Microsoft Office Tutorials and References
In Depth Information
Applying Character Formatting
Selection method: Select the text you want formatted and then apply the
Whole-word method: Click anywhere in a word and then choose the desired
The whole-word method is settings-dependent. It will work by default, but it will not work if you’ve turned
off “When selecting, automatically select entire word” in the Editing options section of Word Options
(File ➪ Options ➪ Advanced).
It would be redundant to repeat the basic steps for each and every formatting type. The
techniques described here apply to all character formatting described in this chapter.
Repeating formatting (F4)
You can save a lot of time in Word by using the Repeat or Redo command keyboard
shortcut, F4. Pressing F4 will repeat whatever you just did, from typing what you just
typed again to repeat formatting.
Suppose for example that you’re scanning a newsletter looking for people’s names, which
need to be made bold. You see the name John Smith, so you select it and press Ctrl+B.
Thereafter, however, it might be faster to position one hand on the mouse and the other on
the F4 key. From there, you can repeat the formatting on individual words or phrases. For
example, if Jane Doe is the next name you ﬁ nd after John Smith, you could double-click
on Jane, press F4, double-click on Doe, and press F4 again. Or, you could drag over Jane
Doe to select both the ﬁ rst and last name, and then press F4. The F4 key enables you to
temporarily forget about pressing Ctrl+B, right-clicking, or traveling to the top of the Word
menu in search of a formatting tool.
Note that F4 and Ctrl+Y both can reapply formatting. Which you use is your choice. Many
prefer F4 because it can be pressed with one ﬁ nger. Others prefer Ctrl+Y because it doesn’t
involve as much of a stretch as F4. If you use Ctrl+Y, just make sure that you don’t perform
any other action after applying formatting, as Ctrl+Y redoes the most recent action.
F4 only repeats the last formatting applied, but not multiple formatting actions. For example, if you applied i rst bold
and then italics to a word and then selected a new word and pressed F4, only the italics would be applied, not the
bold. If you have multiple or compound character formatting to repeatedly apply to a non-style-formatted series of
words or selections, use the Font dialog box instead of individual commands. When you use the Font dialog box, all
changes applied when you click OK become a single formatting event to the F4 key, so F4 can now apply multiple
types of character formatting all at once.