CIO-Information Technology

Frequently Asked Questions - Office

How do you know when the document is perfect and ready for printing?
Need to replace text?
What are the little arrow at the end of displayed toolbars?
Ever see or hear the term "read only?"
What is a template?

How do you know when the document is perfect and ready for printing?
You can access the Print Preview a couple of different ways. The first is through the File menu and select Print Preview. The second method is through the Print Preview button located in the standard toolbar of Microsoft programs. Either way, you instantly find yourself in another window where you can see the entire document as it will be printed. To take a closer look, simply click on the document in the area you would like to inspect and click again to zoom back out. Many other options exist in this window and are waiting to be explored. When you decide you are done, you can choose the Close button at the top and be taken right back to where you came from in the original document.

Save a tree, preview before you print.

Need to replace text?
I have seen it a thousand times: someone needs to remove one phrase and replace it with another. I watch the person at the keyboard highlight the word(s) that have to go, hit the delete button and then start typing the new text. Or better yet, press the Delete or Backspace button and remove each letter one by one.

Next time, simply highlight the old stuff and immediately start typing. That's right, no need to hit the delete or backspace button, with the text highlighted the program will automatically replace it with anything new you type.

What are the little arrow at the end of displayed toolbars?
PC Users
Click on one of the arrows and you will see Add or Remove Buttons. If you have a newer Office Suite version then you will also see an option for showing toolbar buttons in one row but it is the Add or Remove Buttons option we need.

Click the Add or Remove Buttons. You should see a list of all possible buttons for the toolbar (Newer versions are slightly different. You may have to choose between seeing the toolbar button list or going into customization. So select the name of the toolbar you are working with and you will get to the list.).

The items checked are already displayed are already displayed and any items not checked are available to be displayed. When you finish, just click back into your file and the list will close.

Mac Users
You can access additional buttons by click the little arrow at the end of the toolbar. Menus and toolbars can also contain submenus, which are subsets of commands. Submenus are indicated by a triangle on the right-hand side of the menus. Some submenus on toolbars can be dragged to anywhere on the screen as a floating toolbar.

Additional toolbars are available when you hold down Ctrl and click the arrow at the end of the toolbar. You can add additional toolbars to your screen by clicking on one of the choices.

To add or remove buttons on toolbars on your screen, click the arrow at the end of the toolbar and select Customize Toolbars/Menus. Click the Commands tab and then click a category in the Categories list. To add an item to a toolbar, drag it from the Commands list to the toolbar. To remove an item from the toolbar, drag it off the toolbar. When you have finished adding and/or removing, click OK.

Both Users - You can always reset the toolbars and menus to its original settings by going to View on the menu bar, Toolbars, and select Customize (Customize Toolbars/Menus). Click the Toolbars tab, select the toolbar to be restored, click the Reset button, and when you are done click the OK button.

Ever see or hear the term "read only?"
A read only file is a document that you can open and read but no changes can be saved over the original file name. In order to save changes, you have to give the file a new name or save it as a different file format. Either way, you are leaving the original file exactly as you found it.

What is a template?
A template is a document pattern or part of a document that you keep stored to make new documents. They can define the layout, forms, margins, and other features of a document. Word processing, desktop publishing, and HTML editing programs sometimes call these "style sheets." You might also hear templates called "stationary." They can make life easier.