Category Archives for Microsoft Word

How to easily change to uppercase text in Microsoft Office 2016 and 2019?

Applicable to: Excel 2019, 2016, 2013; Office 365 and standard suites; Indows 7, 10 and MAC OSX operating systems.

Last updated: September 2018

I usually forget to capitalize when needed. Office often automatically changes the first letter of a sentence into uppercase by default. But what if we want to convert the entire sentence or cell contents to uppercase? In this post we will learn about changing sentence contents to upper cases in Office 2016 applications.

Change lower case to upper case in Excel 2016

Using a formula

The easiest way to change from small to capital letters in Excel is by using the UPPER formula.

Its syntax is UPPER (text); so in case that for example cell A1 has your lower case text, you could convert it to upper text in cell B1, by assigning the following formula content to B1:

=UPPER(A1)

Same can be done using a VBA (Visual Basic for Applications) macro.

Using Flash fill

In Excel, we can change a sentence’s case by using Flash fill option.We will discuss procedure using an example.

  • Select the cells to which the words case has to be changed.

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  • To change the words to upper case, in C3 cell type the same word with upper case.

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  • Now, click on Data in the ribbon and select Flash fill in the Data tools to make other words with upper cases.

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  • To make a word in Proper case, in C3 cell type the same word with capitalizing first letter.

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  • Again click on Flash fill in the data ribbon to change the word to proper case.

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Convert sentences to upper case in Word 2016

  • Open your Word document and select the sentence in which the sentence has to be changed to Upper case.

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  • Now press Shift+F3 key once to capitalize each word in the selected sentence.

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  • Press the key twice to change the whole sentence with upper case.

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Alternative procedure:

  • In your Word document, select the sentence and click on Change case drop box in the Home ribbon.

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  • Select Sentence case to capitalize the first letter of a word in the sentence.
  • Select lower case to change the whole sentence with lower case.
  • Select Upper case to change the whole sentence with upper case.
  • Select Capitalize each word to capitalize each word in the selected sentence.
  • Select tOGGLE cASE to change the lower case to upper case and vice versa.

 

Recommended next steps

 

How to write from right to left in Microsoft Office 2016?

Several languages such as Arabic, Persian, Urdu or Hebrew are usually written from right to left. In today’s posts we will learn how to shift the writing direction in Office 2016 from the default Left To Right (LTR) into Right To Left direction (RTL). For convenience, we are providing detailed instructions for Word and Outlook; however process is similar for other Office apps such as Excel and Powerpoint.

Switching to RTL writing in Word 2016:

In Customize Ribbon:

  • Open your word document, click on File and select Options.

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  • In the customize ribbon, click on the drop down box and select All commands.

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  • Then search for the Left to Right and Right to Left in the options.
  • Press on New Group at the bottom and rename it as you need.
  • Add both LTR and RTL in the created group and select OK to add it in the Ribbon.

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In Quick Access Toolbar:

  • Open your word document, click on File and select Options.
  • In the Quick Access Toolbar, click on the drop down box and select All commands.

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  • Then search for Left to Right and Right to Left in the options.
  • Click Add and select OK to add those options in Quick access toolbar.

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RTL in Outlook 2016:

In customize Ribbon:

  • Open your Outlook 2016 and Click on New mail in the Home ribbon.

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  • Now in the opened compose mail dialog box, click on File and select Options.

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  • In the Customize Ribbon, click on the drop down box and select All commands.

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  • Search for Left to Right and Right to Left options.
  • Press on New Group at the bottom and rename it as you need.
  • Add both LTR and RTL in the created group and select OK to add it to the ribbon.

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In Quick Access Toolbar:

  • In your Outlook 2016, click on New mail in the Home ribbon.
  • In the dialog box of compose mail, click on File and select Options.
  • In the Quick Access Toolbar, click on the drop down box and select All commands.

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  • Search for Left to Right and Right to Left options.
  • Click Add and select OK to add it in Quick Access Toolbar.

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Press LTR to write from Left to Right and RTL to write from Right to Left in both Quick Access Toolbar and Customize ribbon.

Suggested next steps

  • Got a related question? Look into our guide on how to get your questions answered.
  • How to add an Excel table into a Word 2016 or 2019 document?

    Post updated on : April 2019

    Applicability: Excel 2019, 2016 and earlier versions; Windows 7, 10 and macOS.

    Here’s a question from Dana:

    Working on a quarterly operational report for management. I have a nice spreadsheet with some sales information that i would like to insert into a Word document that i am authoring. Any ideas?

    Thanks for the question, Dana. See below for the details. I assumed you are using Windows, but just in case, added some pointers for MAC users below.

    The entire step-by-step details can be found in the following video we created:

    Embed an Excel table in Word

    Note: This option will allow you to embed a screenshot of your spreadsheet, which you won’t be able to modify. For a “live” spreadsheet option, scroll down.

    • Open your Excel document.
    • Select the area you would like to add into Word, right click and hit Copy or press CTRL+C.

    2015-09-17 14_52_39-Book1 - Excel

    • Now open your Word document where the embed has to be done and right click and hit paste or press CTRL+V.

    2015-09-17 14_55_55-Document1 - Word

     

    Embed a “live” spreadsheet in Word

    • Open your Word document, where your Excel spreadsheet has to be placed.
    • Click on the Insert in the ribbon and select Object in the Text section.

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    • Select the Create from file and browse to your excel document which has to be inserted.
    • Click OK.

    2015-09-17 15_49_47-Object

     

     
     

    Insert Excel file as an attachment

    In a similar fashion you can embed a link to your Excel file into your Word document:

    • Navigate to the place in your document that you want to place the link to your workbook.
    • Hit Insert.
    • Then select Object.
    • Using the Browse button , navigate and point to the file stored in your computer that you would like to attach.
    • Then hit the Link to File and Display as Icon checkboxes, to embed a link to your file into your doc.
    • Hit OK.

    Editing an inserted Excel in Word

    • Double click on the inserted document.
    • Make necessary adjustments to make the table fit into your Word page.
    • If needed we can edit further inside the embedded excel sheet.

    2015-09-17 15_55_10-Document1 - Word

    Adding other files into Word

    We can also embed some other applications and edit them in word. Read further for the procedure.

    • Open your word document and select the object in the insert ribbon.

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    • In the create new option click on your desired application to make the application embed to word document.
    • For instance, if we need to embed a powerpoint presentation in word 2016.
    • Hit the PowerPoint presentation side in the object type and select OK.

    2015-09-17 15_56_51-Document1 - Word

    • Now we can edit with the new presentation slide embedded in Word 2016.

     

    Inserting spreadsheets in Word for MAC OS X

    If you are using Word for MAC OS X, you can insert existing spreadsheets into your documents as well. Procedure is similar to the one we outlined before for Windows.

    1. Open Microsoft Word and navigate to your document.
    2. Pick the location into which you would like to add your spreadsheet content.
    3. Hit Insert, and select Object.
    4. The following dialog will be opened:

    Excel_embed_word_MAC

    1. Hit From file… and select the Excel workbook that has the content you would like to embed.
    2. Hit Insert.
    3. Now go ahead and adjust the placement, height and weight of your embedded worksheet.
    4. Once done, save your spreadsheet (File>>Save or Command + S).

    Note that on Word for MAC OSX you are not able to embed “live” Presentations ; however you can embed other documents into your Word files.

    Recommended Next steps

    How to insert symbols and special characters in Microsoft Word 2016?

    If you have used Microsoft Word to write your school assignments, you might haverealized that it’s a bit challenging to add symbols such as arithmetic operation signs, Greek letters, currencies or even the registered, trademark or copyright signs into your document. In this post we will learn how to insert different kinds of symbols and special characters in Word 2016. Adding equations is somewhat similar, and will be covered in an additional post.

    To insert different symbols:

    • Open your Word document and navigate to the place you would like to insert your symbol in.
    • Hit Insert, then select the Symbols drop down box (in your Ribbon right hand side) and select More symbols. Note that the Equation button is available next.

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    • Scroll down till you find a symbol or special character (Those are logically grouped. You can access the groups through the Subset drop-down) and click Insert to add it into your document.

    2015-08-30 23_52_28-Document1 - Word

    • Note that the recently used symbols will be available for fast re-use when hitting the Symbol  button in the ribbon.

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    Advanced users will be able to leverage the usage of shortcuts and auto-correct definitions in order to speed up the symbol insertion process.

    That’s all for today, feel free to join us on Facebook to access more great tech tips :-) Thanks for reading.

    How to create envelopes and labels on Microsoft Office Word 2016 and 2019?

    Last updated: May 2019

    Applicable to: Office 2019, 2016, 2013; Windows 7, 8 and 10

    Here’s a question from Romina:

    I typically use e-mail for communication with my friends and colleagues in our marketing business team. That said, i need to send an official letter to an university admissions office, so it has to be printed. I understand that i can use Microsoft Word not only to print my letter, but also to create some professional looking envelopes for my letter. Can you explain how can i print my envelopes with Word?

    Thanks Romina, here you go. Good luck with your admission request :-)

    Word envelopes tutorial

    First off,  set your default return address.

    • Open Word, click on File and hit Options.

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    • Select Advanced in the dialog box and move on to General.
    • In the mailing address, enter the return address on the space provided and click OK to set default return address.

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    Now let us define your envelope details:

    • Open your Word 2016, click Mailing in the ribbon and select Envelope.

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    • In the Delivery address blank space, enter the address to which the envelope has to be delivered.
    • If necessary use default Return address or else check on Omit to not to include the return address.
    • Click on the Options, select Envelope options change the size of the envelope and we can check envelope look from the preview.

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    • Also the font for both Delivery and Return address can be changed

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    • Click on the Printing options to change the feed method, also can change Face Up and Face Down options.

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    • After all the modifications, select OK.
    • Now you can either only print the envelope or add it with a document and print the envelope along with the document.

    2015-08-27 21_39_38-Envelopes and Labels

    Creating labels with Word

    • In Word , click on Labels in the Mailing ribbon menu.
    • Enter the Label address and check on the Print options either Full page of same label or Single label.

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    • Click on the Options, in the Printer information check on Continuous feed printers or page printers.
    • Use the label information accordingly to your preference.
    • We can also click on New label to create our own label.

    2015-08-27 21_45_37-Label Options

    You might want to use a predefined template to jump-start your labels creation.

    Suggested next steps

    How to embed a process flow chart diagram into Office 365 / 2016 / 2019 applications?

    Last updated: February 2019

    Applicable to: Word, PowerPoint 2019, 365, 2016, ; Windows 7,8,10 and MAC OSX.

    Here’s a question we received:

    I am working on a report for my business manager, in which i would like to describe a simple process flow. I have saw some examples online. I guess my question is whether i can use Microsoft PowerPoint or Word to create my chart and then add it to the report. I understand that Microsoft has a software named Visio that focuses on charts?

    Usually,the best way to describe complex business processes in a document or presentation is to use flow charts (rather than numbered lists for example). Similarly, flowcharts are great to visualize decision processing. When working with Microsoft Office applications, and more specifically with Word, Excel, and PowerPoint, you are able to use the Smart Art Graphics template library in order to easily make flow chart diagrams by re-using predefined templates that ship as part of the Office suite.

    Inserting flow diagrams into Word, PowerPoint and Excel

    Here’s the detailed walk-through process, which i would like to showcase using Word 2016, although it’s fully applicable to newer Microsoft Office versions.

    • Navigate to the place in your Word document into which you would like to insert your process chart.
    • Hit Insert and select Smart Art.
    • Choose the Process section and select a specific flowchart template. As an example, we have selected a continuous block process.

    process_flowchart_select

    • Next, hit OK.
    • Using the Smart Art pane in the left hand side, assign a name to each of the diagram steps

    sequence_flowchart_steps

    • Note that you are able to define additional steps as needed.
    • Once done, you might want to use the Design tab functions to change the color or design of your flow chart as well as customize your selected design as needed using the Format tab.

    flow_chart_diagram_colors

    As mentioned, you can use the process we just outlined in order to insert flowcharts in PowerPoint presentations and Excel spreadsheets.

    Inserting Visio flow charts

    Microsoft Visio, is probably the best and most complete tool for charting that is included in the Microsoft Office suite. If you have access to Visio, you can use it in order to create professional looking diagrams which you can then embed into Word, Excel and PowerPoint as flow charts. More details can be found in this post.

    Creating flow charts with VBA

    Couple of readers asked whether it’s possible to make embedded flow charts (or other diagrams) by using user recorded macros or  programmatically using Visual basic procedures. The answer is yes, and we’ll cover that soon in other post that will be linked from here.

    In case of any question, feel free to leave as a comment.

     

    How to make and update a table of contents in your Word 2016 document?

    A well known practice in business and academics is to add a summary and table of contents to any word document you write. In today’s quick tip will learn how to define a table of content (TOC) index that will help your document readers, being your boss, colleague or professor to quickly and effectively navigate through your work.

    Here are the steps to develop a content list in Word:

    • First off, ensure that you have formatted your document using the styles available in the Home tab. The headings you have predefined will drive the structure of your contents table.
    • Now, open your document and navigate to the location you would like to place your contents list in.
    • In the Ribbon, select References.
    • Then select Table of Contents.
    • Pick out of the built in automatic table templates, develop you list manually or feel free to select a nice template from the Microsoft Office web site.
    • Advanced users might want to create custom TOC templates.

    As you introduce changes to your document, you might need to update your contents table:

    • Navigate to the table.
    • Right click and select Update Field.
    • Select whether you would like to update the page numbers only or the entire table
    • Hit OK.

    How to add a password to protect your Word 2016 document?

    If the document that you are authoring contains sensitive information, then you might want to protect it to ensure your work’s integrity by allowing only designated people to view and modify its contents.

    There are several ways to protect a document, today we’ll focus on the ones i found typically more useful.

    Password_Protect_Document

    Marking a document as Final:

    In essence, this means that you have completed writing the document, including incorporation of suggestions and comments from your colleagues. You are NOT preventing others from viewing or modifying your document.

    Here’s how you mark your doc as final:

    • Open your Word document.
    • Hit File.
    • From the Info tab, hit Protect Document.
    • Select Mark as Final.
    • Hit OK twice
    • Save your documents to your PC, OneDrive or shared network location.

    Encrypt your document with a password:

    This technique allows you to encrypt the contents of the file and set a password protection, so only the relevant individuals will be able to access your documents. When setting a password protection, it is advised to keep your password safe location.

    Here’s how you password protect your document:

    • Hit Protect Document.
    • Select Encrypt with Password.
    • Enter your protection password and hit OK.

    Password_protect_word_2016

    • Re-enter your password.
    • Word will now encrypt your file.

    Note that the procedure for encrypting PowerPoint presentations and Excel spreadsheets is very much similar.

    Hope it helps. Thanks for reading :-)

     

    How to define a custom template in Word, Excel or Powerpoint 2016?

    From time to time, when i develop a nice document, worksheet or presentation format in Office, i want to later leverage it as a template for jump-starting creation of future docs or spreadsheet.

    In today’s quick tip, i will show you how i create templates in Microsoft Office 2016. A similar process is also applicable Office 2010 and 2013.

    Here’s how you define a custom template in Excel / Word /PowerPoint 2016:

    • Open your document/ spreadsheet/ presentation.
    • Press File.
    • Hit Save As.
    • Specify a File Name. In the file type field  pick Word Template (or Excel, Powerpoint as needed).
    • If you have previously created macros in your document, pick Macro-Enabled Template.
    • Note that by default, Office will store your templates under your Windows user profile Custom Office Templates folder. Business users might want to specify a network location so the template can be shared with other colleagues in your department.

    In order to use your template, simply proceed as following:

    • Hit File and then select New.
    • In the New page, you’ll notice all available templates for you to use. Hit Personal and select the template you have just created.

     

    How can i modify my Office 2016 display theme colors?

    If you are a heavy Microsoft Office user, you might want to experiment with different display themes and find which of them is more suitable for you in terms of contrast and brightness.

    Office 2016 preview ships with three built-in themes:Colorful, Dark Gray and White. All of them looks pretty well, and choosing among them is a matter of personal preference.

    Following these steps in order to modify your Office background color:

    • Open any Microsoft Office 2016 application – this can be Word, Excel, PowerPoint, OneNote, Access, Publisher and obviously Outlook.
    • Hit File.
    • From the Navigation bar, select Account.
    • Sign in to Microsoft by providing your login credentials (similar to the ones you might use for Outlook.com or OneDrive).
    • Select a background and office theme.
    • Your preferences are associated with your account and hence be visible in every device you’ll use to access Office and Office 365.

    I personally find the Dark Gray theme quite easy of the eye and use it happily since Office 2013 was released.

    Modify_Office_Background_Theme

    Lately, a couple of readers asked specific questions, relative to modifying the background color of the different Office 2016 applications. Here’s a tutorial about changing a powerpoint 2016 slide background color.

    Enjoy :-)