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10 Top Time Saving Tips for Word 2007
by Valerie Eaton
Here are 10 shortcuts in Word that I’ve chosen at random and which you can use to help save you time when creating and editing documents.
1. If your document contains several hyperlinks and you want to get rid of them, it can be time consuming to do this individually. Instead, select all the text (Ctrl+A) and press Ctrl+Shift+F9.
2. To convert text to a hyperlink, select the text you want to make into a link and press Ctrl+K. The hyperlink dialog box then appears so you can type in the URL address.
3. An easy way to increase/decrease the font size of text is to select the text and then hold down the Shift+Ctrl keys together and press < to decrease and > to increase the font size in 1pt increments.
4.If you want to quickly move paragraphs around in a document, place the cursor anywhere within the paragraph you want to move, press Alt+Shift and the Up arrow to swap the paragraph with the one above it or Alt+Shift and the Down arrow to move it down.
5.You can easily change the capitalisation of text by selecting the text you want to edit and then pressing Shift+F3. With the Shift key held down, keep pressing F3 to switch between lower case, Capitalise Each Word and UPPERCASE.
6. If you want to create sections within a document by having a horizontal line go across the width of the page, hit the hyphen key ( – ) three times and then hit Enter.
7. The Split View allows you to view and work in two parts of the same document in one screen. This makes it quick and easy to cut and paste text within sections of a long document. Go to the View tab and select Split. A horizontal line will appear which will move with your mouse. Select a place where you want to split the page and click your mouse to place the line. Your document can now be viewed through two panes and you can work in either one. To come out of Split View, go back to the View tab and click on Remove Split.
8. Have you altered your document but now changed your mind? Press Ctrl+Z to undo the last action and Ctrl+Y to redo the last action performed.
9. For indenting paragraphs, press Ctrl+M to indent to the right, and Ctrl+Shift+M
to remove the indent and move back to the left. If the paragraph is formatted with
numbers or bullets and you want to create list sub-
10. If you want to check that you haven’t overused certain words or phrases, you can run a single search in Word that highlights every mention of that word or phrase in the document. Start a search by hitting Ctrl+F and enter your search term; now click on the Reading Highlight button at the bottom of the search window and select Highlight All. Every instance of your search term will be highlighted. To remove the highlighting, simply hit Ctrl+F again to bring up the search window, click the Reading Highlight button and select Clear Highlighting.
These are just a small selection of tips on how to use Word effectively. There are certainly many more and I’d be interested to hear of any shortcuts that you use when editing documents.
Share and Enjoy!
About Valerie Eaton:
Valerie runs Smart VA a virtual assistant company which specialises in providing
virtual organisational and administrative support to growing small businesses who
are feeling overwhelmed by their admin tasks but don’t have the resources or budget
to hire full-
Valerie has over 20 years experience working as a PA at senior level in both the public and private sector, including Bloomsbury Health Authority, InterCity, British Telecom, Syntegra, and most recently in the marketing department of De Beers Group.
For more information visit: www.smartva.co.uk
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