Useful Shortcut Keys

Do you find that using the keyboard is sometimes quicker than using your mouse? Shortcut keys can help you bypass menus and carry out commands directly. You can use shortcut keys in many ways with Word, from accessing commands and toolbar buttons to repeating your last action. Shortcut keys are sometimes listed next to the command name on Word menus. For example, on the Edit menu, the Find command lists the shortcut CTRL+F.

For a comprehensive list of shortcuts, ask the Office Assistant for help. Press F1 to display the Assistant, and then type shortcut keys in the text box. Here are some useful Word shortcut keys:

 Insert another file into an open document

1. Click where you want to insert the second document.
2. On the Insert menu, click Insert File.
3. In the File name box, enter the name of the file you want to insert, or browse to locate the file.

To see all styles in Word 97, 2000, 2002

In the Styles list, Word doesn't display all of the options, just the built-in styles. To see all Styles, hold down the Shift key when clicking the down-pointing arrow.

Sending an Office Document without opening Outlook

In any Microsoft Office Program

• On file menu, point to send to, and then click mail recipient (as attachment).
• Fill in the To:..., Subject, and message boxes and click Send.

• On the Standard toolbar, click on the E-mail button.
• In the To and Cc boxes, enter the recipient names separated by semicolons.
• By default, the name of the document appears in the Subject box. If you want, you can type your own subject name.
• Click Send a Copy.

Switch from Window to Window or Document to Document Within the Same Program

When you have multiple programs and files open, to switch from window to window, press Alt+F6

Removing text or paragraph formatting

To remove the formatting of the characters, first select the text, then do CTRL-spacebar

To remove the formatting of paragraphs, make sure your cursor is in the paragraph or select multiple paragraphs, then do CTRL-Q

Selecting text, documents, or whatever:

• CTRL-A will select everything
• Click at point A and Shift-Click at point B will select everything in-between points A and B
• CTRL-Click will do random selections

Increase or Decrease Text Size

To quickly increase or decrease the size of text in Word, PowerPoint, FrontPage or Publisher:

Select the text you want to resize, then

To increase the size, press CTRL + SHIFT + >

To decrease the size, press CTRL + SHIFT + <

Increase or Decrease Line Spacing

To quickly change the line spacing of a paragraph in MS Word:

1. Select the text you want to change
2. Do one of the following:
   1. To set the line spacing to single-space lines, press CTRL + 1
   2. To set the line spacing to double-space lines, press CTRL + 2
   3. To set the line spacing to 1.5-lines, press CTRL + 5

Instantly Get Synonyms

Looking to spice up your documents by not using the same words over and over and over? If you'd like to try finding a synonym for any word in your document, just right-click the word and choose "Synonyms" from the pop-up menu that appears. If available, a group of synonyms will appear. Simply click on one and your original word will be replaced with a synonym. Simple as that!

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