By Ivan Hemmans, ABA TECHSHOW Board 2016
For those select few who spend a significant amount of time drafting, revising, or reviewing documents in Microsoft Word, even the smallest productivity improvement can have a huge impact on how much work gets done. Here are a few simple keyboard combos that can help raise the productivity bar.
Shift+F3 to cHANGE cASE
Shift+F3 changes the case of selected text. If all lowercase text is selected, it capitalizes the first letter of each selected word. If each of the selected words begins with a capital letter, it changes all the text to uppercase. And, if all the words are already uppercase, it then changes the selected text to all lowercase letters. It’s worth noting that the Change Case command toggles between sentence case — the first letter of the selected range as capital followed by the rest in lowercase — and uppercase if the last character of the selected text is some form of punctuation.Alternatively, use the mouse and click the Change Case button on Word’s Home tab, in the Font group. The choices are: lowercase, uppercase, title case, sentence case, and toggle case. Of course, it is easier and faster to press the keyboard shortcut.Change Case lets you fix capitalization without retyping, which can save a lot of time. And saving time is always a good thing, whatever the case may be.
Shift+F5 to Browse by Edits
There are a number of ways to navigate through Word documents. It’s possible to browse by page or to jump to specific text using Find. You can also browse by recent edits within a document. For lengthy documents, this can be a tremendous timesaver.Word keeps remembers the last three edit points within a working document. This becomes especially useful when revising a document. For example, if you make an edit on page 10, then jump back to page 2 and make a correction, and then type a bit of text on page 25, Word remembers. And that’s when things begin to get fun.Press Shift+F5 to move the cursor back through the last three edit points. Press it once to go move back to the last point. Press again to jump to the seceond-to-last point. Press a third time to go to the third-to-last point. A fourth press returns you to where you were before you started jumping around in the doc. Word also remembers the very last edit point in a document after it’s been closed. So, when you return to that brief tomorrow, press Shift+F5 to go right to the place where you last typed.Browsing edits is also possible through the use of Advanced Find, but the keyboard shortcut works faster.
Look for every opportunity to use these commands while editing documents. Start with just a couple and use them until they become second nature. After that, add more. Speed and efficiency will improve over time.
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