Hello Again:
Well, some more words about Word. But first a question...What's a Style (as applied to software like Word)? How about a predefined compilation of formats (my definition)? Such as {Times New Roman, 12, Green, Left Aligned, 2 Line Spacing}. Each Style has a name and a definition of the formats that make up that Style. Then there are of course default settings such as the default Style for a given application. Microsoft seems to like the word 'Normal', many of the default settings in MS applications are set to Normal, although Normal may mean different settings for the specific format in this case. Excel has Normal Style by default but has different settings than Word.
As far as the Word Normal Style, low and behold, MS decided to change what Normal is for Word after Word 2003 (Word 2007). So, for those of you who have worked with both versions (or even 2010), you probably have "seen" this and wondered what happened.
In Word 2003 and earlier versions, basically the Normal Style is {Times New Roman, 12, Left Aligned, single space, no before or after spacing}, there are certainly other setting to fully define Normal, but good enough for comparison.
In Word 2007 and 2010, Normal is {Calibi, 11, Left Aligned, 1.15 Line Spacing, 0 pt Before, 10 pt After} and other settings.
The HUGE difference as I would see it, not so much the font change but the spacing changes and the implications. Word 2003 has single spacing with no before or after paragraph spacing, thus one would press Enter twice to create the end of a paragraph, a "blank line", and then start a new paragraph. In Word 2007, 2010, pressing Enter once, starts a new paragraph but 'appears' to have a blank line between the paragraphs. This is of course is due to the After Paragraph setting of 10 pts and the line spacing of 1.15. MS decided this for you. They decided the font and spacing setting are the most visually appealling and the easiest way to make it work.
So what if you want it to be the way it was? In Word 2007 notice there is a style "No Spacing", it is the old style spacing but still uses Calibri 11. To change the font, right click on "No Spacing" and choose Modify. In the lower left click Format, Font and then change it to what you want. Do this for any of the format options. After you are done changing any formats, click "New documents based on this template" to make it the default style for new docs. You could do the same thing to the Normal Style, just modify IT and make it the default. You could even create a New Style and make it the default...
So you don't have to be Normal I guess is the bottom line...
Take care in the meantime until next time. Joel
Saturday, September 25, 2010
Thursday, August 12, 2010
Word: Basic but Important
Hello again. I guess it's time to put in a word about Word. So I'll start at the beginning...
I taught a Word Level 1 class last week and and once again was reminded as to how some of the most basic concepts about how an application works are missed sometimes when people just "jump into" working with an application and "fumble around" (these are the terms I am told by users, I didn't make it up).
When I teach a Word Level 1 class, one of the first things that is taught in the class is about the "Show/Hide" button. It's the paragraph symbol button. It's in the Standard Toolbar in 2003 and earlier versions and a button in the Paragraph Command Group of versions 2007 and later.
What does the button do (it is NOT on by default)? Well, it shows or hides non-printing characters (dot's for spaces, paragraph marks for paragraphs, right arrow for tab spacing, etc.) Non-printing means the characters don't print but show you the "data" in the document such as spaces.
How many of you after typing something have wondered "is that one or two spaces there???" If Show/Hide were on, just count the number of dots as one dot is one space (zoom in if you need to see it better, like 250%). You all know that one creates paragaphs in Word and the document starts with one blank paragraph (with Show/Hide on you see one paragraph mark in the upper left of the blank document). Honestly, I don't know how someone can confidently work on a document without Show/Hide on or at least turn it on every now and then to see what's there or not there. White space in a document is hard to interpret without this feature; several things can cause white space such as spaces, tabs, indents, alignments, etc. Show/Hide makes it obvious as to what is creating the white space. Do you "see the white", har har.
I hope this gives you some insight and opened your eyes as to what the Show/Hide button in Word is about, no pun intended.
Stay tuned, I'll have more to tell you about in the near future.
Take care in the mean time until next time. Joel
I taught a Word Level 1 class last week and and once again was reminded as to how some of the most basic concepts about how an application works are missed sometimes when people just "jump into" working with an application and "fumble around" (these are the terms I am told by users, I didn't make it up).
When I teach a Word Level 1 class, one of the first things that is taught in the class is about the "Show/Hide" button. It's the paragraph symbol button. It's in the Standard Toolbar in 2003 and earlier versions and a button in the Paragraph Command Group of versions 2007 and later.
What does the button do (it is NOT on by default)? Well, it shows or hides non-printing characters (dot's for spaces, paragraph marks for paragraphs, right arrow for tab spacing, etc.) Non-printing means the characters don't print but show you the "data" in the document such as spaces.
How many of you after typing something have wondered "is that one or two spaces there???" If Show/Hide were on, just count the number of dots as one dot is one space (zoom in if you need to see it better, like 250%). You all know that one creates paragaphs in Word and the document starts with one blank paragraph (with Show/Hide on you see one paragraph mark in the upper left of the blank document). Honestly, I don't know how someone can confidently work on a document without Show/Hide on or at least turn it on every now and then to see what's there or not there. White space in a document is hard to interpret without this feature; several things can cause white space such as spaces, tabs, indents, alignments, etc. Show/Hide makes it obvious as to what is creating the white space. Do you "see the white", har har.
I hope this gives you some insight and opened your eyes as to what the Show/Hide button in Word is about, no pun intended.
Stay tuned, I'll have more to tell you about in the near future.
Take care in the mean time until next time. Joel
Sunday, July 18, 2010
Smart Tags
Hello again, I know it has been awhile but here's something that I'll bet you have seen but may not really understand the significance thereof...Smart Tags
Starting with Office 2002 (also called XP) Microsoft added a new feature to the Office Applications called Smart Tags. Upon completing an action (such as Paste or Insert) and Icon related to the action (such as a Paste Options Smart Tag (Clipboard icon on a button) in the event of a Paste action) appears on the screen. You can ignore the button, keep on working and it will go away. If you move your cursor over the button you will see a down arrow. Click on the down arrow and you will see a list of options. The idea is when you perform an action, Microsoft has decided for you what happens by default but the Smart Tag is to offer you other options. You ought to at least look at the options to see what your choices are, you may be surprised as to the number of options. For example, in Excel, the Paste Smart Tag has 9 (yep, 9)different options as to what may happen when you Paste!
For those of you who have "been around awhile" you may have known about the Edit>Paste Special command. After a cut or copy, you could choose Edit>Paste Special from the menu and you would be presented with many options as what to do upon Paste. I suspect MS's intent was to provide a way to have options related to an action more "up front" or obvious by using the Smart Tag concept (no personal communication with Bill Gates and his team).
Check it out...I believe it's always good to know what your options are!!
Now just make a decision!
Have fun in the meantime until next time, Joel
Starting with Office 2002 (also called XP) Microsoft added a new feature to the Office Applications called Smart Tags. Upon completing an action (such as Paste or Insert) and Icon related to the action (such as a Paste Options Smart Tag (Clipboard icon on a button) in the event of a Paste action) appears on the screen. You can ignore the button, keep on working and it will go away. If you move your cursor over the button you will see a down arrow. Click on the down arrow and you will see a list of options. The idea is when you perform an action, Microsoft has decided for you what happens by default but the Smart Tag is to offer you other options. You ought to at least look at the options to see what your choices are, you may be surprised as to the number of options. For example, in Excel, the Paste Smart Tag has 9 (yep, 9)different options as to what may happen when you Paste!
For those of you who have "been around awhile" you may have known about the Edit>Paste Special command. After a cut or copy, you could choose Edit>Paste Special from the menu and you would be presented with many options as what to do upon Paste. I suspect MS's intent was to provide a way to have options related to an action more "up front" or obvious by using the Smart Tag concept (no personal communication with Bill Gates and his team).
Check it out...I believe it's always good to know what your options are!!
Now just make a decision!
Have fun in the meantime until next time, Joel
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