WORD (2010) TIPS & TRICKS Gail Weiss
Word (2010) Tips & Tricks Overview: Here are some tips and tricks to use in WORD to make you more productive. TABLE OF CONTENTS CUSTOMIZING THE QUICK ACCESS TOOLBAR... 1 CUSTOMIZING THE RIBBON... 3 CUSTOMIZING THE STATUS BAR... 4 KEYSTROKES FOR NAVIGATING A DOCUMENT... 5 KEYSTROKES FOR SELECTING TEXT... 6 USING THE CLIPBOARD... 7 PASTING ITEMS FROM THE CLIPBOARD... 9 DELETING ITEMS FROM THE OFFICE CLIPBOARD... 9 USING PASTE SPECIAL... 10 AUTOCORRECT... 12 USING THE FORMAT PAINTER... 13 PICKING UP WHERE YOU LEFT OFF... 13 EXPLORING THE INSERT RIBBON... 14 EXPLORING THE VIEW RIBBON... 19 i
CUSTOMIZING THE QUICK ACCESS TOOLBAR The Quick Access Toolbar (QAT) is the small toolbar that appears above the Ribbon. This toolbar provides access to commands you are likely to use often. By default, it displays only Save, Undo, and Redo. You can easily change the commands that appear in the Quick Access Toolbar so that it contains those you use regularly. For example, to quickly open documents, you may want to add the Open command to the Quick Access Toolbar. To add a command to the QAT Click the arrow to the right of the Quick Access Toolbar. The drop-down list shown below will appear showing you the most common additions. Click the item you want to add and Word will add the command to the toolbar. 1
You can also click More Commands to see additional options: 2
CUSTOMIZING THE RIBBON You also have the option to customize the Ribbon here: 3
CUSTOMIZING THE STATUS BAR The status bar in Word below the document can give you a lot of information about the current document you are working on simply by right-clicking anywhere on it. When you do, a popup list of available items will appear as shown below. At a glance, you can see helpful things like word count, spelling status and the mode you are typing in (Insert or Overtype). But the real purpose of the Customize Status Bar list is to enable you to choose the items you want to see displayed on the status bar. To add an item that's not currently displayed, just click it. To hide something you don t want displayed in the status bar, click the item to remove it. Displayed items appear with checkmarks in the Customize Status Bar list. 4
KEYSTROKES FOR NAVIGATING A DOCUMENT KEYSTROKE MOVES: LEFT ARROW Left one character at a time RIGHT ARROW DOWN ARROW UP ARROW Right one character at a time Down one line at a time Up one line at a time CTRL+ LEFT ARROW Left one word at a time CTRL+ RIGHT ARROW Right one word at a time HOME END CTRL+HOME CTRL+END PAGE UP PAGE DOWN CTRL+PAGE UP CTRL+PAGE DOWN To the beginning of the current line of text To the end of the current line of text To the beginning of the document To the end of the document Up one full screen Down one full screen To the beginning of the previous page To the beginning of the next page 5
KEYSTROKES FOR SELECTING TEXT TO SELECT DO THIS Any amount of Click where you want to begin the selection, hold down the left mouse text button, and then drag the pointer over the text that you want to select. A word A line of text A sentence A paragraph Multiple paragraphs A large block of text An entire document Double-click anywhere in the word. Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click. Hold down CTRL, and then click anywhere in the sentence. Triple-click anywhere in the paragraph. Move the pointer to the left of the first paragraph until it changes to a rightpointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down. Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end. Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click. 6
USING THE CLIPBOARD The Office Clipboard works with the standard Copy and Paste commands. Just copy an item to the Office Clipboard and then paste it from the Office Clipboard into any Office document at any time. Up to 24 collected items stay on the Office Clipboard until you exit all Office programs or you delete the items from the Clipboard task pane. After you exit all Office programs, only the last item that you copied stays on the Office Clipboard. When you exit all Office programs and restart your computer, the Office Clipboard is cleared of all items. To view the Clipboard Task Pane: On the Home tab, in the Clipboard group, click the Clipboard Dialog Box Launcher. The Clipboard Task Pane will appear showing you the last 24 items you copied or cut. 7
On the Clipboard Task Pane below, click on the Options button: Option Description Show Office Clipboard Automatically Show Office Clipboard When CTRL+C Pressed Twice Automatically displays the Office Clipboard when copying items. Automatically displays the Office Clipboard when you press CTRL+C twice. Collect Without Showing Office Clipboard Automatically copies items to the Office Clipboard without displaying the Clipboard task pane. Show Office Clipboard Icon on Taskbar Show Status Near Taskbar When Copying Displays the Office Clipboard icon in the status area of the system taskbar when the Office Clipboard is active. This option is turned on by default. Displays the collected item message when copying items to the Office Clipboard. This option is turned on by default. Copying an Item from the Clipboard Open the file that you want to copy items from. Select the first item that you want to copy. Continue copying items from the same or other files until you have collected all of the items that you want. The Office Clipboard can hold up to 24 items. If you copy a twenty-fifth item, the first item on the Office Clipboard is deleted. If you open the Clipboard task pane in one Office program, the Clipboard task pane does not automatically appear when you switch to another Office program. However, you can continue to copy items from other programs. If the Show Status Near Taskbar When Copying option is selected (to verify, click Options in the Clipboard task pane), a message is displayed above the status area to indicate that an item has been added to the Office Clipboard. 8
As items are added to the Office Clipboard, an entry is displayed in the Clipboard task pane. The newest entry is always added to the top. Each entry includes an icon representing the source Office program and a portion of copied text or a thumbnail of a copied graphic. PASTING ITEMS FROM THE CLIPBOARD You can paste items from the Office Clipboard individually or all at the same time. Click where you want the items to be pasted. You can paste collected items into any Office program. To paste items one at a time, from the Clipboard Task Pane, double-click each item that you want to paste. To paste all the items that you copied, in the Clipboard task pane, click Paste All. DELETING ITEMS FROM THE OFFICE CLIPBOARD You can delete items from the Office Clipboard individually or all at the same time. In the Clipboard task pane, do one of the following: To clear one item, click the arrow next to the item that you want to delete, and then click Delete. To clear all items, click Clear All. 9
USING PASTE SPECIAL When copying text from other Office applications, the Internet or old WORD documents, it is best to paste the text without any formatting just plain text. You can do this by using the Paste Special feature. Whenever you paste text in Word, the Paste Options icon automatically appears near the end of the pasted block of text. Point the mouse at the Paste Options icon. The icon turns into a button, with a downward-pointing triangle on one end. Click the downward-pointing triangle. A drop-down menu appears, from which you can select various formatting options: Choose an option to match the formatting you want: - Keep Source Formatting The formatting is fine; don t do a thing. - Match Destination Formatting: Reformat the pasted block so that it looks like the text it s being pasted into. - Keep Text Only: Just plain text no formatting. Set Default Paste: Opens the Word Options dialog box where you can, in the Cut, Copy and Paste section, permanently set various pasting options in Word. 10
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AUTOCORRECT To access AutoCorrect Options: Click File Options. The Word Options dialog box appears. Select Proofing. In the pane on the right, click the AutoCorrect Options button. 12
USING THE FORMAT PAINTER You can use the Format Painter on the Standard toolbar to apply text formatting and some basic graphics formatting, such as borders and fills. Select the text or graphic that has the formatting that you want to copy. On the Home Ribbon, click Format Painter. The mouse pointer changes to a paintbrush icon. To apply formatting to more than one block of text or graphic, double-click the Format Painter. Click the text or graphic that you want to format. If you apply formatting to more than one block of text or graphic, select each of them, one at a time. To return the mouse pointer back to normal, press the ESC key. PICKING UP WHERE YOU LEFT OFF When you open a document, you ve been working on, it would be nice if WORD took you back to the last place you were working. Unfortunately, it always puts you at the top of the document instead. You can jump straight to your most recent editing location by using the SHIFT + F5 before doing anything else in the document when it opens. This shortcut can also be used when you want to return back to the last edit you made in a document. 13
EXPLORING THE INSERT RIBBON Cover Page If you click on the down arrow next to Cover Page, you will get a picture of all cover pages that come with WORD (Built-In). If you don t see anything you like there, you can explore more options by clicking More from Office.com: Wherever your cursor is in the document, it will insert the cover page at the beginning of the document. Blank Page will insert a new blank page at the cursor position Page Break (Ctrl + Enter) will insert of a page break at the cursor position Table will give you the option to insert a table into a document: 14
Picture will insert any picture stored on your computer: Clip Art will insert pictures that comes with WORD or additional pictures from the Internet (Office.com): Shapes gives you a list of shapes that you can draw with the mouse: 15
Smart Art The Smart Art dialog box appears to insert a SmartArt Graphic: Chart The Insert Chart dialog box appears giving you list of charts that you can insert into a document: Screenshot (same as Print Screen) & Snipping Tool Takes a picture of the current screen to insert into a document or part of the screen: 16
Hyperlink Insert links to the Internet into a document. Header Gives you built-in text you can chose to have repeat at the top of every page of the document. Footer Gives you built-in text you can chose to have repeat at the bottom of every page of the document. 17
Page Number Gives the options to insert page numbers into the document. Text Box Gives you built-in text that you can insert anywhere in a document. Word Art Gives you formatting options (colors, fonts, size) to insert text. - Symbol Gives you a list of symbols you can insert into a document. 18
EXPLORING THE VIEW RIBBON Document Views Print Layout (Default) Ruler Options to indent a paragraph using the ruler: - Drag the top triangle to indent only the first line of the paragraph: - Drag the bottom triangle to for a hanging indent where the first line is left at the margin and the rest of the paragraph is indented. - Drag the bottom portion to indent the entire paragraph. 19
Options for tabs using the Ruler: -Left Tab - Center Tab - Right Tab - Decimal Tab Zoom Gives you options to view a document at different magnification: Window Gives you options for viewing multiple documents: 20