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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Word makes extensive use of shortcut keys for accessing menu commands. You can customize shortcut keys to remove the ones you don't use, change the ones you do use, and add new ones for commands that don't already have them. Choose Tools > Customize Keyboard to get started. This dialog works a lot like the commands tab of the Customize Toolbars and Menus dialog discussed in the previous video. You want to start by choosing a category of command, maybe the Edit commands, and then scroll down to find the command that you want.
So I'll scroll down this list. I'm looking for EditPaste. There it is, select it. When the command is selected, you could see its shortcut key, if it has one, in the middle of the dialog. And this particular command has two. You could remove a shortcut key by selecting it in a list and clicking the Remove button. So maybe I don't want F4 to be for the Oaste command, so I can select it and click Remove. It's gone. This frees up that key for another command. You can add a new shortcut if you like.
Just click in this box down here and type in the shortcut key that you want. Maybe I decide that Command+P works better. Well sure enough Command+P is of course is for the Print command. It says right here that what it is for is Print. If I click the Assign button that shortcut key will be moved off of the Print command and on to the Paste command. It will get added to this list. Now by default, all changes are saved in the normal template, but you could save them to the current file. Just choose the current file from this menu, and then you'd want to save this file as a template.
From that point forward the changes will only take place in documents created from that template, not the Normal one. If you always want these changes to take effect, you would save them to the Normal template. Now it might be handy to have a list of all of Word's commands and shortcut keys, especially if you're going to start changing them. Word makes this pretty easy although not too obvious to do. Let's click OK here. That will save all of our settings. We're going to go up to the Tools menu, come down to Macro and choose Macros.
Where it says Macro is in, we want to choose Word commands. And then in this list where it says Macro name, type in the word List and that will get you quickly to the List area. We want them called ListCommands, then click Run. Word asks which commands do you want, Current menu and keyboard settings or All Word commands? We will take just the Current menu and keyboard settings. I'll click OK and Word creates a cell table full of commands, modifier keys, keys, and then the menu they're under, and this is quite a list.
It goes on for 12 pages. Now to restore keyboard shortcuts to defaults, you need to go back into the Tools menu, choose Customize Keyboard, and then click the Reset All button at the bottom. Word asks that are you sure you want to make this change? Click Yes and it will restore all those commands that the way they were. Of the three kinds of customization I cover in this chapter, I think this one is the most useful. Use it to add shortcut keys for the commands you use most that don't already have shortcuts.
This could make your work with Word faster and more efficient. Just remember that your shortcuts would likely differ from everyone else's, thus slowing you down when you need to work with someone else's Word installation.
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