By using the special, sometimes unknown features of Microsoft Word, you can save yourself hours!

Use the Ruler

Make sure you set your measurement units to cm. Setting your ruler to the standard units in Australia will allow you to format your Tabs and Tables exactly how you like – this will then allow you to measure formatting on other documentation and copy its precise measurements.

[Go to Tools – Options – General Tab – Measurement Units]

Customise Auto Correct

Auto correct is a helpful little feature that corrects spelling mistakes and other errors when you type. It can also drive you crazy when it corrects your document when there are no errors. By customising Auto Correct, you can ensure that the wrong things aren’t getting corrected. For example, capitalising the first letters of sentences when using bullet points and correcting ACN to ‘can’.

[Go to Tools – Auto Correct]

Auto Text

AutoText offers a way to store and quickly insert text, graphics, fields, tables, bookmarks, and other items that you use frequently and you can create your own Auto Text entries. Using Auto Text allows you to use the AutoComplete feature to insert entries, where you type a few identifying characters.

[Highlight Text – Insert – Auto Text – New]

Use Macros

Macros are pre-recorded keystrokes. If there is a particular job you do frequently, you can save it to a keystroke or a button. When the macro is triggered the keystrokes are replayed. You can even assign a Macro to a Toolbar button. For example, if you always sign a letter the same way – you can assign a keystroke to perform this function. Opening template documents can also be assigned to this function.

[Tools – Macros – Record New Macro]

Use Styles

Word Styles allow you to format documents quickly using a continuous style within the whole document. Styles also allow you to update the document formatting easily, and create an Index and Table of Contents.(With page numbers that are updated automatically).

To use Styles in your document, ensure that the Style Formatting is what you want the document to look like, then apply the correct style to your text. Word will do the rest.

Styles are also helpful when numbering paragraphs and providing complicated numbering structures within a document.

[Format – Style]

Change Your View

Word allows you to examine your document using 4 different views.

• Normal – shows the document text. You will not be able to view drawings within this view, but you can ensure that the Style view is shown beside each paragraph.
• Web Layout – shows how the document would display as a Web Page.
• Print Layout – Views the page as a whole, and shows you how each page would look. This view illustrates the margin sizes, page breaks and drawings.
• Outline - Outline view shows the document's structure. The symbols and indents in Outline view do not affect the way the document looks in normal view or how it is printed. Outline view is good when viewing the overall construction of the document.

[View – Normal]

Employ Templates

Templates allow you to save the basic structure of a document and contain document settings such as Auto Text, Macros and Styles. Using Templates lets you create structures for frequently used documents and gives other users an easy document to use, keeping within standards that you have set. Templates can even be set up to prompt you for information upon opening, and automatically insert this in the correct place. The best part is that you can’t accidentally save over the top of a Template, ensuring that Templates don’t get filled with incorrect information.

[File – Save As – Save As Type – Document Template]

Word’s Thesaurus

Word has a great Thesaurus that you can use when you are trying to think of a replacement word. Just place the cursor on the Word, and run the Thesaurus and in no time at all, you’ll have many adjectives to chose from.

[Shift + F7]

Headers and Footers

Headers and Footers are good to create page markers on each and every page of your document. You can customise the first page of the document, each section or even and odd pages. Add the Document Path and filename to the footers so you can find your document again, or add page numbers for easy reference. Using document fields in the footers ensures that each instance is updated automatically.

[View – Headers and Footers]

Please note: While these tips are specific to Microsoft Word 2000, most other Word Processors will have features similar to these.