Post on 11-Jul-2020
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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2
3 3
Shortcuts for Frequently Used Text
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3
1
2
3
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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2
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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 <<
1
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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2
1
Level changed
Tip:To change
levels
Increase:[Tab]
Decrease: [Shift] + [Tab]
Numbering Example
2
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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2
3
4
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Table
1
2
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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
3
4
1
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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2
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1 Heading 1
2 Heading 2
3 normal
StylesStyle Buttondropdown
>> Format / Style <<
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2
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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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