Ask Sam: How can I get rid of manual page breaks?

I had a great time attending Sleuthfest 2010, and I've written about the experience on my blog. But now I'm back to answer this week's question:

Sometimes when I type fast, Word breaks the page at weird places. How do I stop that from happening?

Most likely, you are accidentally pressing the Ctrl key when you hit Enter. That inserts a manual page break into the document. There's no way to stop that from happening other than to not press Ctrl. Your best bet is to not worry about manual breaks until you finish your manuscript, and then wipe them all out at once by following these easy steps:

1. Press Ctrl + H. The Find and Replace dialog appears.
2. Enter ^m as the "Find what" text. (Word 2007 users need to enter ^p^m because Word 2007 inserts an extra paragraph marker when you insert a manual page break.)
3. Leave "Replace with" blank.
4. Click Replace All.Word removes all of your manual page breaks.
   

Another common typing error is to hold the shift key down while pressing Enter, resulting in manual line breaks. To convert them to normal paragraphs, follow the same steps as above, but use ^l as the "Find with" value (Word 2003 and Word 2007).

Got a question about using Windows or Word? Send e-mail to stfalco AT yahoo.com.

Ask Sam: How do I filter comments?

Last week, I showed you how to combine comments from multiple reviewers into one file. While it is helpful to have all of those comments in one place, you don't always want to see them all at once. Fortunately, Word allows you to filter comments by reviewer.

In Word 2003, you use the Reviewing Toolbar. Click the Show drop-down. In Word 2007, use the Review Tab and in the Tracking group, click Show Markup. In both versions, click the Reviewers menu item. You'll see a list of all the reviewers who made comments in the file.

Uncheck a name to hide that reviewer's comments. Repeat the process for each reviewer whose comments you want to hide. When you're ready to view the comments for someone you've hidden, simply check the name on the Reviewer menu, and those comments will appear again.

There will be no "Ask Sam" next week. I'll return on March 8.

Got a question about using Windows or Word? Send e-mail to stfalco AT yahoo.com.

Ask Sam: How do I merge comments from multiple people?

Last week I showed you how to use Word comments to annotate your manuscript, but Word comments are also useful for critique groups. If everyone in the group uses this feature to critique each manuscript, you can merge those files into one that contains the comments from everyone in your group.

The easiest way to begin merging files is to save each file to the same location but with a different name. For example, let's say you've got a story called "Touchdown," and there are three other members of your group: Lew, Spencer, and Travis. You might have these files:

Touchdown-L
Touchdown-S
Touchdown-T

To merge the files in Word 2003:

1. Open the first file (Touchdown-L).
2. Click Tools > Compare and Merge Documents.
3. Select the second document (for us, Touchdown-S).
4. Click Merge.

Repeat steps 2 through 4 for each additional file to compare.

Once you've merged all the files, save the final document. You can save it as is (all comments merged into the last document you selected) or as a new copy. I usually save it as a new copy with "All" as part of the file name. In this case, it would be Touchdown-All.

Word 2007 users have to do things a little differently:

1. On the Review Tab, click Compare.
2. Click Combine.
3. Use the folder button on the left side of the Combine Documents window to launch the Open dialog.
4. Browse to and select the first document (Touchdown-L).
5. Use the folder button on the right side of the Combine Documents window to launch the Open dialog.
6. Browse to and select the second document (Touchdown-S).
7. Click More >>
8. In the bottom right corner of the Combine Documents window, click the radio button next to Original document.
9. Click OK.

The comments are merged into the first document. Save it and repeat the steps for each additional file to compare.

Now you've got all of the comments in one place for easy comparison and revision.

"Ask Sam" is a weekly feature. If you have questions about using Windows (XP, Vista, or Windows 7) or Word (2003 or 2007), send e-mail to stfalco AT yahoo.com and I'll try to answer your questions here.

Ask Sam: How do I add comments to Word?

A friend writes:

What are Word comments for? How do I use them?

Word comments are very handy for making notes on the text as you write or edit. They are also useful when you exchange Word files instead of physical copies with a critique group. By default, comments appear as notes in the margin of the document on screen and when you print. The easiest way to add a comment to any Word document is to press Ctrl + Alt + M. Word inserts a comment at the cursor location and moves the cursor into the comment balloon.

In Word 2003, there are two other quick ways to add a comment: Click Insert > Comment, or click the Comment button on the Reviewing toolbar.

In Word 2007, you can click the New Comment button on the Review tab.

Regardless of your version of Word, the new comment is attached to the word nearest the cursor if you don't have anything selected. You can also make a selection with the mouse (or use the arrow and shift keys) first, in which case the comment is applied to the selected text. Word moves the cursor into the comment balloon so that you can start typing.

To delete a Word comment, right-click the comment (either the balloon itself or the range of text in the document) and click Delete Comment on the context menu. You can also use the Delete Comment button on the Reviewing toolbar or Review tab.

If you exchange Word files with other people for comment, you can merge the copies you get back from them into a single file and see all of the comments at once. Next week, I'll show you how to do that.

"Ask Sam" is a weekly feature. If you have questions about using Windows (XP, Vista, or Windows 7) or Word (2003 or 2007), send e-mail to stfalco AT yahoo.com and I'll try to answer your questions here.

Ask Sam: What about us Word 2003 users?

Last week, I provided instructions for setting up a different first page header in a Word 2007 document. Word 2003 users wanted to know why I left them out. So for y'all, here is how you accomplish the same task in Word 2003.

1. Open your document and select File > Page Setup. The Page Setup dialog appears.
2. Click the Layout Tab.
3. Check "Different first page" and click OK.
4. Click View > Header and Footer. The header at the top of page one of the file (your cover page) is labeled "First Page Header".
5. On the Header and Footer toolbar, click Show Next. The cursor moves to the second page header, where the label is "Header."
6. On the Header and Footer toolbar, click the Format Page Number Button.
7. Click the "Start at" radio button and set the value to 0. Click OK.
   

Once you have your header set up the way you want, either click the Close button on the Header and Footer toolbar, or double-click in the body of the document.

"Ask Sam" is a weekly feature. If you have questions about using Windows (XP, Vista, or Windows 7) or Word (2003 or 2007), send e-mail to stfalco AT yahoo.com and I'll try to answer your questions here.