We use computers for a huge range of different tasks, but just about everyone uses a word processor on a regular basis.
Microsoft Word
It might be a report, dissertation, that novel you're working on, or a business plan, but all can benefit from knowing Word's many shortcuts and tricks to getting things done quicker.
From basic keyboard shortcuts that everyone should know to more advanced features such as tracking changes when you're collaborating on a document with others, you're sure to find our selection of tips invaluable.
You might find the list includes a few that you already know, but we hope everyone finds at least one useful trick which saves them time.
Common shortcuts
DID YOU KNOW: You don't have to select or highlight a word to apply formatting to it? Simply place the cursor somewhere in the word, and hit Ctrl, B to make it bold, for example.
Here are some of the main shortcuts you'll want to use to save time:
Ctrl, Z - Undo
Ctrl, X - Cut
Ctrl, C - Copy
Ctrl, V - Paste
Ctrl, A - Select all
Ctrl, Shift, C - Format painter (copies formatting of selected text)
Ctrl, Shift, V - Format painter (pastes formatting to selection)
Ctrl, L - Align text left
Ctrl, F - Find
Ctrl, H - Find and replace
Ctrl, P - Print document
Ctrl, Shift, . - Enlarge font size for selected text
Ctrl, Shift, , - Decrease font size for selected text
Ctrl, Shift, N - Applies the Normal style to selection
Ctrl, Backspace - Delete last word
Ctrl, cursor keys - Navigate through text one word at a time
Tips and tricks to use Word faster
1. If you constantly use the mouse to click on tools in the Ribbon or in menus, learning a the keyboard shortcuts above will save time. We like F12 for Save As, and Ctrl, Y to redo the last thing you undid. Visit Microsoft's Office website for a full list.
2. Master F4. F4 is a really useful Keyboard shortcut. It repeats the last command you issued. So if you’ve just deleted a line, move to a new point in a document and use F4 to delete that line. If you’ve just chosen a font style, select a new area and use F4 to apply it there too.
3. Make templates. If you write a lot of letters, create a template letterhead for yourself. If you write a lot to the same person, create a template letterhead for letters to them. Templates save you retyping lots of text time after time after time. Make a templates folder to store them if you like.
4. Use and customise AutoCorrect. Word automatically corrects words you mistype. You can add to Word's auto correct list. Go to the File menu then Options, Proofing and AutoCorrect Options. Use the Replace Text as you Type box to set up personalised auto corrections.
5. Use the thesaurus. If your writing needs a pick-me-up then try the thesaurus built into Word for some ideas. Highlight your word or phrase, then right click, choose Synonyms then Thesaurus. If you like a word, click it to insert into text.
6. Use track changes. If you are working with others on a document, keep an eye on their modifications with track changes. Under the Review menu choose Track Changes. You can also use the Review ribbon to add comments to documents.
7. Customise the ribbon. If the Ribbon is confusing customise it to be more helpful. Choose File, Options, Customise Ribbon. This can get quite complex but careful work can reap rewards. You can also customise the quick access toolbar at the very top left of the Word window.
8. Speedy editing. If you need to find something in a document click Home, Editing, Find (or Ctrl-F). Now type your search term and click to jump to its locations for editing. Use Replace (Ctrl-H) to change all instances of a word or phrase to something else.
9. Change margins. If you need to fit text onto a single sheet and it just won’t work, change the margin sizes. Click Page Layout then Margins and either try the preset narrow margins or define a custom size.
Comments
Jim Martin said: One extra tip which we forgot to include is AutoText Its useful if you need to repeatedly include something complex or long-winded in your documentsAutoText can be found under Quick Parts is in the Insert tab on the Ribbon in 2007 and 2010 To create some AutoText type and format your text then select it including the invisible paragraph mark at the end of the sentence You can show this by pressing Ctrl Shift 8Then click the Quick Parts drop-down menu choose AutoText then Save Selection to AutoText GalleryOnce saved you can type the first word or two from your AutoText and press Enter to have Word insert the complete text
PCCare247 Reviews said: Yup Really useful shortcuts It would definitely reduce the time and efforts
Eoghan said: Sandra Thank you for your most useful hints on using Word I now have a printed copy sitting next to my keyboard and I will be referring to it oftenEoghan
Mamparra said: If the Ribbon is confusing customise it to be more helpful Sort of sums up what I think of Word in general If it was an Apple product it wouldnt be confusing it would just be right Why on earth Microsoft thought they had to make a lousy product even worse heaven only knows And you cant do simple things such as lassoo multiple items like you could before What a load of rubbish but then the Microsoft model has always been to make crap software with crap manuals and non-intelligible Help and then make money on the royalties they no doubt get on the Idiots Guides you have to get to make any sense of their lousy software