Ipswich IT

Microsoft Word – 7 Helpful Tips

by | Mar 25, 2022 | Blog, IT Products

Helpful Tips to make the most out of Microsoft Word  

When it comes to word processing Microsoft Word is still the ‘go to’. Whilst most people know how to use the product few can claim to know it inside out.  

There are far too many hints, tips and shortcuts for us to detail each one, so we have carefully selected a few to tell you about. 

Utilising Shortcuts 

There are many shortcuts to use within Microsoft Word, the most common ones are, copy, cut, paste, and select all. Short cuts are amazing for working more quickly and efficiently. Besides the commonly known shortcuts here are some examples of things you can do using the more unfamiliar ones.  

Working on documents with desktop word 

Open a document: Ctrl + O 

Create a new document: Ctrl + N 

Save the current document: Ctrl + S 

Close the current document: Ctrl + W  

Move to end of the document: Ctrl + End 

Move to the beginning of the current line: Home 

Move one word at a time: Ctrl + Left/Right Arrow 

All of the Best Microsoft Word Keyboard Shortcuts (howtogeek.com)

Dark Mode  

Dark mode is great for reducing eye strain and allows you to work in the dark or later at night. So instead of being blinded by a plain white document, most if not all white is turned black and text is turned from black to white. This significantly reduces the light produced by your screen and allows you to work without having to squint. To allow dark mode you need to click File, then Account and you will see the Office Theme as colourful. You have a few options to choose from such as Dark Grey, Black and White. 

Clipboard 

Clipboard is a helpful tool in the ribbon of your word document that physically resembles a clipboard. It remembers all the content you copied within the document. It will display the content once clicked on the right-hand side of your screen.  

The content will be displayed chronologically.

Once clicked the clipboard will paste the selected content where your insertion point is.  

You can click the content as many times as you want and in any order you want. This is great for copying lots of different paragraphs and rearranging your document without having to move them all manually and individually. 

Smart Search  

Anytime you highlight a word or phrase and right-click it, you will see “search” next to a magnifying glass. This feature is also displayed at the top of your document with the shortcut displayed (Alt + Q).  

With Smart Search you can not only search for actions using words such as copy which displays functions using copy, it also allows you to find the word “copy” throughout the entire document.  

An even cooler benefit from this feature is that you can use it to search the internet for the word you have highlighted. When utilising this feature, I am greeted with all the content that would be the result if I googled it.

Converting Photo or Text PDF

Opening a PDF document that you originally cannot edit with Word you will be prompted that Word will convert your PDF file into an editable document.  

Word then converts the document into a normal word document to allow editing to all text from the PDF. If a picture or photo PDF with text included in the photo is converted, all the text from the photo will be extracted and displayed in the same format ready to be edited.  

This is useful for contracts containing signatures, logos, and even images such as custom company borders. 

Sorting Lists of Dates, Numbers and Words 

Arranging lists in order can be a very tedious task if there is a lot of content. Word has a rearranging feature for lists that can be used to order lists.

This feature is called “Sort” and can be found in the home ribbon at the top of the screen. There are a few basic ways to use this Sort feature, for example, you have a list of locations that you want in alphabetical order.  

Clicking sort will automatically detect the type of content and will give you options of ascending or descending order.  

This also works with numbers of smallest to largest as well as dates in chronological order. This is useful for documenting events in order of time and displaying data or information arranged alphabetically for those who work best using the alphabet as structure.  

Navigation Pane

If your Microsoft Word document has a lot of content, it may take a while to scroll down to what you are looking for.  

Making the most of the navigation pane that you can find in “View” will save you so much time endlessly scrolling through thousands of words. Word will automatically identify headers in a variety of ways, that may be through numbers, bolded text, or even larger text for headings.  

This then can be used to instantly travel anywhere in the document by clicking a certain heading. If I wished to revisit the shortcuts mentioned in this document, I could simply click on the heading related to the shortcuts in the navigation menu on the right side of my screen and I would immediately be taken to where the shortcuts are discussed earlier.  

These are all great ways to make the most of Microsoft Word and there are many more. Do not shy away from taking advantage of the features mentioned and research other helpful tips and tricks you can use to make your daily work with Word even easier.  

Contact us at info@bse-it.co.uk or 01284 247024 for a free audit and friendly discussion on how we can help.

Contact us at info@bse-it.co.uk or 01284 247024 for a free audit and friendly discussion on your business IT needs and how we can help.