October 31, 2020

Top 25 Word 2016 Tips and Tricks

Here are the top 25 Microsoft Word 2016tips and tricks.

This is a blazing-fast review of the tips and tricks for word2016.

Let's get started.

Number 1 – Text to Speech.

Did you know Word canread your documents back to you.

All you have to do is add speak to your QuickAccess toolbar.

Do this by clicking this arrow to the right of your Quick Accesstoolbar at the upper left.

Go to More Commands, choose All Commands and scroll down and find Speak in the list.

Click on Speak, hit Add, hit OK and nowthe speak button is on your toolbar.

Highlight the text you want the computerto read to you.

Click play.

“video provides a powerful way to help you prove yourpoint”.

Number 2 – Pin to Open File List.

When you go to File, Open there's aRecent document list and you'll notice at the top there's a pined group.

To add to that list all you have to do is click the pin button on the right of anydocument and that adds it to this pinned list for easy access.

Number 3 – File Open and Repair.

If you have difficulty opening documentsbecause they're corrupt or some other issue there is a solution for that.

Go tobrowse, select the document that you know is problematic and under Open selectOpen and Repair.

This is your best opportunity to fix the document thatmight be damaged.

Number 4 – Smart Lookup.

Smart Lookupsallow you to search for information online for keywords.

To enable ithighlight a word or phrase, choose Smart Lookup, turn on the Intelligence Servicesand now you can access information online quickly and easily.

Number 5 – Filler or Random text.

You can create random text in a document just bytyping =rand().

You can also specify the number ofparagraphs and sentences per paragraph.

If you prefer Latin type in =lorem() andsimilarly you can put in paragraphs and sentences per paragraph.

Number 6 -Clipboard Multi-paste.

Under the Home tab there is a clipboard link right here.

Click that and it brings up the clipboard that allows you to highlighttext and copy it to the clipboard.

The good news is you can actually copymultiple items to the clipboard and then when you wantto paste them you can just click on the ones that you want.

Number 7 -Calculate.

Want to calculate the results of a math formula? Go up here to yourQuick Access toolbar, click on More Commands, select All Commands and scrolldown to Calculate.

Click on Calculate, add it to your list and hit OK.

Now type inany formula that you want to calculate, highlight it, and click the Calculatebutton.

The results of that calculation will be listed down here.

Number 8 – Scroll Zoom.

We're used to the scroll button on your mousescrolling up and down but if you hold the Ctrl key button down and then usethe scroll it actually zooms in and out on the text.

Number 9 – Insert Table.

Anoften-overlooked solution is inserting tables.

Just click on the Insert tab, select Table and then pick the columns and rows that you want to insert in atable.

Number 10 – Formulas in Tables.

You can insert a formula in a table similarto excel.

Click on the location where you want this formula to be, go to the Layouttab and choose Formula.

You have a variety of options to choose from herefor the formula and as you can see it defaults to SUM everything to the LEFT.

You have choices like Average, Min, Max, Product, Sum and you can choose Left, Right, Below or Above.

Hit OK and it inserts the formula results.

Number 11 – Shrink One Page.

Let's say you have a document that's three pages long and alittle bit goes over onto page four.

There's one tool that allows you toshrink this to three pages without having to edit everything individually.

Go to your Quick Access toolbar, select More Commands, choose All Commands, and look for Shrink One Page.

Select it, add it, and hit OK.

Now youneed to highlight all of the text.

You can do that by doing Ctrl-A and thenclick the Shrink One Page.

Now you can see that the text has been shrunk downto be three pages.

Number 12 – Customize Status Bar.

On the bottom ofyour Word document is the status bar.

You can customize it by right-clicking andselecting options in the menu.

For example, I like to choose line number sothat I can see the line number show up.

You can also do things like trackchanges or turn the caps lock key on so you can see when that's enabled.

Number 13 – Convert Text to Table.

If you've created columns and rows using tabinstead of the table function it's easy to convert them.

Just highlight the text, click on the insert tab, choose Table, and Convert Text to Table.

It should come upwith the rows and columns automatically but you can type those in if needed.

HitOK and it now creates a column and row table.

You can also choose to get rid ofthe border and now you have a table with the same data and this will allow you toeasily edit and change things.

Number 14 – Copy/Paste Unformatted.

Sometimes when you copy text from a website or other location it has formatting already inthe text.

A quick method to clear that text is to highlight it when you're copyingand pasting and when you paste choose the paste unformatted choice.

You canalso do the same thing by highlighting the text and clicking this button on theHome tab to Clear All Formatting.

Now you'll notice that did not clear thehighlight but it did get rid of all the other formatting.

Choose which methodworks the best for you.

Number 15 – Format Painter.

You can copy the formatting from one block of text over to another.

Just clickanywhere inside of the text that you want to copy, click this Format Painterbutton right here, and then highlight the text that you want to make that formatand there you go.

Number 16 – Ctrl key.

Don't forget to use the powerful Ctrlkey when you're navigating text.

If you hold the Ctrl key down, hit the rightarrow, it actually skips one word at a time.

Left arrow goes back one word at atime.

You can also backspace-Ctrl to deletefull words.

If you hold the Shift-Ctrl down and right-arrow it will highlightwords at a time.

Ctrl-End takes you to the end of the document.

Ctrl-Home tothe beginning.

Ctrl-DownArrow and Ctrl-UpArrow moves you a paragraphat a time and of course Ctrl-C and Ctrl-V does a copy/paste and many otherfunctions that work with the Ctrl key.

Number 17 – Insert Hyperlinks.

You caneasily add a hyperlink anywhere in your document.

All you have to do is highlightthe text that you want to put a hyperlink on and press Ctrl-K.

Thisbrings up four choices You can link to an existing file or web page in thisdocument, you can create a new document, or you can put in an email address.

Onceyou've made your selection hit OK and it turns the text blue and underlined justlike a normal hyperlink.

Now when a user is viewing this document they can hoverover that and just press Ctrl and click on it to go to that hyperlink.

Number 18 -Save as PDF.

You can save a document as a PDF file.

Just go to File, Save As, andchange the selection to PDF.

Number 19 – Insert File Path.

Sometimes it's helpful to have the file path of the document listed so that ifyou're reading a printed copy you'll be able to find the file location.

Go to theQuick Access toolbar and click on More Commands.

Select All Commands and scroll down the list until you see Insert File Path.

Select it, Add, hit OK and nowwherever in the document you want the file path located just click that button.

Number 20 – Insert Screenshot.

You cancapture and insert a screen image of any of the Microsoft applications just bygoing to the Insert, under Screenshot, and select from the list of open images.

Thewindows need to be open and cannot be minimized otherwise they won't show upin a list.

The other option you have is to Insert a Screenshot, Screen Clipping, which allows you to select an image from anything on your screen and paste itinto your document.

Number 21 – File Share Email.

Rather than saving your file andthen attaching it to an email and sending it, you can do it directly.

Justgo to File, Share, choose Email and you have a choice to send it as anattachment, send it as a PDF, and a few other options.

We're going to send it as anattachment.

That opens up Outlook and allows you to address and send theattached file.

Number 22 – AutoCorrect.

AutoCorrect gives you the ability tosave frequently used text as a keystroke combination.

To activate it for a certainset of text highlight it, go to File, Options, Proofing, choose AutoCorrectOptions.

There is the text that you have highlighted.

Select a key combinationthat is unique like ^L.

Hit Add and OK.

OK to close out of there.

Now whenever you're typing you can just put the ^L and hit enter and it fills in that text for you automatically.

Number 23 – Triple Click.

Click inside a paragraph and triple click on your mousebutton to select an entire paragraph.

Number 24 – Show Formatting.

If you'rehaving difficulty seeing the formatting on the page go to the Home tab and clickon the Paragraph symbol.

This shows all the formatting for the entire document.

You can see that paragraph breaks are listed here.

Tabs are reflected with anarrow key.

You can see when page breaks are shown up, and a little dot betweeneach word is an indication of a space.

These formatting marks are very usefulwhen you're trying to adjust the formatting on the screen.

Number 25 – Tell Me What You Want to Do.

If you want to get help on anyparticular topic don't forget this Tell Me What You Want to Do search right here.

At the top click on it, type in whatever topic you're looking for, and it givesyou a variety of choices to select from.

And that concludes our review of the top25 Word 2016 tips and tricks.

Please take a look at the other videos regarding thetop Skype for Business and the top Outlook tips and tricks and thanks forwatching.

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