PAPERmaking! g! FROM THE PUBLISHERS OF PAPER TECHNOLOGY ® Volume 10, Number 1, 2024
The better way to do that? After you have it formatted, highlight that text and then visit the “Styles Pane” menu in the Home ribbon. Click the button for a “New Style,” name it accordingly, and then— boom! — you have it saved there for future use. You can now simply highlight necessary text and apply those formatting rules with the click of a button. Want to find out more about “Quick Styles”? Check out Microsoft’s own breakdown of how to use these to your advantage. 4. Have sentences and phrases ready to go Much like you can quickly insert formatting and styles, you can also insert common phrases or sentences you use with the click of a button. Pretty handy, right? Sticking with our same weekly report example, let’s say that I always need to include a legal disclaimer at the bottom. Rather than copying and pasting it from a past report or re-writing it each and every time, I could have that disclaimer saved as an “Auto Text.” To do so, I would draft the disclaimer and then highlight it. Then, I’ll click “Insert” at the very top, head down to “Auto Text,” and then click “New.” From there, I can name this piece of text (i.e. “Weekly Report Legal Disclaimer”) and save it. On a PC, these steps are: Insert --> Quick Parts --> AutoText --> Save selection to AutoText gallery --> Name the piece of text. Once it’s stored in there, I can easily insert it in future documents! 5. Improve your copying and pasting We all love to copy and paste. But, when you need to do so over and over again, it can be annoying to repeatedly have to go back to the original document and copy snippets one at a time. Fortunately, there’s a trick that can help you step up your copy -and- paste game! It’s called Spike, and it does away with that one-at-a-time copying and pasting. It might sound like something out of an action movie, but Spike is actually fairly simple to use. Select the text that you would like to move to the Spike (this is where your copied bits and pieces are stored!) and then hit COMMAND + FN + F3 (or CTRL + F3 on PC). You’ll notice that your text disappears— this means it has been moved to the Spike and is being stored there. Simply want to copy your text to the Spike and still have it remain where it is on that document? Immediately hit COMMAND + Z (or CTRL +Z on PC). That will restore the text while still keeping a version in the Spike. Continue copying what you need using the COMMAND + FN + F3 shortcut. When you’re ready to paste all of that information? Simply hit COMMAND + SHIFT + FN + F3 (or CTRL + SHIFT + F3 on PC). That empties the Spike and pastes all of that necessary information where you need it. 6. Make use of find and replace Did you make an error in your document? For example, perhaps you spelled someone’s last name incorrectly —it should’ve been “Smith,” but you have it listed as “Smit.” Think you need to go through that whole document and fix your error everywhere it appears? Think again. Word has a “Find and Replace” feature that can help you immediately repair your error— while only manually fixing it once. Head to the main “Edit” menu of Word. Once there, scroll down to “Find” and then select “Replace”. Within that popup, type the error that you want to find, as well as the correct version it should be replaced with. Click the “Replace All” button, and that mistake will be corrected within your entire document!
Article 11 – Windows Hacks
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