Join David Rivers for an in-depth discussion in this video Top 5 Word shortcuts, part of Weekly Office Workshop.
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In this weeks Office Workshop, I'd like to share my five favorite shortcuts with you to help you use Microsoft Word more efficiently and effectively, all while saving you some time and effort, of course. I'm going to be working with Word 2013, and this file titled Employee Manual. If you have the exercise files, you can open it up and follow along with me. If you don't have the exercise files, try opening up one of your own documents a longer one, preferably. We also want to make sure the Navigation pane is opened up, and if it's not for you, just go to the view tab here on the ribbon, and click the check-box next to Navigation pane.
This allow us to see that they're many sections and subsections. This is a fairly long document, and our first shortcut deals with reading longer documents. Typically, you're in an Edit Mode when you open up a file here in Mircosoft Word, it's called Print Layout. You can see it's selected here in the View section on the ribbon, and if I wanted to read this document, maybe not work on it, well, I could start scrolling with the scroll bar. I can't see the entire page here, so I have to scroll to see the bottom of the page.
I could use the keyboard using the arrows to move the cursor through the page, or page up and page down will move me through the document. That's a lot of typing and clicking. There's a better way to read documents here in Microsoft Word, it's called Read Mode. That's what we're going to look at right now. You can click Read Mode by going to the Read Mode button way over here on the left-hand side in the View section of the view ribbon. You could go down to the bottom of your screen. There's a button there for Read Mode as well. You can see currently Print Layout is selected.
Let's switch to Read Mode and see what happens. By default, you'll see there's a level of zoom that's set for you. Mines currently at 154. That's what I used last. You can see that it's a level that allows you to read the text easily, and there's nothing hiding. There's nothing at the bottom of the page here. We're seeing screen folds now as opposed to printed page layouts. So, if I want to move from page-to-page, I can click the arrows that appear on the left and the right.
If you have a touch screen, you can tap those. That's nice. If you wanted to, you could use the arrows on your keyboard, right-to-left. There is a scroll bar across the bottom now, instead of along the right, to scroll from page-to-page. This is not printed page. This is page full of information in the document. So, you're not missing anything. It's easy to read this way. Look what happens when we close up the Navigation pane. Now, you're going to be looking at two pages side-by-side.
All of these buttons still work just as they did, but now you're moving a couple of pages at a time through your document. It's a great way to read. When you're done reading, and you want to work on the document, just switch back to Print Layout. I'm going to go to the bottom of the screen and click Print Layout from there. I'm also going to the Navigation pane back on by click the check-box, and I'm going to click this arrow at the very top of our headings to take me to the top of my document. So, Read Mode is going to save you some typing and some clicking when it comes to reading your longer documents here in Mircosoft Word.
Let's move on to my next shortcut, working with PDF files. With Word 2013, working with PDFs just got a lot easier. In the past, if you wanted to work with the PDF, make changes to a document, let's say, you could open it up in Reader, copy and paste some content into Word, make some changes, and then in Word, save it to a PDF. Now, all you need is Microsoft Word. We can take this document, save it to a PDF. We can open a PDF, edit that document, save it back to a PDF, no longer needing any third-party software.
Let's see how it's done with our Employee Manual. First, we'll go up to the File tab and save it as a PDF. So, click Save As. I'm going to navigate using the Browse button to the Desktop, and call it Employee Manual, but I'm going to change the type to PDF. I'm going to keep all of the defaults here, and make sure I'm not opening the file after publishing. I don't need to open it up in Reader anymore. I can do everything in Word. I'm going to click Save. I've just saved the document to a PDF.
That's not what I'm looking at now, I'm still looking at my Word version. So, if I wanted to open up the PDF, I would go to File, Open, I'm going to navigate to my Desktop. where I'll find Employee Manual that's in Adobe Acrobat document. When I click Open, you're going to see some dialogues open up saying that Words going to covert it to a document that I can edit in Word. Nice. I don't need to see this message every time. I can turn it off.
All I have to do is click OK, and this document happens to have a Table of Content. So, there may be fields referring to other files. Do I want to update those? Not necessary. I'm going to click No. Now, I'm looking at my PDF file here in Microsoft Word. I can make a change to it, for example. I'm going to change the date here to July 31st. When I go to save this, by click File and Save As, I can save it to a Word document if I wanted to, or I can save it back to that PDF.
I'm going to change it to PDF. I all ready have that, and it's open. So, I'm going to change the name to Employee Manual V2. Version Two. Click Save. All done. I've just edited a PDF, saved it back to a PDF, without using any third-party software. All right, on we go to the next shortcut. This next one deals with new documents. Have you every opened up a new document, the first thing you have to do is change the font, maybe the spacing between paragraphs, the font size for example? Well, you can do this one more time and have it changes for all future documents by using one simple trick.
That's what we're going to do here. Let's start by going up to File, New, and choose Blank Document. This is where you're going to see, up here with the home tab of the ribbon selected, your default font, font size, and you'll see some spacing options here as well, under the paragraph section. Maybe, the first thing you do when you start a new document is go up here and change the font to Ariel, maybe. Maybe, bump it up to 12, and now you're ready to go. If you don't want to have to do that every time, make the change once to the normal style, and apply it to all future documents.
That's what we're going to do. Notice here, in the style section, normally is highlighted. Right-click that and select Modify. Now, any changes we make here are for this document. So, for example, if we change it to Ariel by clicking the drop-down, scrolling down to Ariel, and bumping up the size to 12, the spacing between paragraphs could be increased or decreased. Once you've made those changes, if you click OK, it's only going to be applied to the current document, but down here you can have it applied to new documents that are based on this template as well.
So, new blank documents for example, will always have these changes when you click OK. Now, if I go up to File, New, Blank Document, check it out. Ariel 12 points. Exactly what I want for all of my documents going forward. All right, that's that shortcut. Let's close out these documents. Close them up without saving them. So, we're back to our Employee Manual for our next shortcut.
My next shortcut deals with working with tables and table borders. You can save a lot to time using a fancy little trick for painting the borders. We're going to do this in our Employee Manual document here in Section 6.5. So, I'm going to use the Navigation pane over here in the left to find find Section 6. There is it point five Vacation. There is a table there. You can see the border around the outside of the table is a thin black line. If I want to change that, well, there are a number of options, but the easiest is to actually make a change to the border using a stroke.
So, click anywhere inside the table, and you'll see Table Tools appear. Click the Design tab, and now you'll see on the very far right-hand side the Border Painter. I like this one. Not many people know about it. When you click it, you can now choose the pen color and styles. You can see the border. So, I'm going to change it to a thicker border, for example. I'm going to go up to one point. I'm going to change the pen color here to a nice dark green. That's going to look better. Once I have those options selected, all I have to do now is just trace along the border.
You can see a gray line there. Go down the right-hand side, let go. That looks better. Maybe, it should be thicker. I'm going to go up to one and a half. Now, I'm going to repaint that. That looks good. Now, I'll go down to the bottom right corner and drag across the bottom. Same thing on the left and across the top. There we go. A nice fast easy change thanks to the Border Painter.
You can click it again to turn it off, and we're back to working in our document. So, that'll save you some time when it comes to formatting your table, specifically the borders. One more shortcut here, and it deals with Bulleted List. Let's start by going to a different section of our Employee Manual using the Navigation pane. I'm going to click 6.7 here, our holidays. and we do have a Bulleted List here. Check it out. New Years. Memorial. Thanksgiving. There's a problem here. Thanksgiving Day is in the wrong place. We need to move it.
Now, you could try clicking, and dragging, and cutting, and pasting. You'll run into issues, probably, with spacing, and you'll have to fix things up. The fastest and easiest way to move things around in a Bulleted or Numbered List is to click anywhere on the line for that item, Thanksgiving Day, and use this keyboard shortcut. Hold down Alt and Shift, and now, use your arrow keys. The down arrow will move it down with each tap into the right spot right after Labor Day. Went too far? Just use the up arrow.
It's the fastest and easiest way to move things around whether it be a Bulleted or a Numbered List. So, there you go. My top five Word Shortcuts to save you time and effort in your daily interaction with Microsoft Word. Enjoy.