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Designing with Word: 4 strategies, 9 shortcuts

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in Keyboard Shortcuts,Leaders & Managers,Management Training,Office Technology

Designing letters, newsletters, brochures, fliers, ads, reports, posters and all the other printed material that a business needs might fall on your shoulders, even though it is not part of your job description!

But these days, everyone is expected to do more with less, and many companies, government agencies and nonprofits have saved money by keeping design jobs in-house.

We want to design effectively so the reader will actually read what we are creating, but we don’t have time to learn an entirely new software package.

To help you and your colleagues take on the task, MS Word trainer Lori Fields shares these 4 strategies:

1. Clone a look you like by using the format painter (the paintbrush tool). Click on the text you like, then double-click the little paintbrush in your toolbar. Now anything your cursor touches will convert to that style. Single-click the paintbrush icon to turn it off.

2. Manipulate pictures by clicking on them, then using the picture toolbar that appears. Compress, crop and resize without taking a picture back into Photoshop.

3. Give clip art a clear background by using the set transparent color tool (looks like a pen with an arrow at the end of it). Click on the tool, then click on the area you don't want to see. Text can now wrap around the clip-art image.

4. Increase text size by hitting Control [; shrink it by hitting Control ]. You'll see quickly how text will look without going to the font size menu.

Note: These tips will work with any version of Word, except for compressing images, which works only with Word 2002 and 2003.

While you work: Format type faster by using Word's keyboard shortcuts:

Increase font size: Control, Shift, >.

Decrease font size: Control, Shift, <.

Note: Both commands above change the font size by one increment along the scale in the drop-down menu. To change the font only one point size, hit Control, ] to increase it and Control, [ to decrease it.

Change case: Shift, F3 changes the selected text to lowercase, sentence case or uppercase. To change only to uppercase, hit Control, Shift, A.

Underline words, but not spaces: Control, Shift, W.

Double-underline text (including spaces): Control, Shift, D.

Indent a paragraph from the left (half an inch each time): Control, M.

Create a hanging indent: Control, T.

Return to your last revision place: Shift, F5.

Repeat an action: Control, Y.

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