Follow the popularity of my blog post on Excel Hacks I thought I would write a follow up – 40 Word Hacks! I bloody love MS Word which is handy as I use it all the time as do most assistants. These tips will save you loads of time and might just impress your most geekiest of colleagues!

  1. To search for auto recovered documents on the File menu, click Open, and then click Recent Documents. Scroll to the end of all recent documents, and then click Recover Unsaved Documents
  2. To move large chunks of text: Press the CTRL key and right click on the new location. Alternatively, press F2 > Move to the location > Press Enter.
  3. To change certain pages from Portrait to Landscape go to Page Layout > Page Setup > Click Margins and select Custom Margins.On the Margins tab, click Portrait or Landscape. In the Apply to list click selected text.
  4. Word uses section breaks to give the selected text their orientation. So, if you select a part of the text on a page (but not the whole page), Word places the selected text on its own page, and the surrounding text on separate pages.
  5. To view all of the MS Word Commands go to File > Options > Customise Ribbon. Under the Main Tabs list, check Developer to show it on the Ribbon. Click OK. Then go to Ribbon > Developer tab > Code group > Macros and in the Macros dialog box, type ListCommands. Click Run. This causes the List Commands dialog box to appear.
  6. Formatting individual paragraphs are much easier when using the Paragraph function. If you copy a whole paragraph with the paragraph mark, you end up copying the formatting too. If you don’t copy the mark with the paragraph, the paragraph will paste without formatting.
  7. If you set your document up in sections, you can format each section giving yourself much more control.
  8. If you create a style template, you can use it over and over again for any document. If you write a lot of memos, you can create a memo style.
  9. To set your own Cut, Copy and Paste options. Go to Office button (the logo at the top left), navigating to Word Options, and then to Advanced. From there you should be able to see a Cut, Copy, and Paste option that will let you configure your options. This can allow you to do things like disable hyperlinking when pasting and other formatting options to make life easier.
  10. To remove the ribbon bar click CTRL+F1. The ribbon will disappear. Repeat the process to make it reappear.
  11. Spike pasting is really helpful. You can cut different words from a document and then paste them all together. To use it click CTRL+F3 to copy. You can repeat this with each work. Paste as usual to see everything that you have copied using the CTRL+F3 command.
  12. To turn off spell check click Word > Preferences > Spelling and Grammar and unchecking the “check spelling as you type”
  13. To check word count File > Properties > Statistics
  14. You can quickly access the thesaurus. Use the keyboard shortcut Fn + Shift + F7
  15. If you need to copy text from a source that made poor formatting decisions, highlighting the text and using the shortcut Ctrl + Space will change it back to the standard Times New Roman font.
  16. If you are working on a large document the shortcut Shift + F5 will let you shift between the most active parts of your document
  17. To highlight a group of words in the middle of a paragraph, hold down the Alt key while highlighting.
  18. To create a quick bullet point list type an * and hit the space bar ( you may need to set your AutoFormat up for this one)
  19. To start typing anywhere on the page just open your Word document and double click anywhere within the white page space. You can start typing right from there.
  20. To compare and contrast the content of two documents go to TOOLS > Track Changes > Compare Documents.
  21. To reformat text copied from the Internet, reselect the text you’ve pasted and hit the CTRL+SPACE BAR at the same time.
  22. Change the case options by highlighting the text and pressing SHIFT+F3
  23. type lorem(p,l) to fill your document with paragraphs and lines of placeholder text.
  24. Triple click inside a paragraph to highlight the whole paragraph instead of having to select it
  25. CTRL + N starts a new document in one move.
  26. Ctrl+[ and Ctrl+] is quite good for zooming in and out one step at a time
  27. Shift+Enter will insert a line break within a paragraph.
  28. ‘ALT-H-‘F”F’ allows you to edit the font face of the selected text
  29. Ctrl+Shift+space to get a non-breaking space. It looks exactly the same to the reader, but it permanently holds the words together for you. The same applies to Ctrl+Shift+- for non-breaking hyphens
  30. Save time writing out the same words or phrases over and over again by accessing the Autocorrect dialogue box from the File menu at Options > Proofing > AutoCorrect Options  Just type in a short code and click “Add.” Now, each time you type the code, it will be replaced with the full, formatted text.
  31. Ctrl+1 changes existing spacing in a paragraph to single-line, Ctrl+2 changes it to double-line and Ctrl+5 changes it to 1.5-line spacing.
  32. Ctrl+f opens a search bar so you can find a word or phrase. Ctrl+h lets you replace text and specific formatting.
  33. To find and replace all images in Word. Paste the image you want to keep in to the document, copy it and then delete it. Open the Find and Replace box enter ^g in the find what: field and ^c in the replace with: field and then click Replace All.
  34. To change full-justification formatting go to click the ‘Office’ button, followed by ‘Word Options’, and then click the ‘Advanced’ link on the left. Scroll to the bottom of the advanced options and expand the ‘Layout Options’ entry. Now you just need to tick the box labelled ‘Do Full Justification The Way WordPerfect 6.x For Windows Does’, then click ‘OK’. This will get rid of the excess white space.
  35. To remove formatting select the text, and press [Ctrl]+[Space] simultaneously. If the formatting has been applied with a style, press [Ctrl]+[Shift]+[N] and it will then revert to the default style.
  36. To compare two documents side by side click the ‘View Side by Side’ button, and then click ‘Arrange All’. Press ‘Synchronous Scrolling’ and you can scroll then through both of your documents at the same time.
  37. To change the default location where documents are saved click File tab > Options > Save. Go to the Default file location to browse for your preferred file and click OK.
  38. To combine two documents place the cursor where you would like the text to be added click Insert > Object (from the drop down menu) > Text From file. In the dialogue box select the document you would like to merge and click Insert.
  39. CTRL+Z will undo your last action and CTRL+Y will redo your last action
  40. CTRL+] will increase the font size and CTRL+[ will decrease the size.

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