Office Shortcuts
Seven features that Microsoft Word can do better than Google Docs:
As a Microsoft Office User Specialist, I have been extensively using Microsoft Word for the last 25 years. I also use Google Docs and appreciate the features that it offers. You need both in your toolbelt. Here are seven distinct features and techniques I use and demonstrate in my classes for increased efficiency and better productivity. Some of these features can make your office life easier, provide you with a promotion or even save a life. (I have an interesting story about that. I have potentially saved two lives with a word table.)
As of 2024, approximately 83% of enterprises use Microsoft Office, highlighting its significant presence in the business world (TechRepublic). This widespread adoption underscores the importance of mastering Microsoft Word, especially given the distinct advantages it offers over Google Docs. Here are seven features unique to Microsoft Word and corresponding exercises to practice them:
1. Advanced Formatting with Styles
- Exercise: Create a document with headings, subheadings, and body text. Use the "Styles" pane to apply different styles to each section. Modify a style and observe how it updates all instances.
2. Mail Merge for Mass Communication
- Exercise: Create a list of contacts in Excel. In Word, start a Mail Merge to create personalized letters for each contact. Use fields like name and address, and then complete the merge to generate individual documents.
3. Track Changes and Comments for Collaboration
- Exercise: Write a short article and enable "Track Changes." Have a peer edit the document, making changes and adding comments. Review the changes and practice accepting or rejecting them.
4. Building and Using Macros
- Exercise: Record a macro that applies specific formatting (e.g., bold, italics, and underline) to selected text. Save the macro and use it in different parts of the document to quickly apply the formatting.
5. Using Advanced Table Features
- Exercise: Create a complex table with merged cells, different cell sizes, and embedded formulas. Practice sorting data within the table and applying different table styles.
6. Creating and Using Forms
- Exercise: Design a form with text boxes, checkboxes, and drop-down lists using the "Developer" tab. Protect the form so it can only be filled out and not modified.
7. Integration with Other Office Applications
- Exercise: Link an Excel chart into a Word document. Practice updating the data in Excel and observe how the chart in Word updates automatically.
By mastering these features, users can significantly enhance their productivity and leverage the full potential of Microsoft Word in ways that Google Docs currently cannot match.
This research was conducted by Attila Farkas in collaboration with Chat GPT4.
Microsoft Word shotcuts
Use some of these shortcuts to accelerate your workflow
Commonly Known Shortcuts:
- Ctrl + C: Copy selected text or object.
- Ctrl + V: Paste copied text or object.
- Ctrl + X: Cut selected text or object.
- Ctrl + Z: Undo the last action.
- Ctrl + Y: Redo the last undone action.
- Ctrl + S: Save the current document.
- Ctrl + P: Print the current document.
- Ctrl + B: Bold selected text.
- Ctrl + I: Italicize selected text.
- Ctrl + U: Underline selected text.
- Ctrl + A: Select all text in the document.
- Ctrl + F: Open the Find dialog box.
- Ctrl + H: Open the Find and Replace dialog box.
Lesser-Known but Awesome Shortcuts:
- Ctrl + ]: Increase font size of the selected text by one point.
- Ctrl + [: Decrease font size of the selected text by one point.
- Ctrl + Shift + N: Apply the Normal style to the selected text.
- Ctrl + Shift + L: Quickly create a bullet list from the selected text.
- Ctrl + Shift + A: Change the selected text to all uppercase.
- Ctrl + Alt + V: Paste special (opens the Paste Special dialog box).
- Ctrl + Alt + 1: Apply the Heading 1 style to the selected text.
- Ctrl + Alt + K: Insert a hyperlink.
- Alt + Shift + D: Insert the current date.
- Ctrl + G: Go to a page, bookmark, footnote, table, comment, graphic, or other location.
- Ctrl + 1: Single-space the selected paragraph.
- Ctrl + 2: Double-space the selected paragraph.
- Ctrl + 5: Set the selected paragraph to 1.5-line spacing.
- Ctrl + Home: Move the cursor to the beginning of the document.
- Ctrl + End: Move the cursor to the end of the document.
This expanded list includes even more powerful shortcuts, making it easier to navigate and format your documents efficiently in Microsoft Word.