save time and your sanity: increase your efficiency with microsoft word (short version)

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Save time and your sanity: Increase your efficiency with Microsoft Word

Save time and your sanity:Increase your efficiency with Microsoft WordRhonda BraceyTwitter hashtags:@cybertext@astc_au

23 Oct 2015

Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 20151

Used Microsoft Word since early 1990sWritten hundreds of how to and troubleshooting blog posts on WordSince 2008, edited and formatted ~2000 long, complex Word documents for large team of authors (mostly environmental scientists)

Note: All examples/file paths etc. in this presentation are from Windows 7 and Word 2010 and/or 2013. Mac users should be able to do similar things but no guarantees.

About me

TWIA Conference 20152Save your time and sanity: increase your efficiency with Microsoft Word

What Ill coverShow everythingAutomate as much as you canUse the power of find/replace to zip through changes CyberText Consulting Pty Ltd 3

Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 20153

Show everything4 CyberText Consulting Pty Ltd Twitter Takeaway:You cant fix what you cant see

Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 20154

Show all general formatting marksHome tab > (pilcrow icon)Strange for a few dayspersevere for two weeks to get used to itWhy show these marks?Shows how the author formatted the docShows inconsistencies in use of spaces, tabs, etc.Helps you troubleshoot Word formatting issues

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Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 20155

What the formatting marks meanBlack squares (peach)paragraph settings apply (e.g. Keep With Next)Arrows (yellow)tab inserted (auto [e.g. outline numbering] and manual look the same)Dots (green)space between wordsLeft-turn arrow (red)soft line breakDegree (cyan)nonbreaking space between value and unit of measure Pilcrow (purple)end of paragraphDouble dotted line (pink)Section break; single dotted linehard page break

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Beach Sediment doc Section 2.06Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Show special formattingFile Options Advanced CyberText Consulting Pty Ltd 7

7Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

How bookmark formatting looksLight grey square brackets surround bookmarked text CyberText Consulting Pty Ltd 8

How field shading looksGrey shading shows behind anything thats a field:Automated fields: contents, caption numbering, etc.Manually inserted fields: header text from a bookmark, cross-references, etc. CyberText Consulting Pty Ltd 9

Rhondas rule: CyberText Consulting Pty Ltd 10

10Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Show stylesWhen checking authors formatting, display styles for each paragraph on the side:Open the Styles pane (Ctrl+Shift+Alt+S)Set a value in File Options Advanced Display subsection Style area pane width (e.g. 1 in, 3 cm)Switch to Draft mode:Word 2010: Icon on bottom of windowWord 2013: View tab (or Ctrl+Alt+N)Look for incorrect styles

Note: Styles in tables and text boxes are not shown CyberText Consulting Pty Ltd 11

Styles CyberText Consulting Pty Ltd 12

Show track changesShow track changes (Review tab):Insertions and deletionsCommentsTurn off formatting track changes unless told otherwise ( + accept all formatting changes)Flip between views:Word 2010: Final and Final Showing MarkupWord 2013: No Markup and All Markup CyberText Consulting Pty Ltd 13

Automate tasks14 CyberText Consulting Pty Ltd Twitter Takeaways:Key to efficiency is automating routine tasksLifes too short to do something manually if you can automate itBUT: Not everything canor shouldbe automated

Types of automation CyberText Consulting Pty Ltd 15

15Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

AutoCorrect is your friendAutoCorrect = consistent EVERY time

Word 2010/2013: File Options Proofing AutoCorrect Options

Set up once in Word to work across ALL Office programs CyberText Consulting Pty Ltd 16

AutoCorrect is your friendUse codes/abbreviations that you will rememberAdd a symbol (e.g. period, underscore):if the code is also a real word or abbreviation (e.g. .epa instead of epa for Environmental Protection Authority)to place the entry at the beginning of the listUse for words/phrases AND paragraphsAlternative: AutoText under Quick PartsOption to retain formatting (only works in Word)e.g. superscript, subscript, bold, italics CyberText Consulting Pty Ltd 17

AutoCorrect examples CyberText Consulting Pty Ltd 18

18Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Quick partsInsert Quick Parts for insertion of:Building blocksAutoTextFieldsDoc propertiesCan create your own Tip: Add underscore in front of name to place yours at top of list CyberText Consulting Pty Ltd 19

Quick parts: Example: Custom tableCreate your table, applying styles, borders, shading, header row repeat, etc., but no text, unless you want it in every table!Select your table. Optional: Add an automated caption and select that too.On the Inserttab, click Table.ClickQuick Tables, then Save Selection to Quick Tables Gallery.Complete the information on theCreate New Building Blockwindow:Name: Tip: Add an underscore in front of the name to list it at the topGallery: SelectTablesOptions: Select Insert content in its own paragraph. ClickOK. You can now insert your custom table in your documents as often as you like:Insert Table Quick Tables, then select your table; OR Insert Quick Parts Building Blocks Organizer, sort by Category, select your table, and click Insert. CyberText Consulting Pty Ltd 20

20Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Quick parts: AutoTextIdeal for long passages of often-used text; e.g.:Copyright and legal statementsSafety warningsNotesAbout info for a company Select the text, then Insert Quick Parts AutoText Save selection to AutoText GalleryTo insert it later, Insert Quick Parts AutoText, then click the passage (even better, assign a shortcut key to it) CyberText Consulting Pty Ltd 21

Share your settingsAutoCorrect:Location of all AutoCorrect (*.ACL) files: C:\Users\\AppData\Roaming\Microsoft\OfficeCopy the set of ACL files from one computer and replace the set in the same location on the other computer

Quick Parts:https://lawyerist.com/40659/sharing-autotext-and-quick-parts-with-others/ http://gregmaxey.mvps.org/word_tip_pages/building_blocks_autotext.html (full discussion on Building Blocks, AutoText, etc.) CyberText Consulting Pty Ltd 22

Keyboard shortcuts CyberText Consulting Pty Ltd 23Use them!

23Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Keyboard shortcuts: In-built Examples of lesser known shortcuts: CyberText Consulting Pty Ltd 24Press these keysTo do thisCtrl+Shift+eToggle track changes on/offCtrl+Alt+mInsert a commentF4Repeat immediate last actionShift+F3Toggle caseCtrl+Shift+space Insert a nonbreaking spaceCtrl+= / Ctrl+Shift+= Make selection subscript / superscript Ctrl+Shift+c / Ctrl+Shift+vCopy / paste the selections styleCtrl+hyphenInsert a nonbreaking hyphen

Keyboard shortcuts: List all in-built CyberText Consulting Pty Ltd 25Open a blank document.Go to View tab > Macros.Select Word Commands from the Macros in list.Select ListCommands.Click Run.

Also: http://support.microsoft.com/en-us/kb/290938

Keyboard shortcuts: Your ownYou can add a keyboard shortcut for any command that doesnt already have one, including macrosFile Options Customize Ribbon

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Keyboard shortcuts: Your own

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Keyboard shortcuts: For macros CyberText Consulting Pty Ltd 28

Keyboard shortcuts: List custom CyberText Consulting Pty Ltd 29Open an existing doc or template that contains custom KB shortcuts.Open the Print dialog (Ctrl+P).Change Settings to Key Assignments.Print to PDF or printer.

Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 201529

Automatic table of contents etc. CyberText Consulting Pty Ltd 30

30Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Other automation toolsWord doesnt have everythingUse the best tools for your jobExamples:PerfectIt (http://www.intelligentediting.com) EditTools (http://www.wordsnsync.com) PhraseExpress (the power of auto correct for ALL your programs, not just Office programs; http://www.phraseexpress.com) CyberText Consulting Pty Ltd 31

Use the power of find/replace32 CyberText Consulting Pty Ltd Twitter Takeaways:More find and replace (F&R) options than you probably knewSpend time learning to use wildcardsBe careful of Replace all

Find and replace: Basic: Ctrl+F CyberText Consulting Pty Ltd 33

33Save your time and sanity: increase your efficiency with Microsoft WordTWIA Conference 2015

Example: Basic Find CyberText Consulting Pty Ltd 34

Find and replace: Intermediate: Ctrl+H CyberText Consulting Pty Ltd 35

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Warning! CyberText Consulting Pty Ltd 36Be careful of Replace All can make unintended global changes to text, styles, formatting

36Save your time and sanity: increase your ef