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Common Errors We Make When Using Microsoft Word

By: Andrew Whiteman

Microsoft Word can be found on almost every computer in the known world, and not just PCs either. Macs run Word too. It's probably because it's so widely used that most people never get trained in how to use it and, as a consequence a lot of Word users make some pretty basic mistakes when creating their documents.

* Pressing the Return key at the start of a document which needs to be printed on a letterhead is one of the most common such errors. The correct thing to do is to change the top margin setting. Otherwise, you get have superfluous characters at the start of your text. (In Word 2003, go to File and choose Page Setup. In Word 2007, click on the Page Layout tab of the ribbon then click on Custom Margins.

* A lot of Word users have the habit of entering two spaces after a full-stop. This is a recommendation that used to apply when typewriters were being used with monospace typefaces such as Courier. With the advent of word processors, and now computers, the two space rule is redundant because electronically generated fonts are proportionally spaced and it's easy for the eye to pick out the end of each sentence.

* The habit of pressing the Return key twice at the end of each paragraph is not a good idea because it creates a sea of extra white space on the printed page. Only one return should used to end the paragraph. Extra space can then be added using the paragraph spacing commands. To find these options, in Word 2003 or earlier, choose Paragraph from the format menu. In Word 2007, click on the Page Layout tab.

* If a casual user of Word has never had any training, you will often see him or her using the space bar to align columns of text. This sometimes looks as though it's working on screen but when the document is printed, the lack of alignment becomes very apparent. The only sure way of getting columns to align is to press the Tab key.

* 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.

* A lot of newbie Word users will always format their documents, even long ones, either manually or by using the Format Painter. The best way to format text in long documents is to use Microsoft styles. Each style has multiple attributes associated with it which are applied automatically to any text formatted with that style. In addition, if the attributes of a style are changed, all text in that style is updated throughout the document.

* Word AutoCorrect and other text optimisation features can sometimes seem a bit too much to some users but many people do nothing to adjust the way these features work. In Word 2007, the AutoCorrect and other settings can be changed at any time by clicking on the Office Button and choosing Word Options. The equivalent in Word 2003 and earlier is Tools - Options.

Article Source: http://www.gcyarticles.com

The author of this article has been running training courses on Microsoft Word for many years. He is a training consultant with Macresource Computer Solutions, an established, independent computer training company based in London.

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