12 Useful Word Tips

1. Highlighting a Squared Area of a Text

This is a feature that will only be useable in some cases. Just hold the Alt key while you left click and move your mouse on the text, then you will be able to draw a box over the text by highlighting all the characters in this box. If you want to create a colored square over your text, that will be useful for you!

Word - Highligting Area

2. Auto-Generated Template Text

“If you ever just need to fill your document, Microsoft Word will help you to complete this. There’s an automatic Lorem Ipsum template text generator that helps you to create a text in latin.

Please type this to your empty word document: =lorem(p,l)

“p” is the number of paragraphs you want, and “l” is the number of sentences in a paragraphs.

Place the cursor to the end of the equation and hit press Enter. Example: =lorem(5,5)

You can change the “p” and “l” numbers as you want. Every number in the parentheses will create new paragraphs and sentences.

If you don’t like the Romans and latin language you can also use random Office documentation. By using “rand” instead of “lorem,” you can create an english version of the text. Example: =rand(p,l). Press Enter and here we go! English version of the text J

Note: On the Mac, only the rand command works, and it’s repeating “The quick brown fox jumps over the lazy dog.” sentence.

Word - Template Text

3. Calculator to your Word

Sometimes you need to solve some calculation in texts and you don’t want to use your computer’s calculator. The good thing is for this kind of situations, you can easily add a calculator into Word!

Just follow these steps; On Word, go to File => Options => Quick Access Toolbar, and switch to “All Commands” and click&add to the “Calculate Command”. After  saving, you will see gray circle at the top of your Word window. Now, if you highlight an equation in your document (The gray circle will turn to green color) and click the circle, then you will find an answer to your calculation at the bottom of your window.

4. Highlighting a Sentence with Just One Click

Click and drag way will become old fashion for you after reading this tip. Just hold the Ctrl key and click on any word in a sentence, it will highlight the entire full sentence.

5. Hop Around to Editing Hotspots

Pressing Shift+F5 keys will allow you to move through the parts of your text you have recently edited. This method will remember the edited parts even you re-open a document. That’s why it’s a very useful way.

6. Write Your Text Anywhere on the Page

You can use Word a kind of whiteboard by easily placing your text anywhere on the word page. Only click twice to any place on the page and Word will automatically interts and allow you to start typing there. By this way, from now you won’t need to press “Enter”, “Tab” or “Space” keys many times to reach an area on your page.

Write Your Text Anywhere

7. Auto-Update Date & Time

Sometimes you have a document that you use again and again, but just update a few key details. If this happens to be a document like a letter that includes the date and/or time, one nifty little trick is to allow Word to update the date automatically.

Under the Insert tab, click the Date & Time button and a pop-up window will appear. Click the date format you want and then be sure to click the “update automatically” box in the bottom right corner. Now the date will automatically be updated every time you open (or print) the document. (On a Mac, Insert > Date and Time).

Auto-Update Date & Time

8. Easily Convert to a PDF and HTML doc

Word makes it easy to convert your doc to a PDF or HTML file. When you “save as” a file, you’ll see a “Save as type” pull-down menu, which will provide a bevy of options including PDF and Web Page.

Note that the Web Page function can include a lot of extra gabbida gook code. This extra code won’t necessarily affect the page, but can make things a little messy if you need to code-noodle. Another option is to use a free conversion site like Word to Clean HTML, which—as the name implies—will create HTML code from text that is directly copied and pasted from a Word doc.

Convert to a PDF and HTML

9. Change Capitalizations the Easy Way

You can easily change the capitalization of any text with a click of a button: whether you would like to convert the text to lower case, Sentence case, UPPERCASE, or—for some ungodly reason—tOGGLE cASE.

First, highlight the text you wish to affect. On a PC, go to the Home Tab, click on the “Aa” pull-down menu near the font/size menu. On a Mac, this option is available via Format > Change Case. Boom. Or shall I say BOOM?

Change Capitalizations

10. Show Hidden Characters

If you are working on a complex document with different styles, columns, and formats, you might soon find that something seems a little… off. Perhaps an extra space between paragraphs or excess spaces in the middle of sentences. The best way to see what’s going on is to make all the invisible marks (hard returns, soft returns, tabs, spaces) visible. To turn this function on and off press Ctrl-Shift-8 (on a Mac Command-8).

It’s like you are Rowdy Roddy Piper in They Live, putting on the magic sunglasses and seeing the world for how it really is.

Show Hidden Characters

11. Replace Invisible and Special Characters

You’re probably already familiar with Word’s “Replace” function (under the Home tab, in the Editing group, then press the “More” button; on a Mac go to the Edit menu > Replace). However, the ability to find/replace goes far beyond what you can copy and paste.

You can search/replace all the invisible characters mentioned earlier. For example, you can search/replace hard returns by entering ^p into the search/replace fields. If you wanted to replace all the double spaces between paragraphs and replace them with a single return, you would enter ^p^p into the “Find what:” field, and enter a single ^p into the “Replace with:” field. Word would then replace all the instances of two hard returns with a single hard return. Some other codes you might want to play with include:

Tabs: ^t
Any digit: ^#
Any letter: ^$
Any whitespace: ^w

If you can’t keep track of all those, no worries, the pull-down menu at the bottom titled “Special” has all these and more.

12. Replace Styles and Formatting

Another cool thing you can do with the Replace function is substitute formatting options. So, if you wanted to, for example, turn all green text into purple text, you would click in the “Find what:” field pull-down the “Format” menu, go to “Font…” and pick green. Then you would do the same for the “Replace with:” field and pick purple. Then you can just hit “Replace All.”

You have the ability to search/replace just about any text attribute via the Format pull-down menu including margins, font, and line spacing. If you use a lot of styles in your formatting, you can even search and replace those.

Replace Styles and Formatting

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