Microsoft Office Tips


Icons, Adding

View, Customize, Commands. Find the icon you want added to your toolbar and drag the icon to the toolbar.

Close all open files

To close all open files (but not the program), hold down the Shift key and select File, Close All.

Formatting, Copy

To easily copy text formatting to other text, click inside the text formatting you want to copy from and press the Format Painter icon, then click and drag over the text you want to look like the original. Double-click the Format Painter to copy the formatting more than once.

Folder, Create

In Windows Explorer, click on the drive or folder you want the new folder to be in. File, New, Folder. Type in the name of the folder and press Enter.

In Word, Excel. & PowerPoint, you can create a new folder when you do a Save or Save As command. Click on the New Folder icon and name the folder.  

Font Size, Create your own size

Click in the font size window and type a size. You can type any size you want, for instance, 4.5. You can type in sizes up to 1,638 in Word, 409 in Excel, and 127 in Outlook.

Watermark, Create when printing

To quickly print a watermark on your document:

1.      File, Print, Properties.

2.      Effects Tab, Watermarks.

3.      Standard Watermarks to choose from will vary depending on which printer you have selected. They include: Confidential, Draft, and Sample. Older printers may not have this option.

File Locations, Change default

To point to a specific folder when opening a file or saving, follow these steps:

Word: Tools, Options, File Locations Tab, Modify. Use the drop-down menu of Look In to find the drive you want (usually your shared department folder).

Excel: Tools, Options, General Tab. Type in file location.

PowerPoint: Tools, Options, Save Tab. Type in file location.

Hyperlinks, Link to Web Site

Type the entire web site followed by a space. The text will create a hyperlink to the web site. Example:

Office Assistant

Tired of the Office Assistant?   Turn it off: Help, Hide the Office Assistant. To turn it back on: Help, Show the Office Assistant.  Turning it off will also give you access to the full Help Menu.

Print Screen

To capture a picture of what is on your monitor, press the Print Scrn key. (To capture only the active window, press Alt + Print Scrn). Open a new document in Word or Paint and Paste.

Print Selected Pages

  1. File, Print (or Ctrl + P)
  2. In Print Range, type the first page to the last page you want to print. Use a hyphen for consecutive pages or commas for non-consecutive pages. For example:
    1. On a ten-page document, if you wanted to print pages 4 through 7, type: 4-7.
    2. To print from page 5 to the end, type: 5-
    3. To print pages 2, 7, and 8, type: 2,7,8.

Read Only recommended

To make your files Read Only Recommended:

1.      File, Save As.

2.      Tools, Security Options.

3.      Read Only Recommended, OK, Save.


If all icons are in one row: View, Toolbars, and Customize. Select Options tab and take checkmark off of Standard & Formatting toolbars share one row. 

If all of your menu choices do not show when you first click on it: Take the checkmark off of Menu Shows Recently Used Commands First. All your menu items will appear!