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Creating hotkeys for functions in Word 2013

Creating hotkeys for functions in Word 2013

In my previous posts on Enabling the “Mark Comment Done” & “Quick Switching between Review Markup Styles” I made reference to repetitive stress injury inducing activities and how to avoid them, but the biggest single improvement I made to my editing process for the book was creating a hotkey for Approving Comments.

I have long been a fan of Office Application allowing me to customize my toolbar and tabs, but until recently I did not realize what I was missing with creating hotkeys.  The operation is simple and intuitive and makes repetitive functions significantly easier to live with.

Simply right-click in the ribbon and select “Customize the Ribbon”

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This will open the Word Options window where you will select the “Keyboard shortcuts:” customize button.

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Once open you will select the tab that contains the feature you are looking to create a hotkey for.  In this case I selected the Review Tab and chose the AcceptChangesOrAdvance option.

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To avoid the aforementioned repetitive stress injury inducing activity I chose to employ multiple key combinations so that I could switch hands as I went so that I didn’t over use one combination and cause myself to be a claw-handed, arthritis riddled, angry author.  The nice thing about the Customize Keyboard window is that it lets you know when key combination is already in use so that you can decide whether or not you want to override the existing hotkey or add an additional hotkey.

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Once I assigned the changes I was able to go back to Word and use the hotkey right away.  This saved me a decent chunk of time as it allowed me to keep both hands on the keyboard and not to have to use the touch screen or the mouse.

Quick switching between Review Markup styles in Word 2013

Quick switching between Review Markup styles in Word 2013

This is the second in a shorts series of helpful hits for editing using Word 2013.  You can find the first in the series Enabling the “Mark Comment Done” here. 

When I first started with the copyedit review of my book I used to go into the Review tab for each chapter and select to show All Markup each time.  This repetitive stress injury inducing activity was not only annoying, but it was counter productive as it made it difficult to understand the full context of the changes that were being proposed.

Happily I stumbled upon a feature that was previously unknown to me.  It is possible that this has been a part of Word in previous versions, but as I have not had to review documents in such a massive way until the book, I hadn’t ever bothered to look into the Markup features.

The feature that I am referring to is the inline show/hide side bar.

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This side bar is grey when All Markup is being show and red when Simple Markup is employed.  To toggle between the two simply click on the side bar.

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This will allow you to quickly and easily see what changes are being made and what the output will look like without having to hit the toolbar, which is optimal when you are in a touch enabled environment such as a Surface or other tablet.

I found this feature to be invaluable when working on edits and reviews for the book.  Since no one had pointed it out to me before, I figured it was worth sharing.

Enabling the “Mark Comment Done” feature in Word 2013

Enabling the “Mark Comment Done” feature in Word 2013

I am finally at the end of the first copyedit review for my book “Developing Business Intelligence Apps for SharePoint” and the experience has left me with some valuable tidbits about how best to edit 400+ page word documents.  I will post these during the course of the next week.

While co-author, Dave Feldman, and I are both using Office 2013 and had every intention of leveraging all of the great features that come as a part of the .docx format, we found that people in the book publishing biz tend to be on less up to date software and would send us drafts in .doc format.  This made it so that the “Mark Comment as Done” feature is not available.

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Convert from Compatibility Mode

To solve this go to the File Menu (or Backstage) and select convert.

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You will get a warning that you are about to upgrade to the newest file format to which you will say OK.

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This will light up “Mark Comment Done”.

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