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Handy Tips on Microsoft Word

ByNitin Agarwal

WIPRO Technologies

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

Hyphens ( --- )Underscores ( ___ ) Equal Signs ( === )Hash Signs ( ### )Asterisks ( *** )Tildes ( ~~~ )

Type Out a Table in WordYou can create tables in Microsoft Word by simply typing out a string of PLUS SIGNS (+) and MINUS SIGNS (-).

Start the row with a PLUS SIGN (+) and then type MINUS SIGN (-) until you have the column width you want. To add a new column type PLUS SIGN (+) again. When you're done type a final PLUS SIGN (+) and press ENTER. Word turns your text into a table. To add more rows to your table, move to the last cell in the table and press TAB.

Filling Word Documents with Pretend TextIf you want to fill a page(s) with text to test something like printing, but don't want to spend time pasting the same phrase over and over,

Type in =rand(x,y) and press "enter" .

Where x and y are replaced by numbers. X would be the number of paragraphsY would be the number of sentences in a paragraph.The text that gets generated is ‘The quick brown fox jumps over the lazy dog.’

Select a vertical block of textPress Alt + drag

Quickly Replicate Text or Graphics in WordHere's a quick way to make copies of text or graphics in Word:

1. Select the item or text you want to copy.

2. Press and hold down the CTRL key. 3. Then use the mouse to drag the item to the desired position.

A copy of the original item is made right where you want it. This is helpful when you're creating a document that will include a lot of repeated text or images.

Quickly Change Font Size in OfficeTo quickly change the font size in your Office application (Word, Front Page, Publisher or PowerPoint):

1. Highlight the text you want to change 2. Press:

CTRL+SHIFT+> - To Increase the sizeCTRL+SHIFT+< - To Decrease the size

Use your keyboard to quickly change the case of text in Microsoft Word

Select the text you want to change and press SHIFT+F3. Each time you press the F3 key, the text case switches between Title Case, UPPERCASE, and lowercase.

Insert Current Date and Time in WordYou can insert the current date or time in a Word document using keyboard shortcuts. Here's how:

1. Position the cursor where you want to insert the date or time. 2. Do one of the following:

To insert the date, press ALT+SHIFT+D. To insert the time, press ALT+SHIFT+T.

Close all word documents without closing WordShift + click the File menu then select Close All

Shift + clicking on the File menu give one more option Save All

Return to the last place you were workingReturn to the last place you were working or the place before that or before that. Press Shift + F5 repeatedly to return to last 5 cursor positions (even if one of those positions is in another open document).This one’s even cleverer, when you first open a document, press shift + F5 to jump to the last place you or someone else edited before closing the document.

Cycle through all open documents

To cycle through all open documents press Ctrl + F6 +F6 +F6….It works for Photoshop and others applications as well.

Whether you’re saving a file or opening a file try these shortcuts

Alt + 1 Go to previous folderAlt + 2 Go up one folder levelAlt + 3 Search the webAlt + 4 or Delete deletes selected file.Alt + 5 Create a new folderAlt + 6 repeatedly Cycle through all views.Alt + 7 Display the Tools menu

Determining Formatting in WordTo determine what formatting is applied to a particular paragraph in Word:

1. Go to Help / What's This? 2. When the cursor changes to a question mark, click on the paragraph. 3. Information such as font and size, alignment, indent, spacing and margins will

show.

Reducing the File Size of Word DocumentsIf you have make documents using MS Word and you make many formatting changes for the paragraph, fonts, page etc., you will see your file size gets bigger. Microsoft Word saves files by blocking, so any change you made for your document it will create a new block with the new formatting and disappear the old block without deleting it from the file.

You can solve this problem.

1. If you open your file and select File \ Save As and give your file a new name, it will save only the active blocks with out the old ones.

2. If you compare the two files you will see a difference in size

There is, however, a much easier way.

1. Choose Tools 2. Options... 3. Open the Save tab 4. Uncheck Allow Fast Saves

This makes Word rewrite the entire document file from scratch each time it is saved. The save command takes slightly longer, but your files can be drastically smaller (especially if you've done lots of formatting changes).

Complete list of word short cut keysCommand Name Modifiers Key MenuAbout HelpAll Caps Ctrl+Shift+ AAnnotation Alt+Ctrl+ MApp Maximize Alt+ F10App Restore Alt+ F5Apply Heading1 Alt+Ctrl+ 1Apply Heading2 Alt+Ctrl+ 2Apply Heading3 Alt+Ctrl+ 3Apply List Bullet Ctrl+Shift+ LArrange All WindowAuto Correct ToolsAuto Format Alt+Ctrl+ KAuto Format Begin FormatAuto Summarize Begin ToolsAuto Text F3Auto Text Alt+Ctrl+ VBackground Fill Effect Format BackgroundBackground More Colors Format BackgroundBold Ctrl+ BBold Ctrl+Shift+ BBookmark Ctrl+Shift+ F5 InsertBookshelf Lookup Reference

Tools

Break InsertBrowse Next Ctrl+ Page

DownBrowse Prev Ctrl+ Page UpBrowse Sel Alt+Ctrl+ HomeCancel EscCenter Para Ctrl+ EChange Case FormatChange Case Shift+ F3Char Left LeftChar Left Extend Shift+ LeftChar Right RightChar Right Extend Shift+ Right

Command Name Modifiers Key MenuClear Del EditClip Art Picture MenuClose FileClose Pane Alt+Shift+ CColumn Break Ctrl+Shift+ EnterColumn Select Ctrl+Shift+ F8Compare Versions Track Changes

MenuCopy Ctrl+ CCopy Ctrl+ InsCopy Format Ctrl+Shift+ CCopy Text Shift+ F2Create Auto Text Alt+ F3Cross Reference InsertCustomize ToolsCustomize Add Menu Shortcut

Alt+Ctrl+ =

Customize Keyboard Shortcut

Alt+Ctrl+ Num +

Customize Remove Menu Shortcut

Alt+Ctrl+ -

Cut Ctrl+ XCut Shift+ DelDate Field Alt+Shift+ DDate Time InsertDelete Back Word Ctrl+ BackspaceDelete Word Ctrl+ DelDo Field Click Alt+Shift+ F9Doc Close Ctrl+ W SystemDoc Close Ctrl+ F4 SystemDoc Maximize Ctrl+ F10 SystemDoc Minimize SystemDoc Move Ctrl+ F7 SystemDoc Restore Ctrl+ F5 SystemDoc Size Ctrl+ F8 SystemDoc Split Alt+Ctrl+ S WindowDouble Underline Ctrl+Shift+ DDraw Group DrawDraw Picture Automatic Image ControlDraw Picture Black and White

Image Control

Draw Picture Grayscale Image ControlDraw Picture Watermark Image ControlDraw Regroup DrawDraw Set Arrow Style Arrow

Command Name Modifiers Key MenuDraw Shadow Color Shadow ColorDraw Shadow Customize ShadowDraw Shadow Semi Transparent Toggle

Shadow Color

Draw Show Auto Shapes and Drawing Toolbars

Picture Menu

Draw Snap to Grid DrawDraw Ungroup DrawDraw Word Art Align Center

WordArt Alignment

Draw Word Art Align Left WordArt AlignmentDraw Word Art Align Letter Justify

WordArt Alignment

Draw Word Art Align Right

WordArt Alignment

Draw Word Art Align Stretch Justify

WordArt Alignment

Draw Word Art Align Word Justify

WordArt Alignment

Draw Word Art Kern WordArt TrackingDraw Word Art Spacing Loose

WordArt Tracking

Draw Word Art Spacing Normal

WordArt Tracking

Draw Word Art Spacing Tight

WordArt Tracking

Draw Word Art Spacing Very Loose

WordArt Tracking

Draw Word Art Spacing Very Tight

WordArt Tracking

Draw3 DColor Extrusion ColorDraw3 DCustomize 3-D EffectDraw3 DDepth Infinite Extrusion DepthDraw3 DDepth0 Extrusion DepthDraw3 DDepth1 Extrusion DepthDraw3 DDepth2 Extrusion DepthDraw3 DDepth3 Extrusion DepthDraw3 DDepth4 Extrusion DepthDraw3 DLighting Flat 3-D LightingDraw3 DLighting Harsh 3-D LightingDraw3 DLighting Normal 3-D LightingDraw3 DParallel Extrusion DirectionDraw3 DPerspective Extrusion DirectionDraw3 DSurface Matte 3-D Surface

Material

Command Name Modifiers Key MenuDraw3 DSurface Metal 3-D Surface

MaterialDraw3 DSurface Plastic 3-D Surface

MaterialDraw3 DWire Frame 3-D Surface

MaterialDrawing Object Wrap None

Text Wrapping

Drawing Object Wrap Square

Text Wrapping

Drawing Object Wrap Through

Text Wrapping

Drawing Object Wrap Tight

Text Wrapping

Drawing Object Wrap Top Bottom

Text Wrapping

End of Column Alt+ Page Down

End of Column Alt+Shift+ Page Down

End of Doc Extend Ctrl+Shift+ EndEnd of Document Ctrl+ EndEnd of Line EndEnd of Line Extend Shift+ EndEnd of Row Alt+ EndEnd of Row Alt+Shift+ EndEnd of Window Alt+Ctrl+ Page

DownEnd of Window Extend Alt+Ctrl+Shift+ Page

DownEndnote Now Alt+Ctrl+ EEnvelopes and Labels ToolsExit Alt+ F4 FileExtend Selection F8Field InsertField Chars Ctrl+ F9Field Codes Alt+ F9Find Ctrl+ F EditFont Ctrl+ DFont Ctrl+Shift+ FFont Size Select Ctrl+Shift+ PFootnote InsertFootnote Now Alt+Ctrl+ FFootnotes ViewFormula Table

Command Name Modifiers Key MenuGo Back Shift+ F5Go Back Alt+Ctrl+ ZGo To Ctrl+ G EditGo To F5 EditGridlines TableGrow Font Ctrl+Shift+ .Grow Font One Point Ctrl+ ]Hanging Indent Ctrl+ THeader ViewHeader Footer Link Alt+Shift+ RHeadings TableHelp F1Hidden Ctrl+Shift+ HHyperlink Ctrl+ KIndent Ctrl+ MIndex and Tables InsertItalic Ctrl+ IItalic Ctrl+Shift+ IJustify Para Ctrl+ JLanguage LanguageLeft Para Ctrl+ LLetter Properties ToolsLine Down DownLine Down Extend Shift+ DownLine Up UpLine Up Extend Shift+ UpLinks EditList Num Field Alt+Ctrl+ LLock Fields Ctrl+ 3Lock Fields Ctrl+ F11Macro Alt+ F8Mail Merge Check Alt+Shift+ KMail Merge Edit Data Source

Alt+Shift+ E

Mail Merge to Doc Alt+Shift+ NMail Merge to Printer Alt+Shift+ MMark Citation Alt+Shift+ IMark Index Entry Alt+Shift+ XMark Table of Contents Entry

Alt+Shift+ O

Master Document ViewMenu Mode F10Merge Field Alt+Shift+ FMerge Revisions ToolsMicrosoft On The Web1 Microsoft on the

Command Name Modifiers Key MenuWeb

Microsoft On The Web10 Microsoft on the Web
















Microsoft System Info Alt+Ctrl+ F1Move Text F2New Ctrl+ N FileNew Window WindowNext Cell TabNext Field F11Next Field Alt+ F1Next Misspelling Alt+ F7Next Object Alt+ DownNext Window Ctrl+ F6Next Window Alt+ F6Normal Alt+Ctrl+ N View

Command Name Modifiers Key MenuNormal Style Ctrl+Shift+ NNormal Style Alt+Shift+ Num 5Object InsertOffice Drawing Picture MenuOnline ViewOpen Ctrl+ OOpen Ctrl+ F12Open Alt+Ctrl+ F2Open or Close Up Para Ctrl+ 0Options ToolsOther Pane F6Other Pane Shift+ F6Outline Alt+Ctrl+ O ViewOutline Collapse Alt+Shift+ -Outline Collapse Alt+Shift+ Num -Outline Demote Alt+Shift+ RightOutline Expand Alt+Shift+ =Outline Expand Alt+Shift+ Num +Outline Move Down Alt+Shift+ DownOutline Move Up Alt+Shift+ UpOutline Promote Alt+Shift+ LeftOutline Show First Line Alt+Shift+ LOvertype InsPage Alt+Ctrl+ P ViewPage Break Ctrl+ EnterPage Down Page

DownPage Down Extend Shift+ Page

DownPage Field Alt+Shift+ PPage Numbers InsertPage Up Page UpPage Up Extend Shift+ Page UpPara Down Ctrl+ DownPara Down Extend Ctrl+Shift+ DownPara Up Ctrl+ UpPara Up Extend Ctrl+Shift+ UpPaste Ctrl+ VPaste Shift+ InsPaste As Hyperlink EditPaste Format Ctrl+Shift+ VPaste Special EditPhoto Editor Scan Picture MenuPost Send ToPresent It Send To

Command Name Modifiers Key MenuPrev Cell Shift+ TabPrev Field Shift+ F11Prev Field Alt+Shift+ F1Prev Object Alt+ UpPrev Window Ctrl+Shift+ F6Prev Window Alt+Shift+ F6Print Ctrl+ P FilePrint Ctrl+Shift+ F12 FilePrint Preview Ctrl+ F2Print Preview Alt+Ctrl+ IProofing F7Properties FileProtect Unprotect Document

Tools

Record Macro Toggle MacroRedo Alt+Shift+ BackspaceRedo or Repeat Ctrl+ Y EditRedo or Repeat F4 EditRedo or Repeat Alt+ Enter EditRepeat Find Shift+ F4Repeat Find Alt+Ctrl+ YReplace Ctrl+ H EditReset Char Ctrl+ SpaceReset Char Ctrl+Shift+ ZReset Para Ctrl+ QRevision Marks Toggle Ctrl+Shift+ ERight Para Ctrl+ RRouting Slip Send ToSave Ctrl+ SSave Shift+ F12Save Alt+Shift+ F2Save As F12 FileSave Html FileSelect All Ctrl+ A EditSelect All Ctrl+ Num 5 EditSelect All Ctrl+ Num 5 EditSelect Column TableSelect Row TableSelect Table Alt+ Num 5 TableSend to Fax Send ToShow All Ctrl+Shift+ 8Show All Headings Alt+Shift+ AShow All Headings Alt+Shift+ AShow Heading1 Alt+Shift+ 1Show Heading2 Alt+Shift+ 2

Command Name Modifiers Key MenuShow Heading3 Alt+Shift+ 3Show Heading4 Alt+Shift+ 4Show Heading5 Alt+Shift+ 5Show Heading6 Alt+Shift+ 6Show Heading7 Alt+Shift+ 7Show Heading8 Alt+Shift+ 8Show Heading9 Alt+Shift+ 9Shrink Font Ctrl+Shift+ ,Shrink Font One Point Ctrl+ [Shrink Selection Shift+ F8Small Caps Ctrl+Shift+ KSort TableSpace Para1 Ctrl+ 1Space Para15 Ctrl+ 5Space Para2 Ctrl+ 2Spike Ctrl+Shift+ F3Spike Ctrl+ F3Split TableStart of Column Alt+ Page UpStart of Column Alt+Shift+ Page UpStart of Doc Extend Ctrl+Shift+ HomeStart of Document Ctrl+ HomeStart of Line HomeStart of Line Extend Shift+ HomeStart of Row Alt+ HomeStart of Row Alt+Shift+ HomeStart of Window Alt+Ctrl+ Page UpStart of Window Extend Alt+Ctrl+Shift+ Page UpStyle Ctrl+Shift+ SStyle Gallery FormatSubscript Ctrl+ =Superscript Ctrl+Shift+ =Symbol InsertSymbol Font Ctrl+Shift+ QTabs FormatTemplates ToolsThesaurus Shift+ F7Time Field Alt+Shift+ TTo or from Text TableToggle Field Display Shift+ F9Toggle Master Subdocs Ctrl+ \Tool Shift+ F1Toolbars ViewUn Hang Ctrl+Shift+ TUn Indent Ctrl+Shift+ M

Command Name Modifiers Key MenuUnderline Ctrl+ UUnderline Ctrl+Shift+ UUndo Ctrl+ ZUndo Alt+ BackspaceUnlink Fields Ctrl+ 6Unlink Fields Ctrl+Shift+ F9Unlock Fields Ctrl+ 4Unlock Fields Ctrl+Shift+ F11Update Auto Format Alt+Ctrl+ UUpdate Fields F9Update Fields Alt+Shift+ UUpdate Source Ctrl+Shift+ F7VBCode Alt+ F11Versions FileWeb Go Back Alt+ LeftWeb Go Forward Alt+ RightWord Count ToolsWord Left Ctrl+ LeftWord Left Extend Ctrl+Shift+ LeftWord Perfect Help HelpWord Right Ctrl+ RightWord Right Extend Ctrl+Shift+ RightWord Underline Ctrl+Shift+ WWrap Boundary Text Wrapping

* Shortcut key to mouse right click Shift + F10.