Word Tech Tips

Word Tips:

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Keyboard Shortcuts     


Text Editing Shortcuts

Text editing is one of the main functions of any word processor, including Word. If you want to save a lot of time and effort when you’re working in Word try some of these text editing shortcuts:

Select a character. Press Shift+Right Arrow to select the character to the right of the cursor, or to select the character to the left, press Shift+Left Arrow
Select a word
. Press Ctrl+Shift+RightArrow to select the word to the right of the cursor, or to select the word to the left, press Ctrl+Shift+Left Arrow
 Select a line
. Position the cursor at the beginning of the line and press Shift+End
Select all text
. From anywhere in the document, press Ctrl+A
. Select the text you want to copy and press Ctrl+C
. Select the text you want to cut and press Ctrl+X
. Position the cursor where you want the text inserted and press Ctrl+V


Text Formatting Shortcuts

When it comes to formatting text, there’s almost no end to what you can do in Word. To make life a little easier try some of these text formatting shortcuts:

Bold . Select the text you want to bold and press Ctrl+B
. Select the text you want italicized and press Ctrl+I
. Select the text you want underlined and press Ctrl +U
Font Size
. To increase the size of the font, select the text and press Ctrl+Shift+>. To decrease the font size, press Ctrl+Shift+<
Letter Casing
. To change the case of letters press Shift+F3 one, two or three times. It cycles through lowercase, sentence case, and uppercase. Stop pressing Shift+F3 when you achieve the desired casing.


Paragraph Formatting Shortcuts

Formatting paragraphs, while not as glamorous as character formatting (ok, maybe glamorous is a slight exaggeration for either one) is just as important. Hence, Word provides a number of keyboard shortcuts to make the job easy:

Left Align. Place the cursor anywhere in the paragraph and press Ctrl+L
. Place the cursor anywhere in the paragraph and press Ctrl +E
Right Align
. Place the cursor anywhere in the paragraph and press Ctrl+R
. Place the cursor anywhere in the paragraph and press Ctrl+J

: As far as Word is concerned, anything that precedes a hard return (a hidden character inserted in your document when you press the Enter key) is a paragraph. In other words, a single character, a word, a sentence, or an entire novel is considered a paragraph as long as it does not contain a hard return. Consequently, any paragraph formatting you apply will affect all the text preceding the hard return, regardless of how you view it. For example, you can add blank lines to a large selection of text by pressing Shift+Enter, thereby making it appear that there are multiple paragraphs. Word, however, not finding any hard returns will consider all the text as one paragraph and apply paragraph formatting accordingly.


Handy Shortcuts to Have

The following shortcuts don’t fall into any specific category, but can save you a lot of time and effort while working in Word.

Undo. Change your mind? Press Ctrl+ Z and Word undoes the last action you performed. Keep pressing to undo previous actions as well. Note: Each time you save the document, the undo list is cleared.
Redo . Change your mind after you changed your mind? No problem, press Ctrl+Y and word puts back the action you just undid.
Find. To locate a character, a word, or a string of text (a bunch of characters or words “strung” together) press Ctrl+F to open the Find dialog box.
Find and Replace. This handy feature, which enables you to search through your document for every instance of a piece text and replace it with another, can be activated by pressing Ctrl+H.


Using Shortcuts to Add Popular Symbols

Word has an enormous collection of symbols you can add to your document with the Insert | Symbol command. However, a few of the more popular symbols can also be added quickly with a simple keyboard shortcut:

Copyright Symbol. Press Alt+Ctrl+C
Registered Trademark Symbol
. Press Alt+Ctrl+R
Trademark Symbol
. Press Alt+Ctrl+T

AutoText Tips                        


Using AutoCorrect

AutoCorrect is a wonderful feature in Word that automatically replaces one piece of text with another. By default, AutoCorrect is used in conjunction with spell checking to automatically replace commonly misspelled words. That’s why when you type adn, Word automatically replaces it with and. You can customize this feature to add your own favorite misspelled words, OR to create abbreviations for longer strings of text that you frequently type, such as names, companies, products, and so on. For example, suppose you write a lot of letters to your congressman, J. Farnsworth Pennyweather. Wouldn’t it be a lot easier to just type jfp, than J. Farnsworth Pennyweather each time? With AutoCorrect you can do it. Here’s how:

Using the Mouse. Choose Tools | AutoCorrect from the menu bar to open the AutoCorrect dialog box. The cursor is automatically placed in the Replace field of the AutoCorrect tab. Enter the misspelling or the abbreviation here. Press the Tab key and enter the correctly spelled word, or the full text for the abbreviation in the With field. Click the Add button to save the new entry. Repeat the process for each word or abbreviation you want to enter. When you’re through click OK to return to the active document.

Using the Keyboard. Press Alt, then T, then A to open the AutoCorrect dialog box. Since the cursor is already in the Replace field, start typing the misspelled word, or abbreviation you want to use. Press the Tab key to move to the With field and enter the correctly spelled word, or full text. Press Alt+A to add the new entry. Repeat the process for each word or abbreviation and click OK when you’re finished.

The next time you type the abbreviation followed by a space, punctuation mark, or a return, the full text immediately replaces the abbreviation.

Caution: Be sure not to use a real word for your abbreviation or else you’ll end up with some very interesting text (i.e. using so for significant other, or to for Terrence O’Reilly).

Note: If you want to replace the abbreviation with formatted text (bold, italic, etc) create and select (highlight) the formatted text in the Word document before opening the AutoCorrect dialog box. When you open the AutoCorrect dialog box the text will be inserted in the With field. Complete the Replace field and check the Formatted text option. Then proceed as indicated in the previous steps.


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