Basic Errors Among Microsoft Word Users
Ask just about any computer user if they use or have used Microsoft Word and you can confidently expect the answer “yes”. Word is everywhere, even on Apple Mac. So, most bosses automatically assume that their people know how to use it and they do, up to a point. But many casual Word users make some pretty basic mistakes. This article looks at the most common.
* When creating a document to be printed on a particular type of stationery, such as letter-headed paper, many Word users have the habit of using the Return key to create space at the start of the document. What they should be doing is changing the top margin. To change the margins in Word 2007, click on Margins then Custom Margins in the Page Layout tab on the ribbon. In previous versions of Word, choose Page Setup from the File menu.
* Leaving two spaces after the period which ends each sentence is another common error among users. In fact, one space is fine with modern typefaces since they are proportionally spaced (e.g., the letter “w” takes up more space than the letter “i”). The two space habit is a throwback to the days when people were using typewriters with monospace typefaces such as Elite and Courier.
* A lot of Word users also like to press the Return key twice after each paragraph. This tends to create too much space. It’s better to use just one Return then adjust the paragraph spacing by choosing Format - Paragraph (in Word 2003 and earlier) or clicking on the Page Layout tab (in Word 2007) and entering the desired amount in the box marked Spacing After.
* Casual users who have never attended any Microsoft Word training courses are often at a loss as to how tabs work. At worst, they use the space bar to attempt to align elements on the page. This never works and when the document is printed the columns do not align properly. The Tab key should be used instead of the space bar.
* Having identified the Tab key as the correct one to use to create columns, many Word users just press the tab key to tab along to the next default tab. The number of times the Tab key is pressed will thus vary, depending on the length of each piece of text. It is much better to set one’s own tabs by clicking on the Word ruler. This means that on each line of text, the tab key will be pressed the same number of times between columns.
* Some Word users, even experienced ones, are so seduced by the Format Painter, that they rely on it to maintain consistency of formatting throughout a multi-page document. It is much better to use Microsoft Word’s styles to make your text formats consistent. With styles, at any time, you can go back and change the attributes associated with a style and your changes will update all text in that style.
* Word has a number of AutoCorrect options which can seem intrusive to new users and who complain about them without attempting to switch them off. To modify Word’s AutoCorrect and other settings, choose Options from the Tools menu (Word 2003/2002 etc.) or choose Word Options from the Office button in Word 2007.
Last 5 posts by Andrew Whiteman
- Navigating In Microsoft Excel 2007 - December 23rd, 2008
- Using The Office Button And Quick Access Toolbar In Microsoft Excel - October 14th, 2008
- Will QuarkXpress Survive The Adobe Onslaught - October 12th, 2008
- How To Avoid Frustration When Learning Adobe Illustrator - October 10th, 2008
- Creating A Basic Excel Formula - October 6th, 2008
Related posts
- Highlighting Text With The Mouse In Microsoft Word
- Search Microsoft Word Made Easy
- InDesign Training For General Users
- The Most Common Mistakes Among Users Of QuarkXPress
- Excel VBA Courses Wean Users Off The Macro Recorder
Like this post? Publish It On Your Own Blog
