Word Power

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word power

In Word do you type the same thing time and time again? Time to learn a new trick and save time. Auto Text in Word is a shortcut way of getting frequently typed text into documents without having to type it or copy and paste it from somewhere else. Here is how to use it:-

First thing- Add it to the tool bar

  1. Click on the Office button. Top Left of your screen.
  2. Choose “Word options”.
  3. Select “Customize”.
  4. Choose “Commands not in the ribbon”.
  5. You should then see “Auto text”.
  6. Click on “Auto text” and click “add”.
  7. You will see it move from the left box to the right one and when you click “OK” it now appears at the top of your screen next to the redo and undo buttons.

Now add the text

  1. Select the text that you want to add.
  2. Click the “Auto Text button” and click “Save Selection to Auto Text Gallery”.
  3. This brings up a text box in which you need to enter a few key items.
  4. Name- for your auto text needs to be entered.
  5. Gallery should say “Auto Text”.
  6. Category can be used if you want to link similar bits of information together, for example, if this is one you would only use in letters or a specific project then you should note this here.
  7. Description- this is just for your own reference so something to make sure you know which entry this is if you have a number of similar entries.
  8. Save in should say “ Building Blocks.dotx” and this will mean when you close word you get a message do you want to save changes to building blocks. Answer “Yes” and your new Auto Text will be saved.
  9. Options- you can simply insert the text as you save it but if it is used for a page or a separate paragraph then select the option for the text you have.
  10. Then click “OK” and the text box closes.

Using your Auto Text.

To insert the text you created follow these simple steps:-

  1. Place the cursor where you want to insert the text.
  2. Click the Auto Text button and select the entry that you want based on the name you gave it (or type the Auto text name and click F3).

That should save a bit of time in your day as increasingly we all work with shared secretaries and this does have an impact on how much time as an individual we can get.

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Now what about a few keyboard shortcuts

The theory is simple, these save you time as you don’t take your hands off the keyboard to reach the mouse. Here are the basic most commonly used ones (don’t forget by pressing the Shift key and using the arrow keys you can select the text you want):-

  • CTRL+A: Selects all text in the document for you
  • CTRL+C: Copy
  • CTRL+X: Cut
  • CTRL+V: Paste
  • CTRL+Z: Undo
  • CTRL+B: Bold
  • CTRL+U: Underline
  • CTRL+I: Italic

If you are in a hurry and need to switch between Word and another application this may just save you time.

  • CTRL+ESC: Open Start menu
  • ALT+TAB: Switch between open programs
  • ALT+F4: Quit program

If you need some help in getting the best out of your IT then do contact us to discuss your requirements.

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