We get started on this webinar covering Word tips and tricks and my aim in the next half hour is to give you some key fundamental understanding of how to be more productive in Word.

My name's Alistair Matchett.

I worked as a bank myself at JP Morgan and went into the education business about 25 years ago and we are focused on primarily helping people do things faster and better.

What I'm going to do is I'm going to share my screen and I'm gonna use my main document as a kind of example and it's a a course profile and what I'm gonna do first, if I just share my screen right now, Just give me a moment while I share it.

You should be able to see my document on the screen now and you can see there, see that we have Word and we have a document showing.

The first thing I need to do is to show you, you'll notice that I don't have a ribbon on my screen and the reason I don't have a ribbon on my screen is that I've turned it off because my aim here is to make sure that we literally have as much screen real estate as we possibly can do.

So if I do control F1 or sorry control one even, you can see that I can turn my ribbon on and off actually control F1.

There we go. I wasn't actually in the program.

You can turn the ribbon on and off and that's great because it means no ribbon, more real estate.

The next thing I'm gonna show you is that in this document, if I go beyond the table of contents, you'll see that in my screen and I can zoom in by holding control and using the mouse little wheel. You can see that I have got seconds when I'm using.

So you'll see that on my screen.

I have like a reverse p next to Each paragraph and these are paragraph markers but also even further.

Again, that's controlled the mouse wheel that we have got little points in between words and this is a very, very helpful thing when you are doing formatting because you can see how the document's formatted and this means you can compare paragraphs and you can see if they're the formatted in the consistent way.

So if I do control shift 8, you can see that that turns off the paragraph markers control shift 8 again turns them on.

So that's a toggle switch turn on and off and if you are reviewing formatting, really helpful to have them turned on.

If you're not formatting, you can just turn them off.

I'm gonna leave them on for now.

The other component of the page I'd like to show you is down at the bottom of the screen you have the status bar and the status bar has a number of key items.

It's got a page number there and when I click on the pages down at the bottom left, you open the navigation pane.

The navigation pan is a very, very powerful feature because it allows you to navigate now a word of caution.

The navigation page only really works properly if you have used styles as your headings in the document, which is highly advised and we'll get on styles later on.

But if I click on for example, I come down here and I click on a peer group benchmarking case study, I can jump to that part of the document or if I come down the bottom here and I want to go to the modeling section, in fact I'm gonna go up to the first page.

I've got Excel set up.

Now let's assume that I've got Excel set up here and Excel basics, but I don't agree with the order of those sections and I prefer to have Excel basics before Excel set up.

All I need to do is click on Excel basics and literally drag it up to before Excel set up and on the document that has rearranged itself.

So this is a really fantastic way of being able to manipulate the order of a document in a very, very easy format rather than selecting stuff from the spreadsheet and moving them around.

So the navigation tool is really fantastic.

You can also see the pages and then the results if you've done a search next on the stage bar gives you some key stats, word count, pages, characters very useful if you're doing dissertations and then your English, your language and you can change the language or change English versus US English versus UK English.

So your spelling will change and then text predictions on and you can turn them off as well.

And there's some Excel accessibility in some macros there.

Now there's one more thing that I'd like to show you in the status bar, which I find really helpful.

Often when you are formatting a document and you are have finished formatting and you are doing a final check and you want to read the document, there is the reading view.

So if I go to the view menu and I choose the read mode, but it does, it kind of shows you the document almost as a full screen.

But even that I find sometimes a little bit more tricky.

So if I hit escape it will come out of that.

But down at the bottom here you can choose focus mode.

So I click on focus mode.

You'll notice it gets rid of absolutely everything and it literally just focuses on the document.

I can do the control shift 8 and that'll take it off.

So I think the focus mode is a really fantastic way of checking or and reading your document.

I can just turn that it seems to go and I just find this the best way of reviewing a document is focus mode hit escape to get rid of it, but that is the um stains bar at the bottom of the document.

Now at the very top you've got our ribbon here, but above the ribbon you can see that you have a quick access toolbar.

So if I hit the alt key, as you normally expect, you can activate the menus by pressing the letter that's highlighted.

So I want to get to the home menu, I hit H and then you have more selections if you want to go back up a level in escape.

And notice also that you have got the numbers one, two and three above the ribbon in what we call the quick access toolbar.

So this is a really great way of putting your favorite icons that are on ribbon onto a quick access toolbar. So all you need to do is alt and the number and activate that option.

So for example, if I wanted to move the font up there, I could right click font, add quick access toolbar, you've got auto save there and it's set on.

I have a kind of love hate relationship with AutoSave.

It's fantastic because you are never gonna lose work.

It's dangerous because often when you are creating a document you will do things you think, hmm, that was a mistake, I need to go back to my earlier version.

And if you haven't saved that's fine because then you can just go back and reload the document before that you had last saved.

Auto save is going to overwrite your changes.

So if you've made a mistake it will be saved into the document almost immediately.

So I personally don't massively like auto save, particularly if you're working on a very detailed document and you are trying new things and you're seeing further whether that's correct or not.

So I prefer to do save as do version 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, et cetera.

And there are two ways in which you can do save as pressing function 12 key and it brings up save as menu and you'll notice it selects the name of the document, hit the right arrow, change the 2 to a 3 can enter and that will give me a third copy test version three.

So I'd also recommend that you spare multiple versions. Another way in which you can key, you can see on the quick access toolbar there's letter B.

If I take B there, I can then write arrow type four, hit enter and that's another way of saving a new version using the quick access toolbar.

Probably the F12 key is a little bit faster there.

So that's a quick access toolbar.

If you want to save the document, just control S is the best way. There is often the quick access toolbar, there's a save feature but frankly if you're using that you are mad, you'll just want to do Control S and that will save the document.

So we've seen the paragraph marks that allow you to understand the formatting the document and in the current mark in the current document you can see they've got paragraphs.

But you'll notice that in my case here we've got what looks like the return key.

Actually what I've done there is I've created a soft return. So you've got your hard return which gives you a completely separate paragraph, but if I do shift enter, it will give me a new line that maintain the paragraph and that's very, very helpful for a couple of reasons.

Firstly, it keeps your sections, that kind of whole thing will still be one paragraph and one section and it will sharpen your allegation pain.

Secondly, the formatting of that paragraph will all stay consistent even though it's broken into separate line and you can have some blank space between it. If I do multiple shift enters, you can see you can put a blank line in there too.

So a hard and soft return.

It's really helpful for you to understand the difference between them.

Now in terms of moving around the document, there's a couple of things that we want to do. Obviously you can use the arrow keys to do that, but if you do control in the arrow keys, you'll notice it jumps by word.

Each word or control down arrow will jump by paragraph and controlled up arrow will jump by paragraph and you can also do the selection as well.

So if I do control shift right arrow, it's select words, if I do control shift end, it will select everything to the end of the document control shift home will do everything to the top of the document.

If I do shift end, it'll select the row or the rest of the row.

So if I, I'm in the row and do shift end, it would select rest of the row if I zoom out.

So control mouse wheel, if I zoom out I can actually select just one line even within a paragraph by using that little left line there. And that's sometimes useful if you just want to select one line in the paragraph.

Now if you want to delete things, obviously you can use delete key backwards, but power yourself by using the control, delete control left square bracket.

So control delete will delete whole words control backspace will delete whole words backwards and that's just a quicker way of deleting items.

As you go through the document.

Control A like in Excel will pick up absolutely everything.

Now in terms of your search and replace your search, you can do control F and I'm sure you've probably seen the control F.

When you do control F it opens up that navigation page that I showed you earlier.

And again this is a very good way of finding a way around document.

I can click on it, I can move things around.

So if I want that section first I can just move it here and it moves within the document.

And I personally find that just fantastic because it's a really wonderful way of rearranging things in the document without messing up the formatting because if you do it by selecting part of the document, your formatting can go get a really messy control.

H is a search and replace.

So perhaps I could replace modeling with modeling with two Ls and you can make this much more sophisticated.

You can apply based on formatting using wild cards, making it sound like something.

There's lots of different items that you can do.

Hit enter and it will go through and replace items in the document.

So you can also choose replace all. So it'll go right through the document and it will tell you it's made 13 replacements there.

So that's a a really helpful feature.

Typically if you make typos in the document, if you want to use the mouse to select, dare I say it, one click obviously gets you into the word double click selects the word triple click will select the whole paragraph.

Okay, so triple click will select the whole paragraph.

And then in terms of some other keyboard shortcuts, if I select a word here, control B, bold something, control i italicize control U, underline but probably more useful control shift F will allow you to change the font control.

Shift P for pitch will allow you to change the size of the text as well.

Okay, you can change the alignment which is control R, right line control F for left line control C, vice center control J to justify, I'm gonna return it to control L, the tab key.

You know how that inwards sometimes if you've tab the first row of the paragraph, you want the whole paragraph to be indented, well then you can do what we call a hanging indent and you can do control t you see that and control T will align the new tab that you created and then make the rest of the paragraph line up with that tab.

If you are doing tabs, it's really important to make sure that you have your um, your ruler showing.

So if you go to the view menu and you'll see that you've got the ruler turn it off, it goes away.

If you turn it on, it comes back and then you can see where it's being inserted.

This is really important if you are putting a table in Excel.

And if I go and insert a table in Excel, so I'm going to the insert menu and I'm gonna choose the table.

Let's just do 6 cells there and let's say I'm gonna do company and then sales here and I'll do company, I'll call it a and we'll put 1,200 there and company B we're going to put 334.8 to make that 0.0.

You can see that these numbers don't line up and it's a pain, a massive pain in Excel to do this.

So a really tempting thing to do is to write, align these numbers.

So just to control R and certainly if both numbers are positive, fantastic it all works.

But let's say you have an additional um, row in the table.

So if I just tab down and I'll add a company C and I'll do minus 100.0.

Now you can see here this is a penny.

Now if you have linked it to Excel, you're gonna get get Excel to do the formatting, but here I'm gonna show you how to make sure these line up.

Now unfortunately this is a pain to do.

The first thing you need to do is you actually need to left align these numbers.

So do a left align first.

Second you need to put a decimal placeholder in the ruler and to do this, if you look at this ruler here, you can see the ruler actually is showing the columns.

But if I come to the left here, can you see we've got a little um icon here and that's sort little tab icon.

If I click it twice, that was the prime one was a right line icon.

Then we've got a center icon, click it again, then we've got, sorry, that first one's left line icon.

Then we hit to center icon and then we've got a right line icon. But if I click it a third time, it's a decimal tab.

So I'm then going to select where I want my decimal to line up and can you see all those numbers have now lined up to the decimal tab and it's made sure that our positive and negative numbers lined up to the decimal place.

I don't particularly like the table feature in word, but it is definitely something that people will struggle with if you do that and when you first come across that it is literally like you want to ban your head against the brick wall.

Next, let's go back to our navigation pain.

This navigation has been built by something called styles.

So if you look at the titles in this document, they have got slightly different formatting and some the titles kind of bold, larger font, others are smaller and this is because they've got different styles.

The easiest way of opening up the style box is control shift S and you can see here that the current heading that my cursor is on is called level 3 heading if I up arrow up arrow to the next heading.

You can see that that is a level 2 So if I change this, for example, if I do alt S and then alt down arrow, I can change this to a level 2 heading.

And these are not easy in an easy order, this is not very good document here if I do heading 2, you can see that's got larger.

Now what this will mean is that in both the navigation pain and in the table of contents, that will be a higher level.

So if I go back to the navigation pain just on the left, my little icon I my mouse from the right screen, there we go.

Can you see now modeling exam is further sorry, is less indented.

Can you see that? And that's because I have promoted that to a higher level than before.

If I just do Control Z to undo it, can you see modeling exam? Now it's being in dented more.

So styles are a very, very effective way of controlling the layout of a document and making sure that you can easily navigate between sections.

If you go up to the home menu, you'll see you've got a styles button there. If you click on that, you can visually see all the styles and if I right click one of these, then you can modify it and change the definition of that style.

Now if you work in a large firm, it's almost certain that the firm will have a a template document with some preset styles in.

In some cases you're only allowed to use the certain set of styles and that allows you to control the look and feel of the document.

So if you can see here, if I come to my regular text, do control shift s that name of that text is the normal style.

So the default style of every single, all the texts in a document is normal.

That's a default style.

And you can then apply different styles to key headings which will aid navigation and the table of contents. So if you go up to the very top of this document, you'll see that we have a table of contents here and the table of contents is using the styles in the document to populate itself.

So I can update this and if I've changed the order or if I've changed the location of the titles, then the table will update.

So styles are very, very powerful.

They add consistency, they aid navigation and they allow you to build a table of contents in the document to insert a table of contents.

If you go to the I wanted to say the insert menu, but it's not there, lemme just go to I think it's maybe in the, I'm sure it's in insert menu.

I will check back on that. There's a table of contents button where you can insert a table of contents into the document.

And that will be generated from the styles that you have prebuilt in the document.

So once you've done styles, next thing I want to do is let's say you are reviewing your document and you want to be careful about the paragraph spilling over between pages.

And if I come down here, I'm sure I'm bound to find one. Yeah here. So this paragraph here, this section called Model with Iterations is spilling over to the next page.

So what I'd like to do is I'd like to do a page break and you can easily do that if you go to the very beginning of that heading and hold down control and hit enter, that will create a page break and move everything from that point to the next page. So I've got a bit of back of white space here, but at least it means your paragraph is kind of connected and you can see everything together.

An alternative is to create a section break and you can see in the layout menu that we have got item called break.

So I do alt P for layout and I've got B for breaks.

You can do a page break, you've got a column break there, text wrapping, but I can do a section break.

So I do a section break on the next page.

What it means is that this next page is a different section, I'm do a second section break.

On the next page I'll do alt PB and I'll do another section break on the next page.

So what I've got is I've actually got three sections in this document.

The first section, the next section, which is one page and the rest of the document.

So we've got one page which is a separate section here.

Let me just go back in, which is this page here, just zoom out a bit so we can see.

We go, it's got a, it's got the kind of standard background there.

But what I want to do is show you why you would do this.

Why would you want to do a section break? Well you'd want to do it if you want to apply a different type of page layout.

For example, you want part of the document to be landscape and the rest of it to be portrait.

So then my layout menu, I'm gonna change the orientation of this page to landscape and it will change just this page by zoom out a bit to landscape.

So you can see that I have got the first section, which is all portrait.

I've got this one page which is landscape and then the rest of the document, which is the third section is portrait.

So sections are very, very powerful ways in which you can control the look and feel of the document and have different orientations of pages within the document itself.

So it's a super useful way of controlling this.

Let's go to a normal page here.

The next thing I'd like to show you is headers and footers.

And the easiest way of editing the headers and footers, if you just double click in that grade out text at the top of the page may mean none if you've got nothing in the headers, but if you just double click that, it will open up the header on footer and you've got a separate new menu there.

Now what we can do other than putting a title here, which is obviously what we want to do, but you can create some kind of standardized text here.

So if I just click on this document, we can insert the date and time, we can put in some information about the document.

For example, you could put in the author, you could put in the file name.

And the reason the file name's good is it allows you to have version control.

So you can see on the paper printout whether this is the latest version you are looking at or an earlier version, you can put the file in there as well.

Document title, you can have some properties in there too.

If you go to the footer, if I click on the button or um, or go to edit foot down here, you can see that I put a file name there with the whole path.

But we can also have a page number and it will make sure that the page number is updating through the document.

And if you add additional pages, that page number will automatically change.

It's a really great way of making sure that your page numbering is always up to date and you have things like a file name, which means you have clear understanding of version control and the version that you are actually looking at at that particular moment in time.

Now we're pretty close to the end of the course or the end of the half hour and there's tons more that I could go through.

I haven't touched on comments, I haven't touched on track changes inserting pictures, doing autocorrects or putting passwords on documents.

There's just tons more.

However, the good news is that in Felix you will have a recording of all that content split into really easy short videos.

So I'd recommend if there's things that you want to cover, like track changes comments, then go into Felix and look at recorded videos.

If you go under fundamental Skills, go to Topics, fundamental Microsoft Office and then you'll see a series of courses on Word skills.

Our aim of course, as always is make you as productive as possible.

Really appreciate your time in this session and hopefully see next week.