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Explore the Full Potential of Microsoft Word

Explore the Full Potential of Microsoft Word

Microsoft Word remains one of the world’s most popular and user-friendly productivity apps, widely used by businesses and individuals alike. But while millions of people use Word every day, many don’t know how to maximize its full potential. Continue reading to learn some tips and tricks you can use to get the most out of Word.

Work In Word Online

Don’t have the Word app on your computer, tablet, or smartphone? Go to office.com, sign in with your Microsoft account, and open Word Online, the web version of Word.

Collaborate On Files

You and your colleagues can now edit the same Microsoft Word document simultaneously in real time. Simply save the document to your Microsoft OneDrive account, click Share, and send the link to the file to your coworkers. People with the link can access and edit the document using the Word desktop app or Word Online.

Do Quick Research Using Smart Lookup

The Smart Lookup feature helps you do online research while you’re working on a document — no need to open another tab and type in a query. Simply highlight and right-click the word or phrase you want to look up, and select Smart Lookup from the menu that appears. Word uses Microsoft’s Bing search engine to conduct a search on the selected word or phrase, and displays the results in a pane that appears on the right side of your screen

Here are some quick tips that I use In Word that may help you...

1. Copy, paste, and cut with keyboard shortcuts.

Ask anyone who knows these shortcuts — Ctrl + C to copy, Ctrl + V to paste, and Ctrl + X to cut — and they will testify to their critical timesaving nature. Master these three basic commands first and you’ll find yourself zooming through document creation at surprising speeds.

2. Quickly zoom in or out to save eye strain.

Some people like to work in a Word window zoomed in to 150%, while others like to eliminate the need to scroll left and right or up and down by zooming out to 75% to see a document in its entirety. Either way, use the Window > Zoom button to choose the setting that works best for you — or look for the 100%” tab with a slide rate bottom right of the document to easily zoom in or out.

3. Delete entire words at a time.

This is an easy one you may not know about: instead of slowly pecking at the keyboard to delete text, or holding down Backspace to eliminate words or entire sentences, press Ctrl+Backspace with the cursor placed after a word you want to erase a word at a time, making a tedious task much easier.

4. Use Smart Lookup to search the Internet.

Anytime you highlight a word or phrase and right-click it, you’ll see “Smart Lookup,” which serves as a quick shortcut to browse the web — without slowing down to open a separate browser window. From word definitions to news scans, this powerful tool can transform a simple question into a wealth of knowledge.

5. Remove unwanted formatting.

Trying to turn a document from an external source into something that works for you? Strange formatting can slow you down, so instead of trying to fix one thing at a time, press Ctrl + Space or click the Clear All Formatting button (in newer versions, an eraser on an A on the Home tab) to remove formatting from highlighted text and start fresh with your own style.

6. Tell the program exactly what you want to do.

Most newer versions of Word include a handy “Tell me what you want to do” field at the top of the toolbar. Insert a word or phrase pertaining to any instruction and the program can quickly identify the command you’re looking for.

7. Use multiple clicks to select chunks of copy.

Rather than employing the tedious drag and highlight method, you can use your mouse to select chunks of copy: double-click over a word to highlight it or triple-click to highlight an entire sentence or section. 

8. Quickly insert links into a document.

Similar to the copy / paste / cut commands, learning the keyboard shortcut for adding web links to a document — Ctrl + K— will save lots of time and quickly become one of the sharpest tools in your kit.

9. Select the default font you want, not the default font Word wants you to use.

Don’t like Calibri or Cambria? Prefer Arial to Times New Roman, or like the modern nature of Verdana? The best part about Microsoft Word is you can choose the default font — this command differs by version, but the most reliable way is to click Format > Font, select the attributes you want, and then click Default.

10. Find any word you want quickly and easily.

Instead of using your mouse to navigate to the Find command, click Ctrl + F to either open the window in older versions of Word, or move the cursor automatically to the Search in Document menu that always appears in the toolbar in newer versions.

Format Your Document

The Styles gallery contains predefined formatting options for text. You can also add your own styles, or those you use frequently, to the gallery. By saving your own style preferences, you can apply them anytime without having to manually format everything. Just follow these steps:

  1. Select the text you want to format as a new style (e.g., a heading or a certain phrase).
  2. Specify the formatting you want on the mini toolbar that appears. For instance, click Bold and Red if you want the text to appear as such.
  3. Click the More arrow in the lower-right corner of the Styles gallery. Select Create a Style. This will open the Create New Style from Formatting dialog box.
  4. Give the style a name and click OK. Your new style will appear in the Styles gallery, ready for you to use anytime.

Look For and Insert Images Faster

With Word, there’s no need to open your browser to look for images for your document. Just place the cursor in the area where you want to insert the photo, click the Insert tab and select Online pictures (type “clip art” in the search box if that’s what you need), select an image, then click Insert.

Contact Beringer Today!

Microsoft is constantly rolling out nifty new features for its popular word processor. To stay updated on the latest Word features and functionalities, reach out to the Beringer Team.

Beringer Technology Group, a leading Microsoft Gold Certified Partner specializing in Microsoft Dynamics 365 and CRM for Distribution also provides expert Managed IT ServicesBackup and Disaster RecoveryCloud Based Computing, Email Security Implementation and Training,  Unified Communication Solutions, and Cybersecurity Risk Assessment.