Word tips to make your life easier

With summer session only a few days away, its time to get those pencils sharpened, laptop batteries charged and word document preset for essays and assignments.

Here are some tips to help make your essay writing student career just a little bit less stressful (via Gallagher Law Library):

Section Sign (§), Paragraph Sign (¶), and Other Symbols 

Word 2007:

Long way: Insert > Symbol > More Symbols > Special Characters > choose § > Insert > Close

Short ways:

Keyboard Shortcut. Insert > Symbol > More Symbols > Special Characters > choose § > Shortcut Key. Then make up a key combination you can remember. (We use ctrl-8.) > Assign > Close.

Set up AutoCorrect.  Insert > Symbol > More Symbols > Special Characters > choose § > AutoCorrect. Then make up a string of letters (e.g., “sec.” or “s*”) that you can type and have replaced with § > Add > Close.

Word 2003:

Long way: Insert > Symbol > Special Characters tab  > Choose § > Click on Insert > Close.

Keyboard Shortcut.Insert > Symbol > Special Characters tab  > Choose § > Click on Shortcut Key > Enter ALT-8 (or whatever you’ll be able to remember). > Click Assign > Close

Word 2008 for Mac:

Long way: Insert > Symbol > Special Characters > choose § > Insert > Close

Short ways:

Keyboard shortcut:

  • Default is Option+6.
  • You can change it to something else if you want. Insert > Symbol > Special Characters > choose § > Keyboard Shortcut > enter new keystrokes > Assign > OK

AutoCorrect: Insert > Symbol > Special Characters > choose § > AutoCorrect > enter letters you can remember (e.g., “sec.” or “s*”) > Add > OK

Footnote Tricks

Insert a footnote

Word 2007:

  • References > Insert Footnote
  • Alt-Ctrl-F

Word 2003:

  • Insert > Reference > Footnote
  • Alt-Ctrl-F

Word 2008 for Mac:

  • Insert > Footnote > Footnote
  • Command+Option+F

Renumber footnotes when you move them around

That’s easy: it’s done automatically.

Renumber cross-references in footnotes

That’s trickier, but it can be done.

Suppose you have a lot of references to something you cited in footnote three (“See Ramasastry, supra note 3, at 7.”), and you add a new footnote at the beginning so footnote three is now footnote four. It would be a nuisance to redo all the cross-references, right?

Here’s what you do:

When you create the cross reference, type “See Ramasastry, supra note” and then …

Word 2007:  

  • Insert > Links > Cross-reference > Footnote > choose the footnote > Insert > Close.
  • Now if you move your footnotes around, update the numbering: put your cursor in the footnotes area, Ctrl-A (select all) > F9.
  • You can also tell Word to update fields before printing. Office Button > Print > Options > Update fields before printing. (You don’t have to print — using Print Preview will also renumber cross-references.)

Word 2003: 

  • Insert > Reference > Cross-Reference > Footnote > choose the footnote > Insert > Close.
  • Now if you move your footnotes around, update the numbering: put your cursor in the footnotes area, Ctrl-A (select all) > F9.
  • You can also tell Word to update fields before printing. Tools > Options > Print tab > check Update Fields. (You don’t have to print — using Print Preview will also renumber cross-references.)

Word 2008 for Mac:

  • Insert > Cross-reference > Footnote > choose the footnote >
  • Now if you move your footnotes around, update the numbering: Word > Preferences > Print > Update Fields > OK. (You don’t have to print — using Print Preview will also renumber cross-references.)
  • (According to the Help screen, F9 should update fields the way it does in the other two versions, but it didn’t work for me.)

************

Other sites with helpful Word tools and tricks:

Microsoft Office Word, with help and tips for multiple versions (Word 2000, Word 2002, Word 2003 & Word 2007).

Microsoft Office 2007 Training Series

Georgetown Law Information Systems Technology online tutorials for Word.

Legal Andrew, Harness the Power of Word Cross-References for Mammoth Documents.

Purdue University Calumet, Office 2007 guides.

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One Response to Word tips to make your life easier

  1. Hi,

    The shortcut for updating all your cross-references in Word for Mac 2008 is:

    1. Select all your footnotes: Command + A (in footnote section only)

    2. Then press: Shift + Option + Command + U

    3. A pop-up will appear that says “This action cannot be undone. Do you wish to continue” – click “yes”

    4. Done

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