WORD: Swap text to capitals and back on the keyboard

You may already know about the toolbar shortcut to change your text from capitals (uppercase) and back again, but did you know that there’s an even quicker way? We’ll show you this nifty keyboard shortcut.

Need to switch between uppercase (capitals), lowercase, or sentence case? Microsoft Word makes it easy with a simple keyboard shortcut.

  • Windows: Highlight your text and press Shift + F3.
  • Mac: Highlight your text and press fn + Shift + F3.

Each press cycles through three options:

  1. Sentence case – only the first letter of the first word is capitalized.
  2. ALL CAPS – every letter is uppercase.
  3. lowercase – every letter is lowercase.

Windows Tip: You can also press Ctrl + Shift + A to toggle between all capitals and lowercase quickly.

Made a mistake? Undo instantly with Ctrl + Z (Windows) or Cmd + Z (Mac).

This shortcut is perfect for cleaning up text formatting without retyping anything.

We regularly update the Tech Tips with new articles and advice from the IT West team so be sure to check back for the latest technical tips, tricks and guidance from our team of business IT experts.

WORD: Insert chunks of text with a click

If you use MS Word a lot, you’re probably typing in the same information again and again and again. Save time by using the Auto Text function. We’ll show you how.

Speed Up Your Writing with Word’s Auto Text Feature

Microsoft Word’s AutoText lets you insert large chunks of text instantly—perfect for repetitive phrases or paragraphs. Instead of retyping, save your frequently used text as reusable snippets. Just highlight your text and press Alt+F3 to store it.

How to Set Up AutoText

  1. Create an AutoText Entry
    • Type and format the text or graphics you want to reuse.
    • Highlight the selection.
    • Press Alt+F3 (or go to Insert > Quick Parts > AutoText > Save Selection to AutoText Gallery).
    • Give it a memorable name and click OK.
  2. Insert Your Saved Text
    You can add your AutoText at any time using these methods:
    • Quick Method: Type the first few letters of the name and press Enter when the AutoComplete suggestion appears.
    • Keystroke: Type the exact name of the entry and press F3.
    • Menu Click: Go to Insert > Quick Parts > AutoText and select your snippet.

Pro Tip: Add the AutoText gallery to your Quick Access Toolbar for one-click insertion. Right-click the AutoText menu in Quick Parts and choose Add to Quick Access Toolbar for even faster workflow.

We regularly update the Tech Tips with new articles and advice from the IT West team so be sure to check back for the latest technical tips, tricks and guidance from our team of business IT experts.

WINDOWS 11: Make a super speedy screenshot

In the olden days, to make a screenshot you’d have to find the ‘Print Screen’ button on your keyboard and then paste it into Paint to save it. We can now show you a much faster way of capturing snippets of your screen.

Need a speedy screenshot? Taking screenshots in Windows 11 is faster and easier than ever thanks to several built-in keyboard shortcuts and tools. Whether you need to capture a small section of your screen, save an entire desktop image, or grab a single app window, Windows 11 includes quick methods that eliminate the old Print Screen and Paint routine. Here are the fastest ways to take screenshots in Windows 11.

Use the Snipping Tool Shortcut for Speedy Screenshot Captures

The quickest and most flexible screenshot method in Windows 11 is the Windows Key + Shift + S shortcut.

As soon as you press the keys, your screen dims and a compact Snipping Tool toolbar appears at the top of the display. From there, you can choose exactly how you want to capture your screen.

Screenshot Modes Available:

  • Rectangular Snip : Drag a custom box around any area of your screen to capture only the section you need.
  • Freeform Snip : Draw an irregular shape around an object or area for more precise captures.
  • Window Snip: Select a single open application window without including the rest of your desktop.
  • Fullscreen Snip : Capture your entire screen instantly with one click.

Once your screenshot is taken, it is automatically copied to your clipboard. You can immediately paste it into documents, chats, emails, or image editors using: Ctrl + V

Windows 11 will also display a notification that lets you annotate, crop, or save the screenshot directly.

Automatically Save Fullscreen Screenshots

If you simply want to save a full screenshot without editing or cropping, there’s an even faster shortcut.

Press: Windows Key + Print Screen

Your screen will briefly flash to confirm the capture, and Windows 11 will automatically save the image to: Pictures > Screenshots

This is ideal for quickly capturing entire webpages, desktops, or presentations without any additional steps.

Capture Only the Active Window

Sometimes you only need to capture the program you are currently using instead of your entire desktop. For this, use:

Alt + Print Screen

This shortcut copies only the active window to your clipboard, allowing you to paste it directly into another application. It’s especially useful for tutorials, troubleshooting, or sharing a specific app window while keeping the rest of your screen private.

Why These Shortcuts Matter

Using keyboard shortcuts for screenshots can dramatically improve productivity, especially if you frequently:

  • Create tutorials or guides
  • Share information in chats or emails
  • Save online receipts or documents
  • Report software issues
  • Capture images for presentations or social media

Instead of opening multiple programs to edit screenshots manually, Windows 11 streamlines the entire process into a few quick keystrokes.

Final Thoughts

Windows 11 includes several powerful screenshot tools that make capturing your screen fast and effortless. Whether you use the Snipping Tool for precise selections or simple keyboard shortcuts for full-screen captures, these built-in features can save time and simplify your workflow every day.