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Apply Text and Graphics Formatting Multiple Times in MS Office

Handy Shortcuts for Word Users

Get Easy Access to Documents (Work Menu) 

Reducing the File Size of Word Documents

Display Full Path Name in Title Bar

No More Hyperlinks in a Word Document

Navigate Long Documents Easily with Hidden Bookmarks

Keyboard Shortcuts for inserting default Bullet

Finding the Location of the Outlook PST Data File

Delay delivery of an E-mail Message

Resend an E-mail Message

Save Multiple Attachments Simultaneously

Saving Snippets from Outlook E-mail

 Apply Text and Graphics Formatting Multiple Times in MS Office

You probably know how frustrating it is to apply the same format to items in different locations in your document, drawing, worksheet, presentation, or Web page. For example, you may want to apply a special font to several non-sequential words in your document. Or you may want to change solid lines to dotted lines in graphics you created with the drawing tools. However, instead of clicking the Format Painter button on the Standard toolbar every time you want to apply the new format, you can double-click this button and apply the format to multiple items in Office XP. To apply formatting to multiple items, do the following:-

  • 1. Select the item with the format you want to copy.

  • 2. Double-click the Format Painter button. The button stays selected.

  • 3. Select the text or graphic items you want to apply the new format to.

  • 4. When you're finished applying the format, click the Format Painter button again or press ESC key.

Note: Applying text and graphics formatting multiple times does not work between programs.

 Handy Shortcuts for Word Users

Here are a few shortcuts you can use to access common dialog boxes in Word. To use these shortcuts, the ruler must be displayed.

  • Double-click the ruler margin to open the Page Setup dialog box.

  • Double-click an indent marker to open the Paragraph dialog box.

  • Double-click a tab stop to open the Tabs dialog box.

  • When working with a document in multiple-column format, double-click the gray region that separates one column from another to open the Columns dialog box.

 Get Easy Access to Documents (Work Menu

The Work menus a great Word feature that few people know about. You can use the Work menu to keep an easily accessible list of your favorite Word files. To add the Work menu to the menu bar or a toolbar, do the following:

  • On the Tools menu, click Customize, and then click the Commands tab.

  • In the Categories box, click Built-in Menus.

  • Click Work in the Commands box and drag it to the menu bar or displayed toolbar.

With the Work menu in place, you can add any open Word document to your list. Here are the options:

  • To add the current (open) document to the Work menu, on the Work menu, click Add to Work Menu.

  • To open a document, click the document you want to open.

  • To remove a document from the Work menu; Press CTRL+ALT+- (dash key). Your cursor will look like a large, bold underscore. Click the document you want to remove from the list.


 Reducing the File Size of Word Documents

To reduce the file size, follow these steps:

  • Choose Tools/Options... 

  • Open the Save tab 

  • Uncheck Allow Fast Saves

“Allow Fast Saves” feature makes Word rewrite the entire document file from scratch each time it is saved. If you have make documents using MS Word and you make many formatting changes for the paragraph, fonts, page etc., you will see your file size gets bigger. Microsoft Word saves files by blocking, so any change you made for your document it will create a new block with the new formatting and disappear the old block without deleting it from the file. You can solve this problem by doing this:

Open your file, select File/Save As, and give your file a new name, it will save only the active blocks with out the old ones. If you compare the two files, you will see a prominent difference in size.

 Display Full Path Name in Title Bar

When you open a document in Word, the file name for the document is displayed in the title bar. It would be nice to display more than a simple file name in the title bar. Many readers could profit by a way to display a full path name along with the file name in the title bar. Unfortunately, Word does not provide a way to do this easily. There are a couple of ways that this can be approached. If you only need to know the full path name occasionally, then you can create a very simple macro and assign it to a toolbar button. When you click on the button, the information in the title bar for the active window is changed to reflect the full path name. This macro is called ChangeCaption. Click here to get the macro.

Alternately, you can use this option without creating a macro:-

  • Right-click on any toolbar and choose Customize, or use the Tools>Customize menu options from the main menu.

  • Choose the Commands tab.

  • In the Categories list, click on Web. In the Commands list to the right, find Address. (It should be first in the list, and contains a drop-down list as part of the command.) Drag Address to the desired location on your toolbar.

  • Select the Close button.

  • Now when you open a document, Address window show the full path name of the document that is currently open and visible.

 No More Hyperlinks in a Word Document

Did you know that you can remove all of the links in a document with just two keystrokes: Ctrl+A to select the entire document and press Ctrl+Shift+F9 to convert all the links into text. This also converts fields to static text, i.e. if you've inserted a date field to show the current date, selecting the field and pressing Ctrl+Shift+F9 will turn it into text so the date won't change each day. If you want to change only some fields, select only a portion of the document and repeat the above.


 Navigate Long Documents Easily with Hidden Bookmarks

When you work with long documents in Word, it can be difficult to remember where certain information appears. But when you use hidden bookmarks, you can quickly navigate to that information. Hidden bookmarks are easy to add and easy to use, and you can put them anywhere you want. Here's how:

To add a bookmark:

  • In your document, click where you want to place a bookmark.

  • On the Insert menu, click Bookmark.

  • When the Bookmark dialog box opens, name your bookmark.

  • Then click Add.

To find your bookmark:

  • Press F5 to open the Find and Replace dialog box.

  • Click the Go To tab, and then select Bookmark under Go to what and type the bookmark name in the Enter page number field.

  • Click the Go To button to get to the information you bookmarked.


  • Go to Insert>Bookmark.

  • Select the Bookmark Name and press Go To.

 Keyboard Shortcuts for inserting default Bullet

Enter two dashes (--), a space, and then your first bullet list item, and when you press Enter, Word applies the default bullet style to your item, and positions you at the next bullet list item. it's part of AutoCorrect's AutoFormat functionality. To be sure, the feature is active, use the Tools>AutoCorrect command, choose the AutoFormat As You Type tab, and ensure that the Automatic bulleted list option is checked. To stop the automatic list and return to your "Normal" style, press Enter twice. Alternatively, you can press Ctrl + Shift + L. This shortcut applies rounded bullets to the list but doesn't indent the text. There is a similar shortcut to remove the bullets. Select the list and press Ctrl + Shift + N.

 Finding the Location of the Outlook PST Data File  

Outlook stores all the e-mail, contacts, calendar etc. in a single PST file. If you need to find the exact location and name of the file, rather than searching, you can get this directly from Outlook. Here is how:

  • With make sure you have View / Folders selected

  • Right click on Personal Folders

  • Select Properties for Personal Folders

  • Click on the Advanced button

  • Under Filename, it will show the path and name of the current PST file.

Note: You can compact the PST file by clicking Compact Now button.


Delay delivery of an E-mail Message

If you use Microsoft Exchange Server (like Outlook as default e-mail client), you can delay delivery of an individual message. Everyone can use this by having messages held in Outbox for a specified time after clicking Send. To delay delivery of a message follow these steps:-

  • In the message, click Options.

  • Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time you want.

Resend an E-mail  Message

If for some reason you want to resend a message as reminder, do the following:-

  • In the Folder List, click Sent Items

  • Open the message you want to resend.

  • On the Actions menu, click Resend This Message

  • Click Send.

 Save Multiple Attachments Simultaneously

When you receive a Microsoft Outlook® message containing several attached files, you don't have to open and save each file separately. You can save multiple attachments to the same location in a single step. Here's how:

  • Click Save Attachments on the File menu.

  • When the Save All Attachments dialog box opens, click OK.

  • Then select the folder where you want to save the files, and click OK.

Note: When you use this shortcut, you must save all the files to the same folder. To save each attachment to a different folder, you will need to save them individually.

 Saving Snippets from Outlook E-mail

In Outlook, while reading your e-mail, you often find pieces of text that you would like to save for future reference. A very convenient way to do this is to select the text, then drag the selection to the "Notes" icon (lower-left in the Outlook window). This creates a "Post-It" note containing the text you selected.

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