Here is a new installment of the Office Tigers tips and tricks. You might remember my previous post about Office Tigers on Outlook. Well, here’s what Office Tigers have to offer on Microsoft Word:
- Use macros: Macros save you a significant amount of time which would have been spent doing the same repetitive set of commands. You can add your macros as toolbar buttons or shortcut keys. For example, I use the Red, Green, Blue and Black colors in my documents for various types of emphasis. I have created a toolbar containing buttons for each of these colors, so that I just have to click once instead of selecting the color in the Font box each time.
- Understand how lists work: I am not being sarcastic here. Many people I know, even very experienced developers, have problems with Microsoft Word’s handling of bulleted and numbered lists work and more so with outline numbered lists. Many give up and start doing manual numbering which creates havoc and more work when they have to make corrections to the document.
- Understand outlining: If you don’t learn this, your attempts at creating a Table of Contents AND continuing to edit the document will end up as a huge mess. You can get away with creating a table of contents after finishing the document, by clever use of the Delete and Spacebar keys. But there is no way you can manage to keep the Table of Contents updated. Another thing that goes out of the window if you forget outlining is the Document Map, which is essential if you are going to work with any document more than 10 pages.
- Teach Auto-correct: If you are not a good typist and continually make the same spelling mistakes, teach Word to auto-correct those mistakes. When you get the red squiggly marks under a wrong word, resist the temptation to hit the Backspace key. Instead, right-click on the Word, choose Auto-Correct and select the right word. Over time, you will find Word making those corrections well for you.A word of caution: This becomes a problem when you work on a different computer. This article shows you how to move such corrections to another computer, but I haven’t read about any method to keep such corrections synchronized.
- Use Track Changes: This is vital when you are collaborating on the same document with other persons. By turning on track changes, you can see the changes made by the other person and accept or reject them. In recent Word editions, even if the other person has not turned on Track Changes, you can see the changes by merging the latest copy with the previous copy.
More in future posts…