Monday, August 21, 2006

Handy Tips on Microsoft Word (Written by Nitin Agarwal of 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…

 

 

 

ü      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 ( *** )

Tildes ( ~~~ )

ü      Type Out a Table in Word

You 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.

ü      Filling Word Documents with Pretend Text

If 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 paragraphs
Y would be the number of sentences in a paragraph.
The text that gets generated is ‘The quick brown fox jumps over the lazy dog
.’ 

ü      Select a vertical block of text

      Press Alt + drag

ü      Quickly Replicate Text or Graphics in Word

            Here'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.

ü      Quickly Change Font Size in Office

            To 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 size
            CTRL+SHIFT+< - To Decrease the size

ü      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.

ü      Insert Current Date and Time in Word

            You 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.

ü      Close all word documents without closing Word

Shift + click the File menu then select Close All

 

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

ü      Return to the last place you were working

Return 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.

ü      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.

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

      Alt + 1 Go to previous folder

      Alt + 2 Go up one folder level

      Alt + 3 Search the web

      Alt + 4 or Delete deletes selected file.

      Alt + 5 Create a new folder

      Alt + 6 repeatedly Cycle through all views.

      Alt + 7 Display the Tools menu

ü      Determining Formatting in Word

To 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.

ü      Reducing the File Size of Word Documents

If 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).

 

 

 

ü      Complete list of word short cut keys

Command Name

Modifiers

Key

Menu

About

 

 

Help

All Caps

Ctrl+Shift+

A

 

Annotation

Alt+Ctrl+

M

 

App Maximize

Alt+

F10

 

App Restore

Alt+

F5

 

Apply Heading1

Alt+Ctrl+

1

 

Apply Heading2

Alt+Ctrl+

2

 

Apply Heading3

Alt+Ctrl+

3

 

Apply List Bullet

Ctrl+Shift+

L

 

Arrange All

 

 

Window

Auto Correct

 

 

Tools

Auto Format

Alt+Ctrl+

K

 

Auto Format Begin

 

 

Format

Auto Summarize Begin

 

 

Tools

Auto Text

 

F3

 

Auto Text

Alt+Ctrl+

V

 

Background Fill Effect

 

 

Format Background

Background More Colors

 

 

Format Background

Bold

Ctrl+

B

 

Bold

Ctrl+Shift+

B

 

Bookmark

Ctrl+Shift+

F5

Insert

Bookshelf Lookup Reference

 

 

Tools

Break

 

 

Insert

Browse Next

Ctrl+

Page Down

 

Browse Prev

Ctrl+

Page Up

 

Browse Sel

Alt+Ctrl+

Home

 

Cancel

 

Esc

 

Center Para

Ctrl+

E

 

Change Case

 

 

Format

Change Case

Shift+

F3

 

Char Left

 

Left

 

Char Left Extend

Shift+

Left

 

Char Right

 

Right

 

Char Right Extend

Shift+

Right

 

Clear

 

Del

Edit

Clip Art

 

 

Picture Menu

Close

 

 

File

Close Pane

Alt+Shift+

C

 

Column Break

Ctrl+Shift+

Enter

 

Column Select

Ctrl+Shift+

F8

 

Compare Versions

 

 

Track Changes Menu

Copy

Ctrl+

C

 

Copy

Ctrl+

Ins

 

Copy Format

Ctrl+Shift+

C

 

Copy Text

Shift+

F2

 

Create Auto Text

Alt+

F3

 

Cross Reference

 

 

Insert

Customize

 

 

Tools

Customize Add Menu Shortcut

Alt+Ctrl+

=

 

Customize Keyboard Shortcut

Alt+Ctrl+

Num +

 

Customize Remove Menu Shortcut

Alt+Ctrl+

-

 

Cut

Ctrl+

X

 

Cut

Shift+

Del

 

Date Field

Alt+Shift+

D

 

Date Time

 

 

Insert

Delete Back Word

Ctrl+

Backspace

 

Delete Word

Ctrl+

Del

 

Do Field Click

Alt+Shift+

F9

 

Doc Close

Ctrl+

W

System

Doc Close

Ctrl+

F4

System

Doc Maximize

Ctrl+

F10

System

Doc Minimize

 

 

System

Doc Move

Ctrl+

F7

System

Doc Restore

Ctrl+

F5

System

Doc Size

Ctrl+

F8

System

Doc Split

Alt+Ctrl+

S

Window

Double Underline

Ctrl+Shift+

D

 

Draw Group

 

 

Draw

Draw Picture Automatic

 

 

Image Control

Draw Picture Black and White

 

 

Image Control

Draw Picture Grayscale

 

 

Image Control

Draw Picture Watermark

 

 

Image Control

Draw Regroup

 

 

Draw

Draw Set Arrow Style

 

 

Arrow

Draw Shadow Color

 

 

Shadow Color

Draw Shadow Customize

 

 

Shadow

Draw Shadow Semi Transparent Toggle

 

 

Shadow Color

Draw Show Auto Shapes and Drawing Toolbars

 

 

Picture Menu

Draw Snap to Grid

 

 

Draw

Draw Ungroup

 

 

Draw

Draw Word Art Align Center

 

 

WordArt Alignment

Draw Word Art Align Left

 

 

WordArt Alignment

Draw 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 Tracking

Draw 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 Color

Draw3 DCustomize

 

 

3-D Effect

Draw3 DDepth Infinite

 

 

Extrusion Depth

Draw3 DDepth0

 

 

Extrusion Depth

Draw3 DDepth1

 

 

Extrusion Depth

Draw3 DDepth2

 

 

Extrusion Depth

Draw3 DDepth3

 

 

Extrusion Depth

Draw3 DDepth4

 

 

Extrusion Depth

Draw3 DLighting Flat

 

 

3-D Lighting

Draw3 DLighting Harsh

 

 

3-D Lighting

Draw3 DLighting Normal

 

 

3-D Lighting

Draw3 DParallel

 

 

Extrusion Direction

Draw3 DPerspective

 

 

Extrusion Direction

Draw3 DSurface Matte

 

 

3-D Surface Material

Draw3 DSurface Metal

 

 

3-D Surface Material

Draw3 DSurface Plastic

 

 

3-D Surface Material

Draw3 DWire Frame

 

 

3-D Surface Material

Drawing 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+

End

 

End of Document

Ctrl+

End

 

End of Line

 

End

 

End of Line Extend

Shift+

End

 

End of Row

Alt+

End

 

End of Row

Alt+Shift+

End

 

End of Window

Alt+Ctrl+

Page Down

 

End of Window Extend

Alt+Ctrl+Shift+

Page Down

 

Endnote Now

Alt+Ctrl+

E

 

Envelopes and Labels

 

 

Tools

Exit

Alt+

F4

File

Extend Selection

 

F8

 

Field

 

 

Insert

Field Chars

Ctrl+

F9

 

Field Codes

Alt+

F9

 

Find

Ctrl+

F

Edit

Font

Ctrl+

D

 

Font

Ctrl+Shift+

F

 

Font Size Select

Ctrl+Shift+

P

 

Footnote

 

 

Insert

Footnote Now

Alt+Ctrl+

F

 

Footnotes

 

 

View

Formula

 

 

Table

Go Back

Shift+

F5

 

Go Back

Alt+Ctrl+

Z

 

Go To

Ctrl+

G

Edit

Go To

 

F5

Edit

Gridlines

 

 

Table

Grow Font

Ctrl+Shift+

.

 

Grow Font One Point

Ctrl+

]

 

Hanging Indent

Ctrl+

T

 

Header

 

 

View

Header Footer Link

Alt+Shift+

R

 

Headings

 

 

Table

Help

 

F1

 

Hidden

Ctrl+Shift+

H

 

Hyperlink

Ctrl+

K

 

Indent

Ctrl+

M

 

Index and Tables

 

 

Insert

Italic

Ctrl+

I

 

Italic

Ctrl+Shift+

I

 

Justify Para

Ctrl+

J

 

Language

 

 

Language

Left Para

Ctrl+

L

 

Letter Properties

 

 

Tools

Line Down

 

Down

 

Line Down Extend

Shift+

Down

 

Line Up

 

Up

 

Line Up Extend

Shift+

Up

 

Links

 

 

Edit

List Num Field

Alt+Ctrl+

L

 

Lock Fields

Ctrl+

3

 

Lock Fields

Ctrl+

F11

 

Macro

Alt+

F8

 

Mail Merge Check

Alt+Shift+

K

 

Mail Merge Edit Data Source

Alt+Shift+

E

 

Mail Merge to Doc

Alt+Shift+

N

 

Mail Merge to Printer

Alt+Shift+

M

 

Mark Citation

Alt+Shift+

I

 

Mark Index Entry

Alt+Shift+

X

 

Mark Table of Contents Entry

Alt+Shift+

O

 

Master Document

 

 

View

Menu Mode

 

F10

 

Merge Field

Alt+Shift+

F

 

Merge Revisions

 

 

Tools

Microsoft On The Web1

 

 

Microsoft on the Web

Microsoft On The Web10

 

 

Microsoft on the Web

Microsoft On The Web11

 

 

Microsoft on the Web

Microsoft On The Web12

 

 

Microsoft on the Web

Microsoft On The Web13

 

 

Microsoft on the Web

Microsoft On The Web14

 

 

Microsoft on the Web

Microsoft On The Web15

 

 

Microsoft on the Web

Microsoft On The Web16

 

 

Microsoft on the Web

Microsoft On The Web17

 

 

Microsoft on the Web

Microsoft On The Web2

 

 

Microsoft on the Web

Microsoft On The Web3

 

 

Microsoft on the Web

Microsoft On The Web4

 

 

Microsoft on the Web

Microsoft On The Web5

 

 

Microsoft on the Web

Microsoft On The Web6

 

 

Microsoft on the Web

Microsoft On The Web7

 

 

Microsoft on the Web

Microsoft On The Web8

 

 

Microsoft on the Web

Microsoft On The Web9

 

 

Microsoft on the Web

Microsoft System Info

Alt+Ctrl+

F1

 

Move Text

 

F2

 

New

Ctrl+

N

File

New Window

 

 

Window

Next Cell

 

Tab

 

Next Field

 

F11

 

Next Field

Alt+

F1

 

Next Misspelling

Alt+

F7

 

Next Object

Alt+

Down

 

Next Window

Ctrl+

F6

 

Next Window

Alt+

F6

 

Normal

Alt+Ctrl+

N

View

Normal Style

Ctrl+Shift+

N

 

Normal Style

Alt+Shift+

Num 5

 

Object

 

 

Insert

Office Drawing

 

 

Picture Menu

Online

 

 

View

Open

Ctrl+

O

 

Open

Ctrl+

F12

 

Open

Alt+Ctrl+

F2

 

Open or Close Up Para

Ctrl+

0

 

Options

 

 

Tools

Other Pane

 

F6

 

Other Pane

Shift+

F6

 

Outline

Alt+Ctrl+

O

View

Outline Collapse

Alt+Shift+

-

 

Outline Collapse

Alt+Shift+

Num -

 

Outline Demote

Alt+Shift+

Right

 

Outline Expand

Alt+Shift+

=

 

Outline Expand

Alt+Shift+

Num +

 

Outline Move Down

Alt+Shift+

Down

 

Outline Move Up

Alt+Shift+

Up

 

Outline Promote

Alt+Shift+

Left

 

Outline Show First Line

Alt+Shift+

L

 

Overtype

 

Ins

 

Page

Alt+Ctrl+

P

View

Page Break

Ctrl+

Enter

 

Page Down

 

Page Down

 

Page Down Extend

Shift+

Page Down

 

Page Field

Alt+Shift+

P

 

Page Numbers

 

 

Insert

Page Up

 

Page Up

 

Page Up Extend

Shift+

Page Up

 

Para Down

Ctrl+

Down

 

Para Down Extend

Ctrl+Shift+

Down

 

Para Up

Ctrl+

Up

 

Para Up Extend

Ctrl+Shift+

Up

 

Paste

Ctrl+

V

 

Paste

Shift+

Ins

 

Paste As Hyperlink

 

 

Edit

Paste Format

Ctrl+Shift+

V

 

Paste Special

 

 

Edit

Photo Editor Scan

 

 

Picture Menu

Post

 

 

Send To

Present It

 

 

Send To

Prev Cell

Shift+

Tab

 

Prev Field

Shift+

F11

 

Prev Field

Alt+Shift+

F1

 

Prev Object

Alt+

Up

 

Prev Window

Ctrl+Shift+

F6

 

Prev Window

Alt+Shift+

F6

 

Print

Ctrl+

P

File

Print

Ctrl+Shift+

F12

File

Print Preview

Ctrl+

F2

 

Print Preview

Alt+Ctrl+

I

 

Proofing

 

F7

 

Properties

 

 

File

Protect Unprotect Document

 

 

Tools

Record Macro Toggle

 

 

Macro

Redo

Alt+Shift+

Backspace

 

Redo or Repeat

Ctrl+

Y

Edit

Redo or Repeat

 

F4

Edit

Redo or Repeat

Alt+

Enter

Edit

Repeat Find

Shift+

F4

 

Repeat Find

Alt+Ctrl+

Y

 

Replace

Ctrl+

H

Edit

Reset Char

Ctrl+

Space

 

Reset Char

Ctrl+Shift+

Z

 

Reset Para

Ctrl+

Q

 

Revision Marks Toggle

Ctrl+Shift+

E

 

Right Para

Ctrl+

R

 

Routing Slip

 

 

Send To

Save

Ctrl+

S

 

Save

Shift+

F12

 

Save

Alt+Shift+

F2

 

Save As

 

F12

File

Save Html

 

 

File

Select All

Ctrl+

A

Edit

Select All

Ctrl+

Num 5

Edit

Select All

Ctrl+

Num 5

Edit

Select Column

 

 

Table

Select Row

 

 

Table

Select Table

Alt+

Num 5

Table

Send to Fax

 

 

Send To

Show All

Ctrl+Shift+

8

 

Show All Headings

Alt+Shift+

A

 

Show All Headings

Alt+Shift+

A

 

Show Heading1

Alt+Shift+

1

 

Show Heading2

Alt+Shift+

2

 

Show Heading3

Alt+Shift+

3

 

Show Heading4

Alt+Shift+

4

 

Show Heading5

Alt+Shift+

5

 

Show Heading6

Alt+Shift+

6

 

Show Heading7

Alt+Shift+

7

 

Show Heading8

Alt+Shift+

8

 

Show Heading9

Alt+Shift+

9

 

Shrink Font

Ctrl+Shift+

,

 

Shrink Font One Point

Ctrl+

[

 

Shrink Selection

Shift+

F8

 

Small Caps

Ctrl+Shift+

K

 

Sort

 

 

Table

Space Para1

Ctrl+

1

 

Space Para15

Ctrl+

5

 

Space Para2

Ctrl+

2

 

Spike

Ctrl+Shift+

F3

 

Spike

Ctrl+

F3

 

Split

 

 

Table

Start of Column

Alt+

Page Up

 

Start of Column

Alt+Shift+

Page Up

 

Start of Doc Extend

Ctrl+Shift+

Home

 

Start of Document

Ctrl+

Home

 

Start of Line

 

Home

 

Start of Line Extend

Shift+

Home

 

Start of Row

Alt+

Home

 

Start of Row

Alt+Shift+

Home

 

Start of Window

Alt+Ctrl+

Page Up

 

Start of Window Extend

Alt+Ctrl+Shift+

Page Up

 

Style

Ctrl+Shift+

S

 

Style Gallery

 

 

Format

Subscript

Ctrl+

=

 

Superscript

Ctrl+Shift+

=

 

Symbol

 

 

Insert

Symbol Font

Ctrl+Shift+

Q

 

Tabs

 

 

Format

Templates

 

 

Tools

Thesaurus

Shift+

F7

 

Time Field

Alt+Shift+

T

 

To or from Text

 

 

Table

Toggle Field Display

Shift+

F9

 

Toggle Master Subdocs

Ctrl+

\

 

Tool

Shift+

F1

 

Toolbars

 

 

View

Un Hang

Ctrl+Shift+

T

 

Un Indent

Ctrl+Shift+

M

 

Underline

Ctrl+

U

 

Underline

Ctrl+Shift+

U

 

Undo

Ctrl+

Z

 

Undo

Alt+

Backspace

 

Unlink Fields

Ctrl+

6

 

Unlink Fields

Ctrl+Shift+

F9

 

Unlock Fields

Ctrl+

4

 

Unlock Fields

Ctrl+Shift+

F11

 

Update Auto Format

Alt+Ctrl+

U

 

Update Fields

 

F9

 

Update Fields

Alt+Shift+

U

 

Update Source

Ctrl+Shift+

F7

 

VBCode

Alt+

F11

 

Versions

 

 

File

Web Go Back

Alt+

Left

 

Web Go Forward

Alt+

Right

 

Word Count

 

 

Tools

Word Left

Ctrl+

Left

 

Word Left Extend

Ctrl+Shift+

Left

 

Word Perfect Help

 

 

Help

Word Right

Ctrl+

Right

 

Word Right Extend

Ctrl+Shift+

Right

 

Word Underline

Ctrl+Shift+

W

 

Wrap Boundary

 

 

Text Wrapping

* Shortcut key to mouse right

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