Microsoft Word

a must in the translation industry

learn how to use it well

learn how to use it quickly

We are paid by the word, a�erall. Time is always money.

Customize Your Shortcut Keys

when you click on amenu item, you can seethe short-cut keyto the right

in this case Paste is

Ctrl+V

Learn the onesyou use and

you will greatly speed up you work!

But you can create your own!

Go to Tools > Customize and click on the Keyboard button.

The Categories box on the top left of the Customize Keyboard window will re�ect the menu bar

while the Command box to the right of it will show the available commands for each menu item.

Take the time to set upand you’ll take o� like a rocket!

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Once you �nd the command you want to create a shortcut key for, click with your mouse inside the Press New Shortcut Key box

press the combination of keyboard keys you want to use (such as ctrl+o for Open File), and then press the Assign button.

It should appear in the Current Keys box to the le�. In this manner you can override existing and already assigned

shortcut keys, or create new ones.

Following is a list of what I consider the most important shortcut keys and the ones I chose to use

(my own custom shortcuts marked in orange, the unmarked ones should be default and already exist).

Create new �le – ctrl+nOpen existing �le – ctrl+oSave �le – ctrl+sClose �le – ctrl+wMake selected text bold or start new text bold – ctrl+bSame but italic – ctrl+iSame but underlined – ctrl+uAlign text left – ctrl+lAlign text centre – ctrl+eAlign text right – ctrl+rCopy text/picture/anything – ctrl+cPaste – ctrl+vCopy formatting of selected text – ctrl+shift+cPaste formatting of copied formatting – ctrl+shift+v

- Paste special (I usually choose Unformatted Text from the resulting selection box, so that whatever text I am pasting is automatically the same as the format of the text I am pasting into) – ctrl+alt+v- Return formatting of selected paragraph to default (must include the backwards P) – ctrl+shift+n- Return formatting of selected text to default – ctrl+space bar- Change case of selected text (keep pressing to toggle between the three options – all caps, no caps, or one �rst letter capitalised of each word) – Shift+F3- Search for text – ctrl+f- Search and replace text – ctrl+h- Undo last action (in case you make a mistake – you can go back many steps) – ctrl+z- Redo last action (basically move back forward if you went back too far) – ctrl+y- Select entire table – ctrl+alt+t- Delete row of table – alt+r- Show or hide ruler – ctrl+alt+r- View document in Page Width – ctrl+alt+w

Index text to the right (according to the tab marks) – ctrl+mPush indent back to the left – ctrl+shift+mPush hanging indent to the right – ctrl+tPush hanging indent back to the left – ctrl+shift+tSelect all text in document – ctrl+aSupercript text (such as for footnotes) – ctrl+2Subscript text – ctrl+1View document statistics (for quick word counts etc) – alt+sPage break (don’t press Enter until you start a new page because, not only is it not professional, but your customer can be using a different printer or paper size, in which case everything will change) – ctrl+EnterLine break (remains within the same paragraph or bullet etc., indents with a hanging indent) – shift+EnterNormal view – ctrl+page upPage Layout view – ctrl+page downJump to other pane – ctrl+F1

�e rest of the more common commands I do not use so frequently, so I put them in the toolbars instead, explained as follows.

Customize your Toolbar

For version 2003 or older (sorry, really don’t like themenu system of later versions).

Mostly only have only one toolbar showing, toggle ruler baron and off with shortcut key when needed.

Revisions bar snuggles into blank space whenproofreading with Track Changes.

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Bury the scroll bar behind the Windoze menuand you can maximize your workspace,

such as when translating from a PDF �le.

Show the Backward P (Paragraph Mark)

When you ctrl+shift+c copy formatting of some text, you also copy the formatting of the paragraph

if the backwards P is selected(not selected in the above picture)

Tools > Options > View Tab and select Paragraph Marks in the Formatting Marks section.

If you don’t want to retain any of the formatting from copied text,use your ctrl+alt+v shortcut key to activate the

Paste Special window and choose Unformatted Text.

�is will retain the formatting of the paragraph you arecopying into.

Viewing a document

For easiest reading and biggestcharacters, choose Page Width(top toolbar) in Normal View(bottom left of window.

Or Ctrl+Alt+W and Ctrl+Page Up if programmed as shortcut keys

(Ctrl+Page Down for Page Layout view - for a �nal layout check before delivering)

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Two Panes

If you want to divide the view of a document into two panes (such as when copy/pasting from one section to another, or forreferencing), simply drag the indicated handle downwards.

You can create a shortcut key, such as Ctrl+F1,to jump between panes

(Tools > Customize > Keyboard > select “Window and Help” in the le� window,

and “OtherPane” in the right window)

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For the remainder of this lesson andtons of other useful information,

click on the link below.

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