Trick or treat…5 Word tips…

Everyone can use Word – right?

But Word is a huge application – with lots of powerful features – and quite a few shortcuts that can help make all of our lives easier when using it.

How about:

Move sections in the Navigation Pane

navigationThis one works as long as you have used Heading Styles to format your document (see Using Styles in Word)

  1. Display the Navigation Pane (View, Navigation Pane)
  2. Drag the headings to where you want them

Other options are available when in the Navigation Pane – right click on a heading to see them

  • If headings are numbered, the numbering adjusts automatically

Move table rows up and down

Cut and paste would work fine – but try this next time you have rows to move – it’s really quick…

  1. Select the row(s) you want to move
  2. Move up: [Alt]-[Shift]–[UpArrow]
  3. Move down: [Alt]-[Shift]–[DownArrow]

Save All open documents

If, like me, you are often working on several documents at once, it can be handy to give one command to get Word to save them all (rather than have to save them individually)

If this appeals to you, add the Save All button saveall to the Quick Access Toolbar – then just click it when you want to save all open documents

  1. Open the Word Options dialog box (File, Options)
  2. Click Quick Access Toolbar
  3. Select Commands Not In The Ribbon from the Choose Commands From drop-down list
  4. Scroll down and select Save All
  5. Click the Add button and then click OK

Keyboard shortcuts for applying Heading styles

  • Heading 1: [Ctrl]-[Alt]-1
  • Heading 2: [Ctrl]-[Alt]-2
  • Heading 3: [Ctrl]-[Alt]-3

Insert Screen clips in Word

ScreenclipScreen clips will be inserted at the insertion point in your document.

If you want a complete Window

  1. On the Insert tab click Screenshot
  2. Click the Window required in the Available Windows list

If you want part of a Window

  1. Select the Window you want to create a screen clipping from
  2. Go back to your Word document and position the insertion point where you want the clipping to appear
  3. Click Screenshot and then click Screen Clipping
  • The Window you selected at 1 above will be displayed
  1. Drag around the area required



Excel order tricks…

In the lead up to Halloween, nothing too spooky – just a few tricks and treats you might like to try.

You all know how to sort data, but are you aware of some other features that you could use when you want to show how your data is placed within a range? If not, try these!

IF, MAX, MIN Function

Useful when you have a list of data and you want to be able to identify the highest and lowest value in the list (without sorting)

1.  Enter (or calculate) your list of values – see column B below

To display the message required e.g. Lowest Temperature/Highest Temperature

2.  Enter the formula
=IF(B3=MAX($B$3:$B$15),”Highest Temperature”,IF(B3=MIN($B$3:$B$15),”Lowest Temperature”,””)) – see  column C

3.  Copy the formula down the column – the appropriate message should display beside the maximum and minimum values


Conditional Formatting

Alternatively, rather than display a message, you might prefer to use formatting to indicate which values are highest and lowest.

The image above shows demonstrates the highest and lowest temperature cells formatted with a background colour to make them stand out (cells B6 and B8 above).

See Conditional Formatting – highlight highest and lowest values

Or you could follow the steps at

RANK Function

If you would prefer to be able to rank the data in a range e.g. 1, 2, 3, etc, use the RANK function.  In this example we are working in Column D.

  1. In cell D3 enter the function =RANK(B3,$B$3:$B$15) – where B3 is the cell you want evaluated, and B3:B15 is the range you want it ranked against
  2. Copy the formula down the column—the rank or relative position against the B3:B15 cell range—will be displayed.



Skills for Success

Skills for Success has been written to support undergraduate students at Heriot-Watt University and to help you develop key skills in information, IT and effective study.

The course contains 3 sections:


Skills for Success is available to all staff and students at Heriot-Watt University. It is not programme specific – and students on all campuses, studying full time, part time or by distance learning may find the content useful.

The material can help you:

  • Find high quality academic sources for your assignments – and use them appropriately in your coursework and assignments.
  • Use desktop software to prepare and present your work.
  • Develop good study and organisation skills.

You don’t need to work though the material from beginning to end – you can dip in and out as you wish and visit and revisit as often as you like.

We hope you find it useful – please feel free to provide feedback using the Feedback link, or by adding a comment to the map (in Where are you?)

To access Skills for Success you must self-enrol:

You can watch a screen cast at or follow the steps 1 – 5 below.

  1. Log in to Vision
  2. Select the Organisations tabsfs
  3. Search for Skills for Success
  4. Click the drop-down arrow under the Organisation ID,
    next to VIIASS
  5. Click Enrol, then click Submit, and finally click OK

Skills for Success will be available in the My Organisations module. pilot – Scottish Borders Campus from Jan 2014

A kiosk has been set up in the Scottish Borders Campus Library.lynda_logo1y-d_72x72

Students and staff can access the entire library of instructional videos at the kiosk. kiosk provides: –

    • over 2,000 courses on a wide variety of technology and disciplines
    • courses include AutoCad, Blackboard, Dreamweaver, InDesign, Moodle, Office 365, Photoshop, SketchUp, SPSS – and lots more that could help you with your studies and personal/professional development
    • short, concise videos that you can search or browse through
    • new courses throughout the year
    • training at beginner to advanced levels
Visit for a preview of the service – and come along and try it out in the library.
Please use a headset – either your own or ask to borrow one from the Service Desk in the library.

Information – Anywhere, Anytime!

HWU’s online services are readily available from your smart phone or mobile device.

Our website  is mobile-reponsive, so use your mobile’s browser to bookmark , or other pages that you often use.

Setting up Student and Staff Email, Contacts and Calendar will let you keep you in touch, wherever you are.

To work in the VISION Virtual Learning Environment or access your Library Services, whenever you need to, download the free Blackboard Mobile Learn or LibAnywhere apps from the i-Tunes App or Google Play Stores.

  • Recent Posts

  • Follow HWU_IS on Twitter

  • Archives

  • Categories

  • Subscribe

  • Tags