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Word-tips-and-tricks

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Word tips and tricks Most of us use the Word program everyday. We've compiled a selection of h andyguides on some of the features we rate rather highly:

1. Wa termarks Go to "Design>>Watermark" and select an appropriat e watermark. You can usean image as a watermark, or create your own phrase to display behind the mainbody of your text.

2. Qui ck parts Quick parts uses the meta data of a Word document. Th e view the metadata go to"File>>Show All Properties." This shows general information about thedocument, for example, the company name the document is associated with.

To insert the company name as a quick part, go to "Insert>>QuickParts>>Document Properties," choose "Company" and Word will insert anautomatically-updating field with the name of the company, based on the metadata.

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3. Tell me what you want to do Go to the header and at the very end there's a little lightbulb icon with the words"Tell me what you want to do." Type the function or tool you are looking for, and itwill bring up the best match.

For example, if you're looking to alphabetise a list, you could enter 'alphabet' and itwill display the Sort function. Note that this feature is also available in otherMicrosoft Office applications such as Excel, PowerPoint, etc.

4. Smar t lookup This links to the "Tell me what you want to do" feature. As seen in the imageabove, there's an option for "Smart Lookup." The function is not always enabledbut once it's on, it's like having a smaller version of Google within Word thatsearches the internet for content based on the word you have entered. You canfind articles and pictures, as well as the definition of the word itself.

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5. Thesauru s [Shift]+[F7] Word provides an in-built Thesaurus you can access quickly with a shortcut. TheThesaurus can be best used to find similar (simple) words and to reduce theverbosity of a document (especially a report). Always aim to use simple words(Plain English).

6. S tyles Styles make document writing far more efficient and consistent. It's critical for youto know how to use them as many of the PharmOut document templates havebeen set up with specific Style formats. Below, you can see the normal Styleheader bar, if you click on the bottom right corner with the little arrow icon it will pullthe h eader into a more useful side bar:

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Within the side bar you can then choose how you want to visualise the styles -either by the Style names or the visual Style preview (as below):

Then, to transform the text, click somewhere in the target word or sentence andapplying the desired Style. Below you can see that the top sentence has beenchanged from "Normal" to "Heading 1."

A huge benefit of using Styles is that it allows you to process a larg e body of textvery quickly - below you can see the text prior to Style application and afterStyle application.

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Using Styles takes seconds, whereas formatting manually can take hours andgives far less consistent results.

7. Man ag ing Styles You can also streamline your menu by o rdering your styles to make them easier touse.

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For example, below you can see Heading 1 is very far away from Heading 2 and 3.To sort the Style order, click "Manage Styles," and group similar ones together.Heading 1 can then be moved up from order 8 to be with the other Headings inorder 2.

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8. Cop y paste The shortcuts are well known:

[Ctrl]+[X]= cut

[Ctrl]+[C]=copy

[Ctrl]+[V]=paste

If you use the copy paste shortcuts between two similarly formatted documents,clicking on the "Clear All" option in the Styles menu can get rid of any preexistingformatting that isn't quite right.

To show the paste options, right click in order to bring up the menu. The pasteicons are:

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keep source formatting (no change from the original format),

merge formatting (with current document),

picture (makes the text uneditable) and

keep text only.

To keep some extra data, e.g. hyperlinks within the text, right click and "mergeformatting".

To copy paste tables that have drastically different styles and formats, it's better tocreate a new table from scratch in your current document and then paste thetext content over. If you copy over the entire table from source, the formatting canbe difficult to fix.

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9. Hyperlin k [Ctrl+K] To add a Hyperlink to a body of text, highlight the word you want to link to, holddown [Ctrl]+[K] and insert the link. Alternatively use "Insert>>Link." Hyperlinkingcan also be used to link intranet documents (but double check that the other usersalso have access to the location you are hyperlinking to).

10. Capti ons Go to "References>>Insert Caption," select whether it's a table or figure, thenenter the caption.

11. Researche r and Bibliography To cite articles AND automatically compile a Bibliography at the same time usethe Researcher and Biobliography functions (in the References ribbon).

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Funcitoning in a similar way to Smart Lookup, Researcher pulls content from theinternet related to your search word and allows you to add in a reference in yourdocument. Bibliography functions like a table of contents, but instead of headers,it tracks all your references.

12. Cross refer encing Good internal linking helps when it co mes to document reviewing and updating. Aslong as it's a main item, i.e. a header, header number, table, etc. you'll be able tocreate a direct link. Go to "References>>Cross-reference" and insert the desiredcontent.

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If the header number changes fr om 13.2 to 14.2, you do not need to manuallyupdate the references, instead, click on the cross reference, click "Update field"and the reference is automatically updated.

You can't always visualise that a cross reference has been made unless youdirectly hover over the text itself. To better visualise fields you can switch them onso that they are displayed at all times. Go to "File>>Options>>Advanced," then"show document content." Find "Field Shading" and select "Always" from thedrop-down menu.

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13. Show par agraph marks To turn on Paragraph Marks, go to "Home" and select the icon that looks like

a backwards "P" ( ). Once enabled, this icon lets you see if how tight the

formatting is, as well as where the page breaks are (a common source of issues).

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14. Other fun tips a nd tricks! To select an entire paragraph, click the mouse quickly three times.

To select a sentence, hold [Ctrl] and click an ywhere in the sentence.

To create a horizontal line, type 3 hyphens in a row "---" and press enter.

To delete a preceding word: hold [Ctrl] and press [Backspace].

To decapitalise or CAPITALISE a sentence, select the entire section andpress [Shift]+[F3].

Remember: Styles are your friend! Refrain from using format painter! The Officesuites have been around for quite some time, so don't be afraid to use Google- chances are if you've got a question , someone else has probably asked it before!

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