|Hide selected text||Click CTRL + Shift + H|
|Display Hidden Text||Click CTRL + Shift + H|
|Include Hidden Text when printing||Click CTRL + P, click the Options Button and select Hidden text. Print.|
I know that a lot of you know many keyboard shortcuts that you use all the time in MS Word, but I have a couple to share with you in this newsletter that I don’t think that most of you are aware of, and let’s face it, you can never have enough shortcuts and quick keys, right??
To Accomplish This
|CTRL + K||Inserts a link|
|CTRL + L||Aligns the line or selected text to the left of the screen|
|CTRL + M||Indents the paragraph|
|CTRL + F||Changes your font|
|CTRL _ Del||Deletes word to the right of the cursor|
|CTRL + Spacebar||Resets highlighted text to the default font|
|CTRL + N||Opens a new Document|
|F7||Spell and Grammar check selected text and/or document|
|ALT + SHIFT + D||Inserts the current date|
|ALT + SHIFT + T||Inserts the current time|
I am sure you knew that you can copy multiple blocks of text in MS Word – at least I hope I have taught you that much! But did you know that you can paste multiple blocks of text rather than the last chunk that you copied? Well guess what? You can!
Follow the steps below to learn how:
- To make use of this feature, turn on the Clipboard toolbar in MS Word version 2003, or the clipboard menu in the latest version of MS Word 2007 and later versions.
- When you do this, you will see all the snippets that you have copied, in the order that you copied them.
- You can now be selective about what you pick and choose to paste into your MS Word document. You do not have to paste all of the snippets you copied, you can select the specific clippings that you wish to insert into your document.
Another great time saver and organizational tool to boot!
A lot of legal secretaries have written to me asking for ways to quickly change the line spacing in a document as they are frequently moving from single line spacing for block quotes and double line spacing for text and then back to single line spacing for signature blocks in pleadings.
It really isn’t all that difficult. If you find that you are frequently changing the line spacing in MS Word to double or you are making the switch more often than not, it’s time to take measures so that this happens seamlessly and without lots of time and keystrokes.
After speaking with more than a few of these secretaries I found that most of them were using the Normal style in their documents and so I will assume for this tip that everyone is, although hopefully not!
I could tell you how to modify your Normal.dot style, which is the style on which you base every new document in MS Word, but I don’t see the point to that because then every document you create would have double line spacing. Wouldn’t that be a fine howdy do?
Instead, I will give you a quick key combination to use to change your line spacing on the fly in your documents.
When you are setting up your document using the Normal.dot style, everything will be in single line spacing.
- Once you have typed the heading of your pleading, you now want to start using double line spacing so place your cursor where you want that spacing to start and depress and hold your CTRL key and click the number 2 on your keyboard.
- That’s it! When you want to go back to single spacing, depress and hold your CTRL key and click on the number 1 on your keyboard.
Quick and easy, just the way I like it!
Let’s say you have just finished a document and you decide you don’t like the formatting. Oh geez, do we have to go back and reformat each and every paragraph? Luckily, the answer is no.
Follow the steps below:
- Click on CTRL + A to select the entire document, or select the portion of the document to be changed.
- Then click CTRL + SHIFT + N.
Pretty slick isn’t it?