Tips & Tricks

Word Tip – Quickly Repeat Formatting

When creating professional looking documents, we want to ensure that they are consistently formatted, but sometimes that is time consuming and we don’t always get it right.  Here is how to use the Repeat last action function...

  • For this example, we will concentrate on using this feature in Word, but you can do the same in PowerPoint and Excel.  We are going to produce the menu below with consistent borders applied and indented throughout.

 

 

 

  • We will start by typing the following text for our menu. However, we will use two ways of finishing the lines of text.

 

  • Before starting to type, switch on the Show/Hide tool on the Home tab, you will see the non-printing keyboard strokes appear at the end of each line of text.

 

  • When you type each line, press the Return key in the normal way for the headings “MENU FOR TODAY” and “STARTERS”, “ MAIN COURSES”, “SWEETS” and “CHEESEBOARD”. Press Return again after each heading to add additional spacing. Then type “Mushroom Soup” but press Shift Return/Enter after this entry and then do this for each menu choice, “Prawn Cocktail” and “Egg Mayonaise”.   This puts a New Line code in rather than a New Paragraph  We will then be able to apply spacing after each of the paragraph codes but not after the new line codes, which will keep the menu selections together but space out the rest of the headings.

 

  • Repeat Return/Enter after the headings and Shift Return/Enter after each menu choice throughout the text. Once typed up, select all the text in the document by pressing Ctrl A.

 

  • On the Home tab, in the Paragraph group, select the Line and Paragraph Spacing tool, then Add Space Before Paragraph. Select the Line and Paragraph Spacing tool again and select Add Space After Paragraph as well.  This will provide spacing between the paragraphs.

 

  • On the Home tab, in the Paragraph group, select Center.

 

  • Click on the heading “MENU FOR TODAY”. On the Home tab, then on the Paragraph group, select the Borders tool, then All Borders.  A Box will appear around the heading.

 

  • Click on “Mushroom Soup” then press F4 or Ctrl Y to repeat the border on to the starters list.

 

  • Click on “Beef and Red Wine Casserole”, press F4 or Ctrl Y to repeat the border.

 

  • Click on “Sherry Trifle”, press F4 or Ctrl Y to repeat the border.

  • To reduce the width of the boxes, click on the heading “Menu for Today”. Then on the Home tab, in the Paragraph group, select the Paragraph Settings  Change the Left and Right Indentation measurement to 5 cm each.

 

 

  • Click on “Mushroom Soup” then press F4 or Ctrl Y to repeat the indentation on to the starters list.

 

  • Click on “Beef and Red Wine Casserole” then press F4 or Ctrl Y to repeat the indentation.

 

  • Click on “Sherry Trifle” then press F4 or Ctrl Y to repeat the indentation.

 

  • The document should then be complete and look like this.

  • You can use the repeat F4 or Ctrl Y in all the Office applications to speed up repetitive formatting and ensure that it remains consistent throughout the document. Just remember to do one formatting command at a time and then repeat that to all the relevant areas of the document before moving onto the next formatting task!

 

 

 

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