Instructions How to Format in Microsoft Word – 2

Customize your Toolbar 

When you have a file open (press CTRL N to open a new file), you can access VIEW > TOOLBARS to choose which toolbars you want shown. You can also customize or create your own toolbars. To customize a visible toolbar, access TOOLS > CUSTOMIZE > TOOLBARS and then proceed to drag off any icons you do not want shown in your toolbar, dragging any icons you do want into your chosen toolbar from the Customize window. If you are not sure what a certain icon does, you can click on it in the Customize window and read the description below. When this Customize window is open, you can also move the various icons within the toolbar, separating some from others in the process.

Below is shown the toolbars we have customized for ourselves with an explanation of each icon.

ms-word-formatting-instructions-translation-jobs-work_image005

1 creates a new file [ctrl+n]
2 opens an existing file [ctrl+o]
3 makes the selection or following text subscript
4 makes the selection or following text superscript
5 inserts a table (very useful)
6 “undos” chosen steps [ctrl+z]
7 “redoes” chosen “undoed” steps [ctrl+y]
8 starts bullets (pressing again stops them)
9 shows or hides the ruler bar(s)
10 shows text in Normal, 100% view
11 shows text in page width view (Normal or Page Layout view)
12 shows whole page in Page Layout view
13 shows document in whatever view you are using without any of the toolbars etc.
14 show hidden markers (good if you want to see where you pressed Enter or Tab)
15 used for zooming in or out
16 shows the border toolbar (good for when working with tables, but can also be used in the actual text part of the document)
17 shows the graphics toolbar
18 these six add or remove rows, columns or cells from a table
19 show or hide the structure of an unbordered table
20 show the active style
21 shows or is used to change the active font [ctrl+shift+p]
22 shows or is used to change the font size [ctrl+shift+p]
23 make or not make bold [ctrl+b]
24 make or not make italisized [ctrl+i]
25 make or not make underlined [ctrl+u]
26 left justification [ctrl+l]
27 center justification [ctrl+e]
28 right justification [ctrl+r]
29 left and right justification
30 ask for help on
31 the Ruler Bar (explained below)

But since I made the above picture, I have simplified this further into the following three toolbars:

ms-word-formatting-instructions-translation-jobs-work_image006

Since I work on a laptop, which has a smaller screen, I put my most important icons in a single toolbar (the top left). You can create your own toolbar by going to Tools > Customize > Toolbar tab, press the New button/icon, or simply choose an existing toolbar and drag in the icons you want and out the ones you do not need (ones for which there is a shortcut key).

On the top right is the Revisions toolbar, which automatically pops up when you are in Revisions mode. I dragged the important icons out from there into my main toolbar and kept the “Final Showing Markup” icon in place, as it did not let me drag it out. Make sure that your main toolbar is short enough to allow room for the Revisions toolbar.

So, when working with two windows on your screen (such as a PDF file of the source text on the top half of the monitor and the Word file you are translating in on the bottom half), due to limited space, remove the ruler if you don’t need it and use only one strip for the toolbar, as in this screenshot:

ms-word-formatting-instructions-translation-jobs-work_image008

Notice how I buried the bottom scroll bar in Word out of view to maximize the visual area for text.

Without the ability to squeeze your two windows efficiently onto a single screen, either you need to plug in a larger screen, use two screens at once for different purposes (Display icon in the Control Panel), or print out your source file.

Next – Show the Backward P (Paragraph Mark); Viewing a Document

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madmin

Head Honcho at KENAX
After translating and managing translation projects for more than 20 years, I'm happy to teach others the ropes and move on to other interests. My greatest perk from this profession is that it has given me the freedom to work when and where I want, and eventually to loosen the straps and travel freely around the world.
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