Home Basic Formatting Styles Sections Sections / Headers and Footers Complex Documents Mail Merge Tables Template Basics Outlining Troubleshooting

Introduction Web Resources Word Books Confidentiality Word FAQ Downloads Word 2002





What You Will Learn

After completing this lesson, you will be able to:
bulletTroubleshoot numbering
bulletTroubleshoot styles
bulletTroubleshoot documents (including delete a page and word count problems)
bulletTroubleshoot sections
bulletTroubleshoot headers and footers
bulletTroubleshoot tables
bulletTroubleshoot problems opening or starting Word

Additional Written Resources
bulletHow to troubleshoot problems that occur when you start or use Word 2010, Word 2007, Word 2003, or Word 2002 - Microsoft Support
bullet How to recover a lost file in Word 2007 or in Word 2003 - Microsoft Support
bulletWord for Law Firms by Payne Consulting Group:
bulletWord 97 for Law Firms (also at UK)
bulletWord 2000 for Law Firms (also at UK)
bulletWord X (2002) for Law Firms (also at UK)
bulletTroubleshooting Damaged Documents in Word 97 for Windows (Knowledge Base) (by e-mail) Word 2000
bulletDocument Corruption (another chapter in this guide)
bullet Why is My Blank Document Not Blank? by Suzanne Barnhill, MVP
bulletWhy Does the Appearance (or layout) of My Document Change When I Open It On a Different Machine? Suzanne S. Barnhill, MVP
bulletWord is always making changes I don't expect. How can I get more control over my formatting? by Suzanne S. Barnhill, MVP, and Dave Rado, MVP. See also Chapter 6 of Microsoft Word 2010 Bible by Herb Tyson, MVP.
bullet How to put Word 2002 (and 2003) back the way they were in Word 97-2000 by Suzanne S. Barnhill, MVP
bulletPage Numbers - See chapter on Sections / Headers & Footers
bulletPrinting - How to Trouble Shoot Printing in Word - Microsoft KnowledgeBase - Word 97, Word 2000, Word 2002
bulletWhat Files Do I Need to Backup? (or where does Word store all my customizations?) by Dave Rado, MVP and Brenda Hutton
bullet I Opened an Email Attachment in Word and Saved It - It's Gone by Graham Mayor, MVP - This article says it is about Outlook attachments, but it is about any email attachment.
bulletHow to move/copy/share customizations including AutoText, AutoCorrect, Macros, Toolbars and Key Assignments by Charles Kenyon
bulletAutomatic backup? How can I make Word save or back up my document automatically? by Suzanne S. Barnhill, MVP.
bulletAutomatically Back Up Word Documents - including to two locations! by Graham Mayor, MVP.
bulletProblems with Add-Ins
bulletI am asked if I want to save changes to the template - but I didn't make any changes!
bulletI can't save changes to my defaults!
bulletThis chapter in Word format
bullet This chapter (unsupplemented) for Word 2002 in Word Format

Click to return to table of contents page of Legal Users' Guide to Microsoft Word.Click to go to Microsoft Word new users frequently asked questions site in a new browser window.
(this guide table of contents) ------- (MS Word New Users FAQ)

Changes in Word's Document Structure with Word 2007-2013

I have been told and believe that Word's new document structure is less prone to corruption than earlier versions. Microsoft Word 2010 Bible by Herb Tyson, MVP. Nevertheless, a firm grasp of how Word works and the methods shown here can be useful.

Troubleshooting Numbering - First, See Numbering in Microsoft Word

Word provides numerous options for formatting an outline numbered list. There are a few additional things that law firms typically want to do that are covered in this section.

CK NQTE: Page Numbering is not covered here. 
bulletPage numbering - see Basic Formatting 
bulletSee also: Page X of Y doesn't Work!
bulletSee also How to Control Page Numbering in Word Documents by Bill Coan, MVP.

Centering Text Under the Number

A very common numbering scheme involves the first level of the numbering scheme to be centered, with the text under it as shown in this example:

Article I.


If you try to set up a numbering scheme to do this, you will notice that your number disappears when you press ENTER to type the text or the text may seem off-center. The following exercise walks you through centering text beneath a number.

Practice: Center Text Beneath a Number
  1. You should still have the document open from the last exercise.
  2. Position your cursor in the first paragraph (Article I. Introduction)
  3. Choose Format > Bullets and Numbering.
  4. Select the Outline Numbered tab.
  5. Select the second box in the top row.
  6. Click Customize. In the Level box, Level 1 should be selected.
  7. Click More to expose the entire dialog box choices.
  8. Set the Number position to be Left.

Warning Warning  Don't choose Center in this example, as only the number and not the paragraph will be centered. This is one of the reasons the heading looks off-center.

  1. Set Aligned At: to 0.
  2. Set Indent At: to 0.
  3. For Follow number with: choose Nothing.
  4. Click OK. Your text will look a little odd now with Article I and Introduction not separated.
  5. Press the Center button on the Formatting toolbar to center the text.
  6. Click in front of the word "Introduction" and press SHIFT+ENTER. This will move the text to the next line without turning off or giving a new paragraph number.
  7. Follow Steps 12 and 13 on the Article II paragraph.
  8. Keep the document open for the next exercise.
Styles with numbering would prevent you from having to center each paragraph.

Add Formatting to Text without Affecting Paragraph Number

If you want numbered headings to be underlined, but do not want a line under the number, it can be difficult if you don't know how it works. This is because by default, the format of the number follows the format of the text that follows it. For example, let's say you want to underline a paragraph in a Heading 2 style. Chances are it will look like this:

1.1  Definitions

when you expected it to look like this:

1.1  Definitions

This formatting must be applied through the Customization dialog box of Bullets & Numbering.

Note Note  In Word 2000, the underlining feature for outline numbered lists is turned off by default.

Practice: Remove Underline from the Paragraph Number
  1. Select paragraph 1.1 Definitions.
  2. Apply underline formatting by clicking the Underline toolbar button. Notice that the number also becomes formatted with the underline.
  3. Choose Format > Bullets and Numbering.
  4. Select the Outline Numbered tab, and then select the second option on the top row of the gallery positions.
  5. Click Customize.
  6. Select Level 2.
  7. Click Font. When the Format Font dialog box displays, nothing is available to be changed.

Note Note  All of the controls in the dialog box are either blank or grayed out because by default, the font formatting of the number follows the font formatting of the text that comes after-unless you explicitly declare exceptions as in the next step.

  1. From the Underline drop-down list, select None. There is a big difference in leaving something blank and choosing None. Blank means that it will follow the formatting of the text. None ensures that the number will never be underlined regardless of text formatting.
  2. Click OK. The number is no longer underlined.

This formatting is changed on a level-by-level basis. You will need to customize each level of numbering that you want to use.

Tip Tip  Using the same logic for removing underlining from a number, you can make the paragraph number bold without having the text of the paragraph formatted as bold. Select Format > Bullets and Numbering, and click Customize. Choose the applicable level and click Font. Select Bold, and click OK twice to close the dialog boxes.

No Tab Option Setting

You may notice that when you are customizing an outline numbered list, you do not have an option to set the value of the tab that follows the number. You can only choose whether a tab, space, or nothing follows the number.

Warning Warning  You can change the tab or remove it individually in each paragraph. BUT, each time you make a customization to your numbering scheme, the .25" tab will reappear in all the paragraphs that are a part of the list. This behavior occurs whether the numbering is tied to styles or not.

Note Note  By default, Word follows the number with a tab that is set at 0.25". If you set your Indent Position to be larger than the Number Position, this will control the position of the tab after the number as well as the text that follows it. But if you want text to wrap back to the margin, the default 0.25" tab will appear.

However, using Styles with Numbering can make this a little less annoying. Once your document is complete, the last step should be to fix the tab and update the style. It will at least prevent you from having to change each paragraph individually.

Include Plain Text on Same Line As Heading

(And Only Have Heading Appear in the Table of Contents)

Word uses styles to create Tables of Contents. A common practice in law firms is to generate outline numbered styles that have bold or underlined heading text immediately followed by paragraph text on the same line. Because the paragraph is formatted with a style, Word tries to place the entire paragraph in the Table of Contents.

One solution is to format the heading with the style and follow it with a hidden paragraph mark. You should format the text in the next paragraph with a style that is not included in the Table of Contents. A hidden paragraph mark keeps the text together on one line when it is printed, even though it is actually two separate paragraphs. The Table of Contents command picks up only those paragraphs with heading styles and places them into the Table of Contents. Later versions of Word (2002+) do this also with a Style Separator.

Practice: Format Heading for TOC and Non-TOC Text on Same Line
  1. Create a new blank document.
  2. Type Agreement and press the SPACEBAR.
  3. Format the word Agreement with Heading Style 1 (you can press ALT+CTRL+1).
  4. Press ENTER after the word agreement.
  5. Type This should not be included in the TOC. Make sure that you are viewing non-printing characters by clicking the Show/Hide button on the toolbar (the button with the paragraph symbol on it). You should see paragraph marks next to the word Agreement if you are viewing these characters.
  6. Select the paragraph mark that follows Agreement.
  7. Choose Format > Font. Check the Hidden option, and click OK.
  8. Hide non-printing characters by clicking the Show/Hide button on the Standard toolbar. When the document is printed, it appears as though the heading text for the TOC and the plain text are on the same line.

Tip Tip  You may want to change the color of the Hidden Paragraph Mark to make it more visual to other users that edit the document.

Create Sequence Fields for Interrogatories and More

A Sequence field tracks differently numbered lists within a document. Combining Sequence fields and AutoText entries give you a fast and easy way to insert Interrogatories, Requests for Production, and Requests for Admission.

Practice: Use Sequence Fields
  1. Type INTERROGATORY NO. followed by a space.
  2. Press CTRL+F9 to insert field characters.
  3. Type SEQ Rog within the field characters.

Note Note  The "Rog" in this example is the name of the Interrogatory numbering scheme. This name will keep this numbering scheme unique from any other schemes that may be running in the document. See Tip below for more information.

  1. Press F9 to update the field. A number "1" should appear.
  2. Select INTERROGATORY NO. 1, and press ALT+F3 to create a new AutoText entry.
  3. Type rog for the AutoText entry name, and click OK.
  4. Type Request for Answer followed by a space.
  5. Press CTRL+F9 to insert field characters.
  6. Type SEQ Ans within the field characters.
  7. Select ANSWER 1, and press ALT+F3 to create a new AutoText entry.
  8. Type Ans for the AutoText entry name, and click OK.
  9. Type Ans and press F3. The next sequential number for an Answer appears.
  10. Press ENTER and type rog and press F3. The next sequential Interrogatory appears. To use the AutoText entry, simply type rog and press F3.

Tip Tip  Follow the same steps (above) to create Request for Production or Request for Admissions. The only difference would be in Step 3, you would change the "rog" to "rpf" or "rfa". This will keep unique numbering schemes running in the same document. Therefore, you could have an Interrogatory No.1 as well as Request for Production No.1. Keep in mind that if you cut, copy or paste sequence codes, you'll need to select them and press F9 to update the field codes. They do not update automatically.

CK NOTE: If this all still isn't working, it isn't just you. Word's numbering is tough and doesn't work well when heavily edited. 

See Word's Numbering Explained by John McGhie, MVP - comprehensive and not pretty (Downloadable pdf file in letter size) - Reading this is vital to anyone attempting to use automatic numbering or bullets in a setting where the documents are likely to be reused or heavily edited. See also How to Create a Template; this has a downloadable template with style-based numbering.

The following are links to some discussions on the Microsoft newsgroups on numbering. I recommend reading the article Word's Numbering Explained before tackling these.

bulletNightmare on ListNumbering Street
bulletThe Joy of Lists 
bulletRelinking ListTemplates
bulletOutline numbering: restart doesn't restart
bulletFormat Doesn't "Hold"
bulletListNumbering Street Revisited 
bulletSee especially post #3 here which contains Dave Rado's concise instructions for setting up heading numbering.


Back to Troubleshooting Table of Contents


Troubleshooting Styles — Issues To Watch Out For

While styles are an integral part of using Word in a law firm or any environment, there are a few things that cause users difficulty. This doesn't mean that you should not create your own styles; you just need to know how to solve some common problems and understand how you can avoid them in the future.

A style has changed unexpectedly

Check to see if automatic updating is turned on for the style. With automatic updating, a style is updated automatically when you make additional changes to the style, meaning that every paragraph in your document assigned to that style changes automatically. To turn off this feature, choose Format > Style. In the Styles dialog box, select the style, and then click Modify. If the Automatically update check box is selected, clear it.

Your style may have been based on another style that has changed. Changes to a base style affect other styles in the document that are based on it. For example, if you change the font in Normal to the Arial font, Word changes the font for the styles used in footnotes, headers, footers, page numbers, and other text. If you don't want a certain style to change when you change the base style, make certain your style is not based on another style. Choose Format > Style. In the Styles box, click the style you want to modify, click Modify, and then click (no style) in the Based on box.

Warning Warning  When you base a style on No Style, you will need to set the Language because the default will be No Proofing.

Charles Kenyon note: I recommend that you not base any styles on normal and that you change the built-in styles so that they are not based on normal. This is particularly true for any styles that are involved in paragraph numbering. You may want to change the names of the built-in styles as well so that your formatting will be maintained when moving from document to document. (But, I have been told by someone whose opinion I respect that my reluctance to use the normal style is based on an urban myth.)

If you change the styles in a template and then reopen a document based on that template, styles in the current document may be updated, based on their new definitions in the template. If you don't want the styles in documents based on a particular template to update when you open the documents, click Tools > Templates and Add-Ins, and then clear the check box next to Automatically update document styles.

If the template that contains the style definitions is missing or damaged, styles in the current document use the style definitions from the Normal template.

Applying a style turns off bold, italic, or underlining

Sometimes when you apply a style that has specific formatting attributes to text already formatted this way, the reverse formatting may occur. For example, when you apply a style that contains bold formatting to a paragraph that contains some bold text, the bold text may lose its bold formatting. This problem will not occur if you apply character formatting— either through a character style or direct formatting — after you apply a paragraph style. Apply the style first, and then select the words to have other formatting and apply the formatting directly.

Tip Tip  To make sure that no direct formatting has been applied to the text, first select the text completely and then press CTRL+SPACEBAR. This removes manually applied formatting. Now when a style is applied, there is no reversing situation to occur.

Paragraphs with the same style applied look different.

Often a style will be applied within a document, and then later specific text in the document is selected and additional formatting is applied without updating the style. This is called direct formatting. While direct formatting may be your intention, if you share documents with others, it can be confusing because text formatted differently can have the same style name.

To remove direct formatting, select the paragraph, including the paragraph mark, and then press CTRL+SPACEBAR to remove character formatting and CTRL+Q to remove paragraph formatting.

Practice: Remove Direct Formatting & Return the Style to the Original Definition
  1. Apply a style such as Heading 1 to text.
  2. Apply formatting such as Bold, Italic, and Underline to this text.
  3. In the same document, apply the same style to different text and note that the text displays the same style name but appears with different formatting.
  4. Select the Heading 1 text that has the directly applied character formatting applied in step 2.
  5. Press CTRL+SPACEBAR to remove the directly applied character formatting.
  6. Indent and center the text so that paragraph formatting is now directly applied on top of the style.
  7. Press CTRL+Q to remove the directly applied paragraph formatting. Both paragraphs should now look the same.

Back to Troubleshooting Table of Contents

Troubleshooting Complex Documents
I see "Error, Bookmark not defined" instead of my page numbers in my table of contents.

You need to update your table of contents by clicking within the table and pressing F9 on your keyboard, and then selecting Update entire table.

Why do I see { TOC \o "1-3" } instead of my table of contents? (Or alternately, { TOA \h \c 1 \p \f } instead of a table of authorities.)

What you are seeing is the field code that Word uses to complete the resulting table of contents or table of authorities. If you press ALT+F9, you will toggle the field code back to the result of the code seeing the expected table.

I deleted a footnote, but now my footnotes seem to be off by one.

When you delete a footnote, you must delete the reference mark from within the document text. If you do not, even though the text and the reference mark are gone from the footnote pane, Word will not delete the footnote reference mark from the document. Highlight the reference mark for the unwanted footnote, and delete it. Your references should now be numbered correctly. Deleting the reference mark from the document also deletes the footnote attached to it.

I tried to edit my footnote by deleting a paragraph mark and "Not a valid action for footnotes" appeared.

You can format this paragraph mark, but it cannot be deleted.

I pasted a selection that contained a bookmark into a new document, I tried using GoTo to find it, but it wasn't listed in my bookmarks.

Make sure the selection contains a space before the bookmark. Then when you paste the selection into the new document, the bookmark will be there.

I edited a heading I had already cross-referenced, and I went to update the cross-reference it didn't update.

You probably deleted the bookmark brace ([ or ]) that contained the reference. When editing a heading that has been marked for cross-reference, remember that the heading has been marked as a bookmark. This is how Word knows where to find the reference in the document.

When editing a cross-referenced heading try this method: Click before the last word in the heading, type in the new/additional text along with the last word, and delete the next instance of that word. That way you will not delete the bookmark brace. You can now update the cross-reference.

Deleting a Page in Word   

Why is this a problem?

In all versions of Word (at least through Word 2019), Word does not really see "pages" as a construct. It sees sentences, it sees paragraphs, and it sees Sections. It does not see pages. Pages are created, on-the-fly in combination with the current printer driver.

For example, if you insert a manual page break (Ctrl+Enter) at the end of a paragraph you start on a new page, but Word sees the beginning text on the new page and the text on the previous page immediately before the page break as being in the same paragraph. So, if you apply the Heading 1 style to the text at the beginning of your new page, the last paragraph on the previous page will also be in Heading 1 style because, to Word, they are part of the same paragraph.

This is not true if you insert a New-Page Section Break or if you apply "page break before" paragraph formatting.

See Moving/Reorganizing Pages In Microsoft Word

How to Delete a Page

Use the Mouse or Arrow keys to select text on the pages to be deleted. Press Delete.

Note that a "blank page" may not really be blank and that you can have problems deleting a blank page following a table. Both of these problems are addressed in Deleting "Blank" Pages by Suzanne Barnhill.


Troubleshooting Page Count

Word Count


In all versions of Word (at least through Word 2000) the Word Count shown in the document statistics in the document's properties will exclude text in footnotes or endnotes. This smaller number is also the figure generated by the {NumWords} field.

This can cause problems with meeting court rules.

Document Statistics in properties show inaccurate word count

Document Statistics erroneously shows the total word count for this document as 5,431 because endnotes and footnotes are excluded from the count. If you have a certificate page showing the word count, it probably uses a {NumWords} field that gives the same (erroneous) number.

Therefore, if text in footnotes and endnotes is supposed to be included in your word count it is vital to use Tools => Word Count to get an accurate word count for the entire document by checking the option for counting text in footnotes and endnotes.

Word Count Dialog Box - Check the box for including footnotes and endnotes in the count

This method shows a count of 6,819 words for the same document.

Selected Text Counts. Also, in Word 97 (2000) the word count can not include text in footnotes or endnotes referenced by selected text. The checkbox to include footnote and endnote text is not enabled.

Word Count for Selected Text using Word Count from Tools Menu - unable to include footnote and endnote text

The word count excluding footnotes and endnotes is 194 words. For selected text counts, see KB Article Q239423. There is a macro work-around to get a count on selected text that includes footnotes and endnotes available in KB Article Q241316. That macro will give you the following display:

Word Count Macro shows 834 words where Word Count command from Tools menu only counted the 194 in the body of the document. Click on this picture to go to page for macro download.

Using the macro solution, the count for the same selection of text is 834 words, 194 in the body and 640 in footnotes.



Back to Troubleshooting Table of Contents


Troubleshooting Sections, Headers and Footers
Why is the spacing off in the footer of a landscape page?
  1. Check first to see if there are section breaks setting off the landscape page.
  2. Even though the footer will look the "same as previous," that option must be turned off.
  3. After turning it off, move the center tab to 5.5 inches and the right tab to 10 inches.
  4. Continue to the following section and, again, turn off "same as previous."
The page number was formatted to show A, B, C. It's not appearing in the footer.

Although the number was formatted correctly, it was not inserted. First format the number to get what is needed; then insert the number in the footer.

I can't see the headers and footers.

If you are in Normal View, it is necessary to click View > Header and Footer. If you switch to Page Layout View (Word 97) or Print Layout View (Word 2000) you will see them as grayed out text. Double click in the header or footer and the Header/Footer toolbar will be accessible.

The section break doesn't allow me to have both portrait and landscape text on the same page.

Unfortunately, Word will not allow this by the use of a section break. To achieve the desired effect, you must insert a text box.

CK Note: See How to set up a document with front matter numbered separately by Suzanne Barnhill.

   See also: Header/Footer Settings Recap - Ribbon Versions or Header/Footer Settings Recap - Menu Versions

Back to Troubleshooting Table of Contents

Troubleshooting Tables
How can I make a pleading caption in Word?

There are a couple of different methods you can use to create a pleading caption in Word, but tables are one of the best ways to do this.

Practice: Make a "Scalloped" Caption Using Tables
  1. Perform steps 1 through 5 in the "Insert a Table with Draw Table tool" in the preceding exercise.
  2. At this point the bottom left border needs fixing. Click in the left-most cell, and choose Format > Borders and Shading. Click the diagram on the right side of the dialog box to have only a bottom border. Click OK.

If you have a lengthy caption (you've probably seen some that go on for pages), you may have noticed that the scallops don't automatically copy down the center column of the table. If you don't find this acceptable, consider another way to make a caption where you use a border line separating the parties from the pleading title. Many courts now accept captions prepared this way—check your court rules to see if you can use this type of caption.

Practice: Make a "Bordered" Caption Using Tables
  1. In a blank document, create a table with two columns and only one row.
  2. Remove the printing borders by clicking inside the table, and then pressing ALT+CTRL+U.
  3. Fix the bottom left border as described in step 2 in the "Make a "Scalloped" Caption Using Tables" example that preceded this exercise. While you're in the Borders and Shading dialog, turn on the printing border for the right side of the left-most cell as well.

In this type of caption, the border automatically extends as you add cross-complainants or type a long pleading title.

How can I get the first row to repeat at the top of each page throughout the table?

In lengthy tables such as file or pleading indices, holdings lists, and other legal documents, if a table spills onto subsequent pages you can make headings repeat at the top of each new page that contains a part of the table.

Practice: Create Table Headings
  1. In a blank document, choose Table > Insert Table (Table > Insert > Table in Word 2000).
  2. Create a table with two columns and 250 rows.
  3. In the first cell of the first column, type Attorney.
  4. In the second cell of the first column, type Extension.
  5. Select the first row of your table, and then choose Table > Headings (it's called Heading Rows Repeat in Word 2000).
  6. Go to Print Preview and view your handiwork.

Word also allows you to have more than one row repeat at the top of the page. Just select the rows that you want to repeat and perform step 5 above.

Continued Note in Heading Lines (CK Note)

How to have the word "continued" in the headings of multipage tables on continuation pages.

There is no automatic way to do this. Several Word MVPs have posted the following solution, though, and it works.

Put the word "continued" in the heading line on the first page. Then create a textbox or autoshape anchored outside the heading row and use it to cover the word. The shape or text box should have no border and white fill. This way, the word continued will not appear on the first page but will appear when the row (without the textbox or shape) is repeated on subsquent pages.

When I have a lengthy entry in one of my cells, the text can break over a page. Is there a way to turn on the equivalent of "Block Protect" or "Keep Lines Together" in Word?

It's possible to have it either way in Word—you can have your cells break over a page or not, depending on your preferences for the job at hand. By default, the text in a table breaks across a soft page break in both Word 97 and Word 2000. Let's explore the options in the following exercise.

Practice: Prevent Cells from Breaking Over Soft Page Break
  1. In a blank document, choose Table > Insert Table (select Table > Insert > Table in Word 2000).
  2. Create a table with 2 columns and 250 rows.
  3. Make sure you're in Page Layout view (Print Layout view in Word 2000).
  4. Go to the bottom of the first page and type in one of the cells until you see text both above and below the Soft Page Break.
  5. Make sure your cursor is anywhere in the table, and then choose Table > Cell Height and Width (Table > Table Properties in Word 2000).
  6. In the Cell Height and Width dialog box, find the check box Allow row to break across pages. If the option is checked, the text can break over a page. If not, the row that contains the cell that broke over a page is moved to the next page in its entirety.

This does not prevent cells from breaking over hard page breaks. Also, if you have more than a page of text in a cell, a soft page break must exist somewhere in that text, and the text breaks over a page even though you've cleared the checkbox in step 6.

Is there an easy way to make a file index in Word? I had a macro in WordPerfect and now I've got to make them from scratch.

The bad news is that you do have to make it all over again; the good news is that you'll only have to create it once. Using the power of tables together with AutoText, you'll be able to make a killer file index that you can use repeatedly.

Practice: Create a File Index Using Tables
  1. Open a blank document, and choose Table > Insert Table (select Table > Insert > Table in Word 2000).
  2. Create a table with as many columns as you need (we'll use 4 in this example) and 2 rows.
  3. In the first cell of the first column, type Number.
  4. In the first cell of the second column, type Document Name.
  5. In the first cell of the third column, type Date Filed.
  6. In the first cell of the fourth column type Description.
  7. Click in the second cell of the first column, and then turn on numbering (On the Formatting toolbar, click the Numbering button). This will give you a numbered column down the left side.

As you add rows to your table, the numbered list on the left side increments. Try it! If you save your finished product from the exercise above as an AutoText entry, you can retrieve it as many times as you like in the future.

My table column resizes as I type…

Table columns in Microsoft Word 2000 automatically resize to fit text or graphics. If you type a word that is longer than the width of the column, the column adjusts to accommodate the text. If you don't want your columns to resize when you type, click in the table, click Table > Table Properties > Table. Click Options, and then clear the check box next to Automatically resize to fit contents.

I am doing very simple math in my Word table. Is it possible to create subtotals?

It's possible to take any value in just about any part of a Word document (it doesn't have to be in a table) and run it through any number of math functions against other values in other parts of a Word document. The way to do it is to use bookmarks. An example of how this works is shown in the next Practice exercise.

Practice: Work with Subtotals in a Word Document
  1. In a blank document, create three separate tables with values in the first two cells of the first two tables.
Table column with numbers
  1. We're going to derive subtotals for the two tables and then a grand total of the two subtotals in the single-cell table at the bottom. Click in the third cell of each of the first two tables and click the AutoSum button at the far right side of the Tables and Borders toolbar.
  2. Select the first sum field (it should say "1500" if you've used the example above), making sure not to select the end-of-cell marker after it (it kind of looks like a spider).
  3. After selecting the first sum field in step 3, choose Insert > Bookmark. For keyboard users, CTRL+SHIFT+F5 gets you to the Bookmark dialog box.
  4. Give the selection a bookmark name like "Table1Total".
  5. Repeat steps 3-5 for the second total ("450" if you're following the example above), calling it "Table2Total".

Note Note  Names of bookmarks in Word cannot begin with a digit, nor can they have a space in their name.

  1. Having bookmarked your totals, click in the single-cell table at the bottom. Choose Table > Formula.
  2. In the top box labeled "Formula" you'll see an equal sign. Type the word "SUM", then an open parenthesis "(" and choose "Table1Total" from the Paste Bookmark drop-down list.
  3. Type a comma after "Table1Total" then go to the Paste Bookmark drop-down list and choose "Table2Total".
  4. Type a close parenthesis after "Table2Total" in the Formula box. Your formula should look like this:


  5. Click OK. Confirm your total is the same as what you expect it to be (in this example, "1950").

If you get a result which says "!Syntax Error,", try the exercise again, making sure that you don't select the end-of-cell marker after the number when book marking.

I never could understand sorting in Word tables. Is it possible to sort dates and numbers as well as text?

It's easy to sort dates, numbers and text in a Word table. If a simple, one-level sort is all you're after, you'll be surprised at how easy it is. All you have to do is click in a column that has a list of things you'd like to sort (like filing dates, for example) and click one of the two sort buttons near the right side of the Tables and Borders toolbar. The practice exercise below should give you an idea.

Tables and Borders toolbar

Practice: Sorting Dates in Tables
  1. In a table, enter an array of dates that are near each other but have varying formats, like the following:

Column of differently formatted dates

  1. Click anywhere in the column and click either one of the sort buttons at the right side of the Tables and Borders toolbar. One button sorts in Ascending order, the other in Descending order.

Word automatically converts dates in many different formats behind the scenes so it can sort them correctly.

Note Note  When you use either of the Sorting buttons on the Tables and Borders toolbar, Word assumes you have a header row. If you don't, you have to sort by choosing Table > Sort.

Part of the text is hidden inside a table cell…

You've probably set an exact row height that's smaller than the text you are trying to display. Click in the cell and then click Table > Table Properties > Row. In the Row height is: box, select At least.

Can I insert an Excel worksheet into Word?

Microsoft Office is so popular in good part because of how the programs work together. Excel is a spreadsheet program that makes number crunching, organizing and presenting data very easy — even for the mathematically challenged.

To insert an Excel worksheet into a Word document, click the Insert Microsoft Excel Worksheet toolbar button on the Standard toolbar. Select how many rows and columns to be created and release the mouse. Once the Excel spreadsheet appears in your Word document, you can double-click to activate the Excel worksheet and gain the toolbars and menu options available in Excel. Now you have the full functionality of Excel without leaving the Word window.

Note Note  If the data already exists in an Excel spreadsheet, open the spreadsheet, select and copy the text, switch to Word, and choose paste the copied text. Word converts the data into a table format.


Back to Troubleshooting Table of Contents

Home ] Introduction ] Web Resources ] Word Books ] Confidentiality ] Word FAQ ] Downloads ] Word 2002 ]

Click to return to table of contents page of Legal Users' Guide to Microsoft Word.Click to go to Microsoft Word new users frequently asked questions site in a new browser window.
(this guide table of contents) ----- (MS Word New Users FAQ)

Search Usersguide to Microsoft Word using Google


This chapter from original Legal Users Guide to Microsoft Word 2002 - document in zip format

 Hit Counter page views since 13 April 2004

Microsoft Word Manual Users GuideCopyright 2000, Microsoft Corporation.
Copyright 2000-2002, 2004-2006, 2010-2024 Charles Kyle Kenyon
See information about copy permission.

Search Intermediate Users Guide to Microsoft Word Using Google                                            My office page as a Madison, Wisconsin Criminal Defense Lawyer.

Original Legal Users Guide to Microsoft Word 2002 - Documents in Zip Format

A note about link exchanges. This site does not participate in link exchanges to build web presence. If you have a link that you think would be of use to people reading this page, please send it to the webmaster with the url of the page where you think it should appear and it will be considered. Your placing a link to this site will not affect the decision on whether to add your link, though.