Save time and your sanity: Increase your efficiency with Microsoft Word

© CyberText Consulting Pty Ltd
Notes:
• This presentation is similar (but 75 mins,
not 90) to those I did at ACES 2016 and
ACES 2017 (Portland, St Petersburg).
• If you attended then, you’re welcome to
stay and refresh your memory.
• I won’t be offended if you decide to go to
another session instead.
• There’s a one-page handout on your
seat or at the front of the room—one
per person please.

SAVE TIME AND YOUR SANITY:
Increase your efficiency with
Microsoft Word
Rhonda BraceyACES Conference
26-28 April 2018
#ACES2018
#ACESMSWordTips
#Cybertext

About me
 Australian
 Used Microsoft Word since early 1990s
 Since 2008, edited and formatted ~2500 long, complex Word documents
for a large team of authors (mostly environmental scientists)
 Written hundreds of ‘how to’ and troubleshooting blog posts on Word
 Note:
 All examples/file paths etc. in this presentation are from
Word for Windows 2016.
 Mac users should be able to do similar things…
but no guarantees.
3

What I’ll cover
It’s all about efficiency, so:
 Show everything
 Put your most-used functions close to you
 Automate as much as you can
 Use the power of find and replace
4

Show everything5
Twitter Takeaway:
 You can’t fix what you can’t see
Source: http://mrg.bz/qpVlqW
#ACES2018
#ACESMSWordTips
#Cybertext

Show all general formatting marks
 Home tab > ¶ (pilcrow icon)
 Initially strange—try for two weeks
 Why show these marks?
 Helps you troubleshoot Word formatting issues
 Shows how the author formatted the doc
 Shows inconsistencies in use of spaces, tabs, etc.
6

What the formatting marks mean
 Black square (orange)—paragraph settings apply (e.g. Keep w/ Next, Page Break Before)
 Arrow (yellow)—tab; auto (e.g. outline numbering) and manual tabs look the same
 Pilcrow (purple)—end of paragraph
 Dot (green)—space between words
7
 Left-turn arrow
(red)—soft line break
 ‘Degree’ (cyan)—
nonbreaking space
(e.g. between value
and unit of measure)
 Break (pink)—double
dotted line: section
break; single dotted
line: hard page break

Show special formatting
File  Options
 Advanced 
Show document
content and
Display
subsections
8

How bookmark formatting looks
 Light gray square brackets surround bookmarked
text
 A gray ‘I’ beam indicates a bookmark with no text
9

How field shading looks
 When turned on, gray shading is behind:
 Automated fields: contents, caption numbering, etc.
 Manual fields: header text from a bookmark, cross-
references, etc.
10

Show text boundaries
 Shows boundaries of each paragraph so you can
identify incorrect placement of:
 text
 figures
 tables
11

Rhonda’s rule:
12
Don’t
touch the
gray
stuff!!
And to avoid
confusion,
don’t use
gray
highlighting

Show table grid lines
 Table grid lines are NOT borders
 Show boundaries of table cells so you can identify:
 where borderless tables are used for layout (e.g.
headers, footers, figures)
 possible merged cells
 Click inside any table:
 Table Tools  Layout tab  View Gridlines
13

Show styles
 When checking formatting, display styles for each
paragraph on the side:
 Open the Styles pane (Ctrl+Shift+Alt+S)
 Set a value in File  Options  Advanced  Display
subsection  Style area pane width… (e.g. 1 in)
 Switch to Draft mode: View tab (or Ctrl+Alt+N)
 Look for incorrect styles
 Note: Styles within tables and text boxes
are not shown
14

Styles
15
‘Bullet 2’ should be ‘Body Text’ style

Show track changes
 Show track changes (Review tab): Insertions,
deletions, comments
 Use Next/Previous to jump to each change
 Flip between views: No Markup and All Markup
 Turn off formatting track changes unless told
otherwise (and accept all formatting changes):
 http://cybertext.wordpress.com/2015/09/24/word-
track-changes-settings/
 http://cybertext.wordpress.com/2009/05/29/word-
accept-formatting-track-changes-but-not-text/
16

Set up your workspace17
Twitter Takeaway:
 Put your most-used tools
near your work area
#ACES2018
#ACESMSWordTips
#Cybertext

Workspace: Quick Access Toolbar
 Put your most-used commands onto your QAT
 Put your QAT below the ribbon for easier access
 How: http://cybertext.wordpress.com/2014/07/15/microsoft-
office-quick-access-toolbar-productivity-benefits-how-to-
customize-it/
18

Workspace: Your own ribbon
19
 Create a ribbon with your most-used commands and
arrange how you want
 How: http://cybertext.wordpress.com/2015/02/02/word-
create-a-custom-tab-for-your-most-used-tools/

Workspace: Share your settings
21
 Copy QAT/ribbon settings to another PC:
http://wordribbon.tips.net/T009920_Copying_
the_Quick_Access_Toolbar.html
 Backup your ribbon/QAT:
http://www.howtogeek.com/72670/how-to-
backup-and-restore-your-office-2010-ribbon-
and-quick-access-toolbar-customizations/

Automate tasks23
Twitter Takeaways:
 Key to efficiency is automating routine tasks
 Life’s too short to do something manually if
you can automate it
 BUT: Not everything can—or should—be
automated
#ACES2018
#ACESMSWordTips
#Cybertext

Types of automation
24
Table of contents ( + lists of figures/tables)
AutoCorrect
Quick Parts and AutoText
KB shortcuts (in-built; own; for macros)
Macros (own; others’)

Automatic table of contents etc.
25
Use heading styles, auto captions, and Word functions to
automatically insert TOC, lists of figures/tables
References tab has the insert and update options
TIP: Copyedit headings/captions via TOC etc. (often missed in
main edit) – Ctrl+click page number in TOC to change
Select Update entire table option to update page numbers
AND any text changes in headings/captions
Update TOC etc. as one of final steps

AutoCorrect is your friend
 AutoCorrect = consistent EVERY time
 File  Options  Proofing  AutoCorrect
Options
 Set up once in Word to work across ALL Office
programs
 NOTE: 256-character limit
26

AutoCorrect is your friend
 Use codes/abbreviations that you’ll remember (NOT
case-sensitive)
 Add a symbol (e.g. period, underscore):
 if the code is also a real word or abbreviation (e.g. use .epa
instead of epa for ‘Environmental Protection Agency’)
 to place the entry at the beginning of the list
 Use for words/phrases AND paragraphs
 Alternative: AutoText under Quick Parts
 Option to retain formatting (Word only)
 e.g. superscript, subscript, bold, italics
27

AutoCorrect examples
28
• .da = Department of Agriculture
• .hds = Center for Homeland Defense and Security
• .hhs = Department of Health and Human Services
• .usa = United States of America
• .rob = Reverse Osmosis Brine Disposal via Ocean Outfall
Environmental Management and Monitoring Plan
• .ji - Jansz–Io
• .tvi = Thevenard Island
Names
(e.g. depts, orgs,
companies,
products,
projects, places,
docs…)
• Copyright and other legal statements
• Regularly inserted editorial comments (see next slide)
Commonly
used text

AutoCorrect examples: Editorial
comments
 .bc = Be consistent. Use the SAME word (and capitalisation) for the SAME thing –
every time.
 .bs = Be specific
 .spell = Spell out in full here and define in Terms list if this term is used more than
once in the document
 .term = Is this the correct word/term for this context?
 .sense = This doesn’t make sense as written. Words/punctuation missing or need
to be added? Consider rewording, or splitting sentence.
 .cap = Does this need to be capitalised?
 .once = This term is only used once in the document, so there’s no need to
abbreviate it.
 .flag = I won’t flag this again – if you change it here, search for ALL instances like
this and amend accordingly.
 .this = What is ‘this’ in this context? XXX? Something else? Be specific.
 .fnr = Do a Find/Replace (Ctrl+H) to check for ALL instances and change them to
the same term.
29

AutoCorrect: Demo
 It’s magic!
30

AutoCorrect: Share your settings
 Location of all ACL files: C:Users<username>
AppDataRoamingMicrosoftOffice
 Copy the set of ACL files from one computer and
replace the set in the same location on the other
computer
31
Note: The MSO numbers indicate the language; e.g.:
MSO0127.acl = Math
MSO1033.acl = English (US)
MSO2057.acl = English (UK)
MSO3081.acl = English (Australia)
See https://support.office.com/en-us/article/Locale-identification-
numbers-for-language-specific-files-16102229-37C5-4AD5-92B1-
0438F6304114 for a full list of locale numbers

Quick parts
 Insert  Quick Parts for inserting:
 Building blocks
 AutoText
 Fields
 Doc properties
 Create your own or use defaults
 Tip: Add underscore in front of name to place
yours at top of list
32

AutoText
 Ideal for long passages of often-used text; e.g.:
 Copyright and legal statements
 Safety warnings (table with icon?)
 Notes (table with icon?)
 ‘About’ info for a company
 Select the text, then Insert  Quick Parts 
AutoText  Save Selection to AutoText Gallery
 To insert it later, Insert  Quick Parts 
AutoText, then click the passage (even better,
assign a shortcut key to it)
33

Quick parts: Example: Custom table
1. Create your table, applying styles, borders, shading, header row repeat,
automated caption number etc., but no text, unless you want it in every table!
2. Select your table.
3. On the Insert tab, click Table.
4. Click Quick Tables, then Save Selection to Quick Tables Gallery.
5. Complete the information on the Create New Building Block window:
 Name: Tip: Add an underscore in front of the name to list it at the top
 Gallery: Select Tables
 Options: Select Insert content in its own paragraph.
6. Click OK.
7. You can now insert your custom table in your documents as often as you like:
 Insert  Table  Quick Tables, then select your table; OR
 Insert  Quick Parts  Building Blocks Organizer, sort by Category, select
your table, and click Insert.
34

Quick Parts: Share your settings
 https://lawyerist.com/40659/sharing-autotext-
and-quick-parts-with-others/
 http://gregmaxey.mvps.org/word_tip_pages/
building_blocks_autotext.html (full discussion on
Building Blocks, AutoText, etc.)
35

Keyboard shortcuts
36
Use them!
More efficient than hunting the ribbon for the
command
More efficient than using the mouse to
access the command then returning to
where you were
More ergonomically sound to use your fingers
and reduce ‘mouse grip’ stresses

Keyboard shortcuts: In-built
 Examples of lesser-known shortcuts:
37
Press these keys To do this
Ctrl+Shift+e Toggle track changes on/off
Ctrl+Alt+m Insert a comment
F4 Repeat immediate last action
Shift+F3 Toggle case
Ctrl+Shift+space Insert a nonbreaking space
Ctrl+= / Ctrl+Shift+= Make selection subscript / superscript
Ctrl+Shift+c / Ctrl+Shift+v Copy / paste the selection’s style
Ctrl+hyphen Insert a nonbreaking hyphen

Keyboard shortcuts: List all in-built
38
1. Open a blank document.
2. Go to View tab > Macros.
3. Select Word Commands from the Macros in list.
4. Select ListCommands.
5. Click Run.
Also: https://support.office.com/en-us/article/Keyboard-
shortcuts-for-Microsoft-Word-on-Windows-95ef89dd-
7142-4b50-afb2-f762f663ceb2?ui=en-US&rs=en-
001&ad=US
(NOTE: Contains a link to download a DOCX file of the commands)

Keyboard shortcuts: Your own
 You can add a
keyboard shortcut
for any command
that doesn’t
already have one,
including macros
 File  Options 
Customize Ribbon
39

Keyboard shortcuts: Your own
40

Keyboard shortcuts: For macros
41

Macros (summary tips only)
42
Start small
• Learn how to record small repetitive tasks (e.g. table header row formatting)
Find others (R&D)
• Google
• Acknowledge source in comment text
Test
• On backup copies of your documents first
Store together
• Put in a single file (e.g. macros.dotm) in STARTUP folder
(C:Users<username>AppDataRoamingMicrosoftWordSTARTUP):
• Available to all docs
• Easy to transfer this file to another computer
• Preserved if normal.dotm gets corrupted and is rebuilt by Word

Use the power of find/replace43
Twitter Takeaways:
 More find and replace (F&R) options than
you probably knew
 Spend time learning how to use wildcards
 Be careful of ‘Replace all’
#ACES2018
#ACESMSWordTips
#Cybertext

Find and replace: Basic: Ctrl+F
44
Opens
Navigation pane
Basic search,
with some
options
Has contextual
highlighting
Click contextual
results item to
jump to location
Click arrows to
jump to
next/previous
Click tabs to
navigate by
headings or
thumbnails
Click search icon for some options that
used to be on Object Browse button
(e.g. tables, images)

Example: Basic Find
45

Find and replace: Intermediate: Ctrl+H
46
Opens F&R
window
Click More to
get other
options
Can match case
Can specify
single words
only
Can search for
specific
formatting, incl.
styles
Can search for
special
characters
Can search for
similar
sounding words
Can search for
all
(grammatical)
forms of a word
Can combine many of these

Find and replace: Advanced
49
Use Wildcards
option is under
More in F&R
window (Ctrl+H)
Uses ‘regular
expressions’ to
perform F&R
Very powerful
Test on a COPY of
the doc until
satisfied
Check results with
Find Next before
replacing
Much safer to use
Replace than
Replace All
Wildcards take a while to learn – but worth it!

Find and replace: Wildcards: Examples
50
• Find any numeral followed by a space followed by a specified unit
of measure (mm). Replace the space with a nonbreaking space.
* Find what: ([0-9])( )(mm)
* Replace with: 1^s3
Simple
• Find two or more spaces after any specified punctuation. Replace
with a single space.
* Find what: ([.,;–:])( {2,9})
* Replace with: 1
More complex
There’s a single
space here
There’s a single
space here
And a single space
after the 1

Warning!
51
Be careful of
‘Replace All’ –
you can make
unintended
global changes
to text, styles,
formatting

Twitter Takeaways:
 Word doesn’t have everything
 Use the best tools for your job
Other automation tools52
#ACES2018
#ACESMSWordTips
#Cybertext

Other tools
 PerfectIt (http://www.intelligentediting.com; $99)
 EditTools (http://www.wordsnsync.com; $69)
 PhraseExpress (the power of auto correct/text
expansion for ALL programs/websites, not just
Office; http://www.phraseexpress.com; $50 [std],
$140 [pro] Windows; much cheaper for Mac)
[All prices in USD and correct as at Sept 2017]
53

Helpful links/resources
54
 http://cybertext.wordpress.com/category/
software/word/
 http://cybertext.wordpress.com/tag/keyboard-
shortcuts/
 http://cybertext.wordpress.com/tag/macros/
 http://cybertext.wordpress.com/tag/find-and-replace/
 http://cybertext.wordpress.com/tag/wildcards/
 http://cybertext.wordpress.com/tag/toc/
 http://cybertext.wordpress.com/2011/03/08/word-
use-the-power-of-autocorrect-to-save-heaps-of-time/

These slides
A variation of this set of slides is available:
 on SlideShare:
http://www.slideshare.net/rbracey/presentations
 on the 2018 ACES Conference website (after the
conference)
55

Thank you for attending!
Contact me:
 Email: rhonda.bracey@cybertext.com.au
 Web: http://www.cybertext.com.au
 Blog: http://cybertext.wordpress.com
 Twitter: @cybertext
Any questions?56
#ACES2018
#ACESMSWordTips
#Cybertext

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