1. Word Tips and Techniques
John Federico

2. Word Tips and Techniques
Fixing Word Annoyances
Other Shortcuts
Document Defaults
Quick Access Toolbar (QAT)
Turn off Start Screen and Reading Mode
Status Bar
(c) = ©, (e) = €, (r) = ®
Turn off AutoFormat as You Type
Sections, Headers and Footers
Spell Check All Caps
Section Breaks
Get Control of Your Mouse
4 sets of Headers and Footers
Set Default Paste
Different Page Numbering
3.5” Top Margin First Page
Saving Documents
Regular File Dialog
Basic Styles
Save as PDF or PDF/A
as PDF
Styles with Numbering
Recover Unsaved Documents
Styles with Multi-Level List
Viewing Documents
Split Pane
New Window (Same Document)
Read Mode
§ Symbol
Navigation Pane
Shortcut key for Advanced Find
Find Next/Find Previous
Text Shortcuts
XREF – Go Back
Quick Parts
Collaborating with O365
AutoText
AutoCorrect
Macros

3. Fixing Word Annoyances
Document Defaults
Turn off Start Screen and Reading Mode
(c) = ©, (e) = €, (r) = ®
Turn off AutoFormat as You Type
Spell Check All Caps
Get Control of Your Mouse
Set Default Paste

4. FWA: Document Defaults
Start with a new blank document, then change the settings

5. FWA: Turn off Start Screen and Email Reading Mode

6. FWA: (c) = ©, (e) = €, (r) = ®

7. FWA: Turn off AutoFormat as You Type

8. FWA: Spell Check All Caps

9. FWA: Get Control of Your Mouse

10. FWA: Set Default Paste

11. Saving Documents Regular File Dialog Save as PDF or PDF/A Email as PDF
Recover Unsaved Documents

12. SD: Regular File Dialog

13. SD: Save as PDF or PDF/A

14. SD: as PDF

15. SD: Recover Unsaved Documents
(1) Set options
(2) Recover from Info Backstage area

16. Viewing Documents Split Pane New Window (Same Document) Read Mode
Navigation Pane

17. View: Split Plane

18. View: Split Plane

19. View: New Window (Same Document)

20. View: Read Mode Read Mode: Easier to read on the screen.
Does not show how the document will print.

21. View: Navigation Pane “Live” Table of Contents
Document must be set up correctly

22. Text Shortcuts
Quick Parts
AutoText
AutoCorrect
Macros

23. TS: Quick Parts

24. TS: AutoText
Main reason to use AutoText vs. Quick Parts is AutoComplete

25. TS: AutoText

26. TS: AutoCorrect

27. TS: Macros

28. Other Shortcuts
Quick Access Toolbar (QAT)
Status Bar

29. OS: Quick Access Toolbar (QAT)
Three ways to add to QAT:
Use drop down list
Go to “More Commands…”
Right click any command in the ribbon and select “Add to Quick Access Toolbar”.
QAT can be shown above or below the ribbon

30. OS: Quick Access Toolbar (QAT)
as PDF Attachment
Switch Windows
Shrink One Page
Print Preview and Edit Mode

31. OS: Status Bar

32. Sections, Headers and Footers
Section Breaks
4 sets of Headers and Footers
Different Page Numbering
3.5” Top Margin First Page

33. SHF: Section Breaks
Only use a section break where the PAGE FORMATTING needs to change.
Page Formatting includes headers, footers, margins, page numbering, columns, etc.
When you delete a section break, remember that the PAGE FORMATTING for the bottom section controls. You will likely have to reset your PAGE FORMATTING.

34. SHF: 4 sets of Headers and Footers

35. SHF: 4 sets of Headers and Footers

36. SHF: Different Page Numbering
Insert Section Break(s) where page numbering needs to change (different PAGE FORMATTING)
Unlink header and footer
Insert Page Number
Format Page Number
Repeat steps 2, 3 and 4 for each section

37. SHF:3.5” Top Margin First Page

38. Basic Styles Use Styles Like a Car Radio
Manually tune the radio to the desired station
Set the preset
To return to that radio station, click the preset. There is no longer a need to manually tune the radio

39. Basic Styles
On a car radio, clicking a preset button changes the radio station.
In Word, clicking on a style preset button, changes the formatting for a paragraph.

40. Car Radio
Word Styles
(1) Tune the radio to the desired station
(1) Format (tune) the paragraph to the desired settings
(2) Set the preset button (usually by holding it down until it beeps)
(2) Set the style preset button by clicking the down arrow, and select “update to match selection”
(3) Click the preset button to go back to the radio station
(3) Click the style button to apply those same settings to another paragraph

41. Basic Styles
Only need 6 – 15 styles per document max.,
LESS IS MORE!

42. Formatting a Supreme Court Brief in under 5 minutes
Example
Formatting a Supreme Court Brief in under 5 minutes
Speed
Easy Updating
Enforce Formatting Consistency and Make Editing Easier
Tables of Contents
Navigation

43. Styles with Numbering 2 ways to configure:
“Car Radio Button Method”; or
“Modify” button on style
Basic Numbering Trick (you must know this): Right click paragraph and select “Adjust list indents” to set list indents.

44. Styles with Multi-Level List
Create a “Multi Level List” or a “List Style”
Set up all 9 levels of numbering
Attach List to Styles

45. Other Shortcuts § Symbol Shortcut key for Advanced Find
Find Next/Find Previous
XREF – Go Back

46. OS: § Symbol

47. OS: Shortcut key for Advanced Find

48. OS: Find Next/Find PreviousOR
Find first term
Click “Cancel”
Use CTRL+PgUp for next or CTRL+PgDn for previous

49. OS: XREF – Go Back
ALT + Left Arrow Key

50. Collaborating with O365

51. THANK YOU! John Federico jfederico@affinityconsulting.com
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John Federico