20 top tips for Word

3 Use panes to simplify data entry
It’s amazing how often you need to refer to another part of the same document while typing. One approach is to plant bookmarks at strategic locations and use the Go To command on the Edit menu to switch between them. Much simpler is to split the Word window into two panes so you can see what you’re typing and what you’re reading at the same time.

To split the window, grab the tiny bar that’s almost hidden at the top of the vertical scroll bar, just above the up arrow, and drag it downwards. To return to a single-pane window, double-click the dividing bar.

4 Quickly rearrange paragraphs
Don’t bother with tedious cutting and pasting, just position the cursor anywhere in the paragraph to be moved, then hold down the Shift and Alt keys and use the up or down arrow keys to move the paragraph into its new position. This also works a treat in Word 2007.

5 Create multiple versions using hidden text
Word offers many ways to make text stand out, but did you know it can make words disappear? The Hidden feature, which you’ll find on the Format menu, after selecting Font, can be used to make notes in a document disappear when others read it.

Hidden text can be made visible from the Tools menu by clicking Options, View and Hidden text; it can be made to print with Options, Print and Hidden text. In this way, you can embed notes for a speech or presentation in the same document that will be distributed as a handout. In Word 2007, hidden text is applied after clicking Font on the Home ribbon.

6 Use templates
Word comes with a small selection of free templates ­ pre-formatted example documents you can tailor and save under a new name ­ suitable for everyday documents, but there are many more at Microsoft’s free template download site. They are big timesavers and most are suitable for all versions of Word ­ from 97 to 2007.