How to insert objects into Word by embedding or linking

While inserting a file (such as Word, Excel, PowerPoint, PDF, image, etc.) as an object into a Word document, you can either create a new or use an existing file.

Create a new file and insert as an object

1.    Place the mouse cursor where you want to create the object.

2.    From the Ribbon, under the tab Insert, within the group Text, click Object. The object dialog box appears.

3.    Select an object to create from the Object Type list.

4.    Select the Display as icon check box.

5.    Word creates an icon of the selected Program at the cursor position and opens the program to create a new file.

For example, if you select  object type as “Microsoft Office Excel Worksheet”, an Excel icon is created at the cursor position and then Word opens the Excel program to create a new Excel document.


Insert an existing file as an object

1.    You can insert an existing file into your document in two different ways: either embed the file or link the file.

2.    Place your mouse cursor where you want to create the object

3.    From the Ribbon, under the tab Insert, within the group Text, click Object. The object dialog box appears.

4.    From the dialog box, click Create from File.

5.    Click the Browse button to locate the file in your system.

6.    Select the Display as icon check box.

7.    The object icon is created at the cursor position. This way you can embed a file into your document.

8.    If you want to link the file, also select the Link to File check box.

Difference between embedding and linking an existing file

If you want to update an embedded file, you have to double-click the object to open the file and then edit. Updating the source file will not update the embedded file.

However, if you are linking an existing file, then changes in the source file will be reflected in the linked file.

How to use the AutoCorrect feature in Word

The AutoCorrect feature in Word saves a lot of time and effort if you use Word as a text editor. If your profession demands you to type a lot on a daily basis, you must have realized power of this feature by now.

In this article, we will discover various usages of AutoCorrect and use them for our advantage.

Locate AutoCorrect and add an AutoCorrect entry

AutoCorrect works relentlessly behind the scene. Try typing “abouta” and then press the spacebar, Word automatically replaces this with “about a”, similarly “hte” with “the”, and there are so many.

This happens because of the default AutoCorrect entries in Word. And, the good news is that you can edit these entries and add your own entries to make your work even faster.

Alternately, you can stop AutoCorrect to work at all (if you really want to do so!).

You can insert an AutoCorrect entry in two different ways (or at least the two ways I know.. 🙂

First Method:

1.     Click the Office button and from the drop-down list, click Word Options. Word Options dialog box appears.

2.    Click the category Proofing from the pane on the left.

3.    From the pane on the right hand side, under the section AutoCorrect options, click the AutoCorrect Options button. The AutoCorrect  dialog box appears.

Tip: Or simply press the key combination Alt+T+A  🙂 This Word 2003 shortcut key still works…I am so used to it.


4.    By default, Word opens the AutoCorrect tab. This tab contains a few check boxes along with the fields Replace and With.

5.    To add an AutoCorrect entry, enter the correctly spelled word in the Replace field and the misspelled word in the With field.

6.    Click OK.

For example, enter “misspeled” in the Replace field and enter “misspelled” in the With field. Click OK.

To test, type “misspeled” and press spacebar, it will be automatically replaced by “misspelled”. So next time onward, don’t worry about a misspelled “misspeled”.

Another example of AutoCorrect usage:

If you are lazy enough (like me zzzz…) to type “AutoCorrect” every time instead of “autocorrect”, then enter “autocorrect” in the Replace field and “AutoCorrect” in the With field. Click OK.

Second Method:

As we know, if we misspelled a word while typing,  Word underlines the word with a wavy red line.

1.   Right-click the misspelled word

2.   From the right-click menu, under the sub-menu AutoCorrect, select the correctly spelled word from the suggestions.

3.    AutoCorrect automatically saves this as an entry. Now if you type the incorrect word, AutoCorrect will replace this with the word chosen from the suggestions.

If you don’t want AutoCorrect to help you

You can stop it by un-selecting all the check boxes in the AutoCorrect dialog box and then click OK.

Yet another usage of AutoCorrect

I use AutoCorrect to insert standard text paragraphs (that I use repetitively) into my documents using simple keystrokes. This saves me from copying text from one document to another, writing the same content over and over, and so on.

For example, following is the standard copyright text paragraph that we use consistently in our documents with minor changes here and there.


1.   Select the paragraph and then click Alt + T + A.

2.   The AutoCorrect dialog box appears with the selected text paragraph being copied into the With field.

3.   Enter the shortcut word (may be “copyright”) in the replace field. Now, if you type “copyright” and press the spacebar,  it would be replaced by the standard copyright text paragraph. You can use this technique in many different ways to insert images, logos, tables, etc.

How to add Watermarks and edit Watermarks in Word

Watermarks, as we know, appear in the background of a Word document. Watermarks carry a light shade without interfering the readability of text. These can safeguard your document from tampering. Sometimes, company name, logo, graphics, etc. are also used as Watermarks.


To insert Watermark to your document

  1. On the Ribbon, under the tab Page Layout, within the group Page Background, click the Watermark icon . A drop-down list appears with the subsections Confidential and Disclaimer. These two sections contain the default watermarks, which you can use straightway in your document.
  2. Click on a Watermark to add to your document.

watermark icon


To add a custom Watermark

1.   On the Ribbon, under the tab Page Layout, within the group Page Background, click the Watermark icon. From the bottom of the drop-down list, click Custom Watermarks. The Printed Watermark dialog box appears.

2.    The dialog box provides three options:

a.    No Watermark

Select this option if you do not want to add a Watermark

b.   Picture Watermark

Select this option to add a picture as a Watermark

i.      Click the Select Picture button to browse your system to select a picture.

ii.     Click OK.

                  c.   Text Watermark

Select this option to add any text as your watermark)

i.    Enter the watermark text in the Text field. You may also select font, size, color, diagonal or horizontal layout, etc.

ii.   Click OK.


Editing a Watermark

1.    Firstly, enable the Header/Footer section. To enable the header/footer section, right-click on the extreme top/bottom sections of your document Edit Header/Edit Footer icon appears.

2.    Click the icon to enable the header/footer section (Header and Footer Tools tab is now enabled in the Ribbon).

3.    Now, you can select the Watermark. If it is a text Watermark, select and right-click on the text (right-click only when your mouse pointer changes to this mouse pointer ).

4.    From the right-click menu, click Edit Text. Edit Word Art Text dialog box appears.

5.    On the dialog box, you can modify the font, font size, text style, and the text itself. To delete watermark, select Cut from the right-click menu.

6.    Click OK.


How to use AutoText to draw a table in Word 2007

AutoText could prove to be really handy when it comes to reusing objects across all your documents. You can add any selection to AutoText e.g. a table with a certain style and table header. Later you can draw the same table to documents with just a click of mouse button.

The following procedure enables you to add any selection (table, text, graphics, etc.) to AutoText.


Firstly, add the AutoText feature into your Quick Access Toolbar. In Word 2007, you can locate the Quick Access Toolbar on top of the Ribbon menu.

To add the AutoText feature to the Quick Access Toolbar

1.   Click the Office button Picture1. From the drop-down list, click the Option button . The Word Option dialog box appears.

2.   On the dialog box, click Customize from the left hand side menu. On the right hand side, Customize the Quick Access Toolbar and keyboard shortcut pane appears. See below image.

3.   On this pane, select AutoText under the category Popular Commands and then click the Add button to add it to the Customize Quick Access Toolbar list on the right.

word options

4.   Click OK. You can view the AutoText icon being added to the Quick Access Toolbar.

quick access toolbar

Let us create a table and add it as a selection to AutoText

1.   Select the table and click the AutoText icon from the quick access toolbar.

2.   Click the Save Selection to AutoText Gallery option available at the  bottom of the AutoText menu. See below image. Create New Building Block dialog box appears.

3.  On the dialog box, enter a Name for the table and select the Gallery option as AutoText.

save selection to autotext gallery

4.   Click OK.

You can view the table being added as an entry into the AutoText list. To redraw the table, click the table from AutoText list.

table added to autotext

How to omit page number from the first page of a document

As a convention, the first page (or cover page) does not hold a page number.

Normally in Word, we insert the page number field either in the header or footer section of documents. This saves us from inserting page numbers manually to each page, as content placed in the header/footer section is repeated throughout the document.

Incidentally, this way Word inserts page number to the first page too. Here is this workaround to overcome this.

1.   On the Ribbon navigate to the Page Layout tab and within the Page Setup group, click the Page Setup dialog-box launcher icon.

2.   In the dialog box, under the Headers and Footers section, click option Different First Page. As a result, the header and footer section disappears from the first page.

different first page

Subsequently, you can reset the page numbering in your document so that number starts at the second page. Here is how you can do so.

1.   On the Ribbon, under the tab Insert, within the group Header & Footer, click Page Number. The page number drop-down appears.

2.   From the drop-down list, click the Format Page Numbers option. Page Number Format dialog box appears.

3.   On the dialog box, under the section Page numbering, click the Start At option box and using the spin box set the starting page number to “0”. This way, the second page in your document will have page number 1.

How to build and update Index in Word

Apart from Table of Content, Index is one such feature in Word that provides references to noteworthy topics, objects, etc. in the document for readers’ convenience.

You can build an Index in no time with the following two simple steps:

1. Mark Index entries/sub-entries

2. Create Index

To mark entries

1.   Select text from your document (which you want to mark as an index entry) and press Alt + Shift + x (or Word Ribbon >> References >> Index >> Mark Entry). The Mark Index Entry dialog box appears. The selected text is automatically copied to the Main Entry field.

You can add a sub-entry by typing the text in the Subentry field.

You can even add a third-level entry by inserting a colon (:) immediately after the sub-entry and then type the third level text.

2.   Once you are done with marking all the entries in your document, on the Ribbon, under the tab References, within the group Index, click Insert Index. The Index dialog box appears.


3.   On the dialog box, click OK. Index is created at the cursor position.

Note: If you want the tab header ( ………… ) to appear between each index entry and the corresponding page number, click the check box Right align page number and select a tab header style.

Editing/Updating an Index entry

You can expose each hidden Index fields by clicking the Show/Hide button (or by pressing Alt + Shift + 8). To modify the index entry, simply edit the content within the quotes (after the field XE).

To update Index, select Index and then press F9 from the keyboard.

How to convert a list to a table and vice versa in Word


Converting a list into a table

Word converts a list into a table based on a specific character that logically separates the content in the list. Vertically each logical separation in the list will be a column and each horizontal line will be a row after converting to a table.

So, the trick is to use a separator character logically in the list and let Word know about the separator character while converting.

To explain this point further, let us take the example of the following list. In this, corresponding month is presented with number of days separated by the ampersand (&) symbol. The aim is to create a “4 x 2” (four rows and two column) table.



  1. Select the entire list and then on the Ribbon, under the tab Insert, within the group Tables, click the Table icon. A drop-down list appears.
  1. From the drop-down list, click Convert Text to Table option. The Convert Text to Table dialog box appears.
  1. Insert Number of Columns as 2 (as we have inserted only one separator i.e. &).

Note: In this example, if you insert more than 2 columns, Word will create blank columns after the first two columns containing the month and then number of days. If you enter number of column less than 2, Word will create one row each for month and then for number of days i.e. an “8 x 1” table.

  1. Under the label Separate Text At, select check box Other and enter the “&” character as a separator.
  1. Click OK.

You can use a single tab space as a separator or any other character.

Guys, am not sure how to create complex tables using this feature. Let us share if some of you know any other tricks.

Converting a table to text

Click the table handle to select the entire table (to select hover the mouse over the table or click the table to see the table handle). See below image.

table to list

  1. Once you select the table, the Table Tools tab gets activated. On the Table Tools tab, under the tab Layout, within the group Data, click Convert to Text. The Convert Table to Text dialog box appears.
  2. In the Convert Table to Text dialog box, select the text separator.
  3. Click OK.

How to insert a Landscape page into a Portrait Word document or convert a part of Portrait document into Landscape

Sometimes, you might need to insert a landscape page (or multiple Landscape pages) into a portrait document (to accommodate a bigger table or a large image), and at the same time continue the  page numbering.

We will use Section breaks to achieve this. Apply the first section break at the end of the preceding Portrait page where you want to insert the landscape page (or multiple pages).

To insert a section break, on the Ribbon, under the tab Page Layout, within the group Page Setup, click Breaks. From the drop-down list, click Next Page. See below image:


If you are unable to see the Section break, click Ctrl+Shift+8.

Place cursor at the end of the Next page, which you intend to convert into Landscape orientation and insert the Section break.

Place cursor on the same page (between the Section breaks) and then from the Word Ribbon, under the tab Page Layout, within the group Page Setup, click Orientation. From the drop-down menu, select Landscape. The Portrait page converts into a Landscape page.

You can extend the Landscape orientation to any number of pages by placing cursor on the Landscape page and pressing Enter key on the keyboard. See below image:


How to create Table of Figures in Word

You can create a Table of Figures in Word in two different ways:

  1. By using Word’s default Caption feature
  2. By selecting a specific style from the Styles gallery as a caption style

Procedure 1

In the first method, insert default Captions to all the figures in the document.

1.   To insert a default caption, from the Ribbon, under the tab Reference, within the group Captions, click Insert Caption.

Select a caption label from the drop-down list Label. You can create customized caption labels (to know more, read this:

2.   Once you are done captioning all the figures in the document then from the Ribbon, under the tab Reference, within the group Captions, click Insert Table of Figures. The Table of Figures dialog box appears.


3.   In the dialog box, select the Tab Header and Formats.

4.   Click OK. A table of figure is created at the cursor position.

Procedure 2:

In the second method, instead of using Word’s default Caption, apply any of the styles from the Styles gallery as a caption style.

Just remember that the style you choose for captioning, should not be used for anything else in the document.

1.   Now for each figure in your document, insert a consistent caption name (let’s say PIC 1: Meeting, PIC 2: …… etc.)

2.   Keeping the caption name selected, click the style (Heading 7 is chosen as caption style in this example) from the Styles gallery (you can open the Styles gallery by clicking Alt+O+S)


3.   Apply the same style to all other figures in the document.

4.   Once you are done with applying captions to all the figures in the document, from Word Ribbon, under the tab Reference, within the group    Captions, click Insert Table of Figures. The Table of Figures dialog box appears.

5.   In the dialog box, click the Options button from the right bottom corner. The Table of Figures Options dialog box appears.

6.   In the dialog box, select check box Styles and select the style (Heading 7 in this example) from the drop-down list. Click OK.

7.   Click OK in the Table of Figures dialog box. A table of figures is created at the cursor position.

How to fix Multilevel list in Word

For many, creating and fixing multilevel lists in MS Word is a nightmare. Documents with hundreds of pages and multiple heading levels are particularly difficult to manage in Word. In this article, we’re discussing a few tricks to quickly fix and streamline messy multilevel numbered heading as quickly as possible.

I am assuming, you already know how to create Multilevel list in Word (if not, learn here:

In your current document, where the list numbering has gone wrong:

1.   Select the first heading level and then from the Word Main menu, under the tab Home, within the group Paragraph, click the Multilevel List icon. A drop-down list appears. See below.

2.   From the drop-down list, click option Define New Multilevel List. Define New Multilevel List dialog box appears.


3.   From the dialog box, click button More (available on the left bottom corner). The dialog box expands with additional fields. At this point, understand that the main reasons for the numbered headings going out of order are due to the missing links between heading levels that you have applied and the corresponding default heading styles of Word. We will restore the links using the Define New Multilevel List dialog box.

4.   In the dialog box, you can see the heading levels as 1, 2, 3,….9 on extreme left under the label “Click level to modify”. Assume that these are the heading levels in your document. Click heading “1” and subsequently from the drop-down list Link level to style , select Heading 1 style.


Similarly, restore connections for the rest of the heading levels (heading 2, 3, …etc.) in your document. Click OK.   Once you are done with establishing connections between the heading levels in the document to default heading levels, apply the same to all heading 1s,  all heading 2s, and so on in the document. Keeping your heading 1 selected in the document, click Alt+O+S. The Styles pane appears on the right.

1.   Locate the heading level 1 in the Styles pane.Place mouse cursor over it. The heading level gets selected.

2.   Click the down arrow button on the extreme right. A drop-down list appears. See below image.

3.   From the drop-down list, click option Update Heading 1 to Match Selection. As a result, all the Heading 1s in your document will be linked to default heading 1. Do the same for the rest of the levels (heading 2, heading 3, etc.) in your document.