Top Microsoft Word Tips and Tricks

Microsoft Word is one of the most widely used word processing applications available and for all those who use it on a day in day out we have put together 10 time-saving tricks and tips to make your working day a little bit easier.

06 February 2015  Microsoft Word

Microsoft Word - Article

Introduction

Microsoft Word is one of the most widely used word processing applications available and for all those who use it on a day in day out basis we have put together 10 time-saving tricks and tips to make your working day a little bit easier.

1. Keyboard shortcuts

These are an absolute must for quick formatting and shortcuts for common tasks. 

To do this...

Press this...

Save a document.

CTRL+S

Display the Save As dialog box.

F12

Cancel an action.

ESC

Undo an action.

CTRL+Z

Redo or repeat an action.

CTRL+Y

Make letters bold.

CTRL+B

Make letters italic.

CTRL+I

Make letters underline.

CTRL+U

Remove paragraph or character formatting.

CTRL+SPACEBAR

Copy the selected text or object.

CTRL+C

Cut the selected text or object.

CTRL+X

Paste text or an object.

CTRL+V

Paste special.

CTRL+ALT+V

Create a new document.

CTRL+N

Open a document.

CTRL+O

Create a page break

CTRL+ENTER

Thesaurus command

SHIFT+F7 

2. Ruler Rules

Hold down the ALT key whilst dragging margins, tabs or indents and the measurement appears in the ruler.

Microsoft Word 2013 - Show Ruler Measurements

3. Make Tables out of text

To quickly create a table from a series of lines, select the lines, go to Insert Table  and choose Convert Text to Table from the table button.

Microsoft Word 2013 - Convert Text to Table

4. Create a PDF

To create a PDF version of a Word document, click File, choose Save As and from the Save as type, choose PDF (*.pdf). 

If you are using Word 2007 and PDF isn't available as an option then a free convertor is available from Microsoft.

5. The Word Count

Double-click the Words count on the status bar to get a detailed Word count for your document. Or press CTRL+SHIFT +G.

6. The "Save Paper" Option

Word includes a nifty feature that allows you to print multiple pages on a single sheet of paper;

  1. In the document you want to print. Press Ctrl+P. Word displays the Print dialog box. (See picture below)
  2. Use the Pages Per sheet drop down list (lower-right corner) to specify how many pages should be combined on each printed page.
  3. Click on OK to print your document.

Microsoft Word 2013 - Print X Pages Per Sheet

7. Give me just the text

If you are pasting from one document to another but don’t want all the formatting, just the text use the "Keep text only" paste option or for more options choose Paste Special…

Microsoft Word 2013 - Paste as Text

8. AutoSave is your friend

Reduce the risk of loosing your work

  1. Click the File tab, and then click Word Options.
  2. Click Save
  3. Select the Save AutoRecover information every... minutes check box .
  4. In the minutes box , choose how often you want the program to save your data and the program state.

 Microsoft Word 2013 - AutoSave Settings

9. Getting a head start...

To change the default font used for new documents, start with a blank document, or if your document already contains text that is formatted with the properties that you want to use, select that text.

  1. On the Home tab, click the Font Dialog Box Launcher , and then click the Font tab.
     
    Microsoft Word 2013 - Font and Paragraph Settings
     
  2. Select the options that you want to apply to the default font, such as font style and font size. If you selected text in step 1, the properties of the selected text are set in the dialog box.
  3. Click Set As Default, and then click OK

To change the default paragraph settings (e.g. line spacing), click the Paragraph Dialog Box Launcher .

10. Being light on your feet

Scrolling through a document to a specific page can be time-consuming particularly on large documents, but there's a much quicker way....

Press F5 and Word displays the Go To tab of the Find and Replace dialog box. On the left side of the dialog box, make sure that you indicate you want to go to a page (this should be the default choice).

Enter the page, section or heading which you want to move , click on Go To , or press Enter. You can also find specific words in your document.

Microsoft Word 2013 - Go To...

Tags  print ruler shortcut table tip trick word

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