Add Full Screen View to De-Clutter Your Workspace in Word

If you’ve ever opened a Word document and found yourself too distracted by a thicket of rulers, menus, status bars, and ribbons to concentrate fully on the text, Full Screen view might be for you. It strips out most of the extraneous distractions from your view so that the document takes up – as the name suggests – the full screen.

The Full Screen view is easy to find in Word 2003. Just go to the View menu and select Full Screen. To go back to the regular view, go back to the menu and uncheck Full Screen.

In Word 2007, you might be tripped up if you to go the View menu and select Full Screen Reading. Full Screen Reading is NOT the same thing as Full Screen View – you can’t actually edit the document in Full Screen Reading mode.

To access the Full Screen View, you’ll first have to add Full Screen View to the Quick Access Toolbar. Once it’s installed, you’ll be able to just click that button.
Here’s how to add Full Screen View to the Quick Access Toolbar:

  1. Click the drop-down arrow to the right of the Quick Access Toolbar and select More Commands.
  2. Go to Choose commands from and select Commands Not in the Ribbon.
  3. Select Toggle Full Screen View. Click Add, then click OK.
  4. And you’re done! The Full Screen View has been added to the Quick Access Toolbar, and you can easily switch to Full Screen whenever you want.

Using Tabs to Properly Align Text and Numbers in Microsoft Word

If you are working in Microsoft Word, chances are you will need to format your document.  Anytime that you are not simply using the left margin to align paragraphs, you should use tabs to properly align your text and numbers.
The default tab stops are every 0.5 inches from the left margin. You can easily customize this by simply clicking on the ruler at the top of your page in Microsoft Word. Wherever you click, you will see a tab symbol as show in the image below. If you’d like the tab to right align text, double-click your new tab symbol. In the menu under Alignment, select Right.

Every now and then you might get a Word document from someone who uses multiple spaces instead of tabs to space out items or begin paragraphs. It’s also pretty common with information downloaded from the Web — when it’s converted from HTML to text format, a whole bunch of spaces appear. Suddenly your lovely Web chart looks like a mess in Word.
First, how can you tell if the document uses spaces instead of tabs?

1.    Click on the paragraph symbol in the Paragraph tools.

2.    You will see dots for spaces and right arrows for tabs.

Next, how do you clean it up?

Easy! Just perform the following steps:

1. Press Ctrl+H to pull up the Find and Replace box.

2. Click on the More button and check the Use Wildcards box.

3. In the Find field, enter a single space followed by a left brace, the number 2, a comma, and the right brace.

4. In the Replace field, type ^t. The Find and Replace box should now look like this:

5. Click on Replace All.

You’re done! Now all your multiple spaces will be replaced with tabs, and you can adjust the tabs as needed.

Do you have any other tips or topics you’d like us to cover?  Post a comment below and we’ll add a blog post about that topic!

Flag Sensitive, Urgent, and Draft Documents with Watermarks

When you’re circulating a document for group review, you sometimes want to make it absolutely clear what the purpose or the status of the document is. Watermarks such as “CONFIDENTIAL” or “DRAFT’ help get the point across.
Watermarks are easy to insert in Word 2007. Just follow these steps:
  1. Click Page Layout on the Office ribbon.
  2. Go to the Page Background group and click Watermark.
  3. Select the watermark you’d like to use.
  4. To create a custom text watermark, first remove the existing one by going to the Page Background group, clicking Watermark, and clicking Remove Watermark. Click Custom Watermark, then Text Watermark, and type in your custom watermark. Click Apply.
The process is slightly different with Word 2000 and 2003:
  1. Go to the Format menu, then select Background, and click Printed Watermark.
  2. To insert a picture as a watermark, click Picture Watermark. Then click Select Picture. Select the picture you want, and then click Insert.
    To insert text as a watermark, click Text Watermark. Then select an existing watermark or enter your own custom text.
  3. Use the Print Layout view to see how it will appear on the printed page.

If you’ve got a question about using Microsoft Word or other Office products, CMIT Solutions can help. Give us a call at (800) 399-CMIT.