Using Paragraph Styles in Word to Improve Readability

50 Best Tips for Word

50 Best Word Tips

I am proud to announce the launch of a new series of Video Tutorials for Microsoft Word!

In addition to the major changes in the user interface from Word 2003 to Word 2007 and Word 2010, there was another change that many people who use Word on a regular basis have some difficuly in understanding:

In Word 2007 the default setting adds 10 pts of space after each paragraph. This means that you only have to hit the “Enter” key once at the end of each paragraph. By contrast – In Word 2003, the default setting is 0 pts of space when you hit the “Enter” key. That is why – for years – we have developed the habit of hitting the “Enter” key twice at the end of a paragraph.

In addition, in Word 2007 and Word 2010, there is an automatic 1.15 line spacing within each paragraph versus the “single line spacing” in Word 2002.

More “White Space” on the Page

As a result, the pages in Word 2007 and 2010 appear to have more “breathing room” because more “white space” has been built in to the default paragraph settings. Learn to take advantage of this to make it easier for your readers to quickly “scan” you pages – to quickly find out “what you have to offer them!”

I know that you will pick up many great tips during this video tutorial. One of them is to use the Keyboard Shortcut Ctrl + Shift + S to bring up the “floating” Apply Styles Dialog Box.

Getting Names and Addresses to Fit on Labels in Word 2007

Do you have difficulty getting your “Address Block” to print correctly when you perform a Mailing Label Merge in Word 2007? Many people do. Watch this lesson to learn how to make 2 changes to ensure that your names and addresses print correctly on your labels the first time – and everytime!

New Extended Length Video Tutorials on My WebEx Site

 I have just posted two extended length, in-depth Word Video Tutorials at http:thecompanyrocks.webex.com

Follow these links to view online or download:

Watch This Video Lesson in High Definition on YouTube

Follow this link to watch this video lesson on my YouTube Channel – DannyRocksExcels

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Download My Chart of Popular Keyboard Shortcuts for Word

Word Keyboard Shortcuts

Word Keyboard Shortcuts

I am pleased to make available to you – at no charge – my new chart of “Popular Keyboard Shortcuts for Word.”

Click on the link to download my chart of Word Keyboard Shortcuts as a PDF file. CR – Chart of Word Keyboard Shortcuts

I have organized the keyboard shortcuts into these categories:

Keyboard Shortcuts for Word

  • Basic File Operations
  • Undo, Restore or Repeat Actions
  • Move the Cursor
  • Select Words, Lines and Paragraphs
  • Use F8 Key in Selection Mode
  • Cut, Copy and Paste Selection
  • Delete Text and Graphics
  • Apply Formatting to Characters and Words
  • Find, Replace and Go To Text, Formatting and Document Location
  • Format Paragraphs
  • Insert Fields and Special Characters
  • Navigate in Word Table
  • Work in Outline View
  • Apply Styles
  • Switch Document Views
  • Review Documents and Create References

I took care to select and organize , what I feel are, the most popular keyboard shortcuts to use when working in all versions of Microsoft Word. Many people prefer to work without the mouse – keeping their hands on the keyboard. Most people, use a combination of mouse clicks and keyboard shortcuts when writing, editing and formatting their Word documents. Regardless of your experience working with Word, I think that you will discover one or two keyboard shortcuts that you were not familiar with.

I am always delighted to hear from my readers. Do you have a favorite keyboard shortcut? If so, what is it? Please add your comments below to share your experiences with all of my readers.

My Chart of Popular Keyboard Shortcuts for Excel

Earlier this year, I published a chart of the most popular keyboard shortcuts for Excel. Follow this link to download this chart – at no charge – as a PDF file. CR – Updated Chart of Popular Excel Keyboard Shortcuts

Download My Free 50 Minute Video Lesson for Excel Keyboard Shortcuts

I am pleased to announce that – when you click this link – you can get information on how to download my free “extended length” video recording where I demonstrate how and when to use Keyboard Shortcuts in Excel.

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How to Efficiently Select Data in MS Office Programs

Before you can copy data in Excel, you must first select the cells with the data you wish to “copy and paste.” Before you can apply formatting in MS Word, you must first select the word, the sentence, the pararagraph, or the document that you wish to format. So let me demonstrate my tips for efficiently selecting data in any MS Office Program.

Selecting Data in Excel

  • To select data that is contiguous (adjacent cells) in Excel, hold down the SHIFT key and use the directional arrow keys to “draw” your selection.
  • To select data that is non-contiguous (non-adjacent cells), make your 1st selection and then hold down the CTRL key as you make additional selections.
  • You can use CTRL + SHIFT + Directional Arrow to quickly select all of the cells that contain data in a contiguous direction.
  • Use the keyboard shortcut CTRL + A to select all of the cells with data in a Data Set.
  • Watch this video for additional Excel tips for selecting data.

Selecting Data in Word

  • Double-click a word to select it.
  • Hold down the CTRL Key as you click to select the entire sentence.
  • Triple-click to select the entire paragraph,
  • Use the keyboard combination CTRL+ SHIFT + Directional Arrow to select entire words moving in that direction.
  • Use the F8 key to enter “Selectiion Mode.” As you continue to press the F* key, you will cycle to select a Word, a Sentence, a paragraph, the complete document.

I guarantee that you will save time and become more efficient when you use these tips to quickly select data in any MS Office Program.

Follow this link to watch this video in High Definition Full Screen Mode on YouTube.

Learn how to “Master Excel in Minutes – Not Months!”

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My Video Podcast has been downloaded 4,800 times

My iTunes Podcast

Danny on iTunes

OK, so let me brag a little. I launched my Video Podcast, “Danny Rocks Tips and Timesavers,” in June 2010 on iTunes. When I looked at the number of downloads and views, I was amazed to see that the number had surpassed 4,800 – I am thrilled.

Thank you for your support and encouragement. And, one viewer has reviewed my podcast:

Customer Reviews

Concise training      

by ChipAv

These are very specific and concise training modules on individual aspects of Excel and Powerpoint. (Also a few on meeting management and social media.) No nonsense, down-to-business, accurate, and professional. If one of these matches the skill you want to quickly acquire, you should like these.

I invite you to view, download, subscribe or review my video podcasts – either individually or as a whole. Here is the link to my iTunes video podcast:

http://itunes.apple.com/podcast/danny-rocks-excel-tips/id374923275 - If you like what you see, then pass this link on to a friend or colleague.

You can add your comments below and feel free to use one of the Social Media Icons at the bottom of this post.

 

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How to Share Excel Data with Word Documents

Microsoft Excel is tightly integrated with MS Word. There are several ways to share data that you create in Excel with a Word Document. In this lesson I demonstrate how to copy part of an Excel worksheet and then paste it into a Word document. Here are the techniques that I cover in this short Excel Video Lesson:

  • Paste as a Word Table
  • Paste as a Picture
  • Paste Special as a different type of Picture
  • Paste a Link between the Excel and Word documents – to update the latest sales figures

This is the first in a series of videos where I demonstrate how easy it is to share information between the different programs in the Microsoft Office Suite.

You can see a list of “The 50 Best Tips for Word 2007″ by following this link.

You can view and download this video – for free – at the iTunes Store. I invite you to subscribe to my podcast, “Danny Rocks Tips and Timesavers.”

Learn how to “Master Excel in Minutes – Not Months!”

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The Company Rocks: Words Blog

Welcome to my latest blog “The Company Rocks Words!” Here, you will find short video tutorials offering you “tips & time-savers” when you use Microsoft Word. You will also find articles and commentary on our use of words to communicate ideas and to share information. We will examine which words work better than other words – and the reasons why they are effective.

I train individuals and groups to get the most out of MS Word for Windows. And, I train clients to improve their communications skills. My clients range from students to Fortune 500 executives. I have trained clients in a variety of industries; in the United States, Canada and Australia.

Most of my clients realize that they use only a fraction of Word’s powerful features. And… they want to learn how to tap into Word’s power in order to:

  • Save time
  • Be more productive
  • Present text in a clearly understood, professional manner

On this blog, I will share my tips with you via video tutorials. Each lesson will be brief (between 3 and 5 minutes) and to the point (1 concept per video.)

Many of these tips will show you how to transition from your familiar work in MS Word 2003 to the dramatically different Word 2007 interface.

The current version, 2007, is quite different – to say the least! Many clients are initially intimidated by the radically different interface. I will help you to transition to the new version – when you are ready.

So, check in often to see the latest tips that I add to the blog. And… please feel free to share your own “tips and time-savers” with our readers.

Ask questions. I will answer them individually as quickly as I can.

Sincerely,

Danny Rocks

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