Word Excellence Day: Top Tip Competition entries and results

Thank you to everyone who took part in our Top Tip Competition at the Word Excellence Day this year.

Congratulations to the winners!

1st: To move rows up and down a table: place your insertion point within the row you want to move then hold down Alt, Shift and the up or down arrow. Move several rows together by selecting them first (1st place)

Kyle Monahan, Allen & Overy LLP and George Trehan, Stephenson Harwood LLP

2nd: To move a block of text within a document: select it, press F2, click the point in the document where you want the text to go and press Enter (2nd place)

Lisa Freeman, Trethowans LLP

3rd: Use Ctrl Q to remove formatting form a paragraph (3rd place)

Alison Hattingh, Cripps LLP

Honourable mentions:

  • Shift F5 to return to the last point in your document
  • F4 to repeat your last action
  • Adding the Back Button to the Quick Access toolbar

Summary of the entries received:

  • Add the Back button to the Quick Access Toolbar (in All Commands) so that if you click on a hyperlink in a Table of Contents or Cross Reference and want to go back to the original place in the document, you can click the back button to take you there.
  • Add the Calculate command to the Quick Access Toolbar (in All Commands) and use it to solve selected typed equations. The result will appear in the status bar.
  • Use the Spike to move several items around a document or to another document. Select the text, image or table to be moved and press Ctrl F3 to move it to the spike, and repeat as required. To transfer everything from the spike to the desired position, use Paste or Ctrl, Shift F3. Everything will be placed in the new location and she spike will be empty.
  • To quickly create a table, type a plus, press tab, type another plus, press tab, and so on, finishing with a plus. Press Enter and your table cells will appear.
  • If you are working on a long Word document or several Word documents, pressing Shift F5 will cycle through the spots that you are edited most recently. Pressing Shift F5 when you open a document will take you to the location you were working on when the document was closed.
  • Double-click the page wherever you want to type your text
  • To promote and demote numbering levels in a Table, use Alt, Shift and the left or right arrow
  • To convert comments into a footnote: Enable the Developer tab to bring up the Macro options, right-click on the ribbon, select Customise the Ribbon and tick Developer. In the document you’re working on go the Developer tab and click the Visual Basic button top open the Microsoft Visual Basic for Applications window. In this window, double-click ThisDocument in the left-hand pane. In the window that opens type the following:

Sub comment2footnote()

Application.ScreenUpdating = False

Dim oDoc As Document, oComment As Comment

Set oDoc = ActiveDocument

For Each oComment In ActiveDocument.Comments oDoc.Footnotes.Add Range:=oComment.Scope, Text:=oComment.Range.TextoComment.Delete


Application.ScreenUpdating = True

End Sub

  • To unselect text that won’t unselect, use this mouse trick: left click, right click, left click, right click
  • Ctrl F1 will toggle the ribbon through show/hide
  • When working with a Word documents the Style Area can be used when working in Draft view to display the styles in use on each paragraph. This can be used when troubleshooting documents: go to File > Options > Advanced > Display Group > increase the Style area pane width in Draft and Outline views: from zero to, for example, 2 cm.
  • Use Ctrl Home to move to the top of a document, Ctrl End to move to the end of the document
  • Use Ctrl h to bring up Find & Replace
  • To generate ten paragraphs of random text in a document, type the following into blank line and press Return. Vary the number of paragraphs by varying the number in brackets:

=rand(10) for English or =lorem(10) for Lipsum

  • For long documents with many manually-typed cross-references to the same paragraph, insert one cross-reference, copy it so it’s the only item on the clipboard, then use Find & Replace to find the manually-typed text and add ^c in the Replace box – this inserts the contents of the clipboard.
  • Lower the duration of Autosave in Word, so that it saves every few minutes – especially useful if you have been working on a complex document.