Microsoft Word: Timesaving Tips and Tricks

Activant Solutions, Inc.

Objectives

Create documents quicker and easierUse shortcuts for actions performed frequentlyUse shortcuts for words typed frequentlyUtilize styles for consistent formatting

Utilize word processing featuresTablesTable of Contents

Keyboard Shortcuts

Keyboard ShortcutsKey(s) to Press: Result:

[Ctrl] + B Make letters bold[Ctrl] + I Make letters italic[Ctrl] + U Make letters underline[Ctrl] + C Copy the selected text or object

[Ctrl] + A Select all[Shift] + [F3] Change the case of letters

[Ctrl] + V Paste text or an object

[Ctrl] + [Enter] Insert a page break

Tip: Complete list in Microsoft Word Help ~ Topic: keyboard shortcuts

Show/Hide Formatting Marks

Show/Hide Formatting

Marks

Marks:

¶ Paragraph

• Space

Tab

Heading

Formatting MarksBefore1

Select text to move

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3

Reason: Formatting stored in ¶, which was not selected.

Solution: Select ¶ when moving text.

Format of text changed

Shortcuts for Frequently Used Text

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>> Tools / AutoCorrect <<

1 Text to be replaced

Text to substitute

Allows text to be replaced automatically as you type

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Shortcuts for Frequently Used Text

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Select text and/or graphics

Insert / AutoText / Newor press [Alt]+[F3]

Assign name to AutoText entry(at least 4 characters)

To use: Type AutoText name. When recognized, press [Enter].

Tip / Trick: Using AutoCorrect1

Right-click misspelled word

Select AutoCorrect option on shortcut menu

Choose correct spelling

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Insert Symbols / Special Characters

>> Insert / Symbol <<12

3Choose appropriate tab

Narrow down your search

Click symbol to enlarge

Shortcut may exist

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Tip: You can assign a shortcut if one does not exist

Tip: You can store symbols as AutoCorrect entries

Bullets / Numbering

>> Numbering button <<>> Bullets button <<

>> Format / Bullets and Numbering <<

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Tabs for Bullets, Numbers, and

Outline Numbers

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22

Change formatting

Bullets / NumberingBullets Example

Bullets/Numbers and text line up with

markers

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1

Level changed

Tip:To change

levels

Increase:[Tab]

Decrease: [Shift] + [Tab]

Numbering Example

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TableA table is made up of rows

and columns of cells used to display and manage content

>> Table / Insert <<

Choose number of columns/rows

Table with data

End of cell mark

End of row mark

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4

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Table

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Picture

Shading

Varying cell sizes

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Tip / Trick:Use Nested Tables For Complex Layouts

Columns1

Row 1

Row 2

Row 3

Row 4

Host table is 4 x 3

It contains:

2 nested tables

Numbered list

Excel chart

Picture

2 3

1

2

3

4

1

2

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Tip:Use a

column/row as a spacer

(i.e. column 2)

Styles

Tool that helps apply formattingApplies many attributes at once

Font size/color, spacing above/below, shading, etc…

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1 Heading 1

2 Heading 2

3 normal

StylesStyle Buttondropdown

>> Format / Style <<

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Listing of styles

Preview data

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Formatting attributes

Add a style or change existing one2

Create a Style

Create a StyleOption 1: Option 2:

1. Select text in document with style you want to save.

1. Select text with style you want to alter.

2. In Style window, choose New. 2. Make formatting changes.

3. Assign a new style a name. 3. In Style window, choose New.

4. Using the Format button, make formatting changes.

4. Assign the new style a name.

Use Styles in Other DocumentsModify Button Organizer Button

Makes this style available to newdocuments

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For existing documents: Copy a style to “normal.dot”or to another document

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Table of Contents (TOC)

Simple or multi-leveledPrinted or viewed on screen with linksTwo steps to create a TOC1. Mark text in document that should be in the TOC2. Collect marked text together in one place

TOC: Mark Text

Mark text by applying a “Heading” style

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2

1 Heading 1

2 Heading 2

Tip: Marked text should be concise and descriptive

TOC: Collect Marked Text Together>> Insert / Index and Tables << Table of Contents tab

Do you want page numbers?

Line between heading and page number

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Sample TOC

TOC: Update

Maintain TOCAccount for new headingsAccount for change of page numbers

Select TOC, right click, choose Update Field

[F9] - or -

Tip: Always update a TOC right before printing or sending

1 Tip: Choose to update page numbers only if no new headings have been added (saves time)1 What should be updated?

Tip / Trick: Display an Excel Chart

Not LinkedChart does not reflect changes in the

source Excel file.

LinkedChart does reflect changes in the

source Excel file.

1. In Excel, copy chart2. In Word, Paste Special, select:

Paste link radio buttonMicrosoft Excel Chart Object

1. In Excel, copy chart2. In Word, Paste Special, select:

Paste radio buttonPicture

Summary

Create documents quicker and easierShortcutsSymbols/ special charactersRulerStyles

Utilize word processing featuresBullets / NumberingTablesTable of ContentsIndex

For More Information…

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