Hidden Text allows you to ‘hide’ sections of text in a document. These portions of text will only be visible if you choose to reveal them. Documents can be printed with or without Hidden Text displayed. This essentially provides you with 2 document options in one.
Here are some examples:
Imagine you are creating a document that will be sent to two different customer sets. One set requires transport and freight information, the other will not. Create your original document with transport and freight information, but make this text hidden. As the need arises, hide, or reveal this text depending on the customer receiving it. Email a PDF, PNG, or JPG copy.
You are writing a debt collection letter template. In the body of your original letter include a ‘firm toned’ paragraph, as well as a ‘friendly reminder’ paragraph. You have two finished letters in one. Simply hide the text you do not wish to use and send.
You have created a brochure that includes some graphs, images, and graphic pieces. Your executive would like it printed but just wants to read text only. Rather than delete all these inclusions, simply hide them to print, and then immediately replace again.
How can hiding text be beneficial?
Time saving
– Create one documents in two – Present two options almost instantly on the one screen – Reduce task steps by creating less documentation – Sections not required are not deleted and then retyped
Convenience
– Flexibility and adaptability in building documentation – Make easy adjustments
Instructions
To hide your text
Highlight text/graph/image to hide *
On the Home ribbon tab, click the diagonal arrow to the right of the Font Group
Select ‘Hidden’ and Click OK
* Alternatively use Cntrl-Shift-H and highlighted text will instantly hide.
With your text now hidden, toggle using the Show-Hide button, still on the Home ribbon tab, and situated within the Paragraph Group to see your text.
To return visibility to your text
Toggle the Show-Hide button to see the Hidden Text (with dotted underline)
Highlight the Hidden Text
On the Home ribbon tab, click the diagonal arrow to the right of the Font Group
Un-check ‘Hidden’ and click OK
Your text has now re-appeared.
To print a document including the Hidden Content
Click File > Options > Display
Under the Printing Options section, tick Print Hidden Text
Print as usual
When printing is complete, return to the Printing Options section and un-tick Print Hidden Text
When you wish to add in new text to the document, use the Show-Hide button to allow you to see hidden text and retain its format and positioning in the document. Also, to prevent accidental deletion or display of Hidden Text.
*Graphs and images must have wrapping set to ‘in line with text’ so WORD recognises them as text.
Security and protection of hidden text
Ensure all hidden text is deleted from a document
Click on File > Info > Check for Issues > Inspect Document
Un-tick all other options except ‘Hidden Text’ and click ‘Inspect’
Select ‘remove all’ and Close
Re-select items in the inspector if required.
Inadvertent revealing
If anyone begins typing where the Hidden Text is located, Show-Hide is automatically toggled, and the Hidden Text is revealed. In this way it can also be accidentally deleted.
Protecting the document
Hidden Text may not need to be particularly private, but you may want to make sure the document as a whole cannot be altered.
If this is the case, you can restrict editing.
On the Review ribbon tab, select Restrict Editing from the Protect Group
Under 1. Formatting restrictions, tick ‘Limit formatting to a selection of styles’ and select Settings…
Select ‘None’, then OK
When a message pops up to ask if you wish to remove formatting styles that are not allowed, select ‘No’
Under 2. Editing restrictions, tick ‘Allow only this type of editing in the document, but leave as ‘No Changes (read only)’
There is no need to tick anything under the ‘Exceptions’ heading
Click on ‘Yes, Start Enforcing Protection’ and create a secure with a password
Store the password in an encrypted manner somewhere in case you forget it
Close the Restrict Editing window by clicking the X at the top right.
Once you have thought of ways you might use this functionality, be sure to check that this process is appropriate in your own work context.
Use ‘Hidden Text’ in WORD
How do I use Hidden Text?
Hidden Text allows you to ‘hide’ sections of text in a document. These portions of text will only be visible if you choose to reveal them. Documents can be printed with or without Hidden Text displayed. This essentially provides you with 2 document options in one.
Here are some examples:
Imagine you are creating a document that will be sent to two different customer sets. One set requires transport and freight information, the other will not.
Create your original document with transport and freight information, but make this text hidden. As the need arises, hide, or reveal this text depending on the customer receiving it. Email a PDF, PNG, or JPG copy.
You are writing a debt collection letter template. In the body of your original letter include a ‘firm toned’ paragraph, as well as a ‘friendly reminder’ paragraph. You have two finished letters in one. Simply hide the text you do not wish to use and send.
You have created a brochure that includes some graphs, images, and graphic pieces. Your executive would like it printed but just wants to read text only. Rather than delete all these inclusions, simply hide them to print, and then immediately replace again.
How can hiding text be beneficial?
Time saving
– Create one documents in two
– Present two options almost instantly on the one screen
– Reduce task steps by creating less documentation
– Sections not required are not deleted and then retyped
Convenience
– Flexibility and adaptability in building documentation
– Make easy adjustments
Instructions
To hide your text
* Alternatively use Cntrl-Shift-H and highlighted text will instantly hide.
With your text now hidden, toggle using the Show-Hide button, still on the Home ribbon tab, and situated within the Paragraph Group to see your text.
To return visibility to your text
Your text has now re-appeared.
To print a document including the Hidden Content
When you wish to add in new text to the document, use the Show-Hide button to allow you to see hidden text and retain its format and positioning in the document. Also, to prevent accidental deletion or display of Hidden Text.
*Graphs and images must have wrapping set to ‘in line with text’ so WORD recognises them as text.
Security and protection of hidden text
Ensure all hidden text is deleted from a document
Inadvertent revealing
If anyone begins typing where the Hidden Text is located, Show-Hide is automatically toggled, and the Hidden Text is revealed. In this way it can also be accidentally deleted.
Protecting the document
Hidden Text may not need to be particularly private, but you may want to make sure the document as a whole cannot be altered.
If this is the case, you can restrict editing.
Once you have thought of ways you might use
this functionality, be sure to check that this process
is appropriate in your own work context.
Archives
Recent Post
Blue Sprout Acquires Jeneri: A Strategic Expansion of MSP Services
01/08/2024Understanding the Core Functions of a CRM
02/07/2024Understanding the Differences Between EDR and Antivirus Solutions
28/06/2024Categories