Speed Up Mi­crosoft Of­fice


If you’re an Of­fice user, you’ll find lots of time­sav­ing short­cuts are wait­ing to be dis­cov­ered. Start by sav­ing your­self a trip around the rib­bon hunt­ing down fre­quently used com­mands; in­stead, lo­cate a pop­u­lar com­mand, right-click its but­ton, and choose “Add to Quick Ac­cess Tool­bar.” This pins it to the top of the rib­bon for easy ac­cess. There’s space for a fi­nite num­ber of com­mands, so click the “More” but­ton to the right of the Quick Ac­cess tool­bar, and choose “Show below the rib­bon” to move it to a more ac­com­mo­dat­ing area.

You can cus­tom­ize the rib­bon, too, with your fa­vorite com­mands, plac­ing them un­der a tab, or you can as­sign custom key­board short­cuts to any fre­quently used tools: Choose “Op­tions” from the “File” tab, and se­lect “Cus­tom­ize rib­bon” to set up the rib­bon as you want it. While you’re here, click “Cus­tom­ize” next to “Key­board Short­cuts” to as­sign short­cuts.

If you fre­quently waste time styling up in­di­vid­ual pas­sages of text, use Word’s Styles in­stead. This makes it eas­ier to make whole­sale—and con­sis­tent—changes across your doc­u­ment. You can ap­ply key­board short­cuts to styles, plus quickly up­date styles us­ing the cur­rently se­lected text (sim­ply right-click the tar­get style, and choose “Up­date… to match se­lec­tion”).

Fi­nally, save time per­form­ing repet­i­tive tasks by record­ing them as macros. The sim­plest way is to use the “Record Macro” but­ton on the “De­vel­oper” tab of the rib­bon to record your com­mand clicks or key­strokes—note it only works with items se­lected us­ing the key­board, which can re­strict its use­ful­ness some­what. Go to https://sup­port.of­fice.com and search for “macros” to find out more—be aware that macros can har­bor ma­li­cious code, so only al­low macros that are dig­i­tally signed, by click­ing “Macro Se­cu­rity.”

Place fa­vorite com­mands on the Quick Ac­cess tool­bar.

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