Category Archives: Tool Tips

Five Essential Word Keyboard Shortcuts

If you do a lot of writing, you’ll know how important it is to get into a flow. Once the words are rushing out, you don’t want to interrupt your rhythm in any way. That means you want to keep your hands on the keyboard. Stopping to use the mouse takes too long, is often imprecise, and worst of all, it breaks up that flow.

Some keyboard shortcuts are very well known: Ctrl-P prints the document, Ctrl-S saves it, and Ctrl-Z undoes the last thing you did. (Quick tip – did you know that Ctrl-Y is the opposite of Ctrl-Z? it redoes whatever you just undid.)

But Word is equipped with a number of other keyboard shortcuts, and some of them make annoying tasks easy and instantaneous. Here are five shortcuts that I personally use almost every time I am writing or editing a document.

Remove Formatting

Sometimes you copy text from another document, or a web page, and it’s got a bunch of bolding, underlining, text sizes, and fonts. Or sometimes you just get a little carried away with the formatting options yourself.

If you want to strip all the formatting out of some text, select the text, and hit Crtl-Space. The text returns to the basic text settings for the style that’s applied to it. The nice thing is that you don’t have to pick through whatever formatting changes were made one by one – they’re all stripped away at once.

Move Paragraph

Organization is key to good writing, and that means you can make a lot of changes to a document as you write – moving blocks of text from one section to another, reordering lists, and so on. It can be slow and cumbersome to do it by cutting and pasting paragraphs repeatedly, and it’s easy to misplace some text by cutting it and forgetting to paste it.

Here’s the solution: Alt-Shift-up and down arrow moves text above the last paragraph, or below the next one. Press it multiple times and you’ll watch your text whiz up and down the document.

You don’t even have to select a paragraph; Word moves the whole paragraph that your cursor is currently in. If you have to move items in a list around, this is the easiest and surest way to do it.

But if you do select multiple paragraphs, Word can work with that, too: it moves the entire selected block of text up and down in the same way.

Change Case

Maybe you’ve got a block of words in ALL CAPITALS that you want to change to normal, non-shouty text. Or maybe you just realized that the opening paragraph in your manifesto really should go for the caps-lock look. You don’t want to spend all your time re-tying this text, potentially introducing new errors while you do it.

Whenever you need to change the case of some text, Ctrl-F3 is your best friend. It cycles through UPPER CASE, Title Caps, and lower case every time you press it.

If you haven’t selected any text, it changes the case of the word your cursor is currently on. If you select a block of text, then the whole block changes at once. (Oddly enough, if you select whole paragraphs, for some reason it works slightly differently – Word puts only the first word of the paragraph in title case, although it works correctly for upper and lower case.)

Instant Heading Styles

We’ll talk more another time about why heading styles are so important, but for now, I’ll assume you use heading styles to organize your documents. Out of the box, Word provides an easy and intuitive shortcut to apply them.

Put your cursor in the paragraph you want to create as a heading – you don’t need to select the whole paragraph, just have your cursor in it.

Now hold down the the Ctrl and Alt keys, and press 1, 2, or 3. Heading 1, 2, or 3 style is applied automatically.

The only odd thing is that Word stopped there: I often find myself adding shortcuts for Heading 4 and 5 when I’m working with more complex documents.

Increase or Decrease Heading Level

Put your cursor on a heading, hold down Alt and Shift, and press the right arrow key. Whatever level of heading it was just dropped down a level: if it was a Heading 1 style, it’s now got Heading 2 applied.

The shortcut is slightly annoying when you’re on regular text, though: your body text automatically has a heading applied to it, the same level as the more recent heading in your document.

The real power of this shortcut, though, is when you use it with a block of selected text that has headings embedded in it. Say you’re moving a bunch of text into a different part of the document, and it’s now under a lower heading level. Select the section you’re moving, and use the same shortcut, Alt-Shift-right arrow. All of the headings in the text you’ve selected shift down a level, but the body text isn’t affected. Incredibly useful in the right situation.

One more thing – you might know that bulleted and numbered lists also can have multiple levels. The same keyboard shortcut moves their levels up and down – for example, if you hit Alt-Shift-right arrow on an item in a numbered list, they indent and start a lettered list (a, b, c, etc.). Try it out on one of your documents – you might save yourself a lot of time messing around with Words finicky numbering styles.


Maybe you won’t use all these keyboard shortcuts in a single sitting, but try them out the next time you’re working in a document with complex formatting. You might be surprised at how easily and automatically they become part of your editing process.

There are more hidden gem shortcut keys in Word, too – if you know any, add them in the comments!

Writing Longhand

HandwritingRecently a friend tweeted this article, about how taking notes by hand helps you to learn and retain information better.

It turns out that handwriting engages your brain in different ways from typing:

The benefits of handwriting — though it’s a disappearing skill — have been documented by lots of educational psychologists, who have found that handwriting engages parts of the brain that typing neglects, especially areas associated with memory formation. For these reasons, the arguments go, kids come up with more ideas when they’re writing in cursive versus typing.

But I knew this already.

When I was first thinking about writing novels, I made a lot of false starts. This was in the late nineties and early oughts; at that time, there was no wifi, and e-mail wasn’t something you had all the time–if you wanted to take a file off one computer and put it on another, you put it on a floppy disk and used the walknet to transfer it–that is, you carried it from one place to another. I didn’t get a USB drive until 2006. I didn’t even have high-speed internet till the end of 2000.

But I started having ideas for novels, so I would sit down at the laptop (if I had one at the time) or desktop, and started to write.

And stopped.

I quickly learned that the keyboard and screen were not a source of creativity; everything was a false start. Usually I couldn’t get more than a paragraph written, and never more than a page.

I found a similar effect when I was working, as a technical writer at the time. I could write user manuals and technical documents just fine, but if I had to figure out the structure, or put together an outline, I reached for pen and paper, and put it together there first.

So when an idea for a novel hit me hard, I bought a notebook and tried writing it there. And it worked. I finished the (short, very poor) novel. After that, I was clear: creative writing was to be done by hand; non-creative work could be done on a keyboard.

That’s what I did from then on. I wrote my first published book, L.M.F., entirely longhand. I even started a novel for NaNoWriMo on the keyboard, stalled, and then went on to finish it longhand. The sequel as well. And two other novels since.

There were a couple of real advantages to writing this way. One was the security of it: the notebooks wouldn’t get corrupted, wouldn’t get obsolete. I’d never open an outdated file and work on it. I was forced to write at least somewhat procedurally: I couldn’t jump from scene to scene (not that I like to write that way anyhow).

And one of the extra tasks in writing the first draft longhand was to retype the book once it was finished; that turned out to be a positive, not a negative. It forced me to give a very close read-through and light edit along the way. This was a good way to identify contradictions and inconsistencies, as well as find poorly-written sentences.

One interesting effect I found in retyping: I would start typing a handwritten sentence, and halfway through discover some kind of flaw in the way I had executed it. I would start to change it… and then by the end of the sentence would realize that I had been right the first time. Sometimes it was a little linguistic twist, sometimes it was a way to bring in some idea I wanted to connect up. But I was surprised how my writing would take me in one direction, and then land somewhere I didn’t expect.

Then two things changed: I started outlining, and I had an idea.

They started at the same time. I bought myself an Android tablet, one of the Asus Transformers. The tablet had a detachable keyboard which was actually a joy to type on despite its slightly smaller size, and was very easy to carry around–that is, out of the office and down to the coffee shop without people noticing. A few days after I got the tablet, I landed on an idea.

A book had never thrown itself open to me in this way before. It was a science fiction book–a genre I hadn’t read much in the preceding 15 years, and had never written–and the idea quickly became an outline that spilled out in a torrent.

I finished the 9,000-word outline in two days. I started writing immediately–on the tablet. I wrote it in five months. My previous record for finishing a novel was closer to a year and a half.

I noticed something else, too: I wrote much, much faster on the keyboard. Part of that was the outline, surely; I wasn’t sitting and trying to think of what came next. But longhand, I would write at most three 175-word pages in an hour. On the tablet, I averaged about 1200 words, and in more productive sessions, I could top 1500 without straining myself.

But I noticed another thing: I wasn’t as interesting a writer. Granted, it was genre fiction, but in re-reading the stuff I wrote, I found that my writing wasn’t as coloured as it could have been; I was missing opportunities. The writing was functional, but lacked energy.

It’s taken time to get used to the keyboard. But over time, I’ve modified my writing style to better handle the words through my fingertips rather than the nib of a pen. Still, when I really want my writing to count, my first draft is often a handwritten draft.

Your tools are important; the medium might not be the message but it inevitably shapes the message. And my creativity is best captured with ink and paper. That’s laughable to some, abhorrent to some, but next time you’re stuck, give it a try. As it was for me, it might be a way to open up something new.


* Check out Kaarina’s site, OnPoint Writing and Editing!

E-book redistributors: what you need to know

AmazonKindleUser2If you’re considering publishing your work as an e-book, you’ve probably encountered the bewildering number of platforms out there. Amazon, Kobo, Apple iBooks, Google Play, Barnes and Noble — all of these sales platforms are worth considering to sell your book.

Just putting the books on one platform is daunting enough; dealing with the many intricate details of this vast array of platforms and getting your book on all of them seems like an impossible task. How do authors do it without taking on e-book publishing as a full-time job?

The answer is e-book redistribution services. These are web-based companies that don’t necessarily worry about selling your books directly to consumers; they’re more interested in publishing books on your behalf on other e-book platforms, and taking a commission on each sale you make.

How do they work?

Publishing a book through a redistributor is not much different from publishing on any e-book platform. You enter the details about your book (like the author, title, blurb, and keywords); you upload a manuscript and cover; and you send it for publication.

The difference is that you do this once, and the redistributor does the work of repeating those actions for every different platform they support. They’ll reuse the book details and put them in the right place; they’ll convert the manuscript (usually from Word or HTML) to whatever format each platform requires; and they’ll jump through all the hoops needed to publish the book. You publish once, they publish a half-dozen times. Pretty efficient!

What does it cost?

Typically, the fees are far from exorbitant. There are no upfront fees, so if your book doesn’t sell (or if the platform rejects it for some reason), you don’t lose anything. And on each sale, the redistributor tends to take about 5% of the royalties. For Amazon, where you’re getting just over $2 for a $2.99 e-book sale, that comes out to only a dime. That’s not such a bad deal.

It takes a little longer for your sales to show up – the platform reports them to the redistributor reports them to you, which delays the process sometimes. And the redistributor typically collects the royalties together for all of the platforms and provides them a month or so after they receive them, which means you get a nice lump sum from all your sales at once, but it might come a little later than if those sales were made directly on the platform.

Are they worth considering?

Given the small slice that the redistributors take in commissions, their efficiency and effectiveness are amazing, and any e-book author should consider using the services. However, there are drawbacks as well. In the next posts we’ll look at some of the advantages and disadvantages of using e-book distributors, as well as review the services that are currently on the market.

Word tip: smart find and replace

One of the many superpowers Word has that writers will often need to use is the find and replace tool. You probably have used it yourself–for example, when you’re changing a character’s name and want to make sure you get every instance in the manuscript changed.

Let’s look at that example to start. The character you named Wesley is going to be called Lance now. So you hit ctrl-h:

04-03-2013 10-12-04 PM

and click Replace All. Simple.

Oh, but wait. You called him Wes most of the time, didn’t you? Better replace those too.

And then you proofread, and find this:

04-03-2013 10-12-04 PM


Whoops. Time to unleash the power of search and replace.

Start by clicking the “More” button at the bottom left corner of the dialog box, and behold:


Many more juicy options! In this case we’re going to select two of them:

  • Match case will make sure that only instances of Wes will be replaced. That means westerly and awesome won’t be affected.
  • Find whole words only will ensure that only Wes will be replaced. West Egg won’t become Lancet Egg.

This will take care of almost all of the instances of Wes in your manuscript. Just to make sure, though, we’ll search for Wes without the Find whole words only option, and see…

searchfail 2


So you’re still going to have to go through the manuscript with the search tool and scrutinize every Wes that appears. It might even be worth looking for wes, just in case. But by using the search and replace features that Word provides, your task is much easier.

Next up: Searching for and replacing special characters.