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Word Shortcuts
This document provides a variety of shortcuts for working in Word 2007.
Altering Word’s Behavior
Word 2007 comes with pre-set options. Many of these settings can be adjusted through Word
Options. For example,
Opening e-mail attachments in Reading View
Turning on/off spell-check and grammar check as you type
Setting how frequently Word will auto-save your work
Changing the default save location (usually My Documents)
Changing the color scheme
To adjust these settings (and many more!),
1. From the Microsoft Office button, click Word Options.
2. Adjust settings as necessary. Use the tabs on the left side to navigate through multiple
categories of settings. Click OK when finished.
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Changing Default Settings
Word 2007 comes with default settings for creating new documents that you may wish to
change. For example, the default font is Calibri, size 11, with 1.15 line spacing. To adjust these
default settings,
1. From the Home tab, click the dialog box launcher in the Font group.
2. Make the desired changes. Click the Default button.
3. To apply these changes to new documents, click Yes.
Using AutoCorrect to Insert Frequently Used Text
Do you ever find yourself re-typing the same text over and over? Or constantly opening up a
document so you can copy and paste a section of it to another document? Word’s AutoCorrect
feature can be a real time-saver for reusing text.
To add a section of text as an AutoCorrect entry,
1. Select the text.
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2. From the Microsoft Office button, click Word Options.
3. On the Proofing tab, click AutoCorrect Options.
4. In the Replace text as you type area, the text you had selected in Step 1 appears under
With:. Under Replace:, enter the text you will type to instigate the entering of the
selected text. For example, if you have a commonly used closing paragraph for business
letters, you might enter a code like c1. Select whether you want the text entered as plain
text (no formatting) or as formatted text. Click Add, then click OK.
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5. Based on the example above, anytime you enter ‘c2’, Word will automatically replace it
with the associated closing paragraph.
Using Building Blocks to Insert Frequently Used Elements
Word 2007 comes with a new feature that allows you to recycle content (including images and
special formats). Building blocks are items within a document that you save to be reused in
other documents. For example, you might save your organization’s contact information, a
logo, letterhead information, closings for a business letter, etc.
To add content as a building block,
1. Select the content (which can include text, images, and special formats).
2. Click on the Insert tab, then select the Quick Parts command in the Text group.
3. Select Save Selection to Quick Part Gallery.
4. The Create New Building Block dialog box appears. Type a name for the Quick Part and
click OK.
To insert a building block,
1. Place your cursor at the point in the document where you want to add the item.
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2. On the Insert tab, in the Text group, select the desired building block from the Quick
Parts button.
To remove building blocks,
1. From the Insert tab, in the Text group, select Building Blocks Organizer from the
Quick Parts button.
2. Browse for the desired building block, then click Delete.
Comparing Similar Documents
Word 2007 comes with a new tri-pane review feature to assist you in managing revisions to a
document. When you send a draft of a document to others for their input, Word 2007 helps
you efficiently collect and manage their revisions. You see both versions of the document, with
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the changes clearly marked in a third version.
Original document
Combined
document
Revised document
1. To activate the tri-pane review panel, from the Review tab, click Compare, then choose
Compare.
a. The legal blackline option compares two documents and displays only what
changed between them. The documents that are being compared are not
changed.
b. If you send a document for review to several reviewers, and each reviewer
returns the document, you can use the Combine option to combine the
documents two at a time until all the reviewer changes have been incorporated
into a single document.
2. Browse for the original file. Then browse for the revised file. Click the More button, if
necessary, to set which activities you want to compare. Click OK.
The More button turns into the
Less button when clicked.
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3. The screen will now be divided into 4 sections:
D
A
C
B
A. The original document
B. The revised document
C. A combined document, incorporating the revised document into the original
document
D. A summary pane outlining each of the revisions
4. The combined document can be revised and saved, if desired, thus leaving the original
and revised documents intact.
Paragraph Relocation
When needing to move an entire paragraph, do you select then entire paragraph and then drag
and drop it to its new location? If so, there may be an easier, mouseless method.
1.
2.
3.
4.
Place your cursor in the paragraph you want to move.
Hold down Alt + Shift.
Press the up or down arrow key to move your paragraph to the desired location.
To move multiple consecutive paragraphs, highlight part of each one, then repeat steps 2
and 3.
Zoom with the Mouse
If you have a mouse with a wheel between the two buttons, hold the CTRL key down as you
turn the wheel. Each click of the wheel, up or down, increases or decreases the zoom factor by
10%.
This trick works in all applications, not just Word.
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Quick Navigation
When working on a long document, it is easy to lose your place. And you can spend a lot of
time scrolling through your document to find a particular section. Word 2007 comes with a
Thumbnails view that allows you to easily navigate through your document.
With Thumbnails view, small pictures of each page of your document are displayed. The
thumbnails are too small to read. However, the general layout of the pages, including pictures
and other objects, are visible. Also, each thumbnail is numbered, so you can easily jump to a
specific page.
When you click on a thumbnail, Word will automatically open that page in the main document
area. You can begin editing without using the arrow keys to move the cursor or using the scroll
bar.
1. To open the Thumbnails view, from the View tab, click Thumbnails in the Show/Hide
group.
2. A pane will open on the left side of the screen containing thumbnails of your document's
pages.
3. Simply click the page to which you’d like to navigate.
Print Multiple Pages on One Sheet
In an effort to conserve paper, you may want multiple pages of text to print on one sheet.
Please note that the text size will be smaller than the original document.
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1. From the Print dialog box, select the desired number of pages to print on a sheet from
the Pages per Sheet dropdown list. Click OK when finished.
2. For example, below is 4 sheets per page:
Converting Documents to a PDF Format
With a free download from Microsoft, you can export files to a PDF (portable document format)
format or an XPS (XML paper specification) format. The PDF format preserves document
formatting and is useful for documents that will be reproduced by using commercial printing
methods. The XPS format ensures that when the file is viewed, it retains exactly the format you
intended and that the data in the file cannot be easily changed.
1. To download the free add-in to export files to a PDF or XPS format,
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a. Click the Microsoft Office button, point to Save As, and then click Find add-ins
for other file formats.
b. The Microsoft Help window will appear. Click the link to Install and use the
Save as PDF or XPS add-in from Microsoft.
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c. Then click the link for Microsoft Save as PDF or XPS Add-in for 2007 and follow
the onscreen instructions.
2. Once the add-in has been installed, to save a file as a PDF or XPS, click the Microsoft
Office button, and then choose Save As.
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