Hi I'm Keith Krieger, program director for computer applications training at JCCC and
today we have some tools, tips and techniques to help you do your work with common computer
applications every day.
Well our tips for word today will cover a couple of tools that will help you be a little
more efficient when you are working with long documents in particular and here I have a
long-ish document of about 17 pages and often times I simply want to focus on the document
in-front of me rather than get distracted by the tools.
And the ribbon was brought into Microsoft office in 2007 and while it is handy it often
gets in the way, it causes us to looks focus and the easiest way, there is actually two
easy ways to get the ribbon out of the way until you need it.
Over in the far right hand of the tool bar is an upward pointing carrot.
And if I hover over it the tool tip says we can minimize the ribbon.
Notice in that tool tip it also gives us a keyboard shortcut to do so.
But when I single click that the ribbon goes out of the way.
And the nice thing about this approach is the ability to simply hover and click on a
particular tab, the ribbon reappears, I can click the tool I want and as soon as I click
that the ribbon disappears again.
It makes it nice and easy to focus on the work in front of you.
The other thing that we have in working with long documents is the ability to split them.
So in our example here we have a cover page on page one and then we have sixteen additional
pages and if I wanted to compare, copy and paste without having to move up and down in
the document I can split the document, I can split the view actually.
And if I look at the very top edge of the scroll bar on the right we see this button
labeled view ruler, and just above it you'll see a horizontal bar and you'll notice as
I hover over that I get a double headed arrow.
And I am going to press and hold and drag that down.
We now get two separate windows.
Notice over on the right we have two separate scroll bars so I can manipulate the document
in two different views and move very quickly and easily between the two sections of the
document.
Now I no longer have to jump back and forth to compare two different sections, I can simply
split the view, zoom in, and zoom out as need be and come back to my full document just
by double clicking that bar that we have in the center of the screen.
You'll see when I hover over that bar I double click it and I am returned back to my full
page view.
Another nice tool particularly when we are working with long documents and we need to
add some content later on but we want to reserve some space for it but we don't have the content
for it yet.
I am going to move to the very end of the document and again instead of picking up the
mouse and scrolling I am going to use a very quick and easy keyboard shortcut and in the
windows platform I am going to hold CTRL and press the END key.
It automatically takes me to the end of the document.
I am going to put this place holder text on a new page.
And instead of pressing enter multiple times I am again going to hold the CTRL key and
when I press enter word gives me a brand new page.
Now this is a really cool tool when I just need some place holder text.
It is going to look like Excel.
I am going to put an equal sign and the word RAND for random, and an open and closed paren.
I am going to put two numbers in there separated by a comma.
The first number is the number of paragraphs, the second number is the number of sentences
in each paragraph.
And when I press enter, word enters some pre-built text for me.
If you would prefer not to have English text you can use a tool that pages designers have
used for many years in many other programs which is Lorem Ipsum and it works in much
the same way.
An equal sign and Lorem and a pair of paren's and again the first number for paragraph,
the second number is the lines within each paragraph and now I get a nice set of Greeked
text that will let me use as a place holder for future text.
We trust you have found the tips and tools techniques in these videos to be helpful and
something you are going to put to use almost immediately.
We know that these are things that can be shared eaisly and we encourage you to share
them with your colleagues and your friends, post them to Facebook or Twitter or LinkedIn
for other people to take advantage of.
And if you would like we would be happy to send you the notes of the tools and techniques
that we have shown you here today.
Please feel free to send us a message at the address on the screen and we will get those
right out to you.
Thanks.