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Best Tips and Tricks for MS Word to Increase Productivity

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When it comes to word processing, Microsoft Word is the gold standard. As part of Microsoft Office’s productivity department, more than 1 billion computer users rely on the program every day. That’s almost one in 7 people on the entire planet, a magnificent number unmatched in the tech industry.

Although many consumers use Microsoft Word, not everyone knows how to maximize the capabilities of the program. Word is packed with many features that can help make it easy to create documents, reports, and text files. And when your daily work gets easier, it becomes more productive and more efficient, which should be the end goal of any software.

These Microsoft Word tips and tricks are important as you increase your productivity in Office. Also, in my experience, these tips easily save you time for a cup of coffee.

Customize the Quick Access Toolbar

Customizing the Quick Access Toolbar can be great, especially if you often perform actions that are hidden beneath the many clickable options on the normal ribbon screen.

  • First, to find the Quick Access Toolbar, look at the top of the screen, next to the Undo button. Any options you add to this toolbar will appear at the top, along with Undo, Repeat, Save, and so on.
  • To add a new option to the toolbar, you will need to navigate the normal location of the command on the navigation ribbon and right click to add it, as in the image below
  • If you can’t find the item you need on the top navigation bar, select More Commands from the list below. For this example, I’ll add Insert Header to Toolbar.
  • Change the list selection commands to ALL, find the option you want, click it, click Add, and then OK. Any command you configure this way will now appear on your Quick Access Toolbar. You can restore the default settings at any time.

Keyboard shortcuts

I really can’t stress enough how much time you can save with keyboard shortcuts. You probably don’t realize it, but the time spent looking down at the mouse, moving it where you need it, searching for menu items, rearranging the arm to move the mouse, etc. adds up very quickly. Take 10 minutes each day to practice using keyboard shortcuts, not just for Microsoft Word, but for all the programs you use frequently. The more you practice, the easier they become and you will find yourself using them more and more.

Rearrange bulleted or numbered lists

Rearranging bulleted lists, numbered lists, and outlines can be a simple headache. Fortunately, Word 2013 includes a very useful function to eliminate cut and paste.

  • Click the bulleted text area that you want to move up or down in the list.
  • With the cursor on the line you want to move, press Alt + Shift + UP or DOWN arrow to move the line

Set your paste format options

Pasting things into Word can be tricky and annoying, especially if you frequently paste things with a set format, numbered lists, bullets, images, videos, etc. One way to make it easier in the future is to set your paste options for the things you do most frequently.

  • To configure Paste settings, go to File, Options, Advanced.

Now that you are on the Advanced Options screen, scroll down until you see the Cut, Copy, and Paste options. Configure the options of the list that you like the most. Remember that pasting with Ctrl-V will automatically format the pasted items.

EX- This is what paste settings should look like for someone who imports a lot of lists to standardize their formatting. Whenever text is obtained from an external document, it will be text only. Once all the required text / data is added it will be formatted to match the target file.

Quick format removal

We all have times when inconsistent formatting in documents creates a big mess, and it seems like the more you try to fix it, the worse it gets. To quickly remove and resume all formatting in a document (and not worry about predefined styles or custom templates remaining intact).

  • Highlight or select all the text you want to unformat
  • Press Ctrl + Spacebar to remove all formatting from the highlighted section

In our example, after using Ctrl + spacebar, all formatting was removed and the document title reverted to the default formatting of the style that was originally applied to it from the Styles list.

Embed videos

Adding video to your Word documents can enhance your messages and create more engaging content. Embedding allows you to take videos from online sources and make them part of your document. The HTML embed code tells Word how to display video size, frame rate, thumbnail or full video previews, autoplay, looping, and more. Whether it’s training, research, making lists, or watching cat videos, integrated media can make documents easier to understand and more interesting.

  • To embed a video, you will need the video title or its embed code.
  • On the top navigation bar, click Insert: Online Video.
  • Select the option you want from the search options or enter the embed code, found under most YouTube videos, in Share – Here’s an example embed code

Compare multiple documents on one screen

If you often find yourself switching between multiple documents to compare, the parallel feature can save you a lot of time. This is great advice for Excel users too! To view two documents in the same window:

  • Make sure both documents you want to view are open.
  • Click View in the top navigation bar, then click View Side by Side.
  • The two documents will now be side by side for easy comparison, and you can scroll through both documents simultaneously.
  • To turn off synchronous scrolling, click View in the top navigation bar, then click Synchronous Scrolling, located just below View Parallel.

Edit PDF files in Word

Finally, a way to easily edit and extract information from PDF files! Open the PDF in Word and make the changes you need; Take things out, move things, whatever. This is actually one of my favorite time savers!

Final remarks: Best Tips and Tricks for MS Word to Increase Productivity

I hope you understand this article, Best Tips and Tricks for MS Word to Increase Productivity. If your answer is no, you can ask anything via the contact forum section related to this article. And if your answer is yes, please share this article with your friends and family to give us your support.

Dian Erwin
Dian Erwin
Dian Erwin is a writer for Bollyinside, covering topics related to computing, such as laptops, tablets, Windows, and iOS. Tony spends much too much of his free time on Twitter, reading speculative fiction novels, playing video games, and reading comic books. He also enjoys reading video game manuals.


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