Save time and your sanity: Increase your efficiency with Microsoft Word (short version)

SAVE TIME AND YOUR SANITY:
Increase your efficiency with
Microsoft Word
Rhonda Bracey
Twitter hashtags:
@cybertext
@astc_au
23 Oct 2015

 Used Microsoft Word since early 1990s
 Written hundreds of ‘how to’ and troubleshooting blog posts on Word
 Since 2008, edited and formatted ~2000 long, complex Word
documents for large team of authors (mostly environmental scientists)
 Note: All examples/file paths etc. in this presentation are from
Windows 7 and Word 2010 and/or 2013. Mac users should be able to
do similar things… but no guarantees.
About me

What I’ll cover
 Show everything
 Automate as much as you can
 Use the power of find/replace to zip through
changes
© CyberText Consulting Pty Ltd
3

Show everything4
Twitter Takeaway:
 You can’t fix what you can’t see

Show all general formatting marks
 Home tab > ¶ (pilcrow icon)
 Strange for a few days—persevere for two weeks
to get used to it
 Why show these marks?
 Shows how the author formatted the doc
 Shows inconsistencies in use of spaces, tabs, etc.
 Helps you troubleshoot Word formatting issues
5

What the formatting marks mean
 Black squares (peach)—paragraph
settings apply (e.g. Keep With Next)
 Arrows (yellow)—tab inserted (auto
[e.g. outline numbering] and manual
look the same)
 Dots (green)—space between words
 Left-turn arrow (red)—soft line break
 ‘Degree’ (cyan)—nonbreaking space
between value and unit of measure
 Pilcrow (purple)—end of paragraph
 Double dotted line (pink)—Section
break; single dotted line—hard page
break
6

Show special formatting
File 
Options 
Advanced
7

How bookmark formatting looks
 Light grey square brackets surround bookmarked
text
8

How field shading looks
 Grey shading shows behind anything that’s a field:
 Automated fields: contents, caption numbering, etc.
 Manually inserted fields: header text from a
bookmark, cross-references, etc.
9

Rhonda’s rule:
10
Don’t
touch the
grey
stuff!!

Show styles
 When checking author’s 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, 3 cm)
 Switch to Draft mode:
o Word 2010: Icon on bottom of window
o Word 2013: View tab (or Ctrl+Alt+N)
 Look for incorrect styles
 Note: Styles in tables and text boxes are not shown
11

Styles
12

Show track changes
 Show track changes (Review tab):
 Insertions and deletions
 Comments
 Turn off formatting track changes unless told
otherwise ( + accept all formatting changes)
 Flip between views:
 Word 2010: Final and Final Showing Markup
 Word 2013: No Markup and All Markup
13

Automate tasks14
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

Types of automation
15
AutoCorrect
Quick Parts and AutoText
Keyboard shortcuts (in-built; own; for macros)
Table of contents ( + list of figures/tables)

AutoCorrect is your friend
 AutoCorrect = consistent EVERY time
 Word 2010/2013: File  Options  Proofing 
AutoCorrect Options
 Set up once in Word to work across ALL Office
programs
16

AutoCorrect is your friend
 Use codes/abbreviations that you will remember
 Add a symbol (e.g. period, underscore):
 if the code is also a real word or abbreviation (e.g. .epa
instead of epa for ‘Environmental Protection Authority’)
 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 (only works in Word)
 e.g. superscript, subscript, bold, italics
17

AutoCorrect examples
18
• .epa = Environmental Protection Authority
• ggd = Gorgon Gas Development
• jfgp = Jansz Feed Gas Pipeline
• .paw = Department of Parks and Wildlife
• .wa = Western Australia
• .rob = Reverse Osmosis Brine Disposal via Ocean
Outfall Environmental Management and
Monitoring Plan
Names
(e.g. depts, orgs,
companies, products,
projects, places, docs…)
• Copyright and other legal statements
• Regularly inserted editorial comments, such as:
• .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 or
punctuation missing or need to be added? Split
sentence? Reword?
Commonly used text

Quick parts
 Insert  Quick Parts for insertion of:
 Building blocks
 AutoText
 Fields
 Doc properties
 Can create your own
 Tip: Add underscore in front of name to place
yours at top of list
19

Quick parts: Example: Custom table
1. Create your table, applying styles, borders, shading, header row repeat, etc., but
no text, unless you want it in every table!
2. Select your table. Optional: Add an automated caption and select that too.
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.
20

Quick parts: AutoText
 Ideal for long passages of often-used text; e.g.:
 Copyright and legal statements
 Safety warnings
 Notes
 ‘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)
21

Share your settings
 AutoCorrect:
 Location of all AutoCorrect (*.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
 Quick Parts:
 https://lawyerist.com/40659/sharing-autotext-and-quick-
parts-with-others/
 http://gregmaxey.mvps.org/word_tip_pages/building_bloc
ks_autotext.html (full discussion on Building Blocks,
AutoText, etc.)
22

Keyboard shortcuts
23
Use them!
More efficient than hunting the ribbon
for the command
More efficient than using the
mouse to access the command and
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:
24
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
25
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: http://support.microsoft.com/en-us/kb/290938

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
26

Keyboard shortcuts: Your own
27

Keyboard shortcuts: For macros
28

Keyboard shortcuts: List custom
29
1. Open an existing doc or template that contains
custom KB shortcuts.
2. Open the Print dialog (Ctrl+P).
3. Change Settings to Key Assignments.
4. Print to PDF or printer.

Automatic table of contents etc.
30
Must use heading styles and auto caption numbering to generate
auto TOC, lists of figures/tables
Insert and update options on References tab
Select Update entire table option to update page numbers
AND any text changes in headings/captions
Always update TOC etc. as one of final steps
TIP: Edit headings/captions via TOC etc. (often missed in main
edit) – Ctrl+click page # in TOC to change

Other automation tools
 Word doesn’t have everything
 Use the best tools for your job
 Examples:
 PerfectIt (http://www.intelligentediting.com)
 EditTools (http://www.wordsnsync.com)
 PhraseExpress (the power of auto correct for ALL your
programs, not just Office programs;
http://www.phraseexpress.com)
31

Use the power of find/replace32
Twitter Takeaways:
 More find and replace (F&R) options than
you probably knew
 Spend time learning to use wildcards
 Be careful of ‘Replace all’

Find and replace: Basic: Ctrl+F
33
Opens
Navigation pane
Basic search,
with some
options
Has contextual
highlighting
Click contextual
results list 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
34

Find and replace: Intermediate: Ctrl+H
35
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

Warning!
36
Be careful of
‘Replace All’ –
can make
unintended
global changes
to text, styles,
formatting

Find and replace: Advanced
38
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
39
• 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

Helpful links/resources
40
 https://cybertext.wordpress.com/category/
software/word/
 https://cybertext.wordpress.com/tag/keyboard-
shortcuts/
 https://cybertext.wordpress.com/tag/find-and-
replace/
 https://cybertext.wordpress.com/tag/wildcards/
 https://cybertext.wordpress.com/tag/toc/
 https://cybertext.wordpress.com/2011/03/08/word-
use-the-power-of-autocorrect-to-save-heaps-of-time/

Any questions?
Contact me:
 Email: rhonda.bracey@cybertext.com.au
 Web: http://www.cybertext.com.au
 Blog: http://cybertext.wordpress.com
 Twitter: @cybertext
Thank you…41

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