5 SIMPLE TRICKS TO MASTER MICROSOFT WORD

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Most typists use Microsoft Word every day that they work. You may think you know your way around the program, but you will be surprised by how much you actually don’t know.  Microsoft word is filled with shortcuts and customisable features to make your job easier. Here are five tricks that you can use to improve your use of the program.

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1. Tell Me What You Want To Do

You probably have looked at it countless times, but do you actually know what Microsoft Word’s, “Tell me what you want to do”, actually does?

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Finding certain settings and tools within Word can be extremely difficult. So, Microsoft has created a helpful search box where you can find anything you might need. For example, if I wanted to create columns, I could add them in by just typing into the search bar. Even though it is located right above the ribbon toolbar, you may have always ignored this helpful feature. I know I have.

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2. Copy Formatting

An issue that many typists face is that formatting randomly changes in different sections of the document. To ensure formatting stays throughout, use the Format Painter Tool located on the Home Tab.  This tool is especially helpful if you are copying a template.

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Using this tool, you can quickly apply the same formatting such as colour, font style, size and border style to multiple pieces of text or graphics.

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1. Select the text or graphic that has the formatting you wish to copy

2. Select Format Painter. The pointer will change to a paintbrush icon

3. Use the brush to paint text or graphics you wish to apply the formatting. This only works once. To change the format of multiple selections in your document, you must first double-click Format Painter.

4. Press ESC to stop formatting.

 

3. Make Use Of Find And Replace

Is it Deborah and Debra? Names with multiple spellings, acronyms and unfamiliar words are common mistakes that can be made when transcribing.

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You don’t have to trawl through the file trying to spot every misspelling in order to fix this. With Word you can ‘Find and Replace’ every occurrence in only a few clicks. Located on the Home tab, select Replace, type in the misspelling, and whatever you wish to replace it with. Then select Replace All. If you want to be more specific about what you replace, the Find Next -> Replace options also work well.

 

4. Know Your Keyboard Shortcuts

Do you ever have trouble with formatting your document? Do you wish there was an easy way to fix a small mistake? I have compiled some keyboard shortcuts that I believe are essential for typists to know.

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You can even assign custom keyboard shortcuts. You can find more information on this here.

 

5. Use AutoCorrect To Your Advantage

AutoCorrect can either be your best friend or worst enemy as a typist. But you are able to take the reins and create your own AutoCorrect rules that will save you keystrokes. To change AutoCorrect rules, open File and Options, then the Proofing tab, then clicking AutoCorrect Options.

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We all have words that we seem to misspell all the time. You can set AutoCorrect to always fix that mistake. Using this same function, you can create keystroke saving shortcuts. Our typists use the [inaudible] in nearly every file. To save time, you create an AutoCorrect rule to turn [uii into [inaudible] which will ultimately save time.

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These five tips only scratch the surface of what this powerful program can do. There are many more features in Microsoft word that can assist in transcription. Utilising some of these tips will increase your efficiency as a typist. 

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source:  Sophie Nixon in Industry News, Research Transcription, Tips, Transcription

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