Archive for Word

Word for Chromebook

Need help installing Word on your Chromebook? Call Skylark NetWorks at (516) 308-2759 or read on.

One of the most frequent calls I’ve received lately as a computer repair technician revolves around the new Chromebooks using the ChromeOS Operating System. The typical call sounds like this:

Caller: How do I install Microsoft Word on my Chromebook? I can’t get Word to work on my Chromebook.

Skylark NetWorks: Do you have a Windows or a Mac version of the Microsoft Word software that you are trying to install on your Chromebook?

Caller: Yes! I have the _________ version. (Fill in the blank)

Skylark NetWorks: You can’t install that on your Chromebook because your Chromebook isn’t a Mac or a Windows computer, but —

Caller: So what do I do? I need a word processor, and I prefer to use Word.

Skylark NetWorks: I would recommend you go to the Microsoft Office Apps website at http://office.microsoft.com/en-us/web-apps. Then you can use and share your Word documents anywhere.

Get Started with Microsoft Office Web Apps

Since Chromebook users cannot install Microsoft Word on Chromebook because Chromebook uses ChromeOS, a Linux-based operating system which doesn’t support Microsoft Windows-based or Mac-based software.

This doesn’t mean that you’re locked out forever from working on Word documents. There are a number of ways Chromebook users work on Word documents, and their Excel and PowerPoint files, too. You already know these are important file types, and having access to them is a must.

Download Microsoft Office Web App

This Chrome app was generated by Microsoft to allow Chromebook users the chance to go online and use Microsoft Office programs such as Word, Excel, and PowerPoint. The web app also gives you access to Microsoft’s Cloud Storage Service called SkyDrive.

Alternate: Google Docs

Have you heard of Google Docs? It’s a free service from Google. Google Docs can open and edit most of the popular file types of Microsoft Office including Microsoft Word and Excel documents. Since your Chromebook was also developed by Google it is the perfect tool for working with Google Docs.

FYI: Anyone Can Use Microsoft Office Web Apps

Microsoft’s Office Web Apps aren’t just for Chromebook users. Your can use it on just about any desktop, laptop, netbook, or tablet computer.

Office 2010 – Better Than Ever

If you run a small business you should have (or upgrade to) Microsoft Office 2010 Home and Business Edition. This package provides you with the leading word processing package, Microsoft Word, and the top spreadsheet application, Excel. Beyond that you get PowerPoint for quick and easy presentations (slideshows), and Outlook for managing your email.

Outlook 2010 has proven so useful for managing my email because I have so many email accounts. People always ask “Which email address should I use for you, Robert?”, and I say, “Any of them; they all go to the same place.” That place is my Outlook Inbox. The other great thing about Outlook is the mail rules. I can have it flag or sort important messages as they arrive. Flags add them to my To Do list so I know which mails need to be looked at right away.

Download Microsoft Office Home and Business 2010 today and try it free for 3 days. And feel free to leave comments or questions here.

Taking a Screenshot in Word 2010

Microsoft Office 2010 has lots of new and improved features. One feature which will prove very useful is the new screenshot button in Word 2010. With it you can take a snapshot (screenshot) of any image or window on screen. Furthermore, you can crop and edit those shots, too.

This can be a very useful feature for writing articles while including images from websites or other sources on your computer. This tool is found on the “Insert” ribbon in Word 2010. Starting with Office 2007, Microsoft replaced the familiar toolbars with a “ribbon”, thereby reveling features that had long been buried and hard to find.

To take a screen shot, you click the “Insert” tab above the ribbon. (See picture below). You’ll see the Screenshot tool has a arrow below it. Whenever you see a downward pointing arrow on the ribbon that indicates that other options will be made available to you when you click such a tool.

Screenshot Tool in Word 2010

In the case of the Screenshot button, it will reveal “screenshots” of all the available windows from actively running programs on your screen. For example, I might be working on a spreadsheet or browsing a website when I come across information or images I’d like to include in a Word document. In Word 2010 I could click the “Screenshot” button and a snapshot of these open windows would be displayed in Word. Then I juct click on the image of the window I want to include in my document, and voila!, that’s it. The image is embedded into my document.

If you want to just show a portion of a window, then select the “Screen Clipping” link at the bottom. (Show at right). Then the last screen you displayed is redisplayed (but faded) with some crosshairs for you to drag a selection around the portion of the image you want to display, then Word embeds that portion into your Word document.

Need to enhance the image further? Use the the “Picture” tools tab to manipulate your new image.

Buy or Try Out Microsoft Office 2010 Online from the Microsoft Store. Microsoft Office Home and Student 2010 Download can be yours today for only $149. Or you can order the package and have Microsoft Office Home and Student 2010 delivered anywhere you choose. The Home and Student edition comes with the popular Word, Excel, and PowerPoint applications.

Business users might be interested in either Microsoft Office Home and Business 2010 (Word, Excel, PowerPoint, Outlook, and OneNote) or Microsoft Office Professional 2010 (Includes all the previous applications, plus the Access database application and Publisher). These packages cost $280 and $499 respectively and are available for download or delivery.

For Windows (Windows 7, Vista, or XP SP3)


Microsoft Office
Home and Student 2010

$149

Microsoft Office
Home and Business 2010

$279

Microsoft Office
Professional 2010

$499

For Mac (Mac OS X version 10.5.8 or later)


Microsoft Office for Mac
Home and Student 2011

$149

Microsoft Office for Mac
Home and Business 2011 Download

$279

Microsoft Works, Word, and WordPress

word_logo

MS Word logo

Wordpress logo

Wordpress logo

MS Works logo

MS Works logo

Yvonne Bisk of the Long Island Business Networking Group asks:

Why does my WordPress blog have a problem with Microsoft Word documents, while Microsoft Works always works??

I’m assuming that you are referring to pasting text from Microsoft Word into WordPress when adding a new post. If I’m wrong, send me more information on what you’re douing when you encounter problems between Microsoft Word and WordPress. (WordPress, for those unfamiliar with the program, is a web based blogging platform, that is, software that is used for publishing blogs. Skylarking, for one, is published using WordPress.) FYI, WordPress is not a Microsoft product.

Microsoft Works versus Microsoft Word

First, I’d like to mention that Microsoft Word is a more elaborate word processing program than Works is. I refer to Works as Word’s kib brother. Works is more family oriented, while Word is more business oriented, so Word has more features and capabilities than Works. Some versions of Works include Microsoft Word as the word processing application.

Pasting from Word to WordPress

When you copy text from Microsoft Word you are also copying a lot of invisible code that Word uses in order to identify the fonts, bolds, italics, quotation marks, dashes, “&” or ampersands, and other information about your text. This code, invisible to us, is specific to Word, and as such, WordPress will not interpret this code properly.

Works, on the other hand, being a less elaborate program, doesn’t have as much of this invisible code, so you have less troubles when you copy and paste from this program into your WordPress blog.

Before you decide to stop using Word when copying to WordPress, read on, WordPress has some tools to help you avoid these problems.

WordPress Tools

When you use WordPress, you may notice this single row of tools when adding a new post to your blog.

wordpress-singleIf you point at the last button on the right hand side you will see a pop-up appears telling you this button is called the “kitchen sink”. Clicking this button will reveal a second row of tools, like so:

wordpress-doubleYou’ll see that I’ve circled two of the tools on the toolbar. The one on the left is called “Paste as Plain Text” and the second is called “Paste from Word”. I prefer to use the “Paste as Plain Text” tool when working with Word and WordPress, but you can experiment on your own and see what results you get.

paste-as-plain-textFor example:

  1. I can copy some text from a Word document.
  2. Then I go to my WordPress application on my blog
  3. Then, while editing or adding a post, I can click the “Paste as Plain Text” tool, and pop-up window (shown at right) will appear that instructs me to “Use CTRL + V on your keyboard to paste text into the window”
  4. So now I hold the “CTRL” key — it’s on the lower left and right of keyboard, it doesn’t matter which you use — with one hand and tap the letter “V” with the other hand. Now my copied text from Word will appear inde the box.
  5. Then I click the Insert button onscreen.

Voila! My Word text has now been pasted into my WordPress post. Any special code and characters from Word that may have been bothersome to WordPress should have been stripped away.

Got a story to share? Have a question? Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with Skylarking’s email form.

How To Scan A Photo into Word 2003

I received a request yesterday on how to add photos from your scanner into a Microsoft Word document. They said they had Word 2003, and they were interested in creating family newsletters for their friends. They were also considering starting a newsletter for their building association.  Many of the photos they had were hard copies, so they were going to have to scan them.

Here’s the method I offered:

Scanning Pictures into MS Word

  1. Start Word
  2. Type message or text first (optional)
  3. Click where you would like to place a picture
  4. Put photo into the scanner
    1. Click “Insert” >> “Picture” >> “From scanner or camera …”
    2. Click the “Insert” button. The scanner will scan the photo, when the scanner stops the photo will automatically be added. You may need to scroll down to find the photo in your document.
  5. Find the photo in your document, and then double-click the photo to adjust the size. The “Format Picture” dialog box should appear.
    1. Click the “Size” tab.
    2. Adjust the “Height” or the “Width” in inches.
    3. Click the “Layout” tab.
    4. Click the square above “Square”
    5. Choose to have the photo go to the “Left” or the “Right” side of the page.
    6. Click the “OK” button
    7. Click on another location on the page other than the photo.
  6. Repeat steps 3 through 5g for each additional photo.

Notes:

  • After all photos have been added, if you need to resize photos, repeat steps 5 through 5g
  • To reposition photos:
    • Place the mouse on the center of the photo
    • Hold down the left mouse button
    • Drag the mouse to a new location to move the photo. A dashed outline will show the photos new location.
    • Release the left mouse button when the outline is properly located.



Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form.

Envelopes and Labels

I’ve been receiving a lot of question about printing address labels and envelopes using a contact list or address book. So I’ll be starting a series of articles today on various printing methods relative to the questions I’ve received.

One of the simplest methods for maintaining an address book or contact list is with Microsoft Word.  The two most commonly found versions today are Word 2003 and Word 2007, though some people are still using Word XP (2002).  Word XP (2002) and 2003 are very similar to one another and their preceding versions, but Word 2007 is very different, and will most likely “put off” anyone familiar with the older versions. If you’d rather stay with the familiar, plenty of used and new copies of Word 2003 can be found online through Amazon or eBay.

Simple Contact Management with Word 2003

There are several methods you can use for storing addresses in Microsoft Word. The easiest method works best if you only print one address label or envelope at a time.

To store your contact information just type a list of addresses as you would if you were addressing an envelope. Place the first and last name on one line, the street address on the next line, and the city, state, and postal code on the thrid line.  Additional information such as phone numbers and email addresses can be entered beneath that.

Skip a line between each individual person or business on your list.

Some may ask, “How do I sort this list?” Well, there’s no easy way to do that with this method, you have to do your sorting by hand, either by cutting and pasting to rearrange items, or by dragging and dropping.

The easiest way to make your way around a long list of names is to use CTRL +F on the keyboard, or select “Find” on the “Edit” menu. Then you can type a name or some piece of information that you’d like to find.

Printing Single Labels or Envelopes

This contact list is very easy to use when printing single address labels or envelopes. All you have to do is highlight a name and address in the list. Then click Tools > Letters and Mailings > Envelopes and Labels.

  • If you’re printing a single address label, click the Labels tab, then click the “Single label” option. If you’re reusing a sheet of labels, specify the “column” and “row” for the label to be printed on. You can use the “Options” button to specify which label product and size you are printing on.
  • If you’re printing an envelope, click the “Envelopes” tab, fill in a “Return Address” if you wish, and specify the envelope size with the “Options” button.

Envelopes and Labels Tool

Envelopes and Labels Tool

Come back tomorrow for more methods on managing address lists and printing envelopes and labels. We’ll be working our way up to mail merges for mass mailings, and I’ll show you some other printing tools and software packages along the way.


Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form.

Printing to a secondary printer

Bob sends in the following question by email concerning printing with Word 2007:

I have a networked Ricoh printer that is my default printer. I have an HP laser attached to my workstation.

I use the HP to print envelopes. How do I print an envelope to the HP without resetting default printer?

Thanks for the question, Bob.

When two or more printers are available to your computer — either directly connected to the computer, or over a home or office network — one printer is the primary (default) and the others are secondary. In Bob’s case the Ricoh printer on his network is his primary (default) printer, and he has a Hewlett Packard (HP) attached to the computer which is his secondary printer.

First, I’ll assume you’re using the envelope setup technique I discussed in my post Setting Up Envelopes in Word 2007. (If you’re using the Envelopes tool on the Mailings tab, I’ll discuss that later in this post).

Simply put, when you’re ready to print the envelope, use the CTRL + P technique I mentioned in that earlier post, but before clicking the OK button — or hitting ENTER — to print, look at the upper left of the Print dialog box onscreen, and click the dropdown button for “Name” to select your secondary —in your case, the HP— printer. (See the picture below; I’ve circled the dropdown button.) Then click the OK button.

Word 2007 Print dialog box

Word 2007 Print dialog box

Alternate Method: The Envelopes tool

If you’re using the “Envelopes” tool on the “Mailings” tab of Word 2007, it’s little more involved, in my opinion, which is why I don’t use this alternate method.

Word 2007 Mailings tab and Envelopes tool

Word 2007 Mailings tab and Envelopes tool

The Envelopes tool has no option to change the default printer. Before starting to use the Envelopes tool you have change the printer by using CTRL + P and following the instructions above for changing the printer Name. Then click the “Close” button next to the OK button.

Now you can click the Mailings tab, and use the Envelopes tool to setup and print your envelopes.

You can repeat the change printer name process to revert back to your primary (default) printer. Alternately, if you close and restart Word 2007, it will revert back to your default printer automatically.

Don’t like to use CTRL+P?

The Office buttonIn Word 2007 you can click the Office button in the top left of the screen, then point at “Print” and then click “Print” in the submenu to reveal the Print dialog box. To use your default printer or the last used printer, just click “Quick Print” on the submenu.

If you’re using Word 2003 or Word XP (2002), use the “File” menu instead of the Office button, and click “Print” to access the Print dialog box.

Thanks, again, Bob for your question.

Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form. I’m looking forward to hearing from you.


Correcting a misspelled name in Word

Michael from Purchase, NY asks the following question by email this weekend:

I recently wrote a long letter to my lawyer recounting a car accident I was in. Afterwards I had saw I had misspelled the person’s name who hit me. I was very annoyed because I had used the name a lot and it took a long time to correct them all. Is there a fast way to correct mistakes like this?

The feature you’re looking for is called “Find and Replace”. In Microsoft Word 2007 you will find “Replace” on the “Home” tab. In older versions of Microsoft Word (Word 2003, Word 2002 (XP), Word 2000, etc.) , you will find “Replace” on the “Edit” menu.  Either way, you can use the keyboard combination of “CTRL” + “H”.

CTRL + H

  1. Highlight the misspelled word or name.
  2. Hold the “CTRL” key with one hand, and while holding it, tap the “H” key with your other hand. The “Find and Replace” dialog box will appear. The highlighted word or name will appear in the “Find” box.
  3. In the “Replace with” box, type the correct spelling of the word or name.
  4. Then click “Replace all”.

If you prefer to use the “Edit” menu, at step 2 click “Edit”  then “Replace”; or in Microsoft Word 2007, click “Replace” on the “Home” tab.

If for some reason you don’t want to change all the instanaces of the misspelled word, at step 4 you can use the “Find Next” and “Replace” buttons. For example, two people with a similar sounding name, but with different spellings.


Setting Up Envelopes with Word 2007

Gary from Bayshore, Long Island writes in:

I upgraded to Microsoft Word 2007 last month, and the new design has confused me. All the menus have changed, and now I can’t find page setup to create an envelope. Help! Are you familiar with Word 2007?

Word 2007 icon
Word 2007 icon

Thanks for writing, Gary. I’ve had Word 2007 since March 2007, just three months after its retail release in January 2007, and I know what you mean about the “new look”. I was confused, too, and I actually hated it for a couple of months, but I eventually caught on.

The new design of the Office 2007 products (Word, Excel, Access, Publisher, Outlook, etc.) was intended to reveal useful features that were “buried” in previous versions. The toolbars are replaced with “the ribbon”. The “menus” are replaced by “tabs”.  As you click the labeled tabs, the ribbon buttons change. So a task that may have required 4 or 5 clicks to get to, can now be accessed in 1 or 2 clicks.

As for your question on setting up envelopes. Just as before there are two ways to setup an envelope. You can use either the “Envelopes tool” which is useful for printing a single envelope. Or you can use “Page Setup” which is useful for printing more than one envelope. I’m with you, Gary, I prefer using Page Setup, too, even though it can be a bit more complicated, but once you know how to do it, it’s easy enough.

The page setup routine of prior versions has changed in Word 2007, but it’s so much easier once you figure it out.  Here’s what to do:

  1. Start Word 2007 (of course).
  2. Click the “Page Layout” tab. On the ribbon:
    1. Click “Size” and “Envelope 10” (or another size if needed)
    2. Click “Orientation”, then “Landscape”
    3. Click “Margins”, then “Narrow”
  3. Click the “View” tab. On the ribbon click “Print Layout” and “One Page”.
Click to enlarge
Word 2007 & envelope

And that’s it!  You should be able to type up your envelope from there in the usual way.

Once you setup your envelope, you can save it for later use, and you can quickly print it out by using the combination CTRL + P on your keyboard.

Thanks again for your question, Gary.

If anyone has a question, please email them to me using the Contact link, or, if it relates to today’s question, please use the Comment and Question link below. I’m looking forward to answering your questions.


Why are blank pages printing with Word?

Babs, a guest reader from Long Island, NY emailed me yesterday morning:

Robert:

A former student of yours in NYC told me to contact you. Sometimes when I print a one page letter on Word I get a blank second page too. Can you help?

Babs

After writing to Babs, I learned that she was an experienced typist who had spent as much time on typewriters as she had on word processors like Word.

In my teaching experience, I have seen many people who are accustomed to using typewriters —however long ago that may have been— have a habit of hitting the “Enter” key several times when they finish typing a letter. Typewriter users would often do this to eject the paper sheet from the typewriter.

Word Status BarOn a word processor this often results in the cursor going onto a second page. A glance at the status bar in the lower left hand corner of the monitor will show the ‘typing cursor location’ and ‘page count’ (shown in picture at right). The message “Page 2 of 2” means that the cursor is on the second page of a two page document. Even though there is nothing typed on the second page the printer will load and eject a second blank page.

Okay, but how do I fix this?

You just need to move your typing cursor to the end of the document and tap the ‘Delete’ key several times until the cursor appears at the end of the last word in your document.

A quick way to get to the end of a document is to use CTRL + End. (Hold the ‘CTRL’ key with one hand, and tap the ‘End’ key with your other hand). The cursor will move to the end of the document.