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2 methods for repeating success in Word

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in Office Technology,Word Tips

Quick Parts

Think of Quick Parts as a permanent clipboard where you copy items, but they are always accessible to paste from. You create custom Quick Parts to replace the old task of finding a document, where you used particular text or objects, and copying and pasting it to your new document.  To create a text Quick Part, type or select the text or objects (logos, pictures, shapes, diagrams) you wish to save. From the Quick Parts button, choose Save Selection to Quick Parts Gallery.

When you want to use it, you’ll find it on the dropdown menu of the Quick Parts button. Just click it to add it to your document. It will be inserted wher­­ever your cursor is blinking. From this dropdown button, you’ll also find Auto­­Text, document properties and fields. Things like file names, dates and auth­­ors are easy to insert into your document.

Here are some ideas for Quick Parts:

  • Signature lines
  • Simple Organizational Charts
  • Logos
  • Red circles to use on diagrams
  • Not-for-profit verbiage
  • Copyright verbiage

Macros

A great and classic way to repeat success is to use Macros to perform tasks you do every day. For example, say you frequently need to insert a land­scape section in the middle of your document. You can record a macro to do this operation by clicking a button or using a keyboard shortcut.

1. On the View tab, on the far right, click the Macros dropdown button, and select Record Macro.

2. Name the Macro. Macro names may not contain any special characters other than an underscore symbol (_).

3. You can assign a button or a keyboard shortcut to run it later (Optional).

4. Complete the keyboard steps to insert a section and make that section landscape layout.

  • From the Page Layout tab, click the Breaks button, Page Setup group.
  • Click Next Page.
  • Click the Orientation button in the same group, and choose Landscape.
  • Press Ctrl+Enter to create a second Landscape page.
  • At the top of that page, click the Breaks button again, and select another Section Break.
  • Click the Orientation button again to set it back to portrait.

5. Now click the Macros button again, and choose Stop Recording.

Since many mouse actions do not behave the same when you are recording, be sure to rehearse how you will accomplish these steps before actually recording your macro. Use the 4 Rs of Macro recording to ensure your macros will behave as you expect.

  1. wRite it
  2. Rehearse it
  3. Revise it
  4. Record it

Here are some ideas for macros:

  • Sizing pictures that all have to be the same size for a particular document.
  • Inserting common headers and footers.
  • Repeating the deletion of recurring text.
  • Clear formatting and apply styles.

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