When you’re under the gun with a brief or something else that’s due ASAP, the last thing you need is Microsoft Word creating some formatting snafu that defies logic. Particularly if you’re a, you need to fix that formatting fast and get back to the business of. Here are some quick tricks to try. Unless otherwise noted below, all instructions and screenshots are for Microsoft Office 2010 for Windows. Diagnostics The first step in solving any problem is diagnosing it. The most useful tools Microsoft Word has for figuring out what’s going on with your text are the Status Bar, Show/Hide, and Reveal Formatting. Pimp Out Your Status Bar The (that long gray bar across the bottom of your Microsoft Word window) can give you a lot more diagnostic information than most users realize.

How to display Hidden Text in Microsoft Word 2004, 2008 and 2011 for Mac: Click on the Word menu on the Toolbar. Choose the Preferences option. The Word Preferences window will appear. In the Authoring and Proofing Tools section, click on the View icon. Show paragraph marks and hidden formatting symbols in Microsoft Word 2007. By default, all 'white space', or area of the page of your document not filled with text appears empty; but Microsoft Word 2007 (and previous versions of Word) allow you to display symbols that indicate the type of white space or formatting between the characters of your text.

To maximize its usefulness, right-click anywhere along the blank spaces of the gray bar to get this contextual menu: I always suggest checking as many options as possible. For example, knowing that you’re in Section 3 of your document can help with diagnosing problems with headers and footers, particularly when you’ve imported text from WordPerfect (which can be very sneaky about embedding unwanted section breaks). Turn On Your Codes To me, it’s always useful to be able to see visual representations of things like hard paragraph breaks and tabs.

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Fortunately, this is easily done. Just click the paragraph symbol (called Show/Hide) in the Paragraph section of the Home tab in versions 2007 or 2010 (or if you’re in version 2003 or earlier, click the Show/Hide button in the Standard toolbar). Show/Hide is particularly useful for diagnosing spacing or justification problems. If you find all those codes distracting, leave it on just long enough to diagnose your problem and turn it off when you’re finished. Reveal Formatting, a.k.a.

Word’s Reveal Codes Replacement You can get a lot more information, though, from Microsoft Word’s feature. Just click SHIFT-F1, and the Reveal Formatting pane will appear on the right-hand side. Wherever you place your cursor, Reveal Formatting will not only show you how that text is formatted, it will give you hyperlinks to take you straight to the correct menu to fix it. And if you want to know why one paragraph doesn’t look like another, simply place your cursor in the first paragraph, check the “Compare to another selection” check box, then click your cursor into the paragraph you want to compare to. Reveal Formatting will show you the differences. Fixing What’s Wrong If using any of the above tools doesn’t make it obvious how to fix something, or you’re just in that much of a hurry, you’re not stuck. There are a couple of different ways to simply force your formatting to behave.