Word 2010 Templates: Quick Tip

When creating a template in Word 2010, it’s best not to base heading styles on other heading styles.  First, it’s not necessary to do so, but more importantly, if you base Heading 4 on Heading 3 (for example), whenever you modify Heading 3 — such as to add underlining or bolding — your changes will ripple through Heading 4, as well.  Typically, that’s not what most people intend.

You’ll encounter fewer problems later on if you base heading styles on “(no style).”

Heading styles are (or should be) linked to a multilevel list style.  If you need to change the numbering or lettering associated with a particular heading style, you need to edit the multilevel list style.  (In versions of Word before Word 2007, you could edit the numbering scheme directly by editing the heading style itself.  Starting with Word 2007, Microsoft broke the direct connection between heading styles and numbering, which confused even many advanced users and consultants.)

The best and most authoritative source of information about setting up heading styles with automatic numbering in MS Word is Shauna Kelly’s articles, including this one.

Just a very quick tip to help guide you in the template creation process.  I will post additional quick tips about templates in the near future.


March 29, 2014 at 4:13 pm

Word 2010: Table header row doesn’t display

Have you ever created a header row in a table (Table tab > Layout > Repeat Header Rows -or- Table tab > Layout > Properties, Row, “Repeat as header row at the top of each page”), but the header row doesn’t appear in the table after page 1?

If so, try this:  Navigate to the left side of the Layout tab and click Properties (-or- right-click in the table and click Table Properties), and then make sure that Text Wrapping is set to “None.”  If it’s set to “Around,” the header row won’t display.  After changing this setting, be sure to click “OK” to save your change.

(Apologies to my readers for any ads that appear on my WordPress pages.  I neither created them nor authorized them, and I do not endorse any products or services that appear therein.)

December 9, 2013 at 3:52 pm

Word 2010: Spelling & Grammar Options (Part I)

Many people are unaware that Word 2010 is configured not to spell-check upper-case words. This odd default setting tripped up a user at a San Francisco law firm where I was helping on an Office 2010 rollout this summer.  He had run a spell-check and was puzzled that the program didn’t flag an obviously misspelled word.  Sure enough, the word was typed in upper case, and it hadn’t occurred to the user (or a rather inexperienced trainer who had stopped by his desk earlier) to check the spelling options.

To change this setting, click the File tab > Options, and click to highlight / select the Proofing category.  Under Proofing, toward the top, you’ll see “When correcting spelling in Microsoft office programs.”  The first option is “Ignore words in UPPERCASE.”  If that option is checked — which it is by default, although your firm’s IT people might have unchecked it for you — uncheck it, then click the “OK” button at the bottom right corner of the Word Options dialog to save your changes.  (Be sure to click “OK” whenever you change a setting.  If you close the Word Options dialog by clicking the red “X” in the upper right corner, Word will not save your changes!)

There are other useful spelling and grammar options under Proofing; I will write about those settings later on in a separate post.

P.S.  It looks as though WordPress has started putting advertisements on bloggers’ pages since the last time I wrote a post.  Please be aware that I have nothing to do with, and do not approve or endorse, any advertisements that appear on my blog that are not explicitly related to me, my company, my books, etc.

October 26, 2013 at 9:15 am

Revised post about macro to invoke the old Print dialog

Please see my revised post about creating a macro to open the legacy Print dialog. In particular, I have edited the coding in Step 2 because the original coding — which worked just fine when I first uploaded my post, and for quite a while afterwords — suddenly started to produce a run-time error. Not sure why, but in any case I located alternative coding that works just fine. (I have tested repeatedly.)

My thanks to Andrew Lockton, who posted the alternative coding on the Windows Secrets site, formerly known as Woody’s Lounge. (I typically hang out in the Word Processing forum, but have provided a link here to all the forums.)

Planning to add some brand-new posts soon! Really.

August 21, 2013 at 1:27 pm

Word 2010: Custom Date With Auto Month/Year, Blank Day

A member of the Windows 7 / Microsoft Office for Legal group on LinkedIn recently asked if there is a way to create a date code in which the month and year are codes that automatically update but there is a blank line where the user can type the day of the month manually.

My original method involved substituting some underscore characters for the “d” (the code for the day of the month) in the date code.  This method worked fine, except that if the codes in the document were updated after the user had typed the day of the month, the manually typed day was erased and replaced by the underscore characters.

The method I detail in this post has the advantage that the underscore characters aren’t part of the field code at all.  Rather, they are plain text.  So the user can type over them and when the document field codes are updated, only the month and the year will update.

After setting up the date in this format (with an automatically updating code for the month, followed by underscores in plain text, followed by another automatically updating code for the year), you can create a Quick Part so that you can insert this specially formatted date into your document with just a few keystrokes.

First, let’s create the custom date.

  1. Insert a date code by doing one of the following:

> Clicking the Insert tab, Text group, Date & Time (choose the date format you want and make sure that “Update Automatically” is checked); or

> Pressing Alt Shift D (but note that this method might insert the date in a format not to your liking).

  1. Press Alt F9 to display the field code itself, not the code results.  The code should look like this:

{ DATE \@ “MMMM d, yyyy”}

  1. Press the spacebar, type a few underscore characters and a comma, and press the spacebar again.
  1. Then insert a second date code.  You should see something like this:

{ DATE \@ “MMMM d, yyyy”} _____,  { DATE \@ “MMMM d, yyyy”}

  1. Insert your cursor into the first date code and delete everything after MMMM except the close quotation marks and the close bracket.  The result should look like this:

{ DATE \@ “MMMM”}

  1. Insert your cursor into the second date code and delete everything between the open quotes and yyyy.  The result should look like this:

{ DATE \@ “yyyy”}

  1. Press Alt F9 again to display the code results, i.e., the date.  You should see something like this:

March _____, 2013

When you click in the month or the year, it should appear in gray, indicating that it is a code.

Now set up a Quick Part (Building Block) so that you can insert your modified date code with a few keystrokes.  To do so:

  1. Select (highlight) the entire date, from the month through the year.  In other words, include both date codes and the plain text in between.
  1. With the date selected, press Alt F3, and when the Create New Building Block dialog opens, give the entry a name (such as Month & Year).
  1. Optional Step:  Type a description if you wish – something that might help you identify the Quick Part in the Building Blocks Organizer later on.
  1. Click OK to save your new Quick Part.
  1. To expand the Quick Part, start typing the name you gave it and press F3, which is the expander key.

CAUTION: When exiting out of Word, you will be prompted to save your new Quick Part. Be sure to click “Yes” or “OK” (I can’t recall the exact wording of the prompt), or the Quick Part will not be saved when you close out of Word!

March 30, 2013 at 1:11 pm

Best wishes for 2013!

May the new year bestow upon each of you the best that life has to offer: good health, contentment, financial security, the safe haven of supportive and caring friends and family, enjoyable challenges, as much work — and leisure — as you desire, and peace of mind. I hope that we all get better at living in / savoring the moment, something that can be difficult to do but that is essential for appreciating life’s fleeting richness.

Warm thanks to my wonderful clients, employers, students, colleagues, family members, friends, customers, blog readers, and all of the other terrific people who have made 2012 a truly special, fun year for me. I am grateful for the confidence you placed in me, as well as for your many kindnesses. You have entertained me, kept me on my toes, taught me a great deal (and not merely about software!), and touched my heart. Because of you, I have constantly striven to grow and improve — personally as well as professionally.

For me, highlights of the year included all of the work-related adventures and travel, making many delightful new friends, and regaining my voice. (While not suitable for everyone who has spasmodic dysphonia, Botox can do wonders. I’m living proof of that!)

I hope 2013 starts off well for all of us and just gets better and better.

December 31, 2012 at 11:33 am

Office 2013 Quick Start Guides (from Microsoft)

Microsoft has made available Office 2013 Quick Start Guides for Word, Outlook, Excel, PowerPoint, Publisher, Visio, Access, OneNote, and Project. According to Microsoft, the guides contain “useful tips, shortcuts, and screenshots to help you find your way around.” These PDF cheat sheets should go a long way toward making users more comfortable with the many changes to the Office interface in the newest version (which will be released to the general public in the first quarter of next year[1]).[2]

To download one or more of the guides, click this link. Then click the icon for a specific guide in order to download it. (Note that the icons are shown in alphabetical order by program — i.e., with Access first and Word last.) The PDF should open in another window, at which point you can use File > Save As to download it.

Thanks to Sherry (McGovern) Kappel for posting a link to the guides on LinkedIn!

[1] A beta version of Office 2013 is available now. It is my understanding that some large business customers have access to the full retail version, but that version won’t be widely available until the winter or spring of 2013.

[2] Note that you need Adobe Reader (or a similar program) in order to open and read PDF files.

December 18, 2012 at 3:34 pm

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© Jan Berinstein 2009-2013. Unauthorized use and/or duplication of one or more articles posted on this blog -- i.e., without express written permission from the blog’s author -- is strictly prohibited. You may use brief excerpts and/or links, provided that you give full, accurate, and prominent credit to Jan Berinstein, with appropriate and specific direction to the original content.

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