Word tricks and secrets to handle it like a professional

Whether you’re a seasoned computer user or a newcomer, you’ve likely encountered office tools, with word processors being among the most fundamental for creating text from scratch. Microsoft Word, in particular, stands out as one of the most recognized and widely used applications. That’s why it’s crucial for both novices and experts to familiarize themselves with these Word tricks and hidden features to wield it like a true professional.

Microsoft’s flagship application has undergone significant transformations in recent years, necessitating continuous learning and adaptation. To embark on this journey, start by activating Microsoft 365 on your device. Among the tips we’ll share, you’ll find some familiar classics that should remain in your toolkit, as well as others that have emerged with the latest updates from the software giant. While a few of these tricks may seem less significant at first glance, having them in your repertoire can prove invaluable in various situations.


Harnessing Templates for Creative Document Design

While this feature has been at our disposal for quite some time, it’s essential to remember that Microsoft Word offers a powerful function allowing you to infuse your unique design flair into your written content. Even before you start typing, within the “Blank Document” section, you’ll discover a wealth of templates designed to make it effortless to achieve precisely the look you desire.

word templates

These templates extend beyond the realm of crafting reports or academic papers complete with covers and indexes. They encompass a diverse array of options, including calendars, schedules, and brochures. The latter, in particular, can be a game-changer if you’re aiming for a polished, professional appearance but lack the expertise in layout and design. Word’s templates empower you to create visually stunning documents with ease.

Pasting Unformatted Content

One of the skills nearly everyone has mastered is the convenient marriage of Ctrl+C and Ctrl+V, commonly known as Copy and Paste. However, this familiar duo offers a hidden gem: the ability to paste plain text. When you copy text from external sources, such as documents or websites, you inadvertently carry over all their formatting, which may not align with your preferences.

A valuable Word trick to keep in your toolkit is the combination of Ctrl+Shift+V. This time-saving maneuver allows you to paste text exactly as it is, devoid of any formatting baggage from the source document. It’s undeniably a more efficient option than pasting and subsequently hunting for the “erase formatting” function, which is also available but requires extra steps.

Accessing the Emoji Box

While not typically employed for critical work reports, this feature can significantly enhance your communication speed in messaging and chat applications. The emoji box serves as Microsoft’s solution to having a convenient repository for all the expressive faces and gestures you’ve likely frequently used on platforms like WhatsApp.

To access this treasure trove of emojis, follow the path Insert > Icons. Here, you’ll find a plethora of options provided by the text processing tool, perfect for adding various annotations when collaborating with others.

Converting Audio into Text

Undoubtedly a favored tool among students for note-taking, Microsoft has integrated a powerful feature into its latest word processing software. This tool enables your computer to transcribe spoken words captured via a microphone or from an uploaded audio file.

To utilize this Word trick, navigate to the web version of Office.com and look for the “Transcribe” option at the outset. Afterward, select the language, upload the audio file (in MP3, MP4, WAV, or M4A format, and under 300 MB), and let the transcription process begin. It’s important to note that this feature comes with a monthly limit of 300 minutes, so keep this in mind when transcribing.

Advanced Search

Mastering Ctrl+F is an essential skill, as it allows you to quickly locate specific words or phrases within your text, making it a valuable tool for retrieving lost paragraphs.

However, there’s an additional feature called advanced search. After pressing Ctrl+F, click on the magnifying glass icon to activate it. This advanced search function is particularly useful for finding elements that are more challenging to locate within the text, such as specific text formats or special characters, like the emojis mentioned earlier.

Utilizing Watermarks

Authors often want to assert their ownership of their work while ensuring that the text remains legible and the message is clear. Watermarks are a handy tool for achieving this goal, as they allow you to overlay information behind the text.

To add watermarks, go to the Design > Watermark tab. It’s a straightforward process, and you have the option to insert text, embed an image, or choose from pre-designed watermark templates. You can even create a custom watermark by incorporating your own image or logo, providing a professional touch to your documents.

Safeguard Your Texts with Passwords

Another valuable Word technique you should be aware of is encrypting your documents with passwords. This is the most secure method to keep a document confidential or to prevent unauthorized access and printing of its contents. To employ this feature, follow these steps: navigate to File > Information > Protect Document > Encrypt with Password, and then input your chosen password.

password word

Should you wish to remove the password protection, simply follow the same steps. The beauty of this feature is its compatibility with other word processing applications, ensuring that recipients don’t always require Microsoft Word to access such files.

Speed Up Your Document Creation with Modules

Boost your text creation efficiency with another Word trick: utilize modules to store and quickly insert reusable pieces of text or images as separate elements within your paragraphs. To create a module, press the Alt+F3 combination. This action prompts you to establish a new building block, to which you can assign a shortcut combination of letters. First, create the text or image block and assign it an easily memorable name. Then, whenever you want to insert that specific content, simply type the assigned abbreviation and press F3 to have it instantly appear.

Organize Your Image Directory

When dealing with lengthy documents that contain numerous images, efficient navigation becomes crucial. Word offers an automated solution for this purpose by generating a directory. To make this feature work, ensure that your images have titles. You can assign titles by clicking on each image within the document, usually found under References or Links. Once you’ve labeled all your images, you can insert a table of figures from Titles > References to create an organized directory, simplifying navigation within your document.