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Microsoft Word
a must in the translation
industry
learn how to use it well
learn how to use it quickly
We are paid by the word, afterall. Time is always money.

Customize Your Shortcut Keys
when you click on a
menu item, you can see
the short-cut key
to the right
in this case Paste is
Ctrl+V
Learn the ones
you use and
you will greatly speed up you work!

But you can create your own!
Go to Tools > Customize and click on the Keyboard button.

The Categories box on the
top left of the
Customize Keyboard window
will reflect the menu bar
while the Command box
to the right of it will show
the available commands
for each menu item.
Take the time to set up
and you’ll take off like a rocket!
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Once you find the command you
want to create a shortcut key for,
click with your mouse inside the
Press New Shortcut Key box
press the combination of
keyboard keys you want to use
(such as ctrl+o for Open File),
and then press the
Assign button.
It should appear in the Current Keys box to the left.
In this manner you can override existing and already assigned
shortcut keys, or create new ones.

Following is a list of what I consider the most important
shortcut keys and the ones I chose to use
(my own custom shortcuts marked in orange,
the unmarked ones should be default and already exist).
Create new file – ctrl+n
Open existing file – ctrl+o
Save file – ctrl+s
Close file – ctrl+w
Make selected text bold or start new text bold – ctrl+b
Same but italic – ctrl+i
Same but underlined – ctrl+u
Align text left – ctrl+l
Align text centre – ctrl+e
Align text right – ctrl+r
Copy text/picture/anything – ctrl+c
Paste – ctrl+v
Copy formatting of selected text – ctrl+shift+c
Paste formatting of copied formatting – ctrl+shift+v

- Paste special (I usually choose Unformatted Text from the
resulting selection box, so that whatever text I am pasting
is automatically the same as the format of the text
I am pasting into) – ctrl+alt+v
- Return formatting of selected paragraph to default
(must include the backwards P) – ctrl+shift+n
- Return formatting of selected text to default – ctrl+space bar
- Change case of selected text (keep pressing to toggle
between the three options – all caps, no caps, or
one first letter capitalised of each word) – Shift+F3
- Search for text – ctrl+f
- Search and replace text – ctrl+h
- Undo last action (in case you make a mistake – you can
go back many steps) – ctrl+z
- Redo last action (basically move back forward if you
went back too far) – ctrl+y
- Select entire table – ctrl+alt+t
- Delete row of table – alt+r
- Show or hide ruler – ctrl+alt+r
- View document in Page Width – ctrl+alt+w

Index text to the right (according to the tab marks) – ctrl+m
Push indent back to the left – ctrl+shift+m
Push hanging indent to the right – ctrl+t
Push hanging indent back to the left – ctrl+shift+t
Select all text in document – ctrl+a
Supercript text (such as for footnotes) – ctrl+2
Subscript text – ctrl+1
View document statistics (for quick word counts etc) – alt+s
Page break (don’t press Enter until you start a new page because,
not only is it not professional, but your customer can be using a
different printer or paper size, in which case
everything will change) – ctrl+Enter
Line break (remains within the same paragraph or bullet etc.,
indents with a hanging indent) – shift+Enter
Normal view – ctrl+page up
Page Layout view – ctrl+page down
Jump to other pane – ctrl+F1
The rest of the more common commands I do not use so frequently,
so I put them in the toolbars instead, explained as follows.

Customize your Toolbar
For version 2003 or older (sorry, really don’t like the
menu system of later versions).
Mostly only have only one toolbar showing, toggle ruler bar
on and off with shortcut key when needed.
Revisions bar snuggles into blank space when
proofreading with Track Changes.
Tools > Customize > Toolbar tab
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Bury the scroll bar behind the Windoze menu
and you can maximize your workspace,
such as when translating from a PDF file.

Show the Backward P
(Paragraph Mark)
When you ctrl+shift+c copy formatting of some text,
you also copy the formatting of the paragraph
if the backwards P is selected
(not selected in the above picture)
Tools > Options > View Tab and select
Paragraph Marks in the Formatting Marks section.

If you don’t want to retain any of the formatting from copied text,
use your ctrl+alt+v shortcut key to activate the
Paste Special window and choose Unformatted Text.
This will retain the formatting of the paragraph you are
copying into.

Viewing a document
For easiest reading and biggest
characters, choose Page Width
(top toolbar) in Normal View
(bottom left of window.
Or Ctrl+Alt+W and Ctrl+Page Up
if programmed as shortcut keys
(Ctrl+Page Down for Page Layout view -
for a final layout check before delivering)
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Two Panes
If you want to divide the view of a document
into two panes (such as when copy/pasting
from one section to another, or for
referencing), simply drag the indicated handle
downwards.
You can create a shortcut key, such as Ctrl+F1,
to jump between panes
(Tools > Customize > Keyboard > select
“Window and Help” in the left window,
and “OtherPane” in the right window)

For the remainder of this lesson and
tons of other useful information,
click on the link below.

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How to Format in Microsoft Word

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How to Format in Microsoft Word