​This week’s hint and tip is about how to create a table of contents in Word document. It also covers how you can update it once it has been inserted. This is on our Intermediate Word training course and it covers where this option is found and how to use it. We are going to go through it now below.

What is a Table of Contents

The table of contents feature in Word is a way that you can have Word generate a table of contents for you automatically. In the past you might have done this manually yourself, but by using Word styles in your documents then you can use this feature instead. It is a really useful feature that allows you to locate topics in a document easily rather than having to go through each page.

How to create a Table of Contents

Firstly, you need to make sure that you use heading styles in your document as Word uses these to create the table of contents.

Once you have set up your document with these styles, you can then go to the References Tab and create one from there. Along the ribbon there is a ‘Table of Contents’ button that you start from. Clicking on this brings up a drop down menu for you. You can choose from a built in styled table of contents or you can choose the option for a custom table of contents.

The custom table of contents allows you to choose the number of levels you want as well as some other options. There is a preview option of what it will look like to help you decide.

Once you click OK, your table of contents will then be inserted into the document as shown below. This is then ready for you to use as needed in the document.

Updating the Table of Contents

There might be times where you make a change to your headings in your Word document. If this is the case, you will then need to update the table of contents to match that change. To do this, click into the table of contents and choose the ‘Update Table’ option on the References Tab ribbon. You can also right hand click into your table of contents to find this. From here you can choose either option depending on what you want to update, then click OK.

This will have then updated the table of contents for you.

The video below shows you how to create a table of contents in a Word document and also how to update it after. Inserting a table of contents into your Word document can help save you time rather than having to do it manually.

Take a look below at the video to find out more and then try it out on your own computer!

We hope you have enjoyed this hint and tip on how to create a table of contents in Word. Why not take a look at our previous one on using Copilot to create a PivotTable in Excel?

The post How to Create a Table of Contents in Word appeared first on JPL IT Training Ltd.

​This week’s hint and tip is about how to insert a chart into a Word document. Also covered is how to format the chart once it is inserted. We cover this on our Intermediate Word training course and where this option is found and how to use it. We are going to go through it now below.

Inserting a chart in Word

The option to insert a chart in Word is found on the Insert Tab. To use it, click on the Insert Tab and then along the ribbon, click on the button called Chart.

From here a pop up window will appear. Here you can choose the style of Chart you want and click OK. This will then insert a chart into your document and give you an Excel window to amend the data.

Editing/formatting the chart

After you have inserted your chart, you get two tabs for editing/formatting. These are the Chart Design tab and the Format tab. The Chart Design tab allows you to change the appearance of the chart through the use of Chart Styles. You can also edit the data and change the chart type from this tab.

Once your chart is inserted, you can then add Chart Elements to it, e.g. Axis Titles or Data Labels. One way to do this is via the Chart Design Tab and the other way is via the + button in the top right hand corner of your chart. Both these ways will bring up the chart elements options that you can add to your chart.

The video below shows you how to insert a chart into a Word document and how to format or edit it. Inserting a chart into your Word document is a great way to visually display information.

Take a look below at the video to find out more and then try it out on your own computer!

We hope you have enjoyed this hint and tip on inserting charts in Word. Why not take a look at our previous one on how to insert a table in Word?

The post Inserting Charts in Word – how to do this and edit them appeared first on JPL IT Training Ltd.

​This week’s hint and tip is about how to insert a table into a Word document. It also covers some formatting that you can apply once the table is inserted. This is on our Intermediate Word training course and it covers where this option is found and how to use it. We are going to go through it now below.

Inserting a table in Word

The option to insert a table in Word is found on the Insert Tab. To use it, click on the Insert Tab at the top and then along the ribbon you can click on the button called Table.

From here there are two ways in which you can insert a table into the Word document.

First way – via Insert Tab, ‘grid boxes’

The first way to insert a table is by using the ‘grid boxes’ that appear once you click on the Table button. As you hover your mouse over these boxes, you will be able to see a preview of your table behind in your document. There is a 7×6 limit to the size of table you can create via this method.

Once you have decided on the table size, you can click on the box and it will insert the table into the document. From here you can then format and edit your table.

Second way – via Insert Tab, ‘Insert Table’ option

A second way in which you can insert a table into the Word document, is via the Insert Table option that appears under the grid boxes. This option allows you to type in the number of columns and rows you require.

With this way, there is no limit to the table size you can create. After you have typed in the size you require, click OK and it will insert it for you.

Once inserted, you can then use the options available to edit and format your table.

Editing/formatting the table

When you click on your table, two extra tabs will appear at top of your screen. These are Table Design and Table Layout. These two tabs can then be used to format and edit your table.

The Table Design tab has all the formatting options for the appearance of the table. These include colours and borders and also the option to use built in Table Styles.

The Table Layout tab has the editing options for altering the actual table itself. These include options like inserting and deleting rows and changing text directions.

As well as using this tab, you can also insert rows or columns from the table itself. If you hover your mouse over the end of the line in your table a plus in a circle will appear. Click on this and a row or column will be inserted.

To delete rows or columns, first select the row or column you do not need. Next click on the Delete option on the ribbon or by right hand clicking.

The video below shows you how to insert a table into a Word document and also how to edit and format it after. Inserting tables into your Word document is a great way to help summarise information.

Take a look below at the video to find out more and then try it out on your own computer!

We hope you have enjoyed this hint and tip on inserting tables in Word. Why not take a look at our previous one on how a between symbol can be created through formulas in Excel?

The post Inserting Tables in Word – how to do this and edit them appeared first on JPL IT Training Ltd.

This week’s hint and tip is on the date picker content control option in Word. In this hint and tip we are going over another control option you can insert into Word. The option we are covering in today’s hint and tip allows you to select from a date picker calendar in your Word document. We do cover something similar in our Intermediate Word training course but not this exact option. We are going to go through it now below.

Developer Tab

The option we are looking at in this hint and tip is found on the Developer Tab. Sometimes you need to tick to show this tab the top of your screen. To make this tab visible, right hand click on the grey space on the ribbon on the Home Tab. From here, choose Customise the Ribbon. Down the list, make sure the box next to Developer in the list of Tabs is ticked. This will now make the tab visible at the top of your screen.

Once you can see the Tab, the ribbon will appear with the Control options in the middle of it. This is where you will find the date picker options that we are going to insert into a table.

Date Picker Content Control option

The option we are looking at is for picking and inserting a date into the table. Click into an empty cell in your table and then click on the Date Picker Content Control option in the Controls section of the ribbon. This will insert the option into the cell.

Once you have inserted the option into the cell, you can now edit the properties. Editing the properties allows you to be able to add in a title/tag.  It also allows you to choose the way in which you want the date to be displayed.

Once you have chosen these options and clicked OK, the cell will look like the screenshot below. You can now see that there is a heading title above the date picker saying to ‘select a date’. When you then click on the drop down arrow, a calendar appears that allows you to choose a date to be inserted.

The video below demonstrates how to insert this feature in a Word document. This is just another example of a control option that you can insert in Word. Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on the date picker content control option in Word. Why not take a look at our previous video hint and tip on how to insert a drop down box in a table in Word?

The post Date Picker Content Control Option in Word – how do I insert it in my documents? appeared first on JPL IT Training Ltd.

This week’s hint and tip is on the drop down list content box option in Word. In this hint and tip we are going over a control option you can insert into Word. The option we are covering in today’s hint and tip allows you to insert in a drop down list option in your Word document. We do cover something similar in our Intermediate Word training course but not this exact option. We are going to go through it now below.

Developer Tab

The content option we are looking at in this hint and tip is located on the Developer Tab. Often this Tab isn’t on your screen and so you sometimes you need to tick to show it. To make this tab visible, right hand click on the grey space on the ribbon on the Home Tab. From here, choose Customise the Ribbon. Down the list, make sure the box next to Developer in the list of Tabs is ticked. This will now make the tab visible at the top of your screen.

After the Tab has appeared at the top of the screen, the ribbon will come up with the Control options in the middle of it. This is where you will find the drop down list box option that we are going to insert into a table.

Drop Down List Content Box option

The option we are looking at is for inserting information into a table from a drop down list. Click into an empty cell in your table and then click on the Drop Down List Content Control option in the Controls section of the ribbon. This will insert the option into the cell.

Once the option has been inserted into the cell, you can now edit the properties. Editing the properties of the drop down box allows you to be able to add in a title/tag.  It also allows you to insert the options you want available for the drop down list to choose from.

To insert the options for the drop down list, you will need to click on the Add button. This will bring up a pop up window where you can type in all the options you want to be in your list. You will need to do this for each option.

Once you have added all your choices and clicked OK, the cell will look like the screenshot below. You can now see that there is a heading title above the cell saying ‘Members’. When you then click on the drop down arrow, your list of options appears for you to choose from.

The video below demonstrates how to insert this feature in a Word document. This is an example of a control option that you can insert into a table in Word. Take a look below at the video to find out more and then try it out on your own computer!

We hope you have enjoyed this hint and tip on the drop down list content box option in Word. Why not take a look at our previous video hint and tip on using the grouping and hiding options in Excel?

The post Drop Down List Content Box in Word – how do I insert it in my documents? appeared first on JPL IT Training Ltd.

This week’s hint and tip is on Word shortcuts part 6. Part 6 of these shortcuts covers the function buttons Shift+F3 and Ctrl+F6 function keys and also the shortcut keys for inserting a split into your Word documents, inserting a page break and inserting a column break. Some of these are covered on our Basic Word training course but not all are necessarily covered, so we decided to do a hint and tip on them. We are going to go through them now below.

Shift+F3 Function Key

Shift+F3 – allows you to change the text between upper case, lower case and capitalise each word. Select the text you want to apply the change of text case to and then press Shift+F3. This will first change the text to upper case, then lower case and finally capitalise each word (if you have selected less than a sentence) or sentence case (if you have selected more than a sentence).

Ctrl+F6 Function Key

Ctrl+F6 – allows you to switch to the next document window if you have more than one document open. First make sure you are in one Word document, then pressing Ctrl+F6 it will switch to another word document window you have open. It will keep cycling between all the Word document windows you have open each time you press the shortcut.

Shortcut Keys for inserting a split in a document window, inserting a page break and inserting a column break

There are many shortcut key combinations in all of the Microsoft Office packages and we are going to go through 3 more now. The shortcut keys we are looking at are for inserting a split into your document window, inserting a page break in your document and inserting a column break in your document.

The shortcut key combination for inserting a split into your Word document window is the Ctrl key, the Alt key and the letter S on your keyboard. Then the shortcut key combination for inserting a page break in your document is the Ctrl key and the Enter key on your keyboard. Finally the shortcut key combination for inserting a column break in your document is the Ctrl key, the Shift key and the Enter key on your keyboard. Using these shortcuts can save you time when working in Word on a daily basis.

Summary of the Shortcuts above…

• Shift+F3: allows you to switch between upper case, lower case and capitalise each word/sentence case
• Ctrl+F6: switches between Word document windows if you have more than one open at a time
• Ctrl+Alt+S: inserts a split in a Word document window
• Ctrl+Enter: inserts a page break in a document
• Ctrl+Shift+Enter: inserts a column break in a document

The video below shows you how you can use these shortcuts in your documents to save you time. Some of these you might know already but some you might not!

Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on Word shortcuts part 6. Why not take a look at our previous video hint and tip on part 4 of our Word Navigation shortcuts?

The post Word Shortcuts Part 6 – Shift+F3, Ctrl+F6 and Ctrl+Alt+S, Ctrl+Enter Key and Ctrl+Shift+Enter shortcut keys appeared first on JPL IT Training Ltd.

This week’s hint and tip is on Word shortcuts part 5. Part 5 of these shortcuts covers the function buttons F6 and F8 and also the shortcut keys for indenting a paragraph and removing the indent. Some of these are covered on our Basic Word training course but not all are necessarily covered, so we decided to do a hint and tip on them. We are going to go through them now below.

F6 Function Key

F6 – this allows you to switch between the Word document, the status bar and the ribbon. This function key shortcut is universal and so also works in Excel. Each time you press the F6 key it will cycle through the Word document, the status bar and the ribbon so that you can navigate through areas of it

F8 Function Key

F8 – this allows you to extend the selection that you have made. For example, if you have selected one word, pressing this key will extend it to select the whole sentence and it will keep extending the selection each time you press it. To cancel out of the mode, press the Esc key.

Shortcut Keys for indenting a paragraph and removing an indent from a paragraph

There are many shortcut key combinations in all of the Microsoft Office packages and we are going to go through 2 more now. The shortcut keys we are looking at are for indenting a paragraph and then also removing that paragraph indent.

The shortcut key combination for indenting a paragraph is the Ctrl key and the letter M on your keyboard. Then the shortcut key combination for removing the indent from a paragraph is the Ctrl key, the Shift key and the letter M on your keyboard. Using these shortcuts can save you time when working in Word on a daily basis.

Summary of the Shortcuts above…

• F6: allows you to switch between the word document, status bar and ribbon
• F8: allows you to extend the selection you have made
• Ctrl+M: indents a paragraph
• Ctrl+Shift+M: removes an indent from a paragraph

The video below shows you how you can use these shortcuts in your documents to save you time. Some of these you might know already but some you might not!

Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on Word shortcuts part 5. Why not take a look at our previous video hint and tip on part 5 of our Excel shortcuts?

The post Word Shortcuts Part 5 – F6, F8 and Ctrl+M, Ctrl+Shift+M shortcut keys appeared first on JPL IT Training Ltd.

This week’s hint and tip is on Word Navigation shortcuts part 3. Part 3 of these shortcuts covers the Shift+Left arrow, Shift+Right arrow, Shift+Up arrow, Shift+Down arrow and the Ctrl+End and Ctrl+Home Key shortcut keys. Some of these are covered on our Basic Word training course but not all are necessarily covered, so we decided to do a hint and tip on them. We are going to go through them now below.

Shift+Left Arrow Keyboard Shortcut

The Shift+Left arrow keyboard shortcut can be used in Word to select one character to the left of where the cursor is. To use this firstly click into your Word document. From here press the Shift key followed by the left arrow key. This will have then selected one character to the left of where your cursor is.

Shift+Right Arrow Keyboard Shortcut

Another useful keyboard shortcut in Word is Shift+Right arrow key. This will select one character to the right of where the cursor is. To begin with, first click into your Word document. Once here press the Shift key followed by the right arrow key. This will have then selected one character to the right of where your cursor is.

Shift+Up Arrow Keyboard Shortcut

The Shift+Up arrow keyboard shortcut can be used in Word to select one line up from where the cursor is. To use this firstly click into your Word document. From here press the Shift key followed by the up arrow key. This will have then selected one line up from where your cursor is.

Shift+Down Arrow Keyboard Shortcut

Another useful keyboard shortcut in Word is Shift+Down arrow key. This will select one line down from where the cursor is. To begin with, first click into your Word document. Once here press the Shift key followed by the down arrow key. This will have then selected one line down from where your cursor is.

Shortcuts for using the End and Home Keys alongside the Ctrl Key

There are many keys on your keyboard that you use on a daily basis but then there are also some that tend to get ignored a bit. These keys often have useful shortcut options and the End and Home keys are two of these. We are going to look at shortcuts for these two keys alongside the Ctrl key on your keyboard.

The Ctrl+End key moves the cursor to the end of the document. Whereas the Ctrl+Home key moves the cursor to the beginning of the document.

Summary of the Shortcuts above…

• Shift+Left Arrow: selects one character to the left of where cursor is
• Shift+Right Arrow: selects one character to the right of where cursor is
• Shift+Up Arrow: selects one line up from where cursor is
• Shift+Down Arrow: selects one line down from where cursor is
• Ctrl+End Key: moves the cursor to the end of the document
• Ctrl+Home Key: moves the cursor to the beginning of the document

The video below shows you how you can use these shortcuts in your documents to save you time. Some of these you might know already but some you might not!

Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on Word Navigation shortcuts part 3. Why not take a look at our previous video hint and tip on part 4 of our Word shortcuts?

The post Word Navigation Shortcuts Part 3 – Shift+Left, Right, Up or Down keys, and the Ctrl+End and Ctrl+Home key shortcut keys appeared first on JPL IT Training Ltd.

This week’s hint and tip is on Word Navigation shortcuts part 4. Part 4 of these shortcuts covers the Ctrl+Shift+Left arrow, Ctrl+Shift+Right arrow, Ctrl+Shift+Up arrow, Ctrl+Shift+Down arrow and the Ctrl+Shift+End and Ctrl+Shift+Home Key shortcut keys. Some of these are covered on our Basic Word training course but not all are necessarily covered, so we decided to do a hint and tip on them. We are going to go through them now below.

Ctrl+Shift+Left Arrow Keyboard Shortcut

The Ctrl+Shift+Left arrow keyboard shortcut can be used in Word to select one word to the left of where the cursor is. To use this shortcut firstly click into your Word document. From here press the Ctrl key followed by the Shift key and finally the left arrow key. This will have then selected one word to the left of where your cursor is.

Ctrl+Shift+Right Arrow Keyboard Shortcut

Another useful keyboard shortcut in Word is Ctrl+Shift+Right arrow key. This shortcut will select one word to the right of where the cursor is. To begin with, first click into your Word document. Once in the document, press the Ctrl key followed by the Shift key and then finally followed by the right arrow key. This will have then selected one word to the right of where your cursor is.

Ctrl+Shift+Up Arrow Keyboard Shortcut

The Ctrl+Shift+Up arrow keyboard shortcut can be used in Word to select one paragraph up from where the cursor is. To use this firstly click into your Word document. From here press the Ctrl key followed by the Shift key and finally the up arrow key. This will have then selected one paragraph up from where your cursor is.

Ctrl+Shift+Down Arrow Keyboard Shortcut

Another useful keyboard shortcut in Word is Ctrl+Shift+Down arrow key. This will select one paragraph down from where the cursor is. To begin with, first click into your Word document. Once in the document press the Ctrl key followed by the Shift key and finally followed by the down arrow key. This will have then selected one paragraph down from where your cursor is.

Shortcuts for using the End and Home Keys alongside the Ctrl and Shift keys

There are many keys on your keyboard that you use on a daily basis but then there are also some that tend to get ignored a bit. These keys often have useful shortcut options and the End and Home keys are two of these. We are going to look at shortcuts for these two keys alongside the Ctrl and Shift keys on your keyboard.

The Ctrl+Shift+End key selects text from the cursors position to the end of the document. Whereas the Ctrl+Shift+Home key selects text from the cursors position to the beginning of the document.

Summary of the Shortcuts above…

• Ctrl+Shift+Left Arrow: selects one word to the left of where cursor is
• Ctrl+Shift+Right Arrow: selects one word to the right of where cursor is
• Ctrl+Shift+Up Arrow: selects one paragraph up from where cursor is
• Ctrl+Shift+Down Arrow: selects one paragraph down from where cursor is
• Ctrl+Shift+End Key: selects text from the cursors position to the end of the document
• Ctrl+Shift+Home Key: selects text from the cursors position to the beginning of the document

The video below shows you how you can use these shortcuts in your documents to save you time. Some of these you might know already but some you might not!

Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on Word Navigation shortcuts part 4. Why not take a look at our previous video hint and tip on part 5 of our Word shortcuts?

The post Word Navigation Shortcuts Part 4 – Ctrl+Shift+Left, Right, Up or Down keys, and the Ctrl+Shift+End and Ctrl+Shift+Home key shortcut keys appeared first on JPL IT Training Ltd.

This week’s hint and tip is on Word shortcuts part 4. Part 4 of these shortcuts covers the function buttons F2, F11 and F10 and also the shortcut keys for left, centre, right and justify alignment. Some of these are covered on our Basic Word training course but not all are necessarily covered, so we decided to do a hint and tip on them. We are going to go through them now below.

F2 Function Key

F2 – allows you to move (cut and paste) text or objects. Select it, press F2, click where you want it moved to then hit Enter. To cancel the move, press Esc key

F11 Function Key

F11 – moves to the next field in Word. A field is area in your document that can have a ‘set of instructions’ applied to it so it will produce some text in it, i.e. the date, or a table of contents. If you have multiple fields in a document, F11 will move to the next one

F10 Function Key

F10 – allows you to turn KeyTips on or off – this is where you can navigate around your screen without using your mouse (universal also works in Excel)

Shortcut Keys for Left, Centre, Right and Justify Alignment

There are many shortcut key combinations in all of the Microsoft Office packages and we are going to go through 4 more now. These shortcut key combinations can be used in some other Microsoft Office packages as well but how it looks might be different depending on the package you are in. The shortcut keys we are looking at are for Left, Centre, Right and Justify text alignment.

The shortcut key combination for left align is the Ctrl key and the letter L on your keyboard. Then the shortcut key combination for centre align is the Ctrl key and the letter E on your keyboard. Next is the shortcut key combination for right align is Ctrl key and the letter R on your keyboard. Finally the shortcut key combination for Justify is the Ctrl key and the letter J on your keyboard. Using these shortcuts can save you time when working in Word on a daily basis.

Summary of the Shortcuts above…

• F2: allows you to move (cut and paste) text or objects
• F11: moves to the next field in Word
• F10: allows you to turn KeyTips on or off
• Ctrl+L: left align text
• Ctrl+E: centre align text
• Ctrl+R: right align text
• Ctrl+J: fully justified text alignment

The video below shows you how you can use these shortcuts in your documents to save you time. Some of these you might know already but some you might not!

Take a look below at the video to find out more and then try them out on your own computer!

We hope you have enjoyed this hint and tip on Word shortcuts part 4. Why not take a look at our previous video hint and tip on part 4 of our Excel shortcuts?

The post Word Shortcuts Part 4 – F2, F11, F10 and Ctrl+L, Ctrl+E, Ctrl+R, Ctrl+J shortcut keys appeared first on JPL IT Training Ltd.