non-apparent factor with their use is that they are sensitive to styles. AutoText entries are organized by Word according to the style in which they were created.

    Often only AutoText entries saved in a particular style will show up in an AutoText list field. When such a list is missing entries, the first thing to check is whether the insertion point cursor is in the expected style. See the Web Resources page for more on AutoText. Tables of Contents are very easily generated in Word if you use heading styles to mark your headings. See Complex Documents for more on how to do this.

    Creating a Table of Contents without using styles is a painful experience, although it can be done. The StyleRef field is used primarily in headers and footers. With a properly set up letterhead template the styleref field can be used to put information about the addressee and subject into the continuation page header automatically. See the Letterhead Textboxes and Styles Tutorial for a detailed example. The StyleRef field is especially handy because it updates instantly without any user intervention. Note there are potential problems if the document will be opened on systems with different Language settings.

    Built-in Style names change with the language version of Word. A style is a collection of formatting characteristics, such as font name, size and color; and paragraph alignment and spacing. As before, you can have paragraph, character, and linked styles. A Quick Style Set is a collection of styles that are designed to work well together. You can also create your own style sets. If you read something about Word style sets, it is talking about quick style sets. Each style linked in a style set is called a Quick Style. Most styles are not part of a quick style set. The Home tab of the ribbon includes the Styles group.

    The Styles group includes the Quick Styles Gallery and the Change Styles button Word which gives access to the quick style sets. When you choose a quick style set for your document, the individual styles in the Quick Style Set appear in the Quick Style Gallery. The styles in the document that are part of a Quick Style Set will change when you change sets to the definitions in the new set.

    In Word and later the Quick Styles are found on the Design tab in their own gallery. This also shows styles that are not Quick Styles, though. That is, you get access to all styles or can if your options are set to display not only recommended styles or styles in use, but all styles.

    Quick Style Sets can only be used in Word and later. If you are trying to save your own Quick Style Set, make sure that the styles you want to include are set to display in the Quick Style Gallery. Quick Style Sets are. Your custom quick style sets those you create are located in a completely different location. That folder will depend on your operating system. Windows XP Location: These are hidden system folders. In all versions of Word, cascading styles are available, though, where various styles are based upon one another and a change to one style can ripple through others.

    See How styles in Microsoft Word cascade. This can give you some of the advantages of Style Sets in any version, but are a bit more work. The only styles you want in the Styles Gallery are your special styles. Doing that manually is not easy. You can have a template that has no styles in the Quick Styles Gallery and then add your styles to the Gallery.

    You can download such a template from my site. Otherwise, here is a macro that will strip the QuickStyle Gallery attribute from all styles in any template or document.

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    Use this only on a copy that you want to use to create a Quick Style Set. Sub StylesQuickStylesOff ' Charles Kenyon ' ' This is preparatory to ' saving a Quick Style Set for only certain styles ' Strips all styles from quickstyles gallery ' Do not use in a document you plan on using! Make a copy! You will probably want to also change the priorities and visibility of your style prior to saving as a Quick Style Set. The Quick Styles Gallery and Styles Pane also allows the user to select the text formatted with a particular style, and only text formatted with that style.

    Once you have done this all instances of text in that style and not instances of text in a style based on that style or other styles will be selected in your document. A word count of the selection will appear in the status bar. The screenshot shows the result for a linked style which has been used as both a paragraph and a character style. Styles, on the other hand, are geared more to the formatting of text and paragraphs. I believe the themes offered with Office are identical to those from Office Word Themes - OneDrive. Suzanne Barnhill shed light on the subject in a post in a forum: Your author knows little about themes.

    So, rather than further expose ignorance, here are some references:. You can download it here. While styles are an integral part of using Word in a law firm or any environment, there are a few things that cause users difficulty. This doesn't mean that you should not create your own styles; you just need to know how to solve some common problems and understand how you can avoid them in the future.

    A style has changed unexpectedly Check to see if automatic updating is turned on for the style. With automatic updating, a style is updated automatically when you make additional changes to the style, meaning that every paragraph in your document assigned to that style will change automatically. To turn off this feature, click the Format menu, and choose Style.

    Select the style in the Styles box, and then click Modify. If the Automatically update check box is selected, clear it. Your style may have been based on another style that has changed. Changes to a base style affect other styles in the document that are based on it. For example, if you change the font in Normal to the Arial font, Word changes the font for the styles used in footnotes, headers, footers, page numbers, and other text.

    If you don't want a certain style to change when you change the base style, make certain your style is not based on another style. On the Format menu, click Style. In the Styles box, click the style you want to modify, click Modify, and then click no style in the Based on box. See also Word is always making changes I don't expect. Barnhill, MVP. Charles Kenyon note: I recommend that you not base any styles on normal and that you change the built-in styles so that they are not based on normal. This is particularly true for any styles that are involved in paragraph numbering.

    But, I have been told by someone whose opinion I respect that my reluctance to use the normal style is based on an urban myth. I recommend that you keep the Automatically update styles check box unchecked. Especially if you will be sharing your documents with others, leaving it checked can result in truly bizarre formatting and make your documents ugly or even unusable. This is true even if you are using a custom template and not normal. Applying a style turns off bold, italic, or underlining Sometimes when you apply a style that has specific formatting attributes to text already formatted this way, the reverse formatting may occur.

    For example, when you apply a style that contains bold formatting to a paragraph that contains some bold text, the bold text may lose its bold formatting. This problem will not occur if you apply character formatting— either through a character style or direct formatting — after you apply a paragraph style. Apply the style first, and then select the words to have other formatting and apply the formatting directly.

    This removes manually applied formatting. Now when a style is applied, there is no reversing situation to occur. Paragraphs with the same style applied look different.

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    Often a style will be applied within a document, and later, specific text in the document is selected and additional formatting is applied-without updating the style. This is called direct formatting. While direct formatting may be your intention, if you share documents with others, it can be confusing because text formatted differently can have the same style name.

    Apply formatting such as Bold, Italic, and Underline to this text. In the same document, apply the same style to different text and note that the text displays the same style name but appears with different formatting. Select the Heading 1 text that has the directly applied character formatting applied in step 2. Indent and center the text so that paragraph formatting is now directly applied on top of the style. Both paragraphs should now look the same. The following is not in the original chapter. Copying text formatted with a style from one document to another. First, think about using Paste Special As Word Document Object.

    This may do what you want without your having to do a lot of work to otherwise understand how your styles are working. If it doesn't, read on When you copy text formatted in one style to a different document, different things will happen depending on whether that style is already in use in the original document. If the style is based on a different style, it will also matter whether or not that style is in use. The basic rule is that if the style is in use in both documents, the formatting of the style in the target document governs.

    If the style is not "in use" then the formatting of the style from the source document will be carried into the target document and override a style definition for that unused style in the target document. Direct formatting can also cause problems. When you run into a problem with this, first undo and close your documents. Make some copies and work with the copies. Try first clearing any direct formatting in the source document text.

    Then copy and paste again. You may have to reapply the appropriate styles to the pasted text. The pasted text will pick up the paragraph format of the paragraph into which it is being pasted even if the pasted text contains multiple paragraphs. To see something of how styles interact when copied from one document to another, take a look at the IncludeText Field Tutorial. It shows what happens with styles that are 1 in both documents, 2 only in the source document but based on a style in the target document, and 3 only in the source document and not based on any style in the target document.

    Changes to styles are changes to the normal template normal. When you tell Word you want a style modification to apply to all new documents based on this template, you are making such a change. A number of "Add-Ins" prevent these changes from sticking because of poor programming. There are three methods to get around this. Beginning at least with Word there is an apparent bug in which the styles displayed for the normal template may be a short list. See below:. As of this writing Nov I have no explanation for this. In Word but not Word changing the styles viewed in the Styles Pane expands the list of styles shown in the Organizer but not necessarily to showing all styles.

    Note that it is rare to use the Organizer to copy styles from the normal template; I can't think of any reason to do this. You can copy all of the styles from the normal template or any other template by attaching the template to the current document with the option checked to update styles from the template. You do not want to leave this option checked, though! FullName With ActiveDocument.

    See Installing Macros by Graham Mayor for instructions on what to do with this macro if you don't know. Word has three places where you can control automatic updating of styles.