Using Word to edit electronic documents is something that many office workers experience every day. In many cases, it takes a long time for us to achieve the desired effect. How can we get twice the result with half the effort? Here are a few Word tips to help save your document editing time. Let’s take a look!
1. Repeat the Previous Step with One Key
When we edit an article document in Word, we always unavoidably repeat many operations. For example, in the previous step, we set a red and underlined font for a paragraph of text, and the odd-numbered paragraphs should use the same format. What would you do? There is a trick that many people know—using the Format Painter.
Select the content that has been set the new format. Click the Format Painter under the Home, and then use the mouse that has become a brush to paint the area where you need to repeat the same format. Then it will magically become the same format.
But if there is a lot of content that needs to be modified, you need to use it again and again, which will be very complicated! There is another convenient method—using the F4 key to repeat the previous step.
After you set a paragraph of text with a new format, you only need to select the next place where you want to use the same format, and then click the F4 key on the keyboard to apply the previous operation to this content.
But it should be noted that if you are using a laptop, please use the shortcut key “Fn+F4”.
2. Merge Documents
Sometimes we may want to merge the contents of several documents into the same document. The usual method is to open all the documents and then copy and paste them one by one. But if there are a lot of documents to be merged, then this will be a very time-consuming project.
In fact, Word comes with a document merging function, and it only takes a few seconds to merge multiple documents.
Create a new blank document. Click “Insert” in the menu bar. Select “Object—Text from File“. Select several files that need to be inserted in the Insert File window at the same time, and then click Insert. The documents are merged! Document merging is generally based on the order of the documents in the folder. If you want to merge in your order, you can modify the files name or insert them in sequence.
3. Dynamically Update the Table
Everyone knows that the suites in the office can work together. You can copy and paste Excel tables into Word, or convert PPT to Word. And if you modify the source file table in Excel, then the table in Word can also be dynamically updated.
Select the table in Excel that to be copied. Right-click the place in Word that to be inserted, and then select the Paste Options as “Link & Use Destination Styles” or “Link & Keep Source Formatting” instead. Right-click the table and select “Update Link” to update the table dynamically.
Or you can directly right-click the table in Word, and select “Linked Worksheet Object“. Select the Edit Link, and edit the table directly in Excel.
4. Quickly Replace
What would you do if you want to change the format of all numbers in a document? If you choose to select them one by one, and convert the format, then you will find that this simple problem is actually complicated for you!
Select the Home tab in the menu bar and click Replace. Click the input box of “Find what:”, and then click “More—Special—Any Digital” below.
Click the input box of the “Replace with:”, and then click the “Format—Font” below.
Set the new format in the opened window. Click OK. Then you will find that all the numbers have been set a new format.
5. Quickly Modify the Style
If your article applies the Styles in the Word (that is to add H1 heading to the first level heading, and add H2 heading to the second level heading, etc.), then you can change the format of the same style quickly.
Find the Styles section in the Home tab. Right-click the title or content that needs to be formatted, and select Modify.
Modify to the new format in the opened window. Then click OK. Then you will find that all the content of this style has been set the new format.
6. Automatically Generate the Table of Contents
Many people probably don’t know this feature. After finishing an article, you need to add the table of contents to the article. Most people just type one by one and then adjust the format. After finishing this catalog, you’ll found that two hours had passed. Learn to automatically generate the table of contents, you can save two hours of typing time.
In the blank page where the table of contents needs to be generated, click Reference in the menu bar. Then click the Table of Contents. Select a table of contents style what you like, or click on the “Custom Table of Contents” below to set the table of contents format by yourself. Then all the titles and page numbers will be automatically generated table of contents.
It should be noted that your document must be set with title and content in Word Styles, otherwise Word will not detect your title!
If you have modified the content and the page numbers have changed, just click the “Update Table” next to “Table of Contents”.
7. Quickly Convert Text to Table
When making a table in Word, it is generally to list the borders of the table first, and then fill in the content. But sometimes we don’t know the number of rows and columns of the table. It is very troublesome to list the border of the table first and then modify the table.
However, a function that comes with the Word is “Convert Text to Table“, which can realize writing the text first and then placing the border. If the content of your table has been divided, it can be converted into a table quickly.
Select the text that needs to be converted into a table. Click the “Insert-Table-Convert Text to Table” in the menu bar, and then check “AutoFit to contents” in the pane. Select the delimiter of your text at the “Separate text at” below symbol. Click OK. The text is converted to a table!