Word Tips

Read these 52 Word Tips tips to make your life smarter, better, faster and wiser. Each tip is approved by our Editors and created by expert writers so great we call them Gurus. LifeTips is the place to go when you need to know about Microsoft tips and hundreds of other topics.

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How can I expand or condense text?

Expand or Condense Text

To expand or condense text, click Format, Font, select Character Spacing tab and increase or decrease the spacing.

   
How can I see how my document looks on a page?

Page Layout

To see how the document looks on the page, click on View and Page Layout option.

   
How can I change the letter case?

Change Case

To change case (uppercase or lowercase), click Format and Change Case.

   
How can I customize bullets?

Customize Bullets

To customize bullets, click Format, Bullets and Numbering and select the Bullet tab. Once done, click on a bullet and click Customize button. Select Bullet and choose the symbol for the bullet. To increase the size of the bullet, click Customize, Font and select the font size.

   
How can I track changes done to a document?

Track Changes

To track the changes that were done in a document, click on Tools and Highlight Changes. By clicking on the options button this will show how Word indicates that something has been inserted, deleted or formatted.

   
How can I make gridlines appear in a table?

Gridlines

For certain gridlines to appear in the table, select the cells and then use the border tool in the format toolbar to insert the gridlines you want.

   
How can I merge cells together?

Merge Cells

To merge cells together highlight the cells and click Table and Merge Cells.

   
How can I preview a font?

Preview Fonts

To preview the fonts, click Format and Font.

   
What are the shortcuts for mail merge?

Mail Merge Shortcuts

The shortcuts for mail merge are:

ALT+SHIFT+K = Preview a mail merge
ALT+SHIFT+N = Merge a document
ALT+SHIFT+M = Print the merged document
ALT+SHIFT+E = Edit a mail merge data document
ALT+SHIFT+F = Insert a merge field

   
What are the shortcuts for move a character, word, paragraph, &column?

Edit and Move Text Shortcuts - Move a Character, Word, Paragraph, Column, or Object

The shortcuts for edit and move text - move a character, word, paragraph, column, or object are:

LEFT ARROW = One character to the left
RIGHT ARROW = One character to the right
CTRL+LEFT ARROW = One word to the left
CTRL+RIGHT ARROW = One word to the right
CTRL+UP ARROW = One paragraph up
CTRL+DOWN ARROW = One paragraph down
ALT+UP ARROW = Previous frame or object
ALT+DOWN ARROW = Next frame or object
SHIFT+TAB = One column to the left
TAB = One column to the right

   
What are the shortcuts for line spacing?

Format Paragraphs Shortcuts - Setting Line Spacing

The shortcuts for format paragraphs - setting line spacing are:

CTRL+1 = Single Space
CTRL+2 = Double Spaced
CTRL+5 = Set 1.5 line Spacing
CTRL+0 = Add or remove one line of space preceding text

   
How can I jump from one column to the next column?

Jump to Next Column

When working with columns and you want to jump to the next column, insert a column break by clicking on Insert, Break and select Column Break.

   
What are the shortcuts for insert special characters?

Edit and Move Text Shortcuts - Insert Special Characters

The shortcuts for edit and move text - insert special characters are:

CTRL+F9 = Field
SHIFT+ENTER = Line break
CTRL+ENTER = Page break
CTRL+SHIFT+ENTER = Column break
CTRL+HYPHEN = Optional hyphen
CTRL+SHIFT+HYPHEN = Nonbreaking hyphen
CTRL+SHIFT+SPACEBAR = Nonbreaking space
ALT+CTRL+C = Copyright symbol
ALT+CTRL+R = Registered trademark symbol
ALT+CTRL+T = Trademark symbol
ALT+CTRL+PERIOD = Ellipsis
ALT+SHIFT+O = Mark a table of contents entry
CTRL+SHIFT+F3 = View Spike contents

   
What are the applying style shortcuts?

Format Paragraphs Shortcuts - Applying Styles

The shortcuts are format paragraphs - applying styles are:

CTRL+SHIFT+S = Apply a style
CTRL+K = Start AutoFormat
CTRL+SHIFT+N = Normal style
ALT+CTRL +1 = Heading 1 style
ALT+CTRL +2 = Heading 2 style
ALT+CTRL +3 = Heading 3 style
CTRL+SHIFT+L = List style

   
What are apply formatting shortcuts?

Applying Formatting Shortcuts

The shortcuts for applying formatting are:

CTRL+SHIFT+F = Change the font
CTRL+SHIFT+P = Change the font size
CTRL+SHIFT+> = Increase the font size
CTRL+SHIFT+< = Decrease the font size
CTRL+] = Increase the font size by 1 point
CTRL+[ = Decrease the font size by 1 point
SHIFT+F3 = Change the case of letters
CTRL+SHIFT+A = Format letters in all capitals
CTRL+B = Bold
CTRL+U = Underline
CTRL+SHIFT+W = Underline single words
CTRL+SHIFT+D = Underline double words
CTRL+SHIFT+H = Apply or remove hidden text
CTRL+I = Italic
CTRL+SHIFT+K = Format letters in all small capitals
CTRL+EQUAL SIGN = Subscripts
CTRL+SHIFT+EQUAL SIGN = Superscripts
CTRL+SHIFT+Z = Remove formatting
CTRL+SHIFT+Q = Change the selection to Symbol font
CTRL+SHIFT+* = Display nonprinting characters

   
How can I convert a table into text?

Convert Table into Text

To convert a table to text, click Table and Convert Table to Text.

   
How can I shut AutoFormat off?

AutoFormat

To turn off AutoFormat, click Tools and AutoFormat tab and uncheck the relevant boxes.

   
How can I change the language?

Language

To change the language on the computer, click Tools and Set Language.

   
How can I join words with leader dots, dashes, or lines?

Leader Dots, Dashes, or Lines

To join words with leader dots, dashes or lines, click Format, Tabs and select a style, then click Set and OK.

   
How can I insert another file into the current document?

Insert another File

To insert all the information from another file into the current document, click Insert and File.

   
How can I have a full screen of my document?

Full Screen

For a full screen, choose View and Full Screen.

   
How do I change the orientation and margins?

Page Setup

Use Page Setup to change the orientation of your paper and to change the margins in the File menu.

   
How can I set a font as a default?

Set Font as Default

To set a font as a default, click Format, Font, select the font and font size and click Default button.

   
How can I create a shortcut key?

Creating Shortcut Keys

To assign a shortcut key to a style, Format, select Style from the dropdown menu, choose Modify and Shortcut key. Type the shortcut sequence, click Assign and close.

   
How can I insert a greek symbol?

Greek Symbol

To insert a greek symbol in the document, click Insert, Symbol and select a symbol.

   
How can I edit a long document with ease?

Document Map

If editing a long document, click on View and Document Map.

   
How can I convert text to a table?

Convert Text to Table

To convert text to table, click Table and Convert Text to Table.

   
How can I shut AutoCorrect off?

AutoCorrect

To turn off AutoCorrect, click Tools and AutoCorrect and uncheck the relevant boxes.

   
How can I shadow, emboss or engrave?

Shadow, Emboss, and Engrave

To shadow, emboss and engrave, click Format and Font.

   
How can I customize legal style of numbering?

Legal Style Numbering

For legal style of numbering, click Format, Bullets and Numbering and select the Outline Numbered tab, and click on Customize button.

   
How do I open multiple files at once?

Multiple Files

To work on multiple files, open them all at once by clicking on open and hold down CTRL to select multiple files.

   
What are the shortcuts for select text and graphics in table?

Edit and Move Text Shortcuts - Select Text and Graphics in Table

The shortcuts for edit and move text - select text and graphics in table are:

ALT and hold it down while you click the column = Select a column
CTRL+SHIFT+F8, and then use the arrow keys = Extend a selection
SHIFT+F8 = Reduce the selection size
ALT+5 on the numeric keypad = Select an entire table

   
How can I center the table horizontally on the page?

Center Table

To center a table horizontally on a page, click Table, Cell Height and Width and Center.

   
How can I change the background color?

Background Color

To change the background color of a specific part of the text, click Format, Borders and Shading. Then click on Shading tab and select the color.

   
How can I insert a header or footer?

Header or Footer

To insert a header or footer, click on View and Header and Footer.

   
How can I email or fax a file?

Send To

Send to option allows you to email or fax the document you are working on.

   
What are the shortcuts for select text and graphics?

Edit and Move Text Shortcuts - Select Text and Graphics

The shortcuts for edit and move text - select text and graphics are:

SHIFT+RIGHT ARROW = One character to the right
SHIFT+LEFT ARROW = One character to the left
CTRL+SHIFT+RIGHT ARROW = End of the word
CTRL+SHIFT+LEFT ARROW = Beginning of the word
SHIFT+END = End of the line
SHIFT+HOME = Beginning of the line
SHIFT+DOWN ARROW = One line down
SHIFT+UP ARROW = One line up
CTRL+SHIFT+DOWN ARROW = End of the paragraph
CTRL+SHIFT+UP ARROW = Beginning of the paragraph
SHIFT+PAGE DOWN = One screen down
SHIFT+PAGE UP = One screen up
CTRL+SHIFT+ END = End of the document
CTRL+SHIFT+ HOME = Beginning of the document
CTRL+A = The entire document
CTRL+SHIFT+F8 = Vertical block of text
F8+ARROW KEYS = Specific location in a document

   
How do I delete the whole document?

Delete Everything

To delete everything, click on Edit, Select All and Delete key.

   
How can I have a fancy first letter?

Fancy First Letter

For fancy first letter, click Format and Drop Cap.

   
How do I undo last move?

Undo Last Move

To undo the last move you made, click on the down arrow next to the undo icon.

   
How can I have toolbars for tables and pictures?

Toolbars

If you want icons to format tables and pictures, click on View and Toolbars and pick drawing, picture and tables and borders toolbar.

   
What are the shortcuts for delete text and graphics?

Edit and Move Text Shortcuts - Delete Text and Graphics

The shortcuts for edit and move text - delete text and graphics are:

BACKSPACE = Delete one character to the left
CTRL+BACKSPACE = Delete one word to the left
DELETE = Delete one character to the right
CTRL+DELETE = Delete one word to the right
CTRL+X = Cut
CTRL+Z = Undo last action
CTRL+F3 = Cut to the Spike

   
What are the shortcuts for print and preview document?

Print and Preview Document Shortcuts

The shortcuts for print and preview document are:

CTRL+P = Print
CTRL+UP ARROW or CTRL+LEFT ARROW = Move to the first page when zoomed out
CTRL+DOWN ARROW or CTRL+RIGHT ARROW = Move to the last page when zoomed out

   
What are the shortcuts for copy and move text and graphics?

Edit and Move Text - Copy and Move Text Shortcuts and Graphics

The shortcuts for edit and move text - copy and move text and graphics are:

CTRL+C = Copy
CTRL+SHIFT+C = Copy formats
F2 = Move text or graphics
CTRL+V = Paste
CTRL+SHIFT+V = Paste formats

   
How do I know the four most recent documents?

Most Recent Documents

The four most recent documents, go to the bottom of the File menu to open them.

   
What are the shortcuts for extend a selection?

Edit and Move Text Shortcuts - Extend a Selection

The shortcuts for edit and move text - extend a selection are:

F8+character = Select the nearest character
F8 = Turn extend mode on or off
SHIFT+F8 = Reduce the size of a selection

   
How can I customize numbers?

Customize Numbers

To customize numbers, click Format, Bullets and Numbering and select the Numbers tab. Once done, click on a numbers and click Customize button. Select Numbers and choose the symbol for the bullet. To increase the size of the numbers, click Customize, Font and select the font size.

   
What are the shortcuts for moving around the table?

Edit and Move Text Shortcuts - Move around the Table

The shortcuts for edit and move text - move around the table are:

TAB = Next cell in a row
SHIFT+TAB = Previous cell in a row
ALT+HOME = First cell in a row
ALT+PAGE UP = First cell in a column
ALT+END = Last cell in a row
ALT+PAGE DOWN = Last cell in a column

   
How can I change the look of the page numbers?

Page Number Format

To change the look of page numbers, click Insert, Page Numbers, Format and select a format.

   
How can I flip between my documents?

Multiple Documents

If multiple documents are open at the same time, flip between them by using the Window menu at the top of the screen.

   
What are the shortcuts to set paragraph alignments and indents?

Format Paragraphs Shortcuts - Set Paragraph Alignments and Indents

The shortcuts for format paragraphs - set paragraph alignments and indents are:

CTRL+E = Center
CTRL+J = Justify
CTRL+L = Left align
CTRL+R = Right align
CTRL+M = Indent a paragraph from the left
CTRL+SHIFT+M = Remove a paragraph indent from the left
CTRL+T = Create a hanging indent
CTRL+SHIFT+T = Reduce a hanging indent
CTRL+Q = Remove paragraph formatting

   
How do I select a single word or sentence?

Select a Single Word or Sentence

To select a single word, double click on it and to select a sentence start at the beginning of the row.

   
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