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Use advanced Word options to customize editing tasks, document display, printing preferences, and more.

To choose your advanced Word options, select File > Options, and on the left pane, select Advanced.

Editing options Set up the way you select, replace, and format words and paragraphs.
Cut, copy, and paste Choose how you want to paste content and formatting within the same document or between different documents and apps.
Image Size and Quality Apply image size and quality settings for an open document or for all new documents.
Chart Allow custom formatting and labels to stay with data points, even if the chart changes.
Show document content Choose formatting, text, and image options.
Display Choose a measurement format, show scrolling bars, and select the number of documents shown in the Recent Documents list.
Print Optimize the appearance of the hard-copy version of the document or change your printer paper size.
Save Save backup copies, automatically save changes to templates, or allow backup saves.
Preserve fidelity when sharing this document Make sure the look of your document is preserved when you share the document with someone who uses a different version of Word.
General Among the options in this section, you can change where Word saves your changes by selecting File Locations . Or choose to open documents in Draft view.
Layout options for: Modify the layout, such as character spacing, for an open document or all new documents.

To choose your advanced Word options, select File > Options, and on the left pane, select Advanced.

Editing options

Typing replaces selected text
Select this option to delete the selected text when you begin to type. If you clear this check box, Microsoft Office Word inserts new text in front of the selected text and does not delete the selected text.

When selecting, automatically select entire word
Select this option to select entire words when you select part of one word and then part of the next word. Turning this option on also causes Word to select a word and the space that follows it when you double-click a word.

Allow text to be dragged and dropped
Select this option to be able to move or copy selected text by dragging it. To move text, select the text, and then drag it to a new location. To copy text, select the text, and then hold down CTRL while you drag the selection to its new location.

Use CTRL + Click to follow hyperlink
Select this option to make it easier to edit the text of hyperlinks. When this option is turned on, you must press CTRL while you click the link in order to follow the link. When this option is turned off, clicking the link causes Word to go to the destination of the link, which makes it more difficult to edit the text of the link.

Automatically create drawing canvas when inserting AutoShapes
Select this option to place a drawing canvas around drawing objects or ink drawings and writing when you insert them into your document. A drawing canvas helps you to arrange drawing objects and pictures, and to move them as a unit.

Use smart paragraph selection
Select this option to select the paragraph mark when you select a whole paragraph. If you include the paragraph mark when you cut and paste a paragraph, you don’t leave a blank paragraph, and your formatting automatically stays with the paragraph.

Use smart cursoring
Select this option to specify that the cursor moves as you scroll up or down. When you press the LEFT ARROW, RIGHT ARROW, UP ARROW, or DOWN ARROW key after you scroll, the cursor responds at the page currently in view, not at its previous position.

Use the Insert key to control overtype mode
Select this option to turn Overtype mode on or off by pressing INSERT.

Use overtype mode
Select this option to replace existing text as you type, one character at a time. If Use the Insert key to control overtype mode is selected, you can turn this option on or off by pressing INSERT.

Add double quote for Hebrew alphabet numbering
Select this option to add double quotation marks («) to numbering.

This option is available only if Hebrew is enabled for editing text.

Prompt to update style
Select this option to be prompted when you directly modify text to which a style is applied and then you reapply the style to the modified text. When prompted, you can either update the style based on recent changes or reapply the formatting of the style.

Use Normal style for bulleted or numbered lists
Select this option to base list styles on the Normal paragraph style instead of the Paragraph List style.

Keep track of formatting
Select this option to keep track of your formatting as you type. This helps you to easily apply the same formatting elsewhere. This option must be turned on before you can use the Select Text with Similar Formatting command on the shortcut menu that appears if you right-click selected text. To display a list of the formatting that you used, click the Options command on the Style pane, and then select the Paragraph level formatting, Font formatting, and Bullet and numbering formatting check boxes.

Mark formatting inconsistencies
Select this option to mark formatting with a wavy blue underline when it is similar to, but not exactly the same as, other formatting in your documents. To use this option, you must also select the Keep track of formatting check box.

Updating style to match selection In the list, click Keep previous numbering and bullets pattern to make any paragraphs in that style that aren’t numbered stay unnumbered. Click Add numbering or bullets to all paragraphs with this style to number any paragraphs that have the style applied.

Enable click and type
Select this option to insert text, graphics, tables, or other items in a blank area of a document by double-clicking in the blank area. The Click and Type feature automatically inserts paragraphs and applies the alignment necessary to position the item where you double-clicked. This feature is available only in Print Layout view and Web Layout view.

Default paragraph style Select the style that is applied to text when you use click and type.

Show AutoComplete suggestions Select this option to see complete AutoText entries when you type the first four characters of the entry. You can press ENTER to add the full AutoText entry to your document, or you can continue to type the text you want. If you don’t want to see the AutoText suggestions, clear this check box.

Cursor movement
This option specifies the direction in which the cursor moves when you press the arrow keys on your keyboard.

This option is available only if a right-to-left language is enabled for editing text.

Logical Select this option to move the cursor according to the direction of the text encountered. For example, when you are using the arrow keys to move through Arabic and then English text in the same sentence, the cursor moves from right to left through the Arabic text and then starts at the leftmost character in the English word and progresses from left to right.
Visual Select this option to move the cursor to the next visually adjacent character. For example, when you are using the arrow keys to move from right to left through Arabic and then English text in the same sentence, the arrow key moves from right to left regardless of the direction of the text.

Cursor visual selection
This option specifies how text is selected as you extend the selection.

This option is available only if a right-to-left language is enabled for editing text.

Block Select this option to wrap text from line to line as you select downward, with all selected lines being the same width.
Continuous Select this option to wrap text from line to line as you select downward and vary the width of the final line of the block.

Use sequence checking
Select this option to validate whether a newly typed character occurs in the correct sequence to be used as a tone mark, diacritic, or vowel to be placed above, below, in front of, or behind the consonant it goes with.

This option is available only if a complex script language is enabled for editing text.

Type and replace Select this option to replace the previously typed character with the newly typed character if the two characters cannot coexist in the same text cluster.

Asian fonts also apply to Latin text
Select this option to change Latin characters to the selected Asian font when you apply the Asian font to selected text. Clear this check box if you want Latin characters to remain in the Latin font while you apply the Asian font to the rest of the document.

This option is available only if an East Asian language is enabled for editing text.

Automatically switch keyboard to match language of surrounding text
Select this option to change the keyboard language and font based on the language of the text where the cursor is placed. If you clear this option, only the font is changed.

Note: This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

IME Control Active
Select this option to start an Input Method Editor (IME). Clear this check box to stop an IME.

Note: This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

IME Settings
Click to open the Properties for IME Name dialog box. Use this dialog box to set or change the text, keyboard, character conversion, and other options for the active IME.

Note: This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

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Cut, copy, and paste

Pasting within the same document
This option displays the default behavior that occurs when you paste content into the same document from which you copied the content. In the drop-down list, select one of the following:

Keep Source Formatting (Default)
This option retains character styles and direct formatting that were applied to the copied text. Direct formatting includes characteristics such as font size, italic, or other formatting that is not included in the paragraph style.
Merge Formatting
This option discards most of the formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Pasting between documents
This option displays the default behavior that occurs when you paste content that was copied from another document in Word. In the drop-down list, select one of the following:

Keep Source Formatting (Default)
This option retains formatting that was applied to the copied text. Any style definition that is associated with the copied text is copied to the destination document.
Merge Formatting
This option discards most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Pasting between documents when style definitions conflict
This option displays the default behavior that occurs when you paste content that was copied from another document in Word, and the style that is assigned to the copied text is defined differently in the document where the text is being pasted. In the drop-down list, select one of the following:

Keep Source Formatting
This option retains the look of the copied text by assigning the Normal style to the pasted text and applying direct formatting. Direct formatting includes characteristics such as font size, italic, or other formatting to mimic the style definition of the copied text.
Use Destination Styles (Default)
This option retains the style name that is associated with the copied text, but it uses the style definition of the document where the text is being pasted. For example, you copy Heading 1 text from one document to another. In one document, Heading 1 is defined as Arial bold, 14-point, and in the document where you are pasting the text, Heading 1 is defined as Cambria bold, 16-point. When you use the Use Destination Styles option, the pasted text uses Heading 1 style, Cambria bold, 16-point.
Merge Formatting
This option discards the style definition and most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style definition in the document where the text is being pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Pasting from other programs
This option displays the default behavior that occurs when you paste content that was copied from another program. In the drop-down list, select one of the following:

Keep Source Formatting (Default)
This option retains the formatting of the copied text.
Merge Formatting
This option discards most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting characteristics of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Insert/paste pictures as
This option displays how Word inserts pictures relative to the text in your document. You can insert images inline with text, allow images to move with text, or wrap text around, in front of, or behind an image. In the drop-down list, select one of the following:

In line with text
This option inserts the graphic in a paragraph as if it were text. This option is used by default. The graphic moves as you add or delete text. You can drag the graphic to reposition it the same way that you drag text.
Square
This option wraps the text around all sides of a square around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Tight
This option wraps the text around the graphic in an irregular shape around the actual image. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Behind text
This option inserts the graphic so that the graphic floats on its own layer behind the text. There is no border around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
In front of text
This option inserts the graphic so that the graphic floats on its own layer in front of the text. There is no border around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Through
This option wraps the text around the graphic, including filling the space created by a concave shape, such as a crescent moon. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Top and bottom
This option prevents text from wrapping on the sides of the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.

Keep bullets and numbers when pasting text with Keep Text Only option
Select this option to convert numbering and bullets into text symbols.

Add control characters in Cut and Copy Select this option to retain right-to-left cursor movement when you cut or copy text from a Word document and paste as plain text (for example, in Notepad).

Use the Insert key for paste
Select this option to use the INSERT key to insert the contents of the Office Clipboard into a document.

Show Paste Options buttons when content is pasted
Select this option to display the Paste Options button when you paste content. You can use the Paste Options button to override or modify the settings you make in this section of the Word Options dialog box.

Use smart cut and paste
Select this option to automatically adjust formatting as you paste text. After you select this check box, you can click Settings to set additional options for pasting.

Settings
Click this to open the Settings dialog box. Use this dialog box to specify default behavior when merging, cutting, and pasting text. You can override default behavior by using the Paste Options button that appears when you paste content from the Clipboard into your document. This button is available only when the Use smart cut and paste option is turned on.
- Use default options for
  Click an item in the list to pre-select a configuration of options in the dialog box. To select your own configuration of options, click Custom in this list.
- Adjust sentence and word spacing automatically
  Select this option to remove extra spaces when deleting text or add necessary spaces when pasting text from the clipboard.
- Adjust paragraph spacing on paste
  Select this option to prevent creating empty paragraphs and to prevent inconsistent paragraph spacing.
- Adjust table formatting and alignment on paste
  Select this option to control the formatting and alignment of tables. When this option is turned on, single cells are pasted as text, table portions are pasted as rows into an existing table (rather than as a nested table), and when you add a table to an existing table, the pasted table is adjusted to match the existing table.
- Smart style behavior
  Selecting this option has no effect. To fine-tune the behavior of styles when pasting content, use the Pasting options in the Cut, copy, and paste section of the Advanced options.
- Merge formatting when pasting from Microsoft PowerPoint
  Select this option to control the results when you paste content from a PowerPoint presentation. When this option is turned on, the formatting of the surrounding text or table is applied to the pasted text, the most recently used bullet, number, or list style is applied to the pasted list, and the look of items such as tables, hyperlinks, images, OLE objects, and shapes is preserved from the source in PowerPoint.
- Adjust formatting when pasting from Microsoft Excel
  Select this option to control the results when pasting data from Excel. When this option is turned on, pasted data is placed in a table, and charts are pasted as pictures rather than as OLE objects.
- Merge pasted lists with surrounding lists
  Select this option to format list items to conform to the surrounding list when you are pasting the items into a list.

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Image size and quality

Image Size and Quality Select the document that these settings apply to. In the list, click the name of a document that is already open, or click All New Documents to make the setting apply to all documents that you will create.

Discard editing data Select this option to save only the edited picture. Data from the original picture, before it was edited, will be unavailable.

Do not compress images in file Select this option to keep pictures at their full size. This option might make the document file size large.

Set default target output to This option determines the resolution of compressed images. Select a value for pixels per inch (ppi) from the list.

220 ppi Select this option if you’re planning to print your document.
150 ppi Select this option for documents that will be read on the screen.
96 ppi Select this option for documents you want to send in email.

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Show document content

Show background colors and images in Print Layout view
Select this option to display background colors and images.

Show text wrapped within the document window
Select this option to wrap text to the document window, so that it is easier to read on the screen.

Show picture placeholders
Select this option to display an empty box in place of each picture in your documents. This option speeds the process of scrolling through a document that contains a large number of pictures.

Show drawings and text boxes on screen
Select this option to display objects that are created with the Word drawing tools in Print Layout view or Web Layout view. Clear this check box to hide drawings and possibly speed the display of documents that contain many drawings. Drawings will be printed even if you clear this check box.

Show text animation
Select this option to display text animations on your screen. Clear the check box to see how the text will look when printed.

Note: Use this option when viewing animated text in documents that were created in a version of Word earlier than Word 2007. The current version of Word no longer provides the ability to create animated text.

Show control characters
Select this option to display right-to-left control characters.

This option is available only if a right-to-left language is enabled for editing text.

Show bookmarks
Select this option to display bookmarks on the screen. If you assign a bookmark to an item, the bookmarked item appears in brackets ([…]). If you assign a bookmark to a location, the bookmark appears as an I-beam. The brackets and the I-beam do not appear in printed documents.

Show text boundaries
Select this option to display dotted lines around text margins, columns, and paragraphs. The boundaries are for layout purposes; they do not appear in printed documents.

Show crop marks
Select this option to display the corners of the margins.

Show field codes instead of their values
Select this option to display field codes instead of field results in your documents. For example, you may see { TIME @»MMMM, d, YYYY» } instead of February 4, 2008. Clear this check box to view field results.

Regardless of this setting, you can always switch between displaying field codes and field code results by pressing ALT+F9.

Field shading
This option displays whether and when fields are shaded. In the list, select Always or When Selected to shade your fields. Shading fields makes them easy to identify. The shading appears on the screen but not in the printed document.

Numeral
This option determines how numerals will appear in documents. Select an item from the list.

This option is available only if an Arabic language is enabled for editing text.

Arabic Select this option to display numerals in a format familiar to speakers of English and other European languages.
Hindi Select this option to display numerals in a format familiar to speakers of Arabic and Hindi.
Context Select this option to display numerals according to the language of the surrounding text.
System Select this option to display numerals according to the regional settings in Control Panel.

Month names
This option determines how Western (Gregorian) month names appear in Arabic text. Select an item from the list.

This option is available only if an Arabic language is enabled for editing text.

Arabic Select this option to use Arabic native month names.
English transliterated Select this option to spell out Western (Gregorian) month names in English pronunciation by using Arabic text.
French transliterated Select this option to spell out Western (Gregorian) month names in French pronunciation by using Arabic text.

Diacritics
This option displays diacritics in the document.

This option is available only if a language that uses diacritics is enabled for editing text.

Use this color for diacritics Select this option to specify a color for display of all diacritics, regardless of the color of the diacritics in the original document. In the list, select a color.

Use draft font in Draft and Outline views
On computers with extremely limited resources, select this option to speed the screen display of documents.

Name
Select the font to use for drafts of your documents. This option is available only when you select the Use draft font in Draft and Outline views check box.
Size
Select the point size of the draft font. This option is available only when you select the Use draft font in Draft and Outline views check box.

Document view
This option specifies the text direction for new documents.

This option is available only if a right-to-left language is enabled for editing text.

Right-to-left Select this option to lay out documents right to left. For example, paragraphs start on the right side of a document with text flowing to the left.
Left-to-right Select this option to lay out documents left to right. For example, paragraphs start on the left side of a document with text flowing to the right.

Font Substitution
Click this to open the Font Substitution dialog box. Use this option to determine whether the active document uses any fonts that are not available on your computer. If the document uses fonts that are not on your computer, you can use the dialog box to specify a substitute font.

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Display

Show this number of Recent Documents
Enter the number of items, between 1 and 50, to display in the Recent Documents list.

Note: Only the first nine files in the list are assigned an accelerator key. You can open these documents by pressing 1 through 9 after you press ALT+F.

Show measurements in units of
Select the measurement unit that you want to use for the horizontal ruler and for measurements that you type in dialog boxes.

Style area pane width in Draft and Outline views
Type a positive decimal, such as 0.5, in the box to open the style area, which displays the names of the styles applied to text. To close the style area, enter 0.

Show measurements in width of characters
Select this option to use character width as the basis for aligning text, such as in the vertical and horizontal rulers.

This option is available only if an East Asian language is enabled for editing text.

Show pixels for HTML features
Select this option to use pixels as the default unit of measurement in dialog boxes that are related to HTML features.

Show all windows in the Taskbar
Select this option to display an icon on the Microsoft Windows taskbar for each open window in a Microsoft Office program. Clearing this check box places a single icon for each open program on the taskbar.

Show shortcut keys in ScreenTips
Select this option to display keyboard shortcuts in ScreenTips.

Show horizontal scroll bar
Select this option to display the horizontal scrollbar at the bottom of the document window.

Show vertical scroll bar
Select this option to display the vertical scroll bar at the side of the document window.

Left scroll bar Select this option to place the vertical scroll bar on the left side of the document window. Use this option when working with documents that predominantly use right-to-left text.

This option is available only if a right-to-left language is enabled for editing text.

Show vertical ruler in Print Layout view
Select this option to display the vertical ruler at the side of the document window. Make sure that you also select the Ruler check box in the Show/Hide group on the View tab of the Ribbon, a component of the Microsoft Office Fluent user interface.

Show right ruler in Print Layout view Select this option to display the vertical ruler at the right side of the document window.

This option is available only if a right-to-left language is enabled for editing text.

Optimize character positioning for layout rather than readability
Select this option to display character positioning accurately, as it will appear in the printed document with respect to blocks of text. Spacing between characters may be distorted when this option is turned on. For best readability on the screen, turn this option off.

Disable hardware graphics acceleration Select this option to stop using the computer’s graphics card for rendering three-dimensional shapes, shape effects, and text effects.

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Print

Use draft quality
Select this option to print the document with minimal formatting, which may speed the printing process. Many printers do not support this function.

Print in background
Select this option to print documents in the background, which allows you to continue to work while you print. This option requires more available memory to allow you to work and print at the same time. If working with your document while printing becomes unacceptably slow, turn this option off.

Print pages in reverse order
Select this option to print pages in reverse order, beginning with the last page in your document. Do not use this option when you print envelopes.

Print XML tags
Select this option to print the XML tags for the XML elements that are applied to an XML document. You must have a Schema attached to the document, and you must apply elements that are provided by the attached Schema. The tags appear in the printed document.

Print field codes instead of their values
Select this option to print field codes instead of field results — for example, { TIME @»MMMM, d, YYYY» } instead of February 4, 2008.

Allow fields containing tracked changes to update before printing Select this option to ensure that any field codes that were inserted while tracked changes were turned on will print showing the changed text.

Print on front of the sheet for duplex printing
Select this option to print the front of each sheet when printing on a printer that does not have duplex capability. Pages will print in reverse order so that when you flip the stack to print on the back, the pages will print in the proper order.

Print on back of the sheet for duplex printing
Select this option to print the back of each sheet when printing on a printer that does not have duplex capability. Pages will print in ascending order so that they correspond to a stack of pages that were printed on the front in reverse order.

Scale content for A4 or 8.5 x 11″ paper sizes
Select this option to automatically adjust documents that are designed for 8.5-by-11-inch paper to fit A4 paper and to adjust documents that are designed for A4 paper to fit 8.5-by-11-inch paper. This option takes affect only if the A4 or 8.5-by-11-inch paper in the printer does not match the paper size that is set on the Page Layout tab of Word. This option affects printouts only; it does not affect formatting.

Default tray
This option displays the printer tray that is used by default. To follow the settings in your printer, select Use printer settings. To choose a particular tray, select it in the list. The choices in the list depend on your printer’s configuration.

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When printing this document

When printing this document
Select the document that these printing settings apply to. In the list, select the name of a document that is already open, or select All New Documents to make the setting apply to all documents that you will create.

Print PostScript over text
Select this option to print PostScript code when a document contains PRINT fields.

Print only the data from a form
Select this option to print the data that is entered into an online form without printing the form.

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Save

Prompt before saving Normal template
Select this option to display, when you close Word, a message that asks if you want to save any changes that were made to the default template. Because changes to the default template will affect any new documents that you create, you may want to be alerted when the template has changed. Clearing this check box automatically saves changes without prompting you.

Always create backup copy
Select this option to create a backup copy of a document each time you save the document. Each backup copy replaces the previous backup copy. Word adds the phrase «Backup of» to the file name and applies the file extension .wbk to all backup copies. The backup copies are saved in the same folder as your original document.

Copy remotely stored files onto your computer, and update the remote file when saving
Select this option to temporarily store a local copy of a file that you store on a network or removable drive. When you save the local copy, Word saves your changes to the original copy. If the original file is not available, Word prompts you to save the file in another location to avoid data loss.

Allow background saves
Select this option to save your document while you work. A progress meter appears in the status bar when Word performs a background save.

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Preserve fidelity when sharing this document

Preserve fidelity when sharing this document
Select the document that these settings apply to. In the list, select the name of a document that is already open, or select All New Documents to make the setting apply to all documents that you will create.

Save form data as delimited text file
Select this option to save the data that is entered into an online form as a single, tab-delimited text file in plain text format. You can then import the contents of that file into a database.

Embed linguistic data
Select this option to save linguistic data, such as speech and handwritten text.

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General

Provide feedback with sound
Select this option to add sounds to certain actions or events in Word and other programs in 2007 Microsoft Office system. For example, Word can play a sound when it completes a process. To change the sound that is associated with an event, open the folder for sounds and audio devices in Control Panel. Your computer must have a sound card to play most sounds.

Provide feedback with animation
Select this option to animate the movement of your pointer in Word and the other Office programs. This option also provides animated cursors for actions such as printing, saving, automatic formatting, and find-and-replace operations.

Confirm file format conversion on open
Select this option to choose the file converter that Word uses to open files that were created in another program. Clear this check box if you want Word to select a converter automatically.

Update automatic links at open
Select this option to automatically update any content that is linked to other files each time you open a document.

Allow opening a document in Draft view
Select this option to be able to open a document in Draft view.

Note: To make a document open in Draft view by default, you need to turn on this option and then on the View tab in the Document Views group, click Draft. Make some kind of change to the document, and then save the document.

Enable background repagination
Select this option to repaginate documents automatically as you work. This option is available in Draft and Outline views only. Clearing this check box prevents page numbers from updating (when displayed in the status bar) until you switch to Print Layout view.

Show add-in user interface errors
Select this option to display error messages from programs that customize the user interface. This option is especially useful for authors of software solutions, because it provides information for debugging customizations to the user interface.

Show customer submitted Office.com content Select this option to see templates and images created by customers in addition to the content provided by Microsoft Office.

Mailing address
Type the address that you want Word to use as the default return address for envelopes and letters.

File Locations
Click this to see the default storage location for documents, templates, and other items that you create and use in Word. In the File Locations dialog box, click the item you want to change, and then click Modify to set a new default location.

The default locations for templates and the Startup folder are treated as trusted locations. If you change the location, be sure that the new folder is a secure location.

Web Options
Click this to open the Web Options dialog box. Use this dialog box to set options for using Word to create Web pages.

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Compatibility

English Word 6.0/95 documents
This option specifies your preferences for converting text. Earlier versions of Word were sometimes used in conjunction with third-party programs designed to support Chinese or Korean on English versions of Microsoft Windows. If the use of these add-ins results in incorrect text display in a document you are trying to open, you can use these options to convert the document so that text is displayed correctly. After successfully opening the file, be sure to reset this option to Open normally; otherwise, correctly stored files may be opened incorrectly.

This option is available only if an East Asian language is enabled for editing text.

Contain Asian text Select this option if you know the document contains East Asian text, so that the text will display correctly.
Open normally Select this option after the file has been opened to display the text correctly.
Automatically detect Asian text Select this option if you are not sure whether the document contains East Asian text. Word attempts to detect East Asian text and display it correctly.

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Compatibility options for

Compatibility options for
Select the document that these settings apply to. In the list, select the name of a document that is already open, or select All New Documents to make the setting apply to all documents that you will create.

Lay out this document as if created in
Select the word-processing program that you expect to be used for opening the document. The settings in the list of Layout options change according to the word-processing program that you select. To specify your own configuration of settings, select Custom.

Layout options
Lists options for laying out the document. Select the check boxes for the options you want.

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Important:
Office 2007 is no longer supported. Upgrade to Microsoft 365 to work anywhere from any device and continue to receive support.

Upgrade now

To choose your advanced Word options, click the Microsoft Office Button > Word Options, and on the left pane, select Advanced.

Editing options

Use the Insert key to control overtype mode
Select this option to turn Overtype mode on or off by pressing INSERT.

Use overtype mode
Select this option to replace existing text as you type, one character at a time. If Use the Insert key to control overtype mode is selected, you can turn this option on or off by pressing INSERT.

Add double quote for Hebrew alphabet numbering
Select this option to add double quotation marks («) to numbering.

This option is available only if Hebrew is enabled for editing text.

Use Normal style for bulleted or numbered lists
Select this option to base list styles on the Normal paragraph style instead of the Paragraph List style.

Mark formatting inconsistencies
Select this option to mark formatting with a wavy blue underline when it is similar to, but not exactly the same as, other formatting in your documents. To use this option, you must also select the Keep track of formatting check box.

Default paragraph style Select the style that is applied to text when you use click and type.

Cursor movement
This option specifies the direction in which the cursor moves when you press the arrow keys on your keyboard.

This option is available only if a right-to-left language is enabled for editing text.

Logical Select this option to move the cursor according to the direction of the text encountered. For example, when you are using the arrow keys to move through Arabic and then English text in the same sentence, the cursor moves from right to left through the Arabic text and then starts at the leftmost character in the English word and progresses from left to right.
Visual Select this option to move the cursor to the next visually adjacent character. For example, when you are using the arrow keys to move from right to left through Arabic and then English text in the same sentence, the arrow key moves from right to left regardless of the direction of the text.

Cursor visual selection
This option specifies how text is selected as you extend the selection.

This option is available only if a right-to-left language is enabled for editing text.

Block Select this option to wrap text from line to line as you select downward, with all selected lines being the same width.
Continuous Select this option to wrap text from line to line as you select downward and vary the width of the final line of the block.

This option is available only if a complex script language is enabled for editing text.

Type and replace Select this option to replace the previously typed character with the newly typed character if the two characters cannot coexist in the same text cluster.

This option is available only if an East Asian language is enabled for editing text.

This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

Use legacy IME mode to enable Overtype mode
Select this option to allow the characters that you type to replace existing characters (overtype) while you are using an Input Method Editor (IME) on a computer that is running the Microsoft Windows XP operating system. If Word is installed on a computer that is running Windows Vista, this option does not appear because Overtype mode is supported automatically.

This option is available only if an East Asian language is enabled for editing text, and an Input Method Editor for typing East Asian characters is installed.

IME Control Active
Select this option to start an Input Method Editor (IME). Clear this check box to stop an IME.

This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

IME TrueInline
Select this option to use a natural language interface on IME-enabled computers.

This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

IME Settings
Click to open the Properties for IME Name dialog box. Use this dialog box to set or change the text, keyboard, character conversion, and other options for the active IME.

This option is available only if an East Asian language is enabled for editing text and an Input Method Editor for typing East Asian characters is installed.

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Cut, copy, and paste

Keep Source Formatting (Default)
This option retains character styles and direct formatting that were applied to the copied text. Direct formatting includes characteristics such as font size, italic, or other formatting that is not included in the paragraph style.
Match Destination Formatting
This option discards most of the formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Keep Source Formatting (Default)
This option retains formatting that was applied to the copied text. Any style definition that is associated with the copied text is copied to the destination document.
Match Destination Formatting
This option discards most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Keep Source Formatting
This option retains the look of the copied text by assigning the Normal style to the pasted text and applying direct formatting. Direct formatting includes characteristics such as font size, italic, or other formatting to mimic the style definition of the copied text.
Use Destination Styles (Default)
This option retains the style name that is associated with the copied text, but it uses the style definition of the document where the text is being pasted. For example, you copy Heading 1 text from one document to another. In one document, Heading 1 is defined as Arial bold, 14-point, and in the document where you are pasting the text, Heading 1 is defined as Cambria bold, 16-point. When you use the Use Destination Styles option, the pasted text uses Heading 1 style, Cambria bold, 16-point.
Match Destination Formatting
This option discards the style definition and most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style definition in the document where the text is being pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

Pasting from other programs
This option displays the default behavior that occurs when you paste content that was copied from another program. In the drop-down list, select one of the following:

Keep Source Formatting (Default)
This option retains the formatting of the copied text.
Match Destination Formatting
This option discards most formatting that was applied directly to the copied text, but it retains formatting that is considered emphasis, such as bold and italic, when it is applied to only a portion of the selection. The text takes on the style characteristics of the paragraph where it is pasted. The text also takes on any direct formatting characteristics of text that immediately precedes the cursor when the text is pasted.
Keep Text Only
This option discards all formatting and nontext elements, such as pictures or tables. The text takes on the style characteristics of the paragraph where it is pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted. Graphical elements are discarded, and tables are converted to a series of paragraphs.

In line with text
This option inserts the graphic in a paragraph as if it were text. This option is used by default. The graphic moves as you add or delete text. You can drag the graphic to reposition it the same way that you drag text.
Square
This option wraps the text around all sides of a square around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Tight
This option wraps the text around the graphic in an irregular shape around the actual image. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Behind text
This option inserts the graphic so that the graphic floats on its own layer behind the text. There is no border around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
In front of text
This option inserts the graphic so that the graphic floats on its own layer in front of the text. There is no border around the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Through
This option wraps the text around the graphic, including filling the space created by a concave shape, such as a crescent moon. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.
Top and bottom
This option prevents text from wrapping on the sides of the graphic. The graphic does not move as you add or delete text, but you can drag the graphic to reposition it.

Keep bullets and numbers when pasting text with Keep Text Only option
Select this option to convert numbering and bullets into text symbols.

Use the Insert key for paste
Select this option to use the INSERT key to insert the contents of the Office Clipboard into a document.

Show Paste Options buttons
Select this option to display the Paste Options button when you paste content. You can use the Paste Options button to override or modify the settings you make in this section of the Word Options dialog box.

Use smart cut and paste
Select this option to automatically adjust formatting as you paste text. After you select this check box, you can click Settings to set additional options for pasting.

Settings
Click this to open the Settings dialog box. Use this dialog box to specify default behavior when merging, cutting, and pasting text. You can override default behavior by using the Paste Options button that appears when you paste content from the Clipboard into your document. This button is available only when the Use smart cut and paste option is turned on.
- Use default options for
  Click an item in the list to pre-select a configuration of options in the dialog box. To select your own configuration of options, click Custom in this list.
- Adjust sentence and word spacing automatically
  Select this option to remove extra spaces when deleting text or add necessary spaces when pasting text from the clipboard.
- Adjust paragraph spacing on paste
  Select this option to prevent creating empty paragraphs and to prevent inconsistent paragraph spacing.
- Adjust table formatting and alignment on paste
  Select this option to control the formatting and alignment of tables. When this option is turned on, single cells are pasted as text, table portions are pasted as rows into an existing table (rather than as a nested table), and when you add a table to an existing table, the pasted table is adjusted to match the existing table.
- Smart style behavior
  Selecting this option has no effect. To fine-tune the behavior of styles when pasting content, use the Pasting options in the Cut, copy, and paste section of the Advanced options.
- Merge formatting when pasting from Microsoft Office PowerPoint
  Select this option to control the results when you paste content from a PowerPoint presentation. When this option is turned on, the formatting of the surrounding text or table is applied to the pasted text, the most recently used bullet, number, or list style is applied to the pasted list, and the look of items such as tables, hyperlinks, images, OLE objects, and shapes is preserved from the source in PowerPoint.
- Adjust formatting when pasting from Microsoft Office Excel
  Select this option to control the results when pasting data from Excel. When this option is turned on, pasted data is placed in a table, and charts are pasted as pictures rather than as OLE objects.
- Merge pasted lists with surrounding lists
  Select this option to format list items to conform to the surrounding list when you are pasting the items into a list.

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Show document content

Show background colors and images in Print Layout view
Select this option to display background colors and images.

Show text wrapped within the document window
Select this option to wrap text to the document window, so that it is easier to read on the screen.

Show text animation
Select this option to display text animations on your screen. Clear the check box to see how the text will look when printed.

Use this option when viewing animated text in documents that were created in a version of Word earlier than Word 2007. The current version of Word no longer provides the ability to create animated text.

Show control characters
Select this option to display right-to-left control characters.

This option is available only if a right-to-left language is enabled for editing text.

Show smart tags
Select this option to display a purple dotted underline beneath text that is recognized as a smart tag.

Show text boundaries
Select this option to display dotted lines around text margins, columns, and paragraphs. The boundaries are for layout purposes; they do not appear in printed documents.

Show crop marks
Select this option to display the corners of the margins.

Regardless of this setting, you can always switch between displaying field codes and field code results by pressing ALT+F9.

Numeral
This option determines how numerals will appear in documents. Select an item from the list.

This option is available only if an Arabic language is enabled for editing text.

Arabic Select this option to display numerals in a format familiar to speakers of English and other European languages.
Hindi Select this option to display numerals in a format familiar to speakers of Arabic and Hindi.
Context Select this option to display numerals according to the language of the surrounding text.
System Select this option to display numerals according to the regional settings in Control Panel.

Month names
This option determines how Western (Gregorian) month names appear in Arabic text. Select an item from the list.

This option is available only if an Arabic language is enabled for editing text.

Arabic Select this option to use Arabic native month names.
English transliterated Select this option to spell out Western (Gregorian) month names in English pronunciation by using Arabic text.
French transliterated Select this option to spell out Western (Gregorian) month names in French pronunciation by using Arabic text.

Diacritics
This option displays diacritics in the document.

This option is available only if a language that uses diacritics is enabled for editing text.

Use this color for diacritics Select this option to specify a color for display of all diacritics, regardless of the color of the diacritics in the original document. In the list, select a color.

Use draft font in Draft and Outline views
On computers with extremely limited resources, select this option to speed the screen display of documents.

Name
Select the font to use for drafts of your documents. This option is available only when you select the Use draft font in Draft and Outline views check box.
Size
Select the point size of the draft font. This option is available only when you select the Use draft font in Draft and Outline views check box.

Document view
This option specifies the text direction for new documents.

This option is available only if a right-to-left language is enabled for editing text.

Right-to-left Select this option to lay out documents right to left. For example, paragraphs start on the right side of a document with text flowing to the left.
Left-to-right Select this option to lay out documents left to right. For example, paragraphs start on the left side of a document with text flowing to the right.

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Display

Show this number of Recent Documents
Enter the number of items, between 1 and 50, to display in the Recent Documents list.

Only the first nine files in the list are assigned an accelerator key. You can open these documents by pressing 1 through 9 after you press ALT+F.

Show measurements in units of
Select the measurement unit that you want to use for the horizontal ruler and for measurements that you type in dialog boxes.

Show measurements in width of characters
Select this option to use character width as the basis for aligning text, such as in the vertical and horizontal rulers.

This option is available only if an East Asian language is enabled for editing text.

Show pixels for HTML features
Select this option to use pixels as the default unit of measurement in dialog boxes that are related to HTML features.

Show shortcut keys in ScreenTips
Select this option to display keyboard shortcuts in ScreenTips.

Show horizontal scroll bar
Select this option to display the horizontal scrollbar at the bottom of the document window.

Show vertical scroll bar
Select this option to display the vertical scroll bar at the side of the document window.

Left scroll bar Select this option to place the vertical scroll bar on the left side of the document window. Use this option when working with documents that predominantly use right-to-left text.

This option is available only if a right-to-left language is enabled for editing text.

Show right ruler in Print Layout view Select this option to display the vertical ruler at the right side of the document window.

This option is available only if a right-to-left language is enabled for editing text.

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Print

Use draft quality
Select this option to print the document with minimal formatting, which may speed the printing process. Many printers do not support this function.

Print pages in reverse order
Select this option to print pages in reverse order, beginning with the last page in your document. Do not use this option when you print envelopes.

Print field codes instead of their values
Select this option to print field codes instead of field results — for example, { TIME @»MMMM, d, YYYY» } instead of February 4, 2008.

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When printing this document

Print PostScript over text
Select this option to print PostScript code when a document contains PRINT fields.

Print only the data from a form
Select this option to print the data that is entered into an online form without printing the form.

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Save

Allow background saves
Select this option to save your document while you work. A progress meter appears in the status bar when Word performs a background save.

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Preserve fidelity when sharing this document

Save smart tags as XML properties in Web pages
Select this option to save all of the smart tags in a document as Extensible Markup Language (XML) within a Hypertext Markup Language (HTML) file.

Embed linguistic data
Select this option to save linguistic data, such as speech and handwritten text.

Embed smart tags
Select this option to save smart tags as part of your document.

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General

Update automatic links at open
Select this option to automatically update any content that is linked to other files each time you open a document.

Allow opening a document in Draft view
Select this option to be able to open a document in Draft view.

To make a document open in Draft view by default, you need to turn on this option and then on the View tab in the Document Views group, click Draft. Make some kind of change to the document, and then save the document.

Allow background open of Web pages
Select this option to open Web page documents in the background while you work. A progress meter appears in the status bar when Word opens the page in the background.

Mailing address
Type the address that you want Word to use as the default return address for envelopes and letters.

The default locations for templates and the Startup folder are treated as trusted locations. If you change the location, be sure that the new folder is a secure location.

Web Options
Click this to open the Web Options dialog box. Use this dialog box to set options for using Word to create Web pages.

Service Options
Click this to open the Service Options dialog box. Use this dialog box to set options for shared workspaces.

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Compatibility

This option is available only if an East Asian language is enabled for editing text.

Contain Asian text Select this option if you know the document contains East Asian text, so that the text will display correctly.
Open normally Select this option after the file has been opened to display the text correctly.
Automatically detect Asian text Select this option if you are not sure whether the document contains East Asian text. Word attempts to detect East Asian text and display it correctly.

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Compatibility options for

Layout options
Lists options for laying out the document. Select the check boxes for the options you want.

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Need more help?

Источник

Word Options is the place where you customise the look of your Word document, how it corrects your words as you type away, the spell checker, your initials on any comments and the document properties, etc. It’s a great place to explore and enables you to customise Word and get it exactly how you want it.

However, it does work slightly differently in the three most commonly used versions of Word for PC: Word 2007, Word 2010 and Word 2013, so here’s a quick guide to how to access Word Options in these different versions of Word.

How to access the Word Options in Word 2007:

Click on the Office button in the top left of the screen, then click on Word Options at the bottom of the box:

Your Word Options box will now display:

How to access the Word Options in Office 2010:

In Word 2010, click on the File tab and then select Options, one up from the bottom of the list on the left hand side:

Once you’ve clicked on Options, your Word Options box will appear:

How to access Word Options in Word 2013:

In Word 2013, click on the File tab:

This has the effect of making your screen disappear, but you will get a list of things to do, out of which you select Options at the very bottom of the list (you can click that left-pointing arrow in a circle at the top left to get back to your document):

Clicking on Options will bring up the Options box:

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here …

Do let me know if this has helped you – and do share with the buttons at the bottom of this article.

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Home > Microsoft Word > Using Settings and Preferences in Microsoft Word 2013

After reading this article, you’ll know how to work with Settings and Preferences in Microsoft Word 2013. Usually, before working with documents, you need to do some customizing. Depending on what you need to do in MS Word 2013, this can be very useful. For example, you may need to check spelling after typing in a foreign language, or get more screen tips for learning the software.

How to use Settings and Preferences in Microsoft Word 2013

Settings and Preferences are in the Option menu of the Backstage view. To access that, click File, and then Options in the drop-down. A pop-up window named Word Options will come up.

This contains many different options, such as General, Display, Proofing, Save, Language, and Advanced in the left part of the dialog window. Let’s talk about them.

The first option is named General. The main feature of this is the possibility to personalize your document by creating a User Name and Initials. By doing this, everyone will see the author of the document. That can be helpful when you need to be contacted, or if you need to identify the person who last made changes to the document when working on an item collectively.

Another useful possibility is to adopt Office components such as PowerPoint or Excel by using the Office Background button.

If you need more tips displayed on the screen to know how to use buttons or options, use the Screen Tip Style. After dropping that down, you’ll see three options, each of which makes changes in Screen Tips after selecting and pressing OK:

• Show feature description in Screen Tips. Hit this if you need to get the description of every feature. The name of the button and short description will come up after moving the mouse’s cursor over it.
• Don’t show feature description in Screen Tips. If you don’t need a description anymore, you can switch it off through this button.
• Don’t show Screen Tips. Neither Screen Tips nor descriptions will be shown.

Now, tap the Save button on the right to discover another main option. Here you can change the Default local file location where Word documents will be saved on your computer. Click on Browse, and select the Desktop or any folder on the hard drive, depending on where you need to store files.

Now, let’s move to the Language option. You can choose an editing language here. This language will be used for checking spelling after you’re done typing. You need to have a keyboard with that language to type.

Click it, and you’ll see another window.

To select the language, click the Add additional editing languages drop-down, and you’ll get a long list of options.

Now, let’s look at the option named Advanced. Using the scroll down, find the Display section which contains the long list of options. At the top, you’ll see Show this number of recent documents and a corresponding number. To control Screen Tips, you can also use Show shortcut keys in Screen Tips.

Finally, you’ll see the list so you can select any of the Advanced Options you need.

Simon Calder

Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA.He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course — the rest, as they say, is history!

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Radio button can be used in a Form to capture user’s feedback. Following is a simple example that shows the usage of a radio button also known as Option button.

On the Word Ribbon, under the tab Developer, within the group Controls, click the Legacy Tools icon. A drop-down list appears.
From the drop-down list, under the section ActiveX Controls, click the icon Option Button (ActiveX Control). Word creates something like the following.

By default, the radio button appears in Design Mode. Click the Design Mode option available within group Controls to switch to normal mode, so that the radio button becomes clickable.
To change the caption of the radio button,
Click the radio button and then click Design Mode from the Controls group.
Right-click the radio button and click option Properties from the right-click menu.
On the Properties sheet, under the tab Alphabetic, look for the row with the heading Caption. On the adjacent cell of Caption, double-click to delete the default caption i.e. OptionButton 1 and enter a new caption. Alternatively, you can delete the default caption to retain only radio button. Later, you can resize the button by dragging the resize handles.

The next challenge is to group the radio buttons under different sections.

This is important for each group of buttons to behave independently. Otherwise, all the buttons in the document would behave as one group (by default) and only one feedback could be captured.

For example, in the above example form, each question contains two radio buttons (Yes/No) to capture feedback. Each pair of buttons must be grouped to capture feedback for individual question.

To group radio buttons

Switch to design mode by selecting the radio button and then clicking the Design Mode option from within the group Controls.
Once you are in Design Mode, right-click the radio button and select option Properties from the right-click menu. The Properties sheet appears.
On the Properties sheet, under the tab Alphabetic, look for the row with the heading GroupName. Click the adjacent cell to enter a group name.
Now you need to keep the same group name for the rest of the radio buttons, which you want to keep as one group. You are done.

Note: Before you share a document containing Radio button or any other controls, you should to protect your document to prevent editing of the document. To know how to protect a document, read the following articles:

https://wordknowhow.wordpress.com/2013/06/25/how-to-insert-text-fields-check-boxes-drop-down-lists-etc-in-a-word-document-to-create-a-form/

https://wordknowhow.wordpress.com/2014/04/03/how-to-create-or-add-checkboxes-checkbox-controls-to-your-word-document/

About wordknowhowhttp://wordknowhow.comThis blog site was started to help people with Microsoft Word. I use Word a lot at work, and I understand that some features are difficult to use. There were no simplified instructions online to help me use these features. It is for this reason that this site exists; to make your life easier with Word.

Feel free to post your comments, queries, suggestions, etc. I will do my best to help you!

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menus

Welcome to our guide to the menus in Microsoft Word.

We cover all of the menus individually, with explanations of what the various commands do. We include the File, Edit, View, Insert, Format, Tools and Table menus.

Note: These menus disappeared in Word versions 2007 and 2010.

The File Menu

The file menu is one you will find yourself using extensively. It is used to create new documents, open existing documents and saving your new/updated documents. It also includes the page setup, print preview, and other important functions relating to your document and its properties.

New: This creates a new Microsoft Word document. The page setup of the new document, ie, the size, margins, etc, will depend on your page settings.

Open: This opens an existing Microsoft Word document, it will open a file explorer window allowing you to navigate to the file you want to open.

Close: This will close the current word document. Microsoft Word may prompt you to save the file, if you have made changes to the document since the last save.

Save: Saves the current document, replacing the existing file (if previously saved).

Save As: This allows you to save the document as a different file. This is very useful, imagine you open your letterhead template and write a letter that you want to save, if you just saved it (using the option above), it would replace your letterhead template. When you click on Save As you will be able to choose the new filename and location for your document.

Save As Web Page: This option will save the current document with the HTM(L) extension, allowing it to be viewed by a web browser.

Search: Clicking Search will open the basic search window, allowing you to search your computer for documents containing certain text.

Versions: This feature allows you to save different versions of the current Microsoft Word document. For example, if you changed your letterhead and wanted to keep the older version too.

Web Page Preview: Clicking on this option will display your current document as it would look in a web browser. When you click, Microsoft Word will open the document in your default web browser.

Page Setup: This opens the page setup options dialogue box. It allows you to set the properties (dimensions, margins, etc) of the current document and change the default for new Microsoft Word documents.

Print Preview: Selecting this option opens the print preview window, allowing you to preview how your document will look when printed.

Print: Opens the print dialogue box allowing you to print the current document.

Send To: Hovering your mouse over this option will allow you to send your document via email, or export it to Microsoft Powerpoint (if installed).

Properties: This will open the Microsoft Word document properties dialogue box, allowing you to view/edit various properties of the document. Including author information, statistics, type, location and filesize of the document.

The A symbol in fig 1.1 above shows where a list of recently opened documents are listed. This is a very handy feature of Microsoft Word, it saves using the normal opening procedure.

Exit: Clicking this will exit Microsoft Word, it may prompt you to save any unsaved documents.

The Edit Menu

The edit menu, as its name suggests, includes commands relating to the editing of your document. It includes important editing features such as undo, repeat, cut, copy, paste, select all, find, replace and more.

Undo (last task): This option allows you to undo the last thing you did in your Microsoft Word document, in our example (fig 1.1) you can see our last action was to type some text. This is a handy command, especially if you delete something by accident.

Repeat (last task): This repeats your last action. In our example clicking on the Repeat Typing will repeatedly insert the same piece of text into the document.

Cut: This command will cut (delete) the currently selected element. For example if you highlight (select) some text and then click on cut, it will be deleted.

Copy: The Copy command will copy the curently selected element (text, image, etc) into the office clipboard. It can then be inserted (pasted) into a document using the Paste command (see below), which will appear in the edit menu once you have copied something to the office clipboard.

Office Clipboard: This command will display the current contents of the office clipboard, allowing you to click on the stored elements to insert (paste) them directly into the current document. Elements (text, images, etc) can be added to the clipboard using the Copy command (see above), this clipboard will also show any elements stored in the Windows Clipboard.

Paste: This will paste (insert) into the current document the last element to be stored in the Office Clipboard.

Paste Special: Clicking on this command will bring up the Microsoft Word Paste Special dialogue box, it allows you to control the format of the text that will be inserted (pasted) from the Office/Windows clipboard.

Paste as Hyperlink: This command allows you to link (create a hyperlink) to a certain place in another Microsoft Word document, Excel worksheet, PowerPoint slide, or Access database. To achieve this, first copy the element that you want to link to into the clipboard, and then select the Paste as Hyperlink command.

note: The target file must have been saved previously, likewise if you are linking to an element in the current document, it must be saved first.

Clear: This command allows you to remove any formatting from the currently selected (highlighted) element (text/image). It also allows you to delete the selected element.

Select All: This will select (highlight) every element in the current document.

Find: Find allows you to search the current document for a certain word or phrase.

Replace: Replace allows you to replace a given text with a substitute of your choice.

Goto: Goto allows you to go directly to a certain page, section, line, bookmark, comment, footnote, endnote, field, table, graphic, equation, object, or heading.

Links: This allows you to manage any linked objects in the current document. A linked object is information (data) that is stored in another file, for example a Microsoft Excel spreadsheet, Microsoft Access database, or other compatible source. We will be covering linked objects in a future Microsoft Word tutorial.

Objects: This command allows you to manage any embedded objects within the current document.

The View Menu

This menu is used to control not only the visual layout of your Word document but also the printing configuration. It is also used to select which toolbars are visible in the Word environment. Commands include web layout, print layout, outline, task pane, toolbars, ruler, header and footer, footnotes, full screen view and zoom.

Normal: Selecting this will show your current document in a layout without the document margins.

Web Layout: The Web Layout view will show you how the current document will look on a web browser, a full-screen layout.

Print Layout: This view will show the document in a layout including all margins and page breaks.

Outline: The Outline view allows you to change the structure of your document, when selected it will open the Outline Toolbar. The Outline Toolbar allows you to, amongst other things, move headings up or down and/or change the heading types.

Task Pane: This command toggles (shows/hides) the Task Pane. The task pane is designed to give you quick access to frequently used commands, including Document Commands, The Office Clipboard, Basic Search, Style and Formatting and more.

Toolbars: When you hover your mouse pointer over Toolbars you will be presented with a submenu, this includes all of the different toolbars that are available. You can toggle (hide/show) the different toolbars by simply clicking on them within the submenu.

Ruler: Clicking on this will toggle (hide/show) the document ruler which appears across the top and down the side of the Microsoft Word document.

Document Map: The document map is a handy feature which allows you to navigate the current document, it will list the headings (heading 1, heading 2, etc) in the current document. To go directly to a certain paragraph heading, simply click on it in the left hand pane that opens.

Header and Footer: This allows you to edit the header and footer of the current document. We show you how to edit the header and footer in our letterhead tutorial here.

Footnotes: This command will show all footnotes and endnotes (you will be promoted for which) within the current document. Footnotes and Endnotes will be covered in a future Microsoft Word tutorial.

Markup: This will toggle (hide/show) any Markup (comments and tracked alterations/additions) in the current document.

Full Screen: This will show the current Microsoft Word document in full screen mode.

Zoom: This will open the zoom dialogue box, enabling you to change the percentage of zoom for the current view.

The Insert Menu

The insert menu is used to place various objects into your document, such as page numbers, pictures, symbols, comments and other objects. Commands include break, date and time, field, symbol, reference, web component, text box, file and hyperlink.

Break: This command opens the Break dialogue box, allowing you to insert page breaks and section breaks into the current document.

Page Numbers: Clicking on Page Numbers will open a dialogue box, which allows you to insert page numbers into the document using various options.

Date and Time: This command will open the Date and Time dialogue box. You can choose from many different date and time formats, you may also have different languages to choose from.

Autotext: Choosing this option will open the Microsoft Word Autotext dialogue box. We will cover Autotext in a future tutorial.

Field: This command allows you to enter specified fields into your document. The available fields include Date & Time, Document Automation, Document Information, Equations and Formulas, Index and Tables, Links and References, Mail Merge, Numbering and User Information.

Symbol: This allows you to insert symbols and special characters into your document. For example, if you wanted to include a copyright symbol or a trademark symbol, then you would use this feature. Other symbols (special characters) include currency symbols, mathematical symbols and foreign language alphabet characters.

Comment: This command will place a comment into the document at the location of the cursor. You will be able to type your comment into the comment box, once done, simply click anywhere outside of the comment box.

Reference: The Reference command will allow you to insert a footnote, caption, cross-reference, index, and tables.

Web Component: This command is used to insert any web components into your Microsoft Word document.

Picture: Allows you to insert a picture into your document. You will be offered various locations to locate the image, including clip art, the file system on your computer, and a digital camera or scanner.

Diagram: The Diagram command will open the diagram gallery dialogue box. You can choose from a selection of diagrams to insert into your document, including an organization chart, cycle diagram, radial diagram, pyramid diagram, venn diagram and a target diagram. You may have less or more diagrams available to insert, depending on your Microsoft Word installation.

Text Box: This allows you to insert text boxes, we will be covering text boxes in a future tutorial.

File: Enables you to insert part or all of a file into the current document.

Object: This command will insert an object of your choice, including media clips, Microsoft Excel charts and worksheets, Microsoft Powerpoint slides and presentations.

Bookmark: This handy feature allows you to bookmark a certain element (text, image, etc). You can name the bookmark and then return to it at any time by using the goto command in the edit menu.

Hyperlink: The Insert Hyperlink dialogue box allows you to add a hyperlink to an existing file, web page, certain place in the current document, a new document, or an email address.

The Format Menu

A guide to the format menu which controls your font’s properties along with the borders and shading options. Commands include paragraph, bullets and numbering, columns, tabs, text direction, background, autoformat, reveal formatting and more.

Font: This will change the font attributes of either the currently selected text, or any subsequent text, using the font dialogue box.

Paragraph: This command will open the Paragraph dialogue box, allowing you to make changes to either existing text or subsequent text. To change an existing paragraph, select the text you wish to change and then use this command to make the alterations, such as alignment, indentation, and spacing.

Bullets and Numbering: This is a handy command, it creates indented lists with various formats. You can either click the command and then start typing your list (pressing enter for the next line), or you can select some existing text to convert to a list. The listing format options include bulleted, numbered, outline numbered, and other styles.

Borders and Shading: This command allows you to create borders and shading on elements within your Microsoft Word document. The borders and shading can be applied to text, paragraphs, pictures, and more.

Columns: The Columns command will split the current document into the number of columns you specify. You can either split the whole page, or just from that point onwards.

Tabs: This command allows you to manage tabs, including the alignment, spacing, and whether the tab has a leader or not.

Drop Cap: A drop cap is a letter at the start of a paragraph of text that spans 2 or more rows of text, you will often see a drop cap in a book at the start of a chapter. This tool allows you to either add a drop cap character to your document or change an existing letter (at the start of a sentence) to a drop cap.

Text Direction: This allows you to change the text direction of a text object, for example a text box.

Change Case: The Change case tool allows you to alter the case of existing text. Options include sentence case, lowercase, uppercase, title case, and toggle case.

Background: This changes the background colour (color) of your Microsoft Word document. It also allows you to add watermarks and use different gradient effects.

Theme: The themes command will open the theme dialogue box, allowing you to change the theme of your document, including heading style, hyperlinks and background colour (color).

Frames: This command opens the Frames dialogue box.

AutoFormat: The AutoFormat feature will format a whole document with preset attributes.

Styles and Formatting: This will open the Styles and Formatting toolbar, allowing you create headings, lists and more.

Reveal Formatting: Clicking on this will show a dialogue box detailing the format attributes of the selected element.

Object: Allows you to make changes to any existing objects within the current document.

The Tools Menu

The tools menu will also be one you may use regularly, it includes the options command which controls spelling and grammar, security and more. Commands include language, word count, speech, letters and mailing, macro, customize and more.

Spelling and Grammar: This command will check the spelling and grammar of the current Microsoft Word document. It also allows you to add words to the dictionary, as well as changing the dictionary language (if available).

Language: The language tool has various options, including setting the language of the document, translating text, open the thesaurus and manage hyphenation.

Word Count: This will open the Word Count dialogue box, enabling you to count the amount of words in the whole document, or the currently selected text.

AutoSummarize: This can be a handy feature of Microsoft Word, depending on the type and format of your document. It will summarize a document using the attributes you give it, for example, you can choose the percentage of the document to be used for the summary, as well as the format of the summary.

Speech: This will open the Speech Recognition feature of Microsoft Word (if installed/available).

Track Changes: Clicking on this command will cause Microsoft Word to track any subsequent changes to the document. These changes can then be viewed by turning on the Markup option on the Edit menu.

Compare and Merge Documents: This feature enables you to easily compare and/or merge 2 documents.

Protect Document: This command allows you to control the protection of the document, including tracked changes, comments and forms.

Online Collaboration: Enables NetMeeting allowing you to communicate with others in real time via the internet or local network.

Letters and Mailing: Gives you access to various features, including the Mail Merge Wizard, the Letter Wizard, the Envelopes and Labels tool, and the Mail Merge Toolbar.

Macro: This opens the Macro Dialogue box, allowing you to manage subsequent and existing macros. We will be covering Microsoft Word macros in a future tutorial.

Templates and Add-Ins: Opens the Templates and Add-Ins Dialogue box, allowing you to add, remove or update styles and template.

AutoCorrect Options: Opens the AutoCorrect dialogue box, enabling you to manage capitalisation, and also the replace text as you type settings.

Customize: Allows you to customize the Microsoft Word toolbars, commands, and other options.

Options: This opens the main options dialogue box in Microsoft Word. It allows you to change many aspects of the current document and Microsoft Word environment.

The Table Menu

Tables are a great way of laying out content within your document. The table menu provides all you need to manage your tables and cells. Includes draw table, insert, delete, merge cells, split cells, split table, autoformat, convert, sort and more.

Draw Table: This command opens the Tables and Borders dialogue box with the draw table tool active. First you draw the outline of your table, then using the same tool, you can create cells by vertical or horizontal movements within the table.

Insert: Allows you to insert a whole table or just columns, rows and cells into the current document.

Delete: Delete complete tables, columns, rows and selected cells.

Select: This command allows you to select the current table, column, row or cell.

Merge Cells: This tool will merge the currently selected cells into one.

Split Cells: This will split the selected cell/s into your chosen amount of columns and rows, it will also offer (if more than one cell selected) to merge the selected cells before the split.

Split Table: This command will split the current table, making the split at the currently selected cells.

Table AutoFormat: This command will open the Microsoft Word Table AutoFormat dialogue box, where you can choose from a number of different table templates, including preset fonts and cell background colours (colors).

AutoFit: This tools gives you several options for resizing the selected table in relation with the contents or window. It also allows you to automate the distribution between columns and rows.

Heading Rows Repeat: This handy tool will repeat the currently selected row at the top of every page for the length of the table.

Convert: This command will convert existing text into a table format. The text will have to have a common separator to indicate the different columns, it will also needs new paragraphs where you would like each row.

Sort: This opens the Sort Table dialogue box. You can choose which column you would like to sort and by what order.

Formula: This tool allows you to apply a formula to the selected cell. For example, if you wanted to add up the contents of several rows in a specific column, you could use the SUM formula in the Formla dialogue box.

Hide Gridlines: This simply hides the gridlines of the selected table.

Table Properties: This will display the various properties of the selected table.

Источник

This tutorial shows how to use the Editor in Word for Microsoft 365. The Editor is an update to the spelling and grammar check available in older versions of Word.

If you are using an older version of Word that doesn’t have an Editor button, please see my other tutorial “How to Use the Spelling and Grammar Check in Microsoft Word.”

This tutorial covers five topics:

How to Select Grammar Issues and Refinements
How to Run the Editor
How to Review the Suggested Edits
How to Finish the Edit
How to Run a Fresh Edit

Attention Mac Users: The Editor is available in Word for Microsoft 365 for Mac. The basic steps are similar to those shown here. However, the process of selecting grammar issues and refinements is different, so we will cover the Editor in Word for Mac in a separate tutorial.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 150 other writing-related software tutorials on my YouTube channel.

Are you looking for information about editing in Word with Track Changes instead of using the Editor? If so, visit “How to Use Track Changes in Microsoft Word” for a step-by-step tutorial covering ten editing tasks.

How to Select Grammar Issues and Refinements

The Editor can check for over 150 grammar issues and refinements beyond spelling, including the following:

hyphenation
passive voice
Oxford comma
clichés

All the grammar and refinement options are available in the Word Options dialog box. You should select from these options before running the Editor.

Select the File tab in the ribbon.

Figure 1. File tab

Select the Options tab in the Backstage view.

Figure 2. Options tab

Select the Proofing tab in the Word Options dialog box.

Figure 3. Proofing tab

Review the spelling and grammar options that affect how the Editor interacts with your document:

A. Ensure that Check spelling as you type and Mark grammar errors as you type are selected if you want issues to be marked in the text as you type.

B. Ensure that Check grammar and refinements in the Editor Pane is selected to include grammar and refinements.

C. (Optional) Ensure that Show readability statistics is selected to show your readability statistics after running the Editor.

D. Ensure that Hide spelling errors in this document only and Hide grammar errors in this document only are not selected.

Figure 4. Spelling and grammar options

Pro Tip: Always run the Editor, even if you have spelling and grammar issues marked as you type, because you may not notice all the in-text edits. Plus, the Editor seems to be more thorough than the check provided as you type.

Select Grammar & Refinements or Grammar in the Writing Style menu. (Most users will want to choose Grammar & Refinements because it offers more options.)

Figure 5. Writing Style menu

Select the Settings button.

Figure 6. Settings button

Select or deselect options from the Grammar Settings dialog box.

Figure 7. Grammar and Refinement options

Defining each grammar option is beyond the scope of this tutorial. However, the Microsoft Office Support website provides a detailed explanation for many of the options sorted by language.

Select the OK button to close the Grammar Settings dialog box.

Figure 8. OK button

Select the OK button to close the Word Options dialog box.

Figure 9. OK button

Now that you have decided how you want Word to proof your document, you can run the Editor.

Select the Home tab in the ribbon.

Figure 10. Home tab

Select the Editor button. (The Editor button is also available in the Proofing group on the left end of the Review tab.)

Figure 11. Editor button

The Editor Pane will appear on the right side of your screen.

How to Review the Suggested Edits

Review your Editor Score. This score will change based on choices you make within the Editor Pane. Therefore, you may choose to disregard this number while working with the Editor.

Figure 12. Editor score

(Optional) Select a level of formality from the drop-down menu.

Formal—The Editor will apply all the grammar and refinement rules, resulting in the most recommendations.
Professional—The Editor will apply most of the grammar and refinement rules, resulting in fewer recommendations than the Formal option.
Casual—The Editor will apply the fewest number of grammar and refinement rules, resulting in the fewest recommendations.

Your Editor Score will change based on your choice of formality.

Figure 13. Formality menu

Pro Tip: Use the Formal writing option for the strictest edit even on less formal writing because you can always ignore suggestions—but you can’t ignore suggestions you never see.

Select the Editor Score (see figure 12) to review each of the recommendations starting from the current placement of your cursor. Or, skip to step 4 to review by category.
Select the Corrections or Refinements category you want to review. The available categories will depend on your selections in the Grammar Settings dialog box (see figure 7).

Categories with a checkmark don’t have any suggestions.

Figure 14. Corrections and Refinements categories

Spelling

Choose a suggestion to change the individual spelling error.

Figure 15. Spelling suggestions

Or, open the drop-down menu for the suggestion and select Change All to change every instance of the spelling error.

You can also choose (a) Ignore Once to ignore that spelling one time, (b) Ignore All to ignore that spelling every time it appears in the document, or (c) Add to Dictionary to add the word with its current spelling to your custom dictionary.

Figure 16. Additional spelling options

If the Editor is unable to provide any spelling suggestions, it will still let you add the word to your custom dictionary, ignore the word once, or ignore all instances of the word.

After you select or ignore a suggestion, the Editor will automatically move to the next issue in that category or return you to the main view to chose a new category.

Grammar and Refinement Issues

Review each grammar or refinement issue. In some cases, the Editor will suggest a way to rewrite the text.

Or, select (a) Ignore Once to ignore that instance of the issue or (b) Don’t check for this issue to stop checking for that type of issue in the rest of the document.

Figure 17. Grammar and Refinements suggestions

Open the drop-down menu above the text box if you want additional information about the issue.

Figure 18. Additional information

Pro Tip: The navigation arrows on the right side of the pane let you move forward and backward to issues you have not yet addressed. The arrow on the left side will return you to the Editor’s main view.

Figure 19. Navigation arrows

The Editor Pane also provides options to search the web for similar text and give feedback to Microsoft about the Editor.

Figure 20. Similarity and feedback options

How to Finish the Edit

If you included readability statistics in your proofing options in the Word Options dialog box (see figure 4), the Readability Statistics dialog box will appear after you have accepted or ignored all the Editor’s suggestions.

Select the OK button to close the Readability Statistics dialog box.

Figure 21. OK button

Select the OK button in the dialog box stating that you have finished reviewing the Editor’s suggestions.

Figure 22. OK button

How to Run a Fresh Edit

If you have updated your text since running the Editor, you may want to run a fresh check.

Select the File tab in the ribbon (see figure 1).
Select the Options tab in the Backstage view (see figure 2).
Select the Proofing tab in the Word Options dialog box (see figure 3).
Select the Recheck Document button.

Figure 23. Recheck Document button

Select the Yes button in the dialog box stating that the new spelling and grammar check (Editor) will recheck issues that you ignored during the last check.

Figure 24. Yes button

Select the OK button to close the Word Options dialog box (see figure 9).

Follow the steps in the How to Run the Editor section above to recheck your document.

Important Note: Microsoft plans to continually add new features to Word for Microsoft 365. Therefore, your version of Word may have different features than those shown here.

Related Resources

How to Change the Proofing Language in Microsoft Word

How to Use the Clipboard in Microsoft Word

How to Edit Your Custom Dictionary in Microsoft Word

How to Create an Exclusion Dictionary in Microsoft Word

Updated September 25, 2022

Источник

In this article

Editing options

Cut, copy, and paste

Image size and quality

Show document content

Display

Print

When printing this document

Save

Preserve fidelity when sharing this document

General

Compatibility

Compatibility options for

In this article

Editing options

Cut, copy, and paste

Show document content

Display

Print

When printing this document

Save

Preserve fidelity when sharing this document

General

Compatibility

Compatibility options for

Need more help?

How to access the Word Options in Word 2007:

How to access the Word Options in Office 2010:

How to access Word Options in Word 2013:

Simon Calder

The File Menu

The Edit Menu

The View Menu

The Insert Menu

The Format Menu

The Tools Menu

The Table Menu

How to Select Grammar Issues and Refinements

How to Review the Suggested Edits

Spelling

Grammar and Refinement Issues

How to Finish the Edit

How to Run a Fresh Edit

Related Resources