6.4Toolbox
The essentials in 30 seconds
- Two checklists: one for preparing a professional document, one for essential shortcuts.
- A reference, not a memory: the lists are consulted until the gestures become automatic.
- Quality is verified: layout, styles, accessibility and export are part of the checklist.
Fil Imane — the team’s toolbox
Imane has prepared two checklists for her team: one covers the complete preparation of a document, from layout to export; the other brings together the most useful Word shortcuts. Colleagues print them out and keep them handy.
These checklists are alive: add your own steps and shortcuts.
Operational checklists
These two checklists are designed to be printed or displayed on a second screen during your work sessions. The first covers the entire process of creating a professional document, from initial configuration to final export. The second lists the most used keyboard shortcuts, organized by usage category.
Mentally check each item as you work. If in doubt, return to the relevant chapter of the guide for a detailed explanation.
Checklist — Prepare a professional document
- Configure the layout before starting to write: orientation, paper format, margins, columns if necessary (Layout > Size / Margins / Orientation).
- Create or select an appropriate document template: check that the default styles (Heading 1, Heading 2, Normal, Quotes) correspond to the graphic charter.
- Define headers and footers from the start: page number, document title, logo, date, status (draft, confidential, final).
- Insert a cover page if the document exceeds 10 pages: Insertion > Cover page with title, subtitle, author, date and logo.
- Write by systematically applying styles to each paragraph: never use direct formats for titles or body text.
- Insert and format images with caption and alternative text: check the anchoring and flow of the text to avoid involuntary movements.
- Add footnotes or endnotes for references and sources: Insert > Footnotes > Choose numbering format.
- Insert the dynamic table of contents: References > Table of contents > Check the consistency of levels and paginations.
- Proofread and correct: Spelling and grammar check (F7), readability check (File > Information > Check for problems > Accessibility).
- Clean and export: remove revisions and comments, inspect metadata (File > Information > Inspect Document), then export to PDF with bookmarks.
Checklist — Essential Word keyboard shortcuts
- Ctrl+S — Save the document (to be executed regularly, every 2-3 minutes during intensive writing).
- Ctrl+Z / Ctrl+Y — Undo / Redo the last action (essential to quickly correct a formatting or deletion error).
- Ctrl+A — Select the entire document (useful before applying a global style or copying the entire content).
- Ctrl+Enter — Insert a page break (clean and repeatable, unlike the repeated Enter key).
- Ctrl+Shift+V — Paste without formatting (plain text) to avoid spurious formats when pasting from an external source).
- Ctrl+Shift+N — Apply “Normal” style to the selected paragraph (quick formatting reset).
- Ctrl+Alt+1 / Ctrl+Alt+2 / Ctrl+Alt+3 — Apply Heading 1, Heading 2, Heading 3 styles (quick navigation between hierarchical levels).
- F4 — Repeat the last action performed (apply the same style to several paragraphs, insert several images with the same settings, etc.).
- Ctrl+Shift+8 — Show/hide hidden characters (question marks for spaces, paragraphs, section breaks, tabs).
- Alt+F9 — Toggle display of field codes (to check or edit mail merge formulas, MERGEFIELD fields, IF fields).
Script ready to say — present the checklist (20 s)
“Before we begin, we check the layout, styles and headers. At the end we check the metadata and the PDF. The checklist prevents us from discovering an oversight at the time of sending. »
Present the checklist as a time saver.
Copy and paste template — checklist document
1. Layout: format, margins, orientation
2. Styles: Heading 1, Heading 2, Normal
3. Headers and footers
4. Captioned Images and Alt Text
5. Footnotes and references
6. Updated table of contents
7. Cleaned up revisions and comments
8. Verified Accessibility
9. Controlled PDF exportCopy and paste template — essential shortcuts
Ctrl+S: save
Ctrl+Z / Ctrl+Y: undo / redo
Ctrl+A: select all
Ctrl+Enter: page break
Ctrl+Shift+V: paste without formatting
Ctrl+Shift+N: Normal style
Ctrl+Alt+1/2/3: Title 1/2/3
F4: repeat last action
Ctrl+Shift+8: hidden charactersShort version
Treat the most common case and check the result.
Remote
Share the PDF and check the links before sending.
As a team
Document the method and lock in the common model.
Printed version
Check pagination, headers and contrast before printing.
Key takeaways
- Prepare the layout before writing.
- Use styles and shortcuts.
- Check references and accessibility.
- Check the final PDF.
48 hour challenge — apply tomorrow
Print both checklists and use them on an actual document from start to finish. Write down the steps that save you the most time. 30 minutes.
- I have a preparation checklist.
- I know the essential shortcuts.
- I check the document before distribution.
Frequently asked questions
Do you have to memorize everything?
No. The checklist serves as a reference until the actions become automatic.
Which shortcuts to learn first?
Save, undo, paste without formatting, apply Normal, and navigate between titles.
Why check accessibility before exporting?
Alternative texts, structured titles and contrasts make the document usable by everyone and also improve the overall quality.
Which shortcut applies the Normal style to the selected paragraph?
These checklists are living: add your own shortcuts and steps as you experience. The goal is not to memorize everything at once, but to have a quick reference that you consult until operations become automatic.