10 handy tips for Microsoft Word

Apps & Software

Microsoft WordMicrosoft Word, its pretty much every CV when it comes to programs with which you have experience logically, we can all do a nice text document There are also a lot of handy tricks and shortcuts in Word that make working with the word processor a lot more efficient and make you even more of a pro. We explain ten useful tips for Microsoft Word for you.

Tip 01: Select

When you have a text in Word If you want to select, you can click on the place you want to start selecting and then drag the mouse button to the last word. Another option is to click once on the spot where you want to start, then hold down the Shift key and then click on the endpoint. But did you know that it can be even faster? You know that when you double-click a word in Word, the whole word is selected, but you click on a word three times in succession, then the entire paragraph is selected. If you only want to select one sentence, from capital letter to point, then hold down the Ctrl key and click once on any word in the sentence. If you hold down the Alt key while selecting, you are not even bound by the structure of the Word document. You can then draw a random frame in the document and copy all the text within it. This is particularly useful when you want to be able to copy a series of words or numbers.

Microsoft Word 2016

The tricks we discuss in this article all relate to Microsoft Word 2016. That does not mean that they do not apply to earlier versions of Word, in fact, most functions are certainly. However, the probability is that the menu structure is slightly different and that the option has a different name. Part of the tricks we discuss here also works in the online version of Word, but that does not apply to everything.

Tip 02: Export image

If you have a Microsoft Word document containing a few images, and you want to save those images to (or export to) your hard drive, then that is not very complicated. All you have to do is right click on the image in question and choose Save as Image. However, if a Word document contains 100 images that you have to export, this method is quite time-consuming. Fortunately, Word can help you with that. To do this, save the document as a web page. A web page loads the images externally, and that means that they have to be on the hard disk as separate files. Save a file as a web page by clicking File / Save as and then choose in the drop-down menu Web page. The text will be saved as an HTML document, and the images will be neatly placed in a folder.

Hold down Alt to draw a frame in the document and copy all the text inside it

Tip 03: Convert capital letters

A text always starts with a capital letter and ends with a period. At least that is how we learned it all. Unfortunately, not everyone always applies this in practice, so you occasionally get documents in front of you that are a complete circus of upper and lower case letters. With small files, you can of course correct that easily, but when it comes to hundreds, perhaps thousands of sentences, you are obviously spending a lot of time on it. Sin! Word can do that job in seconds for you. Selecting the text, then click on the tab Start, in subak Font icon with the letters A. You can now indicate exactly how you want the sentence to be formatted. Choose Like in a sentence to apply the correct language rules with a capital letter at the beginning of a sentence and a dot at the end. Other options are for example to convert the whole text to uppercase or lowercase letters or to start each word with a capital letter, these last three options can also be reached with Shift + F3.

Tip 04: Replace image

When we talk about searching and replacing, you undoubtedly associate that with a text. But did you know that you can also search for and replace images? Suppose you have made an article where you have chosen to use images as a distinction between the different paragraphs. Now, for whatever reason, you want to replace the images. Manually replacing all images will cost you a lot of time if it is a large document. But here too Word comes up with a quick solution. At the top of the document, add the new image you want to use, click on that image and then use the key combination Ctrl + C (copy image). Remove that image again and open the Find and Replace window (Ctrl + H). Now fill in the value at Search^ g, which indicates that Word must search for graphic elements and enter ^ c in Replace, to indicate that it should be replaced with what you have just copied. Click on Replace All and the work is done for you. This only works if you want to replace all images with the same image.

Tip 05: Insert symbols

Most of the texts that you create in Word usually do not contain symbols except for the euro or dollar sign. When you suddenly have to insert symbols that give you extra work Take, for example, the trademark symbol: ™. You can insert this symbol, like all other symbols, via Insert / Symbol, where you can look up the symbol in one of the lists. This is of course not really fast, and moreover, it takes you out of the flow during writing. Another, slightly faster option is to type the letters TM, select the text and use the key combination Ctrl + Shift + = to put the letters in superscript. But it can be even faster. The autocorrected of Word is of great service. If you type in your text (TM), Word automatically creates the trademark symbol, (c) changes to the copyright symbol and (r) gives you the sign for the registered trademark. You can add many more codes yourself via File / Options / Check / AutoCorrect options.

With = lorem or = edge an arbitrary text is automatically added

Tip 06: Random text

When writing a text you sometimes have pieces that you cannot fill in yet. Data is missing, or you do not yet know how you can best say something. It is then used to reserve the space for it by filling in ‘ not post’. But to come up with something arbitrary is not so simple. Here to Word can help you. Editors often use a standard Latin text (lorem ipsum) as temporary text and Word contains a generator of this text. To insert this text, type = lorem (and press Enter. A piece of text is now automatically added. You can decide for yourself how long that text is by entering numbers between brackets. The first number indicates the number of paragraphs; the second number the number of sentences per paragraph. For a piece of text with five paragraphs and four sentences per paragraph, type = lorem (5, 4).

Especially with tricks

As you can read in this article, Microsoft Word is really full of handy tricks that make working with it even more efficient. So we also discovered by chance that you can easily place a text block below or above another line by selecting the text and then pressing Alt + Shift + arrow up or down. We encourage you to just try something. Hold down the Ctrl key once you click on something or try a key combination with an action. It can sometimes lead to very pleasant surprises.

Tip 07: Extended clipboard

The clipboard in Microsoft Word is super handy, but it is a pity that there is only room for one part at a time. As soon as you cut or copy something new, it automatically replaces the current contents of the clipboard. Fortunately, Word also has a method to store more items on the clipboard, namely the Spike. This part is called so because you can see it as a skewer where you always pick up a new piece of information. To add a piece of text to the Spike, select the section you want to move and press Ctrl + F3. The word will disappear from the text and has been added to the Spike. But beware; you will not get confirmation of this! Every time you select something in Microsoft Word and press Ctrl + F3, the selected text will be placed on top of your skewer. To paste the content from the Spike back into the (or a new) document, place the cursor in Word at the desired location and press Ctrl + Shift + F3. All the fragments that you have added to the Spike are now pasted together in the order in which you cut them.

Tip 08: List in table

If you have a table in your document that you would like to provide with an automatic numbering or enumeration of letters in alphabetical order, then you will probably quickly turn to Excel. Understandable, but not necessary, because Microsoft Word also has such a function built into it. At least, officially the function we are going to use is not meant for this, but it works fine. Create a table in Microsoft Word (via Insert / Table) and then select the row or column in which you want to place the numbering or letters. Now click on the Start tab at the top and look for the Numbering icon. Click this and Word will insert a numbered bulleted list, respecting the structure of the table. In other words, each number ends up in its own cell. When you click the down arrow next to the Numbering button, you can also choose from letters or Roman numerals. Use the Bullets icon for a list of random characters (circles, squares, check marks, and so on).

Searching and replacing is a versatile function: use it for text, images, and formatting

Tip 09: Sort list

Sometimes you have a list of words typed in Microsoft Word and once finished, you realize that it is useful if that list is in alphabetical order. For this type of problem you also have a tendency to use Excel by copying all the text, pasting it and Excel sorting it. It is much easier (and faster) to have the Word done. You can apply this sorting method to both text in a table and text that is just below each other. Select in your Word document the list that you would like to change in order, or in the case of a table, the relevant column. Now click on the tab Start icon with the letters AZ and the down arrow in the subak Paragraph. A window appears in which you can indicate how you want to sort your text. You can sort three levels, allowing you to use multiple criteria. You can also indicate that you do not want to sort the first row. As soon as you click OK, the text is arranged. Very nice is that with a numbered list the numbering remains intact.

Tip 10: Replace formatting

Searching and replacing is a very versatile function. You have already read in tip 4 that in addition to text you can also replace images with it. But there’s more. You can also easily convert the layout of a text. Press Ctrl + H to open the Find and Replace window. Normally you would fill in the field Search for the text you want to change and the field replace with the text for which you want to replace it. But now, at the bottom, you can click on More>> and then again on the bottom of Layout. You will see a list of layout elements. As an illustration, we click on Font. You can, for example, choose a font that you want to replace in its totality, but also a character style, such as Vet. Then press OK. Then click on the Replace with the field, click on Format again and choose for example Cursive. Now you replace everything that is bold by italic. Or, if you also enter a word in Search, make all the bolded instances of that word italic. This can save you a lot of time.

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