Monday, July 4, 2011

HANDY TIPS ON MS WORD

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 click Shift + F10.

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