Upgrading Your Inside Sales & Customer Service Teams Part 3: MS Word Tips
In our previous blogs, we started discussing the need to focus on upgrading employees through skills enhancements, and shared some cool tips and tricks that can be applied in Microsoft Outlook to provide added efficiency and organization. Now let’s expand upon that and discuss another application from Microsoft Office, Word.
Quite often, I see front line employees using the mouse and keyboard to accomplish tasks within Word, which is sometimes a necessity. However, many individuals heavily rely on using the mouse when the keyboard is faster (and thus more efficient). Here are the basic keyboard shortcuts that individuals can use to save time and eliminate the need to drag a mouse all over the screen:
Ctrl + N: This creates a new Word document
Ctrl + O: Open an existing Word document
Ctrl + C: Copies highlighted text or objects in the document
Ctrl + X: Cuts text or objects from the document
Ctrl + V: Pastes text or objects from the document
Ctrl + Z: Undo the last action performed
Ctrl + Y: Redo the last action performed
Ctrl + P: Print the current document
Ctrl + A: Select all text and objects in a document
All of the above keyboard shortcut keys have contextual drop-down menu equivalents, which is where the inefficiency lies. It requires the physical movement of a mouse to drop down menus, oftentimes in multiple, in order to find the command the user wants. If you were to conduct a time study, you’ll likely find it takes 10-25 percent longer to use the mouse with contextual menus than to use the keyboard keystrokes.
Here are some other quick keystrokes and mouse combos your users may have never heard of, but could provide significant value:
The Triple Click: By triple clicking anywhere in a paragraph, a user can highlight the entire paragraph. No more clicking and dragging down, hoping to not race past the paragraph; only having to start the process all over again.
Alt & Drag: This allows the user to create rectangular boxes across text, and then apply the formatting window to change only the area they’ve selected.
Hide the Ribbon: Users can hide the ribbon at the top of the screen by double clicking the Ribbon Name. This creates more visual real estate, and therefore less movement to read a document.
Ctrl + Click: Allows users to select an entire sentence.
Format Painter: Use the paint brush icon to apply a particular format to another area of the document.
Ctrl + Shift + <&>: Users can increase or decrease their text font size by selecting the text to change; to increase, use “Ctrl + Shift + >” and to decrease, use “Ctrl + Shift +
Create an Excel Table: Users can quickly create an Excel table within a Word document by typing a plus sign (+), then pressing the Tab key. Repeat this for however many cells you want in the table and then press “Enter.” The table will magically appear.
Ctrl + H: This opens the traditional Find and Replace window.
Ctrl + Tab: Allows users to jump between the document and the Find menu.
F7: Initiates a Spell Check.
Shift + Arrow Keys: Allows the user to quickly select entire rows of text. This works very well with the Copy, Cut and Paste keys.
This is by no means an all-inclusive list of shortcuts, but you should find a majority of them will provide lots of value and efficiency to you and your fellow users. Stay tuned for the next blog, where we’ll be covering great tips and tricks using Microsoft Excel.
Posted by Brad Vance, Epicor Senior Business Process Consultant