Here are the top 25 Microsoft Word 2016 tips and tricks. This is a blazing-fast
review of the tips and tricks for word 2016. Let's get started. Number 1 -
Text to Speech. Did you know Word can read your documents back to you. All you
have to do is add speak to your Quick Access toolbar. Do this by clicking this
arrow to the right of your Quick Access toolbar at the upper left. Go to More
Commands, choose All Commands and scroll down and find Speak in the list.
Click on Speak, hit Add, hit OK and now the speak button is on your toolbar.
Highlight the text you want the computer to read to you. Click play. "video provides
a powerful way to help you prove your point". Number 2 - Pin to Open File List.
When you go to File, Open there's a Recent document list and you'll notice
at the top there's a pined group. To add to that list all you have to do is click
the pin button on the right of any document and that adds it to this pinned
list for easy access. Number 3 - File Open and Repair. If you
have difficulty opening documents because they're corrupt or some other
issue there is a solution for that. Go to browse, select the document that you know
is problematic and under Open select Open and Repair. This is your best
opportunity to fix the document that might be damaged. Number 4 - Smart Lookup.
Smart Lookups allow you to search for information
online for keywords. To enable it highlight a word or phrase, choose Smart
Lookup, turn on the Intelligence Services and now you can access information
online quickly and easily. Number 5 - Filler or Random text. You can
create random text in a document just by typing =rand().
You can also specify the number of paragraphs and sentences per paragraph.
If you prefer Latin type in =lorem() and similarly you can put in paragraphs and
sentences per paragraph. Number 6 - Clipboard Multi-paste. Under the Home tab
there is a clipboard link right here. Click that and it brings up the
clipboard that allows you to highlight text and copy it to the clipboard.
The good news is you can actually copy multiple items
to the clipboard and then when you want to paste them you can just click on the
ones that you want. Number 7 - Calculate. Want to calculate the results
of a math formula? Go up here to your Quick Access toolbar, click on More
Commands, select All Commands and scroll down to Calculate. Click on Calculate, add
it to your list and hit OK. Now type in any formula that you want to calculate,
highlight it, and click the Calculate button. The results of that calculation
will be listed down here. Number 8 - Scroll Zoom. We're used to
the scroll button on your mouse scrolling up and down but if you hold
the Ctrl key button down and then use the scroll it actually zooms in and out
on the text. Number 9 - Insert Table. An often-overlooked solution is inserting
tables. Just click on the Insert tab, select Table and then pick the columns
and rows that you want to insert in a table. Number 10 - Formulas in Tables. You
can insert a formula in a table similar to excel. Click on the location where you
want this formula to be, go to the Layout tab and choose Formula. You have a
variety of options to choose from here for the formula and as you can see it
defaults to SUM everything to the LEFT. You have choices like Average, Min, Max,
Product, Sum and you can choose Left, Right, Below or Above. Hit OK and it
inserts the formula results. Number 11 - Shrink One Page. Let's say you have a
document that's three pages long and a little bit goes over onto page four.
There's one tool that allows you to shrink this to three pages without
having to edit everything individually. Go to your Quick Access toolbar, select
More Commands, choose All Commands, and look for Shrink
One Page.
Select it, add it, and hit OK. Now you need to highlight all of the text. You
can do that by doing Ctrl-A and then click the Shrink One Page. Now you can
see that the text has been shrunk down to be three pages. Number 12 -
Customize Status Bar. On the bottom of your Word document is the status bar. You
can customize it by right-clicking and selecting options in the menu. For
example, I like to choose line number so that I can see the line number show up.
You can also do things like track changes or turn the caps lock key on so
you can see when that's enabled. Number 13 - Convert Text to Table. If you've
created columns and rows using tab instead of the table function it's easy to
convert them. Just highlight the text, click on the insert tab, choose Table, and
Convert Text to Table. It should come up with the rows and columns automatically
but you can type those in if needed. Hit OK and it now creates a column and row
table. You can also choose to get rid of the border and now you have a table with
the same data and this will allow you to easily edit and change things. Number 14 -
Copy/Paste Unformatted. Sometimes when you copy text from a website or other
location it has formatting already in the text. A quick method to clear that text
is to highlight it when you're copying and pasting and when you paste choose
the paste unformatted choice. You can also do the same thing by highlighting
the text and clicking this button on the Home tab to Clear All Formatting. Now
you'll notice that did not clear the highlight but it did get rid of all the
other formatting. Choose which method works the best for you. Number 15 - Format
Painter. You can copy the formatting from one
block of text over to another. Just click anywhere inside of the text that you
want to copy, click this Format Painter button right here, and then highlight the
text that you want to make that format and there you go. Number 16 - Ctrl key.
Don't forget to use the powerful Ctrl key when you're navigating text. If you
hold the Ctrl key down, hit the right arrow, it actually skips one word at a
time. Left arrow goes back one word at a time.
You can also backspace-Ctrl to delete full words. If you hold the Shift-Ctrl
down and right-arrow it will highlight words at a time. Ctrl-End takes you to
the end of the document. Ctrl-Home to the beginning. Ctrl-DownArrow and
Ctrl-UpArrow moves you a paragraph at a time and of course Ctrl-C and
Ctrl-V does a copy/paste and many other functions that work with the Ctrl key.
Number 17 - Insert Hyperlinks. You can easily add a hyperlink anywhere in your
document. All you have to do is highlight the text that you want to put a
hyperlink on and press Ctrl-K. This brings up four choices You can link to
an existing file or web page in this document, you can create a new document,
or you can put in an email address. Once you've made your selection hit OK and it
turns the text blue and underlined just like a normal hyperlink. Now when a user
is viewing this document they can hover over that and just press Ctrl and click
on it to go to that hyperlink. Number 18 - Save as PDF. You can save a document as a
PDF file. Just go to File, Save As, and change the selection to PDF. Number 19 -
Insert File Path. Sometimes it's helpful to have the file
path of the document listed so that if you're reading a printed copy you'll be
able to find the file location. Go to the Quick Access toolbar and click on More
Commands. Select All Commands and scroll down the list until you see Insert File
Path. Select it, Add, hit OK and now wherever in the document you want the
file path located just click that button.
Number 20 - Insert Screenshot. You can capture and insert a screen image of any
of the Microsoft applications just by going to the Insert, under Screenshot, and
select from the list of open images. The windows need to be open and cannot be
minimized otherwise they won't show up in a list. The other option you have is
to Insert a Screenshot, Screen Clipping, which allows you to select an image from
anything on your screen and paste it into your document. Number 21 - File Share
Email. Rather than saving your file and then attaching it to an email and
sending it, you can do it directly. Just go to File, Share, choose Email and you
have a choice to send it as an attachment, send it as a PDF, and a few
other options. We're going to send it as an attachment. That opens up Outlook and
allows you to address and send the attached file. Number 22 - AutoCorrect.
AutoCorrect gives you the ability to save frequently used text as a keystroke
combination. To activate it for a certain set of text highlight it, go to File,
Options, Proofing, choose AutoCorrect Options. There is the text that you have
highlighted. Select a key combination that is unique like ^L. Hit Add and
OK. OK to close out of there. Now whenever you're typing you can just put the ^L
and hit enter and it fills in that text
for you automatically. Number 23 - Triple Click. Click inside a
paragraph and triple click on your mouse button to select an entire paragraph.
Number 24 - Show Formatting. If you're having difficulty seeing the formatting
on the page go to the Home tab and click on the Paragraph symbol. This shows all
the formatting for the entire document. You can see that paragraph breaks are
listed here. Tabs are reflected with an arrow key. You can see when page breaks
are shown up, and a little dot between each word is an indication of a space.
These formatting marks are very useful when you're trying to adjust the
formatting on the screen. Number 25 - Tell Me What You Want to Do.
If you want to get help on any particular topic don't forget this Tell
Me What You Want to Do search right here. At the top click on it, type in whatever
topic you're looking for, and it gives you a variety of choices to select from.
And that concludes our review of the top 25 Word 2016 tips and tricks. Please take
a look at the other videos regarding the top Skype for Business and the top
Outlook tips and tricks and thanks for watching.
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