Latest posts by techwriter (see all)
- How to Number Your Documents Properly – A Document Numbering Strategy - April 24, 2017
- How to Avoid Repeating Words in a Headline - April 18, 2017
- Leveraging Multi-Function Printers With Document Imaging Software - April 10, 2017
“Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent.”
– Carl Sandburg, 1878-1967,US biographer & poet
1. Splitting a file in one window
This comes in handy when you have a document with multiple pages – 50 or more. When working with a large file there are times when you need to scroll back and forth in the same document to refer to something or copy and paste text.
For example, you could be on page 232 and need to copy and paste content from pages 47 to 55. You could use Control G to jump to a specific page. But there’s an easier way. Go to Window in the tool bar and click on Split. You will see a bar in the center of your screen. You can move this bar anywhere you want to split your document. When you click your mouse your document splits in two. You can now move freely in the top pane without affecting the bottom pane and vice versa.
To remove the split, go to Window and click on Remove Split.
2. Comparing two documents
I love this feature. When you’re comparing two documents, it’s a pain to keep switching back and forth between the two. Here’s the time saver. Go to Window on the tool bar and click on – Compare Side by Side With, and pick the document to compare. Your screen will split into two and both your documents will be open.
You can also scroll both these documents at the same time. To remove the side by side scrolling feature, deselect the Synchronous Scrolling button on the Compare Side by side Window which is a small window that opens on your screen.
If you have Microsoft Word XP, then this feature is called Arrange all. You will find it under Window on the toolbar.
3. Reducing file size
This comes in handy when you need to email a large file and there is a limit on the file attachment size. This will not work if your document does not have any images or graphics. If you need to print your document in high quality then don’t use this tool as doing this will reduce the print quality.
If your document has a number of graphics, and you need to reduce the file size, there is a simple way to do this. You don’t have to resize your graphics or go to the graphic designer to make the changes. Follow these steps:
– Right click any picture or graphic in your document and select Format Picture.
– Select the Picture tab and hit the Compress button from the lower left corner.
– In the Compress Pictures box select the options you prefer. To reduce the file size of the entire document, apply your changes to all pictures in the document.
– Under Change Resolution select Web/Screen.
– Under options make sure that “Compress pictures” and “Delete cropped areas of pictures” is checked.
4. The handy clipboard
This is another handy tool not used by a lot of people. If you copy and paste a lot of text, you can save time by keeping the clipboard open while you’re working. When you have your clipboard open, you can see all the text you’ve copied previously. If you need some text you copied ten steps earlier, you don’t need to scroll back several pages to find the piece of text. Simply place your mouse where you want the text to be inserted and click the respective text on the Clipboard you want pasted. Word will do the job for you.
To open the Clipboard go to the Edit menu and select Office Clipboard. You should open your Clipboard as soon as you start working.
5. Zooming in and out with your mouse
When you’re working with a multiple page document, you can quickly zoom in and out with your mouse. You don’t need to use the zoom drop down box and select the percent of zoom.
Hold down the Control key and use your mouse wheel to zoom in or out to see the various pages of the document.