When you want to replace fonts in a document, Word has a couple of tools to get the job done. One way is to modify the style. There are many styles in Word, but the two popular styles types include character and paragraph. A paragraph style is a set of instructions telling Word how to format a paragraph. Check my blog post on Styles here. The default style in Word is normal and current version of Word is Calibri, 11 point font. You can see a list of the document Styles by clicking the Style dialog box launcher from the Home tab. Styles help create table of contents.
Once you click recognize the style you want to modify, right click the style and select modify. Make the font changes, click ok and everywhere in the document that used that style will be automatically updated.
Another option is to run Word’s find and replace feature. Control + H or click the replace command from the Home tab.
Click the more button, which will make the box bigger and have options to find and replace fonts.
Click in the find what box, then select format, then font. Choose the font you want to find. Repeat the steps with the replace with font line.
Check out my Word shortcuts cheat sheet. If you like this post and want more delivered to your inbox, sign up for the newsletter list from the right side bar.
When you insert a picture into a Word document, it places the image inline with text. This means that the image will not have words wrapped around it. Select wrap text from the format tab under picture tools (or right click image) and choose through. Then drag the image anywhere in the document to have words wrap around it. Resizing the image sometimes helps with the text flow.
Before text wrap:
After text wrap through:
Download my Word keyboard shortcut cheat sheet.
Posted in Word
Tagged wrap text
Have you ever had two similar looking spreadsheets in Excel and wanted to find out which rows contain differences? If your lists are small, you could try to view the two spreadsheets either side by side horizontally or vertically. Click Excel’s View tab then click New Window. Then click Arrange All with vertical.
With vertical this is what you get.
However, when your lists contain too many rows to compare in Excel, then you can export the data to Access. Either run the Excel import Wizard from Access or copy and paste between the programs.
Select the “Find Unmatched Query Wizard” from the Query Wizard button from the Insert Tab in Access.
Click Finish and view the dataset. You may need to run the unmatched query wizard again a with changing the table comparison direction if the first query did not produce the results you thought.
Today I learned an Excel trick that really amazed me! I’ve been teaching Excel for a long time and never knew you could double click on the edge of a selected cell to navigate in 4 directions. If you double click on the bottom edge of cell it will navigate to the bottom row. If you double click on the top part of the selected cell, it will navigate to its header. Left and right clicking take you to the sides, horizontally.
Hold down the shift key while you double click and it will make a selection of all the cells starting from the start to end of the range.
I want to share with you 4 power user tricks to use while formatting Word documents. Styles make documents look orderly and save you a lot of time. If you are not using Styles for long documents, then you are probably fighting with Word. Styles can also make the document save faster when working with large amounts of copy and images.
1. Turn on the Apply Styles pane by clicking Control + Shift + S.
This will confirm the style you have selected and allows for applying a new style quickly.
2. View your styles using the draft view.
The default draft view does not show styles in the left side bar. To apply this you need to go to Word Options. (File–Options) Then click the Advanced option and scroll down about half way and make 1 inch or so of space next to the “Style area pane width in Draft and Outline Views. 1 inch or .5 inches is probably good enough.
3. Create a shortcut key to apply your style.
Right click the style and select modify style from either the Styles gallery or Style pane. After you see the Modify Style dialog box, click Format then click Shortcut key.
After the shortcut key is entered it will let you know if it conflicts with an existing default shortcut key. Click “Assign” to confirm.
4. Use the navigation pane to easily reflow content.
Turn on the navigation pane from the view tab check box. You can view all the heading styles and drag a heading up or down. All of the subheadings and body text will follow the leader heading style.
Download my Word keyboard shortcuts here. If you would like to have my future blog posts emailed to you then sign up from the desktop version of this site with entering your email address on the right side bar.
Posted in Word
Update Post: I had a great time talking about Pinterest, OneDrive, OneNote and auto tagging with Photos using the camera roll of OneDrive.
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The Advanced Filter is a command in Excel that allows you to filter your data. It is useful when you have a list of criteria that you would like to use in your filtered record set. The Advanced Filter command is found on the Data Tab. You can either filter your data in place (default) or you can copy your filtered records to another location on the same worksheet.
The list range is your data set that you are starting with. You will want to make sure that your list range includes your header row. The criteria range will include at least one of your header labels and then the criteria below it. Optionally, you can check the box for unique records only.
This example I have a data set with the following header list: Region, Date, Category, Specs, and Number. I want to see the following records that contain the numbers 1101, 1102, 1103, 1104, and 1105. Yes, I could click the filter button and select the values from the checkboxes but that can be a lot of extra time spent scrolling up and down to get the correct ones. So instead just copy down the values you want to filter under the header. This will be someplace other than the dataset. It can be a list on the active sheet or another. In my example I have it in a different tab.
The best practice is to start by clicking your data set. Then click the advanced filter button. It only says Advanced but after you click it the advanced filter box will pop up. Verify that the list range is correct with the header row included. Click in the criteria range and then select the range. Make sure your header is typed exactly the same as the data set header. If you have one extra space after the header it can mess up the results. Click Ok if you are ready to filter the results in the original data. Click copy to another location then select a range on the active worksheet as the data set in which you want the top left cell to begin your extraction of the data filter.
The final result yields a filter where the row numbers turn blue if filtered in place. If I had filtered to another location then it would essential be an extra output. You would select that option when you want to leave the original data set alone.
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Posted in Excel