10 Workplace shortcuts you may not have used before

Technology can save us a lot of time but formatting and designing documents, searching on the web and working across multiple platforms at once can also eat into precious worktime.


Here are ten shortcuts and tips that could improve your productivity:

(1) Multiple displays

If you use a laptop and connect to a screen, you can change your settings to ‘extend displays.’ This creates two screens for you to use to open multiple documents, platforms or websites, which makes it easier to type a document while referring to another document or website.


(2) Snapping screens

This feature allows you to maximise your screen’s real estate for Windows (Mac users will need a download to access this feature). The feature lets you “snap” a window to one side of your screen without having to move it around and resize it manually. You can also use keyboard short cuts to enable this feature.


(3) The Alt-Tab/Command-Tab

If you are regularly changing between screens this simple shortcut will make the movement quicker. There are all sorts of keyboard shortcuts available for actions like copying and pasting as well. Find the ones you use regularly to maximise your time.


(4) Smarter Google searches

Google can be used as a calculator, translator, unit converter, as well as it being useful for travel, weather and nutritional information. Some of the fantastic short cuts to use include:

  • Reverse image search. If you have an image and want to find where it originally came from, this feature is available to you.
  • To search internationally use google.com/NCR  (No country redirect)
  • Be targeted using advance search http://www.google.com/advanced_search
  • Search a site specifically, e.g: site:com.au
  • Use short cut keys:

* = placeholder for an unknown word,
= used before a work to exclude it from search results,
“ ” = Surround a phrase in quote marks to search for exact matches,
.. = Search with a range of number, eg. 2..5,
allintitle: = subsequent keywords must be in the title of all results,
allintext: = keywords must in the body of the page,
allinurl: = keywords must included in the URL,
site: = limit search results to a specific website
related: = fine sites similar to a specific website

Filetype: = limit result to a certain file format, such as PDF, or DOC.


(5) Mastering Microsoft Word

Do you have a large document that will require lots of headings and subheadings? Spend that extra five or ten minutes setting up your document properly by using ‘Styles’, or even better, use templates to improve design consistency.

Extra tip* You can write anywhere on a document. Double-click anywhere on the Word page, and just start typing. It really is that easy to make use of the vast amounts of white space in a document.


(6) Better presentations with Microsoft PowerPoint

Set up ‘Style slides’ and use this as a template for all future presentations for consistency and saving time instead of redesigning each time.

Extra tip* Under ‘insert’ you can add extra useful plug-ins, such as Adobe sign, images libraries, diagram generators, emoji keyboards (useful for icons) and interactive real-times polls


(7) Adobe Sign

e-signature services allow you to replace paper and ink signature processes with fully automated electronic signature workflows. With it, you can easily send, sign, track, and manage signature processes using a browser or mobile device.

Extra tip* If you have access to the Adobe suite, Adobe Acrobat X pro easily allows you to convert a PDF to a word document. To do so, open the PDF > File > Save As > Microsoft Word


(8) Taking quicker screen shots

Download ‘Lightshot’ which is a screen capture tool that always you to quickly customise your screenshot. The tool allows you to crop, add text, draw, add shapes, save, copy to clipboard, print, reverse search on google, upload and share to social media.

Extra tip* There’s a chrome extension called ‘Full Page Screen Capture’ if you need to take a screengrab of an entire webpage.


(9) Quicker clip board clicking

Windows 10’s October 2018 update has a new Clipboard experience. You can now access a history of items you’ve copied to your clipboard, pin frequently used items, and sync your clipboard across your PCs.

You can also download ‘Clipdiary’ if you don’t have this update.


(10) Consistent branding

Useful chrome extensions ‘ColorZilla’ and ‘Whatfont’ allows you to find out what font or colour has been used on a webpage – a quick and easy way to match existing branding.