Friday, March 16, 2012

Effective Microsoft Word Shortcuts

Effective Microsoft Word Shortcuts

Best Microsoft Word Shorcuts we need to know

Microsoft Word: Love it or hate it, practically everyone uses it. I've been using it so long, I thought I knew everything about it. But I stumbled across some super helpful shortcuts — hidden tricks and timesavers that make Microsoft Word easier and faster.
One caveat for these tips: different versions of Word may have different commands, so some of these may not work in your version.

1. Double Click And Drag
If you're like most people, when you want to move a section of text from one place to another, you use Control-C to copy and Control-V to paste. That's fine. It works. But there's a faster way: Double click or highlight what you want to move, then simply drag what you've highlighted to where you want it to land.

2. Double Underline
You know you can affect text by hitting Control-B to make it bold or Control-U to underline. But if one line of underlining just isn't emphatic enough, Control-Shift-D will double underline. (On a Mac, use Command-Shift-D.)
If that doesn't make your point, you may have to go to ALL CAPS, and I've got a shortcut for that too…

3. Change Case
Change Case buttonInstead of retyping everything to change from lower case to Title Case or to UPPERCASE, just highlight the text you want to change, click the case button, and then choose which case you want.

4. Adding Buttons to Your Toolbar
Suppose you just tried using shortcut #3, but the case button isn't on your toolbar, no worries; you can add it (and almost any other command). Go to View, Toolbars, Customize Toolbars, Commands, then scroll to find the command you want — and drag it to where on the toolbar you want it.

5. Add the Date
How many times a day do you type the date? If you do it even once, that's too much. Next time, just hit Alt-Shift-D (or Control-Shift -D on a Mac) to add the date automatically.

6. Quick Parts
This next tip builds on what the Autotext function did in older versions of Word: If you have a certain paragraph of text you regularly need to add to a document — like a boilerplate disclaimer, or maybe directions to your office — turn it into a Quick Part. Here's how:
Quick Parts
Highlight the text you regularly use
Click the insert tab
Hit Quick Parts, and choose "Save Selection To The Quick Part Gallery"
Now any time you want to insert that chunk of text into a document, either a new one or and old one you're editing, just hit that Quick Parts button. Just one more click will select which saved Quick Part to insert. This trick will even work as a shortcut for adding a logo or letterhead.

7. Conform Fonts
This one used to drive me crazy: I'd copy and paste some bit of text from another document or from the Web, and then I'd have to click all over the place to get the font size and style to match the surrounding text of my existing document. No longer. Here's all you need to do: Highlight the non-conforming text, then hit Control-Spacebar. Done.

8 Shift + F5 (Returns to the last edit point)
Very useful when you have to copy some text from other parts of the document and you want to return to where you were in order to paste it.

9 Shift + F3 (Changes the case of any selected text)
This word shortcut is very useful when you want to toggles through the capitalization options. If you have a few lines of text in all uppercase and you want it to be in lowercase then this shortcut should make your life heaps easier.

10 Ctrl + Enter (Inserts automatic page break)
It’s amazing how many people use manual page break (Press enter key repeatedly to bring some chapter/line to the next page)! Manual page break is a maintenance nightmare cause as soon as you enter a line in the document you will have to manually fix all the other pages again. Use page break and make your word editing life easier.

11 Ctrl + Shift + N (Applies the Normal style)
This removes the formatting of the selected text. Very handy when copying stuff from the web which has different formatting applied to the text than your document. This shortcut will remove all those formatting and make it consistent with the formatting of your document.

12 Ctrl + Shift + C (Copies the formatting of selected text)
This is very useful when you only want to copy the formatting of the text only and not the text itself. Use ‘Ctrl + Shift + V’ on a selected text to apply the formatting you just copied.

13 F4 (Repeats your most recent command)
Word remembers the last action you performed and pressing this shortcut will repeat that action. This is very handy when you have to apply some action repeatedly.

14 Ctrl + F6 (Cycles through all open Word documents)
When you have multiple word documents open (pretty much all the time in my case) this shortcut allows you to cycle through them. Use ‘Ctrl + Shift + F6′ to cycle back.

15 Alt + Shift + Left/Right arrow key (Creates headings)
Hold the Alt+Shift keys down and press the Left or Right arrow on the keyboard – Left arrow to create a main Heading or Right arrow to create a subheading. Alternatively, use ‘Ctrl+Alt+1′ to create a Heading 1, ‘Ctrl+Alt+2′ to create a Heading 2.

16 Double click and Triple Click (Select word or paragraph)
Double-click on a word to select it, triple-click to select the paragraph. Ctrl+Click to select a sentence.

17 Alt + drag the mouse vertically (Make a vertical text selection)
Really useful when you want to select some texts/words vertically

18 Ctrl + 0 (Applies or removes 12 points of space above the current paragraph)
If you want to improve readability by adding some space above a line then this shortcut should do it.

19 Shift + Left/Right Arrow keys (Selects text character by character)
when you have selected some text using your mouse and you missed a few characters, this shortcut can save you without having to deselect and reselect again.

20 Ctrl + drag (Copies the selected text or object)
This shortcut allows you to copy a picture for example and drop it exactly where you want it easily.

21 Ctrl + F (Opens the Find tab)
Use this shortcut to open the find tab when you want to search of a text in word. Use ‘Ctrl + H’ if you want to use find and replace.

22 Few shortcuts for quick text formatting
Ctrl+B to make bold, Ctrl+I to make italic, or Ctrl+U to underline. Use Ctrl+L to left-justify text, Ctrl+E to centre it, Ctrl+J to justify it, and Ctrl+R to right-justify it.

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