Top 10 Microsoft Word Useful Tips

Article by ,

I can bet on it, that we use Microsoft Word quite often in our lives. For students, it comes as a crucial part when the need for projects and assignments crops up. In the office place, Word is often used too. It’s probably the best application to turn to whenever you need to put together information for compiling.  But then, most of us might be raw users of Microsoft Word. Why not go in depth, and discover a few secrets of it? Here are some tips to use Microsoft Word:

10. Number your document:

number your word document

Microsoft Word gives its users the option to number the pages too, thus providing a systematic look to the document. To include a header and footer in your word document is relatively easy. This way, the page number is displayed on every page of your word document. You might also have a title page which doesn’t need to be numbered. Word allows you to modify accordingly. To go about with numbering your word document, you must set up page numbering as required, and then move to the Page Layout tab just before you click the lower right-hand button in the corner. You must tick the box that says ‘Different first page’ before selecting OK so that your title page is left unnumbered. Word’s tip on ways to number your document is important, as a well numbered assignment creates a good impression.

9. Rid off unwanted formatting:

rid of unwanted formatting

How about a small, yet useful tip? Okay here goes. Microsoft Word allows you to redo how you want your formatted text to appear. For this, click the sentence in question and select a section of the text. Then press CTRL + SPACE together. Customizations can be made on the spot, and unwanted formatting can easily be removed from your content.

8. Check Paste Options:

check paste options

Many of us love using the copy-paste technique while putting together content in Microsoft word.  Interestingly, when we copy paste text from an outside source into word, words automatically retains the formatting source. At the same time, it provides the option to change the text so that it is similar to the formatting of the current text. However, one can avoid this by clicking the ‘office’ button, followed by the ‘word options’. Once that is done, move to the ‘Advanced Section’. Lookout for the ‘cut, copy and paste’ option to use the first four dropdown menus, so that you can select a default setting for format pasting. Also, search for the ‘Show Paste Options Buttons’ to avoid formatting options pop-ups while configuring these options.

7. Adjust font spacing:

adjust font spacing

Text spaces can be adjusted in a word document, if certain text needs to fit in one line. You could have a long header that goes into two lines, but if possible it could be fixed into one line itself using the font spacing option. Microsoft word is advanced enough to help you space your text well enough, so that your content looks neat and tidy. To go about with font spacing, select a line of text. Right click and a context menu shall open. Search for the option ‘font’. Once you have selected the ‘font’ option,  go about adjust the widths of the letters by selecting new sizes for the drop-down menu. If you wish to adjust the spacing manually, go ahead. It’s possible too.

6. Manage two documents:

manage two documents

If you thought managing and comparing two documents on Microsoft Word was impossible, think again. If you are a finance manager and have to compare two documents of the bank balances, you can use Microsoft Word’s feature! Here’s how you can compare two documents on Microsoft Word. Open Microsoft Word and go to Review. Then, select the option ‘Compare’. A compare dialog box will open where you can browse the documents you wish to select. You will see two fields, ‘original document’ field and ‘revised document’ field. Select your documents accordingly. If you wish to view more comparison settings, click on the option ‘More’. Once done, click OK. What follows is a window that shows you both the documents that you’ve selected for comparison. You will see a series of columns, where you must focus n the Compared Document, Original Document and Revised Document. Whatever changes you make to the original document, you will be able to specifically see in the Compared Document thanks to it being highlighted. Thus, it makes you spot all the differences easily.

5. Use Spike with Pasted Text:

use spike in word

The use of spike is something Microsoft word users know very little of. However, here is a tip to tell you more about it. While editing your word document, you might wish to move certain text from place to place accordingly. Yes, the clipboard is available to help you with this function, but there’s a little known alternative in the form of Spike that helps you do the same too. When you had text to the spike, you’re alternatively cut the selected text from the document. You can add unlimited selected texts to the spike feature. However, the order is maintained by the spike while pasting it back in the document. If selected text A was put into the spike before the selected text B, then during the spike’s function of pasting the texts back into the document the text A will appear first. This aids you in reorganizing paragraphs, thus eliminating all the cutting and pasting. To add text to the spike, select the text and press CTRL+F3. To paste the contents of the spike back into the document, press CTRL+F3+SHIFT. Once this is done, the spike is automatically cleared thus making it ready for the next process.

4. Random text in document:

random text in word

Here’s an interesting tip Microsoft Word provides. There is an easy way of entering random text into your word document. This is how you go about it: place the cursor at the star of a blank paragraph. Type ‘=rand()’ and press enter. You can use lowercase and uppercase characters too. However, proceedings are a slightly different in Word 2007 where the =rand() is replaced by 3 paragraphs each consisting of useful clues as to how one has to change the look of the document. If you wish to change the no. of sentences per paragraph, use the format ‘=rand(p,s)’. Replace ‘P’ with number of paragraphs and‘s’ with number of sentences. In case you aren’t able to insert random text in Word 2007, select the OFFICE button and choose the Word Options button at the bottom of the menu. Then, select the ‘proofing’ option followed by the ‘AutoCorrect options’ button. If it’s Word 2003 that you’re using, select the AutoCorrect Options from the tools menu to add random text. Then, click the ‘Replace text as you type’ option.

3. Use the Ribbon:

use the ribbon

Ever heard of the ribbon in Microsoft Word? Well, this option has prompted mixed reactions among its users. Some are in favor of it, some aren’t. The ribbon can be hidden whenever needed so that you have a larger working space that is devoid of clutter. You can hide the ribbon by accident without your knowledge too. Hence, you must be aware of these tips. In the quick access toolbar, the first option is the click down arrow icon. Here, you have to tick or untick the ‘Minimize the Ribbon’ option. Next option is to double-click any of the tabs at the top of the ribbon in order to turn the ribbon on or off. However, there is a shortcut that one can use by simply pressing CTRL+F1.

2.  Page design:

page design

You might agree with me when I say adding just text to your page can be a bit boring. Of course it is, and Word helps you avoid it whenever necessary. Options to add watermarks and borders for the page can be found in the ‘Page Layout’ option. This is one useful tip when you have to maintain the creativity of your word document. Clicking on the Watermark option allows you to select certain designs. Otherwise, the option to customize your watermark is also available. The water mark can either be selected for one page, or can be put up on all the pages if needed. Then, you needn’t keep your page white. You could use a red page too. By choosing the ‘page color’ option, you can customize the color of the pages concerned. Also, the page borders option allows you to get a border in there. Define your page for creativity.

 

1. The PERFECT Word document:

perfect word document

Compiling a word document isn’t about just putting together information here and there; it’s also about representing it precisely. Here is what I mean when I say ‘precisely’: Proper use of headlines and titles is required. Segregate the information wherever needed. Underline the title and bold it, just to make it look like the real starter to the following sections. Always make sure the body texts are of the same font size and font type. Uniformity of your word document should be maintained. Highlight important facts, figures in bold or italics wherever needed. Align your text with the align option to make your content look neater. Color of your text should be, by default, black everywhere.

Related posts:

  • levine

    Hi Joel,
    thanks for a real good guidance article. i claim to be an expert in Word and even i found some useful tips!