10/2/2019 Link Text Boxes In Word For Mac 2016
To add text to a text box, click inside the text box, and then type or paste text. To format the text in the text box, select it, and then Control + Click the text and click Font. Text boxes are important elements in Microsoft Word documents. They give you control over the position of a block of text in your document. You can place text boxes anywhere in the document and format them with shading and borders.
Common Hyperlink Problems Common hyperlink problems. A hyperlink is defined as “an icon, graphic, or word in a file that, when clicked on with the mouse, automatically opens another file for viewing.” If you were around (and paying attention) back when the World Wide Web was in its infancy, you heard a lot about the exciting possibilities of “hypertext,” which is the basis for the Web. When you surf the Web with your Web browser, the “http” that begins the URL displayed in your browser’s address bar or status bar stands for “ Hypertext Transfer Protocol,” and HTML, the language used for Web pages, is “ Hypertext Markup Language.” The whole idea of hypertext is that you don’t have to read it linearly, like a book. It contains “hyperlinks” that, when clicked, instantly transport you somewhere else—another point in the same document or Web page or another document or Web page.
This is rather like turning from your current page in a book to the notes or index at the back of the book, or finding a page number in a table of contents and turning to that page, or finding a reference to another book and going and getting that book, except that the process is automated and instant. Although hyperlinks were originally created for use on the Web, they have become increasingly common in Word documents, especially those intended to be read onscreen. When you insert a table of contents (TOC) in Word 2000 or above, by default the TOC entries are hyperlinked to the corresponding headings in the text. In any version of Word the page numbers in a TOC are hyperlinked to the corresponding pages. Cross-references are also, by default, inserted as hyperlinks.
In Word a hyperlink consists of (at least) two parts: the display text and the field code. The display text is what the reader recognizes as a hyperlink, but the field code is what makes the computer actually jump to somewhere else. Word provides several ways to create hyperlinks. Note for Mac Users: This article uses WinWord keyboard shortcuts.
On the Mac, Alt+F9 is equivalent to Opt+F9. For Tools Options, substitute Word Preferences. The AutoFormat As You Type dialog includes a check box for “Internet and network paths with hyperlinks.” If you have this box checked, then whenever you type a text string that Word recognizes as an email address, URL, or file path, it will automatically be converted to a hyperlink. If you have the same box checked in the AutoFormat dialog, such strings will be converted when you run AutoFormat over text that has already been typed. In Word 2000 and earlier, both these dialogs are accessed via Tools AutoCorrect. In Word 2002 and 2003, the Tools menu entry is called AutoCorrect Options. In Word 2007, access this dialog via Office Button Word Options Proofing AutoCorrect Options.
In Word 2010 and above, the path is File Options Proofing AutoCorrect Options. The AutoFormat As You Type dialog. Note: You may wonder what type of text Word will automatically recognize as something that should be a hyperlink. Word will “recognize” as an email address any “word” that contains the @ symbol, even if the “email address” is an expletive such as!@#$%. It will recognize text as an URL if it begins with “www.” or “I have not been able to determine what it recognizes as a file path, though the presence of a colon and slashes might be assumed. On the Standard toolbar in Word 2003 and earlier there is an Insert Hyperlink button (see Figure 2).
In Word 2007 and above, this button is in the Links group on the Insert tab of the Ribbon. If you select (or even just click in) a recognizable email address, URL, or file path and click this button, Word will convert the text to a hyperlink. The keyboard shortcut for this command is Ctrl+K. In Word 2007 and above, this shortcut opens the Insert Hyperlink dialog (see below). The Insert Hyperlink button The Insert Hyperlink dialog, however, gives you the most control over the hyperlinks you insert.
There are at least two (and often three) parts to every hyperlink: (1) the display text, (2) the underlying URL, email address, or file path, and (3) the ScreenTip (see Figure 3). The Edit Hyperlink dialog (identical to Insert Hyperlink) When you create a hyperlink using either of the methods described above, the display text and underlying link are the same, and there is no ScreenTip.
To access these features you must either use Insert Hyperlink or Ctrl+K to open the Insert Hyperlink dialog or right-click on an existing hyperlink and choose Edit Hyperlink to open an identical dialog. If you have text selected when you press Ctrl+K or choose Insert Hyperlink, it will be placed in the “Text to display” box. If you use Edit Hyperlink, the existing hyperlink becomes the default “Text to display,” but of course you can change it.
In Word 2007 and above the Hyperlink command, which opens the Insert Hyperlink dialog, is on the Insert tab; the Edit Hyperlink dialog may be accessed by right-clicking on an existing hyperlink as in previous versions. The hyperlink created in Figure 3 will be displayed on screen as shown in Figure 4. Hyperlink in document The underlying field code for the hyperlink can be seen by pressing Alt+F9 or checking the box for “Field codes” on the View tab of Tools Options. It is shown in Figure 5.
HYPERLINK field code Note that the “display text” does not have to be text. You can use an icon or picture as a hyperlink. Just select the picture in your document and open the Insert Hyperlink dialog. The “Text to display” box will be dimmed (grayed out) and will display. Word’s Help topic “Create a hyperlink” includes detailed instructions for creating hyperlinks to a variety of targets using this dialog. An understanding of the above issues should go a long way to helping you figure out what’s happening when hyperlinks don’t look or behave as you think they ought to.
Although you may be used to seeing hyperlinks as blue and underlined, they can be formatted in many different ways and may even look like ordinary text. For example, TOC entries and cross-references, even when they are hyperlinks, do not have the distinctive hyperlink formatting. The Hyperlink character style in Word 2003 and earlier is defined as “Default Paragraph Font + Underline, Font color: Blue” (see Figure 6). Like any other style in Word, this style can be modified, so the hyperlinks in your document could be, for example, red and not underlined (as on this Web page)—or any other formatting you desire.
In fact, in Word 2007 and above, the formatting of the Hyperlink style varies depending on the theme applied. For example, in the Aspect theme, the Hyperlink color is a shade of green (RGB 107,157,37). Note that there is a separate Followed Hyperlink style (defined as “Default Paragraph Font + Underline, Font color: Violet”) that is automatically applied when a hyperlink has been followed; if you want your hyperlinks always to look the same, you will need to modify this style as well. The Hyperlink character style If you expect hyperlinks to be blue and underlined and they’re not, there are several possibilities:.
They’re not active hyperlinks (see next section). The Hyperlink style has not been applied. The Hyperlink style has been modified. The Followed Hyperlink style is in effect instead. The hyperlinks are cross-references or TOC entries. If hyperlinks look like Figure 5 above, then you are seeing the field code instead of the field result. You can select or click in the field code and press Shift+F9 to toggle the display of that single field or press Alt+F9 to toggle all the fields in the document or clear the “Field codes” check box on the View tab of Tools Options.
If a hyperlink, despite looking like a hyperlink, doesn’t do anything when you click on it, there are three possible causes:. It isn’t really a hyperlink. It may just be plain text with the Hyperlink character style applied. Press Alt+F9 to see if there is an underlying HYPERLINK field code.
You are viewing the field code (see Figure 5) instead of the field result. You are using a version that by default requires you to press Ctrl while clicking in order to follow the link. If you have ScreenTips enabled, you should see a ScreenTip such as the one shown in Figure 7. Hyperlink ScreenTip as seen in Word 2002 or later To turn on the display of ScreenTips:. Word 2003 and earlier: Tools Options View: Show: ScreenTips. Word 2007: Office Button Word Options Display: Show document tooltips on hover.
Word 2010 and above: File Options Display: Show document tooltips on hover. This safety feature, introduced in Word 2002, was intended to make it easier to edit the display text of hyperlinks. If you prefer to revert to the behavior of previous versions, clear the check box for “Use CTRL + Click to follow hyperlink” at the following location:. Word 2003 and earlier: Tools Options Edit. Word 2007: Office Button Word Options Advanced: Editing options. Word 2010 and above: File Options Advanced: Editing options This usually means that the display text of the hyperlink doesn’t agree with the underlying link.
As noted above, current Word versions make it easier to edit the display text of a hyperlink; you can do this directly in the document because, by default, clicking on or in the hyperlink doesn’t send you haring off across the Internet to the referenced URL. But changing the display text doesn’t actually change the hyperlink, just the text that is displayed.
This may be obvious to you if the display text is different from the underlying URL, but if they are the same, it may not occur to you. In order to change the target of the link, you need to change the HYPERLINK field code as well. You can do this either through the Edit Hyperlink dialog or directly. To give you a real-world example, some time ago mvps.org moved to a new server, and all the site addresses were changed. So a page at the Word MVPs’ Web site that used to be, say, became In the reference document that I use to keep track of frequently referenced articles at this Web site, I had to change all the links.
Using Find and Replace, I could replace “mvps.org/word” with “word.mvps.org” in each link, and this worked great—for the display text. But when I hovered over the links, the ScreenTips showed that the underlying hyperlinks were unchanged. In order to change them, I had to display the field codes (using Alt+F9) and run the Replace operation again. To my surprise, even this was not effective.
The ScreenTips still showed the old URLs. I hadn’t updated the fields. By selecting all the fields ( Ctrl+A to select the entire document) and pressing F9 to update the fields, I solved the problem. The bottom line is that if you want to change the target of a hyperlink, you must do it in three steps:.
Change the display text (if it is the same as the target). Change the underlying HYPERLINK field code. Update the field. Has reminded me of another issue that causes Microsoft Word to change and perhaps break your hyperlinks, by altering the link from an absolute to relative path or vice versa, when saving your Word document.
After creating a hyperlink in Word, hovering over that hyperlink displays your intended path. However, once you click Save, Word may change the link to a path that is relative to the Word document’s location, a virtual path that begins with / To prevent Word from changing your hyperlinks, take the following steps:. Click Tools Options (in Word 2007, Office Button Word Options; in Word 2010/2013, File Options). On the General tab, click the Web Options button (in Word 2007 and above, this button is at the very bottom of the Advanced section of Word Options). In the Web Options window, click the Files tab. Clear the check box for “Update links on save.”.
Click OK to save your preferences. This article copyright © 2006, 2008, 2011, 2013 by, with thanks to Daiya Mitchell for her helpful comments.
We haven’t covered tables as much as we would have liked to. It’s time to correct that as the number of people asking questions on how to format tables properly is piling up.
Maybe these eight table tips can be an appetizer. How to Make a Table in Word Using tables and even changing them on the fly according to the data has become far easier in the newer versions of Word like Microsoft Word 2019 and Office 365. Intuitive formatting features give you finer (and quicker) control over how a table looks. But first head to the Ribbon Insert Table Insert Table for making your first table. It gives you five options for creating your first table. The quickest way to start is with Quick Tables. The built-in designs save you from the lack of design skills.
You can modify the designs by adding your own rows and columns or deleting the ones you don’t need. Another quick way to create a table in Word is the Insert Control feature. You can create a new column or row with one click.
Hover the mouse over a table. A bar appears right outside your table between two existing columns or rows. Click on it when it appears, and a new column or row will be inserted at that position. When you want to move or order a row around, use the combination of Alt+Shift+Up Arrow and Alt+Shift+Down Arrow to order the row up or down. Move contiguous rows by selecting them all first. How to Position Your Table on the Page? Right-click on the table and select Table Properties from the context menu.
The Table Properties dialog box is for precise control over the data and its display. Control the size, alignment, and indentation of the table. By default, Word aligns a table on the left.
If you want to center a table on the page, select the Table tab. Click on Alignment Center.
Select Move with Text if the text is directly related to the table data. The table is vertically aligned to the related paragraph around it. If the table data applies to the whole document, you can keep the option unchecked. Use the Ruler Sizing tables and positioning them accurately is an art in itself. If you need precise measurements to size your rows and columns— use the ruler.
Hover the mouse over a border. When the double-arrow pointer appears, click the border and hold down the ALT key. Microsoft Word shows When you want to set ruler-based settings, such as tab indent size, mouse-dragging sometimes lacks precision - unless you use this quick tip. Move the rows and columns to fit your measurements. Convert Text to Table (and Vice Versa) Tabular data gives information its structure.
It would have been frustrating if Word didn’t have something to handle non-tabular data. You can convert data to tables instantly from the Insert Table command. Select the text. Go to Ribbon Insert Table Insert Table Microsoft Word determines the required number of rows and columns by considering the text separators and then auto-fits the contents. The Convert Text to Table dialog box allows you more control if the previous operation doesn’t work out right. You can also choose how to fit the contents of the table on the page. You can specify how Microsoft Word should separate the data into rows and columns.
Paragraph, tabs, commas, or any other delimiting character. This allows you to easily import non-tabular data from CSV files or plain TXT files and convert them into formatted tables.
Convert Table to Text Engineer the reverse process if someone asks you to send them files with comma separated values or any other delineator. Select the entire table by clicking the “move” handle above the table. Go to Ribbon Table Tools Layout In the Data Group, click Convert to Text. Simple text can be boring. When you have the chance, convert your table of data to a more visual chart instead with one of the Microsoft Word is deceptively simple. You are fine as long as you fire up a document and just type.
But Microsoft Word wouldn't be the Swiss knife it is without its productive features. Auto-Fill Column Numbers Microsoft Excel makes auto-filling a sequence of numbers very easy. Microsoft Word does not and you may have to resort to a manual job.
There is a simpler way. Create a new column for the serial numbers if it does not exist. Select this column by positioning the mouse over the column. With the column selected, go to Home Paragraph Click the Numbering button for inserting a numbered list. A number sequence is inserted in the column automatically.
Freeze Those Tables! Microsoft Word tables change their dimension to accommodate new data. There may be times when you do not want the table to change size at all, even when new data is inserted. That is—“freeze” the size of cells. The first step is to specify a fixed size for the cells. Go to Table Properties Row Enter a value in the Specify height box.
For Row height is select Exactly from the dropdown. Now, select the Table tab click the Options button uncheck the Automatically Resize to Fit Contents check box.
Click OK twice to exit the Table Properties dialog box. This also solves the problem of inserting an image into a cell without the cell expanding to accommodate the image. If the image is bigger than the available space in the cell, it gets cropped to fit within the cell. Change Rows Into Columns in a Table There are situations where you have to change rows into columns and columns into rows. One possible scenario is where the number of columns exceeds the page margin. Switching columns around to rows and vice-versa is called transposition. The bad news is that Word does not have an inbuilt method for handling this yet.
Microsoft suggests that you copy-paste your table into Microsoft Excel and use its Transpose command. The transposed table can now be copy-pasted back into Microsoft Word. Dann shows how easy it is in Excel with this short tutorial on Quickly bring your data into the proper format, so Excel can do its magic. Use these strategies to quickly flip rows, turn columns into rows, flip rows, and save a lot of manual labor. Also, take the help of if you run into a problem using the Transpose command.
Paste Perfect Excel Tables into Gmail You will find a use for this simple workaround. By default, Gmail does not retain the spreadsheet format when you paste from Microsoft Excel. To email tabular data without sending it as a separate attachment, use Microsoft Word as a bridge.
Select and copy-paste the Microsoft Excel table to a Microsoft Word document with the source formatting. Now, copy-paste from Microsoft Word to Gmail. As you can see from the screenshot, the problem is solved. You might have to tweak the more heavily formatted tables slightly, but most of the formatting is retained.
Reuse Your Tables to Save Time You can save a lot of time by re-using tables when you This guide examines the elements of a professional report and reviews the structuring, styling, and finalizing of your document in Microsoft Word. Save empty table formats and insert new data when required. With this quick save, you won’t have to recreate the layout from scratch for new data. Select a table. Go to Ribbon Insert Text group click Quick Parts Save Selection to Quick Part Gallery. After you save a selection to the Quick Part Gallery, you can reuse the selection by clicking Quick Parts and choosing the selection from the gallery.
Use the Building Blocks Organizer to preview any table you created. You can also edit properties and delete the tables from here. Do Microsoft Word Tables Confuse You? These tips aren’t enough to cover the scope of tables in our everyday work. I haven’t talked about the role of the Design tab in creating eye-catching tables.
That is a topic in itself. But it is one of the lesser areas to get confused over thanks to the visual help in that tab. Tables are one common area between Microsoft Word and Excel. Microsoft Excel is for power managing tabular data, but doing them well in both is an 'Get that report to me, ASAP!' A core set of Microsoft Excel and Word tricks can make this task less stressful and help you whiz up a stylish report in no time. Use them at every opportunity.
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