Microsoft Word Tips

Change font and size defaults
Save automatically
How to indent the easy way
Fast formatting text
Improve your tables
Use autotext 
Generate 'sample' text
To add a border to part of a paragraph
Move images to exact position
Keyboard shortcuts

Change default font & size
To change the default font settings, click the small box with an arrow in the right left corner of the Font section of the Home tab in the Ribbon.

In the Font dialog box, choose the default font settings you want. Notice in the Font box it says “+Body”; this means that the font will be chosen by the document style you choose, and you are only selecting the default font style and size. So, if your style uses Calibri, then your font will be Calibri at the size and style you chose. If you’d prefer to choose a specific font to be the default, just select one from the drop-down box and this selection will override the font selection in your document style.

Here we left all the default settings, except we selected 12 point font in the Latin text box (this is your standard body text; users of Asian languages such as Chinese may see a box for Asian languages). When you’ve made your selections, click the “Set as Default” button in the bottom left corner of the dialog.

You will be asked to confirm that you want these settings to be made default. In Word 2010, you will be given the option to set these settings for this document only or for all documents. Click the bullet beside “All documents based on the Normal.dotm template?”, and then click Ok.

In Word 2007, simply click Ok to save these settings as default.

Now, whenever you open Word or create a new document, your default font settings should be set exactly to what you want. And simply repeat these steps to change your default font settings again if you want.



Automatic Save
Word will automatically save your documents in the background while you work--at an interval you specify. To set this interval, choose Tools, Options and click the Save tab. Make sure the 'Save AutoRecover info every' option is checked, and in the 'minutes' text box, type a number--or use the up/down arrows--to get to the frequency you want. I still compulsively click the Save icon or hit Ctrl-S after practically every sentence because it is a good habit to get into.

If you have multiple Word documents open and you have a premonition that lightning is going to strike before the next AutoRecover, hold down the Shift key and click the File menu. The Save command changes to Save All, which will save all open Word documents in one fell swoop.



How to indent the easy way
Are you still indenting by pressing the spacebar or the Tab key? There is a better way. Word's Ruler bar provides a handy, visual way to indent paragraphs. (If your ruler isn't displayed, choose View, Ruler.) On the left side of the ruler, you'll notice two triangles sitting atop a box. The triangles and box are actually three distinct icons that you can individually click and drag to indent a paragraph (or selected paragraphs). The top triangle indents the first line of each paragraph; the bottom triangle sets a hanging indent (every line of a paragraph is indented more than the first line); and the box indents the entire paragraph while preserving the size of the first line or hanging indent. There's also a right-indent marker on the right side of the ruler.

To give it a go, click inside any old paragraph--or type a new one for practice--and drag the top triangle to the half-inch mark on the ruler. Word automatically indents the first line of the paragraph a half-inch. Better yet, whenever you press Enter at the end of the paragraph you're in, Word automatically indents the next paragraph as well. That means you could open a new Word document, drag the first-line indent marker to the half-inch location on the ruler, and type 200 pages, without ever having to indent manually.


Fast formatting text
When you format a single word--say, with bold, italic, or underline--it's not necessary to select the entire word (and then press Ctrl-B, Ctrl-I, or whatever to do your formatting). Just move the cursor anywhere inside the word and format it. This can save you the trouble of reaching for the mouse to double-click or holding down Shift while using the arrow keys or clicking to select the entire word. This convenience is part of Word by default.

If this doesn't work, choose Tools, Options and click the Edit tab. Then check the 'When selecting, automatically select entire word' box.


Improve your tables
Word's default table is a stack of boxes with text inside. Functional, yes. Festive, no. Fortunately, Word steps in to help with the Table AutoFormat command, which spruces up drab tables and makes them easier to read. To take a look at the styles that Table AutoFormat offers, open a document with an existing table or create a new table. Now, click inside your table and choose Table, Table AutoFormat. Word presents the Table AutoFormat dialog box, which provides a long list of table formatting options.

You can experiment with the various formats by clicking a format name (such as Table 3D effects 3) and viewing the results in the Preview pane. As you'll see, there's everything under the sun, from prim and proper to downright funky. Once you find a table format you like, just highlight its name and click Apply. And voilà--Word formats your table and closes the dialog box.


Word includes a feature called AutoText that offers to complete common phrases when you begin to type them. When Word recognizes that you're typing the start of one of these phrases, a pop-up box appears; all you have to do is press Enter and Word will complete the phrase.

That's somewhat helpful, but you can make AutoText really earn its keep if you create your own entries. For instance, you might routinely need to type your address, a disclaimer, a legal clause, or a clumsy-to-type Web address. Instead of typing it over and over (or copying and pasting from elsewhere every time), store it in AutoText and recall it with just a few keystrokes. Best of all, Word stores the formatting along with the text.

To create an AutoText entry, type and format your text, select it (including the paragraph mark at the end, if there is one--if you don't see it, click Tools, Options, View, Paragraph marks), and choose Insert, AutoText, New. When Word presents the Create AutoText dialog box, type a logical name for your entry in the 'Please name your AutoText entry' field. Make sure your name is at least four characters long so that Word can recognize it later. Click OK to complete the entry.

To use your new AutoText entry, begin typing the name you assigned it. Once you've typed a handful of letters, the pop-up box appears. Press Enter or F3 and your stored text appears in your document (the name you started typing will disappear). If the AutoComplete pop-up appears when you don't want it, just keep typing and it will go away. If you forget your AutoText entry's name, you can jog your memory by choosing Insert, AutoText, AutoText and choosing your entry from the list. Then, click Insert and OK.


Generate sample text
Open a blank Microsoft Word document and enter the following command and hit the Enter key:
=rand(x,y) where x is the number paragraphs and y is the number of sentences. A number of sample text paragraphs will then be generated allowing you to experiment with the various Word commands. This does not appear to work on some installed versions of Word. 
Note: If you are using Word 2007, you can use =rand.old( x,y)


Add border to part of paragraph
Select (highlight) the paragraph. From the Format menu, click Borders and Shading. From the Borders and Shading dialog box displayed, click the Border tab.Click the Custom button, and then choose the type of line you want from the style box. In the Preview box there is four button, the top button places the border at the top, the next one at the bottom, the next one at the left, and the last one places the border at the right of the selection. Select any of these button and click on the OK button.


Move images to the exact position
Press the Alt key as you drag the object/image into place. Note: This tip works as long as the image is not set to be in line with the text. To make sure it works: Double-click the image, and select the Layout tab. Under Wrapping style, choose any styles except In line with text. Click on the OK button.


Keyboard shortcuts

Ctrl+A = selects all the text in the current document

Ctrl+B = bolds the selected text

Ctrl+C = copies the selected text

Ctrl+D = opens up the font dialog box

Ctrl+E = middle aligns the selected text

Ctrl+F = opens up the find dialog box

Ctrl+G = opens up the go to dialog box

Ctrl+H = opens up the replace dialog box

Ctrl+I = italicizes the selected text

Ctrl+K = creates a hyperlink on the selected text

Ctrl+L = left aligns the selected text

Ctrl+M = tabs the selected text half an inch (may differ depending on the measurements used)

Ctrl+N = opens up a new Word document

Ctrl+O = opens the open dialog box

Ctrl+P = opens up the printer dialog box

Ctrl+R = right aligns the selected text

Ctrl+S = saves the document if not saved already, will prompt if not saved

Ctrl+U = underlines the selected text

Ctrl+V = pastes the text that was either copied or cut before

Ctrl+W = closes the current open document

Ctrl+X = cuts (copies and delete) the selected text

Ctrl+Y = repeats the action that was just done

Ctrl+Z = undo the last modification

Ctrl+1 = all sentences and paragraphs in the document are single lined paragraphs

Ctrl+2 = all sentences and paragraphs in the document are double lined paragraphs

Ctrl+5 = all sentences and paragraphs in the document are one and one half lined paragraphs