The OneMinute Geek:

Microsoft Word Shortcuts

The Problem:

Microsoft Office Standard Edition offers you Microsoft Word, Excel, PowerPoint, and Outlook all in one package. The problem: How can you effectively use so much productivity? Do you have to be a geek?

The Solution:

Fortunately, most of Microsoft Office runs on what I call 80/20 software. This means you can easily accomplish 80% of what you need to do even if you only understand 20% of the software’s features. With this in mind, let’s take a look at some of the cool features and shortcuts in Microsoft Word, the word processing software of Microsoft Office.

1. AutoCorrect Do you have spelling problems? Start Word with a new document. Click on the Tools menu and select AutoCorrect. This simple step will automatically correct most common spelling errors, capitalization issues, and formatting as you type. The only problem, you have to type the correct word. If you write “new” when you mean, “knew”, the software won’t help you. (That’s the 20 percent you have to do yourself.)
2. Templates Do you need a professional looking resume? Or maybe you want to redesign your company’s letterhead? It’s easy with Word’s ready-made templates. Again, open Word and start a new document. Next, click on File and select New. The resulting window offers you a host of templates, ready for immediate use. If you want to design your own template instead, click on the New Template button on the lower right of the Templates window. Now, go for it.
3. Comment on a document Do you want to critique a document? It’s easy. Just open the document you want to review and left click where you want to insert the comment. Then click on Insert and choose the Comment feature. When the window pops up type your comment. Click on Close when you are done. The word to the right of the cursor will be highlighted and the comment can be read by placing your cursor over the highlighted word.
4. Shortcut Keys Shortcut keys use the keyboard to accomplish specific tasks. This can save a lot of time. Instead of clicking and selecting, just hit two keys or a function key. Look at your Word menu. You will see many different selections with a line under a letter. Hold down the Alt key, and hit the letter underlined in the command. Presto! The command is executed.

Here’s a list of handy shortcut commands.

Ctrl + C to copy (Use your left mouse key to highlight the text you want to copy. Then hold down the Ctrl key and press C. This automatically copies all of the highlighted text.

Ctrl + X to cut what you have highlighted

Ctrl + V to paste what you have copied

Ctrl + A to select everything in a document

Ctrl + B to bold highlighted text

Ctrl + Z undo the last action

Ctrl + P to print your document

Ctrl + O to open a different file

Ctrl + S to save your file

Alt + F, A to save your file under a different name and/or location

Put your mouse to work by using the right click function to produce a menu of additional shortcut options.

When learning new computer tricks, it’s important to have fun. Imagine you are a kid again, curious about every button and feature. Don’t worry, you won’t break anything, but you may have to type it over if you forgot to select the AutoRecover option under Tools, Options, Save.

James Kerr is President/CEO of SuperGeeks, a Hawaii-based computer service and repair company (www.supergeeks.net). Please feel free to send your questions, comments and suggestions to Mr. Kerr. He can be reached at kerr@supergeeks.net and 942-0773..