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Handy Tips on Microsoft Word

These tips are necessary evils, but most works in almost every Windows program, and most are easy to remember. So get to work memorize, memorize, memorize

Adding Horizontal Dividers in Word

To add a variety of horizontal dividers in Word, type three characters and press enter.

Hyphens ( --- ) Underscores ( ___ ) Equal Signs ( === ) Hash Signs ( ### ) Asterisks ( *** ) ildes ( !!! )

Type Out a Table in Word


You can create tables in Microsoft Word by simply typing out a string of PL ! !"#$! %&' and M"$ ! !"#$! %('. !tart the ro) )ith a PL ! !"#$ %&' and then type M"$ ! !"#$ %(' until you have the column )idth you )ant. To add a ne) column type PL ! !"#$ %&' again. When you*re done type a final PL ! !"#$ %&' and press +$T+,. Word turns your te-t into a table. To add more ro)s to your table, move to the last cell in the table and press T./.

Filling Word Documents with Pretend Text


"f you )ant to fill a page%s' )ith te-t to test something li0e printing, but don*t )ant to spend time pasting the same phrase over and over, Type in =rand(x,y) and press 1enter" . Where - and y are replaced by numbers. 2 )ould be the number of paragraphs Y )ould be the number of sentences in a paragraph. The te-t that gets generated is 3The quick brown fox jumps over the lazy dog.


6. 7. 9.

elect a vertical bloc! o" text


Press Alt & drag

#uic!ly $eplicate Text or %raphics in Word


Here*s a 4uic0 )ay to ma0e copies of te-t or graphics in Word5 !elect the item or te-t you )ant to copy. Press and hold do)n the 8T,L 0ey. Then use the mouse to drag the item to the desired position.

. copy of the original item is made right )here you )ant it. This is helpful )hen you*re creating a document that )ill include a lot of repeated te-t or images.

#uic!ly &hange Font ize in O""ice


To 4uic0ly change the font size in your :ffice application %Word, ;ront Page, Publisher or Po)erPoint'5 6. 7. Highlight the te-t you )ant to change Press5 8T,L&!H";T&< ( To "ncrease the size 8T,L&!H";T&= ( To >ecrease the size

'se your !eyboard to (uic!ly change the case o" text in )icroso"t Word
!elect the te-t you )ant to change and press !H";T&;9. +ach time you press the ;9 0ey, the te-t case s)itches bet)een Title 8ase, PP+,8.!+, and lo)ercase.

*nsert &urrent Date and Time in Word


You can insert the current date or time in a Word document using 0eyboard shortcuts. Here*s ho)5 6. 7. Position the cursor )here you )ant to insert the date or time. >o one of the follo)ing5 To insert the date, press .LT&!H";T&>. To insert the time, press .LT&!H";T&T.

&lose all word documents without closing Word


Shi"t & clic0 the #ile menu then select $lose All Shi"t & clic0ing on the #ile menu give one more option Sa%e All

$eturn to the last place you were wor!ing


,eturn to the last place you )ere )or0ing or the place before that or before that. Press Shi"t & #& repeatedly to return to last ? cursor positions %even if one of those positions is in another open document'. This one@s even cleverer, )hen you first open a document, press shi"t & #& to Aump to the last place you or someone else edited before closing the document.

&ycle through all open documents


To cycle through all open documents press $trl ' #( '#( '#()* "t )or0s for Photoshop and others applications as )ell.

Whether you+re saving a "ile or opening a "ile try these shortcuts


Alt & + #o to previous folder Alt & , #o up one folder level Alt & - !earch the )eb Alt & . or /elete deletes selected file. Alt & & 8reate a ne) folder Alt & ( repeatedly 8ycle through all vie)s. Alt & 0 >isplay the Tools menu

Determining Formatting in Word


To determine )hat formatting is applied to a particular paragraph in Word5 6. #o to Help B What*s ThisC 7. When the cursor changes to a 4uestion mar0, clic0 on the paragraph. 9. "nformation such as font and size, alignment, indent, spacing and margins )ill sho).

$educing the File ize o" Word Documents


"f you have ma0e documents using M! Word and you ma0e many formatting changes for the paragraph, fonts, page etc., you )ill see your file size gets bigger. Microsoft Word saves files by bloc0ing, so any change you made for your document it )ill create a ne) bloc0 )ith the ne) formatting and disappear the old bloc0 )ithout deleting it from the file. You can solve this problem. 6. "f you open your file and select ile ! "ave #s and give your file a ne) name, it )ill save only the active bloc0s )ith out the old ones. 7. "f you compare the t)o files you )ill see a difference in size There is, ho)ever, a much easier )ay. 6. 8hoose Tools 7. :ptions... 9. :pen the "ave tab D. nchec0 #llow ast "aves This ma0es Word re)rite the entire document file from scratch each time it is saved. The save command ta0es slightly longer, but your files can be drastically smaller %especially if you*ve done lots of formatting changes'.

&omplete list o" word short cut !eys


Modifiers 8trl&!hift& .lt&8trl& .lt& .lt& .lt&8trl& .lt&8trl& .lt&8trl& 8trl&!hift& .lt&8trl& Eey . M ;6F ;? 6 7 9 L Windo) Tools E ;ormat Tools .lt&8trl& 8trl& 8trl&!hift& 8trl&!hift& ;9 G ;ormat /ac0ground ;ormat /ac0ground / / ;? "nsert Tools "nsert 8trl& 8trl& .lt&8trl& 8trl& !hift& !hift& !hift& Page >o)n Page p Home +sc + ;ormat ;9 Left Left ,ight ,ight >el Menu Help

$o11and 2a1e A3out All $aps Annotation App 4a5i1i6e App 7estore Apply Heading+ Apply Heading, Apply HeadingApply 8ist 9ullet Arrange All Auto $orrect Auto #or1at Auto #or1at 9egin Auto Su11ari6e 9egin Auto e5t Auto e5t 9ackground #ill E""ect 9ackground 4ore $olors 9old 9old 9ook1ark 9ookshel" 8ookup 7e"erence 9reak 9ro:se 2e5t 9ro:se ;re% 9ro:se Sel $ancel $enter ;ara $hange $ase $hange $ase $har 8e"t $har 8e"t E5tend $har 7ight $har 7ight E5tend $lear $lip Art

+dit Picture Menu

$o11and 2a1e $lose $lose ;ane $olu1n 9reak $olu1n Select $o1pare <ersions $opy $opy $opy #or1at $opy e5t $reate Auto e5t $ross 7e"erence $usto1i6e $usto1i6e Add 4enu Shortcut $usto1i6e =ey3oard Shortcut $usto1i6e 7e1o%e 4enu Shortcut $ut $ut /ate #ield /ate i1e /elete 9ack >ord /elete >ord /o #ield $lick /oc $lose /oc $lose /oc 4a5i1i6e /oc 4ini1i6e /oc 4o%e /oc 7estore /oc Si6e /oc Split /ou3le Underline /ra: ?roup /ra: ;icture Auto1atic /ra: ;icture 9lack and >hite /ra: ;icture ?rayscale /ra: ;icture >ater1ark /ra: 7egroup /ra: Set Arro: Style /ra: Shado: $olor /ra: Shado: $usto1i6e

Modifiers .lt&!hift& 8trl&!hift& 8trl&!hift& 8trl& 8trl& 8trl&!hift& !hift& .lt& .lt&8trl& .lt&8trl& .lt&8trl& 8trl& !hift& .lt&!hift& 8trl& 8trl& .lt&!hift& 8trl& 8trl& 8trl& 8trl& 8trl& 8trl& .lt&8trl& 8trl&!hift&

Eey 8 +nter ;H

Menu ;ile

Trac0 8hanges Menu 8 "ns 8 ;7 ;9 "nsert Tools I $um & ( 2 >el > "nsert /ac0space >el ;J W !ystem ;D !ystem ;6F !ystem !ystem ;K !ystem ;? !ystem ;H !ystem ! Windo) > >ra) "mage 8ontrol "mage 8ontrol "mage 8ontrol "mage 8ontrol >ra) .rro) !hado) 8olor !hado)

$o11and 2a1e Modifiers /ra: Shado: Se1i ransparent oggle /ra: Sho: Auto Shapes and /ra:ing ool3ars /ra: Snap to ?rid /ra: Ungroup /ra: >ord Art Align $enter /ra: >ord Art Align 8e"t /ra: >ord Art Align 8etter @usti"y /ra: >ord Art Align 7ight /ra: >ord Art Align Stretch @usti"y /ra: >ord Art Align >ord @usti"y /ra: >ord Art =ern /ra: >ord Art Spacing 8oose /ra: >ord Art Spacing 2or1al /ra: >ord Art Spacing ight /ra: >ord Art Spacing <ery 8oose /ra: >ord Art Spacing <ery ight /ra:- /$olor /ra:- /$usto1i6e /ra:- //epth An"inite /ra:- //epthB /ra:- //epth+ /ra:- //epth, /ra:- //epth/ra:- //epth. /ra:- /8ighting #lat /ra:- /8ighting Harsh /ra:- /8ighting 2or1al /ra:- /;arallel /ra:- /;erspecti%e /ra:- /Sur"ace 4atte /ra:- /Sur"ace 4etal

Eey

Menu !hado) 8olor Picture Menu >ra) >ra) Word.rt .lignment Word.rt .lignment Word.rt .lignment Word.rt .lignment Word.rt .lignment Word.rt .lignment Word.rt Trac0ing Word.rt Trac0ing Word.rt Trac0ing Word.rt Trac0ing Word.rt Trac0ing Word.rt Trac0ing +-trusion 8olor 9(> +ffect +-trusion >epth +-trusion >epth +-trusion >epth +-trusion >epth +-trusion >epth +-trusion >epth 9(> Lighting 9(> Lighting 9(> Lighting +-trusion >irection +-trusion >irection 9(> !urface Material 9(> !urface Material

$o11and 2a1e /ra:- /Sur"ace ;lastic /ra:- />ire #ra1e

Modifiers

Eey

/ra:ing C3Dect >rap 2one /ra:ing C3Dect >rap Square /ra:ing C3Dect >rap hrough /ra:ing C3Dect >rap ight /ra:ing C3Dect >rap op 9otto1 End o" $olu1n .lt& End o" $olu1n End o" /oc E5tend End o" /ocu1ent End o" 8ine End o" 8ine E5tend End o" 7o: End o" 7o: End o" >indo: End o" >indo: E5tend Endnote 2o: En%elopes and 8a3els E5it E5tend Selection #ield #ield $hars #ield $odes #ind #ont #ont #ont Si6e Select #ootnote #ootnote 2o: #ootnotes #or1ula ?o 9ack ?o 9ack .lt&!hift& 8trl&!hift& 8trl& !hift& .lt& .lt&!hift& .lt&8trl& .lt&8trl&!hift& .lt&8trl& .lt& 8trl& .lt& 8trl& 8trl& 8trl&!hift& 8trl&!hift& .lt&8trl& !hift& .lt&8trl&

Menu 9(> !urface Material 9(> !urface Material Te-t Wrapping Te-t Wrapping Te-t Wrapping Te-t Wrapping Te-t Wrapping

Page >o)n Page >o)n +nd +nd +nd +nd +nd +nd Page >o)n Page >o)n + ;D ;H ;J ;J ; > ; P ; Gie) Table ;? L Tools ;ile "nsert +dit

"nsert

$o11and 2a1e ?o o ?o o ?ridlines ?ro: #ont ?ro: #ont Cne ;oint Hanging Andent Header Header #ooter 8ink Headings Help Hidden Hyperlink Andent Ande5 and a3les Atalic Atalic @usti"y ;ara 8anguage 8e"t ;ara 8etter ;roperties 8ine /o:n 8ine /o:n E5tend 8ine Up 8ine Up E5tend 8inks 8ist 2u1 #ield 8ock #ields 8ock #ields 4acro 4ail 4erge $heck 4ail 4erge Edit /ata Source 4ail 4erge to /oc 4ail 4erge to ;rinter 4ark $itation 4ark Ande5 Entry 4ark a3le o" $ontents Entry 4aster /ocu1ent 4enu 4ode 4erge #ield 4erge 7e%isions 4icroso"t Cn he >e3+ 4icroso"t Cn he >e3+B

Modifiers 8trl& 8trl&!hift& 8trl& 8trl& .lt&!hift& 8trl&!hift& 8trl& 8trl& 8trl& 8trl&!hift& 8trl& 8trl& !hift& !hift& .lt&8trl& 8trl& 8trl& .lt& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift&

Eey # ;? . M T

Menu +dit +dit Table

Gie) , Table ;6 H E M "nsert " " N Language L Tools >o)n >o)n p p +dit L 9 ;66 ;H E + $ M " 2 : Gie) .lt&!hift& ;6F ; Tools Microsoft on the Web Microsoft on the

$o11and 2a1e 4icroso"t Cn he >e3++ 4icroso"t Cn he >e3+, 4icroso"t Cn he >e3+4icroso"t Cn he >e3+. 4icroso"t Cn he >e3+& 4icroso"t Cn he >e3+( 4icroso"t Cn he >e3+0 4icroso"t Cn he >e3, 4icroso"t Cn he >e34icroso"t Cn he >e3. 4icroso"t Cn he >e3& 4icroso"t Cn he >e3( 4icroso"t Cn he >e30 4icroso"t Cn he >e3E 4icroso"t Cn he >e3F 4icroso"t Syste1 An"o 4o%e e5t 2e: 2e: >indo: 2e5t $ell 2e5t #ield 2e5t #ield 2e5t 4isspelling 2e5t C3Dect 2e5t >indo: 2e5t >indo: 2or1al 2or1al Style 2or1al Style

Modifiers

Eey

Menu Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web Microsoft on the Web ;ile Windo)

.lt&8trl& 8trl&

;6 ;7 $ Tab ;66 ;6 ;K >o)n ;O ;O $ $ $um ?

.lt& .lt& .lt& 8trl& .lt& .lt&8trl& 8trl&!hift& .lt&!hift&

Gie)

$o11and 2a1e C3Dect C""ice /ra:ing Cnline Cpen Cpen Cpen Cpen or $lose Up ;ara Cptions Cther ;ane Cther ;ane Cutline Cutline $ollapse Cutline $ollapse Cutline /e1ote Cutline E5pand Cutline E5pand Cutline 4o%e /o:n Cutline 4o%e Up Cutline ;ro1ote Cutline Sho: #irst 8ine C%ertype ;age ;age 9reak ;age /o:n ;age /o:n E5tend ;age #ield ;age 2u13ers ;age Up ;age Up E5tend ;ara /o:n ;ara /o:n E5tend ;ara Up ;ara Up E5tend ;aste ;aste ;aste As Hyperlink ;aste #or1at ;aste Special ;hoto Editor Scan ;ost ;resent At ;re% $ell ;re% #ield

Modifiers

Eey

Menu "nsert Picture Menu Gie)

8trl& 8trl& .lt&8trl& 8trl& !hift& .lt&8trl& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&8trl& 8trl& !hift& .lt&!hift& !hift& 8trl& 8trl&!hift& 8trl& 8trl&!hift& 8trl& !hift& 8trl&!hift&

: ;67 ;7 F Tools ;O ;O : ( $um ( ,ight I $um & >o)n p Left L "ns P +nter Page >o)n Page >o)n P Page p Page p >o)n >o)n p p G "ns +dit G +dit Picture Menu !end To !end To Gie)

Gie)

"nsert

!hift& !hift&

Tab ;66

$o11and 2a1e ;re% #ield ;re% C3Dect ;re% >indo: ;re% >indo: ;rint ;rint ;rint ;re%ie: ;rint ;re%ie: ;roo"ing ;roperties ;rotect Unprotect /ocu1ent 7ecord 4acro oggle 7edo 7edo or 7epeat 7edo or 7epeat 7edo or 7epeat 7epeat #ind 7epeat #ind 7eplace 7eset $har 7eset $har 7eset ;ara 7e%ision 4arks oggle 7ight ;ara 7outing Slip Sa%e Sa%e Sa%e Sa%e As Sa%e Ht1l Select All Select All Select All Select $olu1n Select 7o: Select a3le Send to #a5 Sho: All Sho: All Headings Sho: All Headings Sho: Heading+ Sho: Heading, Sho: HeadingSho: Heading.

Modifiers .lt&!hift& .lt& 8trl&!hift& .lt&!hift& 8trl& 8trl&!hift& 8trl& .lt&8trl&

Eey ;6 p ;O ;O P ;67 ;7 " ;K

Menu

;ile ;ile

;ile Tools Macro .lt&!hift& 8trl& .lt& !hift& .lt&8trl& 8trl& 8trl& 8trl&!hift& 8trl& 8trl&!hift& 8trl& 8trl& !hift& .lt&!hift& 8trl& 8trl& 8trl& .lt& 8trl&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& /ac0space Y ;D +nter ;D Y H !pace L P + , ! ;67 ;7 ;67 . $um ? $um ? $um ? H . . 6 7 9 D +dit +dit +dit +dit

!end To

;ile ;ile +dit +dit +dit Table Table Table !end To

$o11and 2a1e Sho: Heading& Sho: Heading( Sho: Heading0 Sho: HeadingE Sho: HeadingF Shrink #ont Shrink #ont Cne ;oint Shrink Selection S1all $aps Sort Space ;ara+ Space ;ara+& Space ;ara, Spike Spike Split Start o" $olu1n Start o" $olu1n Start o" /oc E5tend Start o" /ocu1ent Start o" 8ine Start o" 8ine E5tend Start o" 7o: Start o" 7o: Start o" >indo: Start o" >indo: E5tend Style Style ?allery Su3script Superscript Sy13ol Sy13ol #ont a3s e1plates hesaurus i1e #ield o or "ro1 e5t oggle #ield /isplay oggle 4aster Su3docs ool ool3ars Un Hang Un Andent Underline Underline

Modifiers .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& .lt&!hift& 8trl&!hift& 8trl& !hift& 8trl&!hift& 8trl& 8trl& 8trl& 8trl&!hift& 8trl& .lt& .lt&!hift& 8trl&!hift& 8trl& !hift& .lt& .lt&!hift& .lt&8trl& .lt&8trl&!hift& 8trl&!hift& 8trl& 8trl&!hift& 8trl&!hift& !hift& .lt&!hift& !hift& 8trl& !hift& 8trl&!hift& 8trl&!hift& 8trl& 8trl&!hift&

Eey ? O K H J , Q ;H E 6 ? 7 ;9 ;9

Menu

Table

Table Page Page Home Home Home Home Home Home Page Page ! I I "nsert P ;ormat Tools ;K T Table ;J R ;6 Gie) T M p p

p p ;ormat

$o11and 2a1e Undo Undo Unlink #ields Unlink #ields Unlock #ields Unlock #ields Update Auto #or1at Update #ields Update #ields Update Source <9$ode <ersions >e3 ?o 9ack >e3 ?o #or:ard >ord $ount >ord 8e"t >ord 8e"t E5tend >ord ;er"ect Help >ord 7ight >ord 7ight E5tend >ord Underline >rap 9oundary

Modifiers 8trl& .lt& 8trl& 8trl&!hift& 8trl& 8trl&!hift& .lt&8trl& .lt&!hift& 8trl&!hift& .lt& .lt& .lt& 8trl& 8trl&!hift& 8trl& 8trl&!hift& 8trl&!hift&

Eey Menu L /ac0space O ;J D ;66 ;J ;K ;66 ;ile Left ,ight Tools Left Left Help ,ight ,ight W Te-t Wrapping

, !hortcut 0ey to mouse right clic0 Shi"t ' #+B*