10 Features You Need to Know in Microsoft Word


01 Aug
01Aug

1. Convert PDF Files to Editable Word Documents

PDF files can be converted to editable Word documents simply by opening them in Word.

  • Open Word
  • Click the File tab
  • Click Open
  • Select the PDF from its saved location
  • Click Yes on the warning message

The PDF will convert to a Word docuement.  If the file contains a lot of images, it may not convert as 'clean' as you'd like so some checking and formatting may be required.

2. Quickly Create a Bulleted List

Bullets are a popular way of showing lists of items. Bullets can be applied from the Home ribbon or Paragraph group but there is a way of using shortcut keys to apply bullets.

Type * and press the spacebar

This is a quick and simple time saver as your hands do not need to leave the keyboard to apply bullets making you more efficient. 

3. Use the Navigation Pane to Navigate and Move Text Around

The Navigation Pane has a number of different uses. It can be used to navigate efficiently around a document which is particularly useful when working in a large document that contains a number of headings.  Note: you need to use Heading Styles in your document to be able to navigate headings.

  • Click the View tab
  • Check the Navigation Pane box

You can navigate by Headings or Pages by clicking on the relevant link to jump to that part of the document or use the Search field to search for specific text.

The Navigation Pane can also be used to reposition paragraphs of text. Simply drag and drop the heading to move it. The associated paragraph text will also move along with the heading.

4. Count the Number of Words in a Document

Count the Words as you Type

Word automatically counts the number of words in your document and displays them in the status bar provided you have Word Count turned on.

If you don’t see the word count in the status bar:

  • Right-click in the status bar
  • Select Word Count

Count the Words in a paragraph:

  • Highlight the paragraph
  • The Word Count will show in the Status Bar

To Include the Text in Footnotes, Endnotes and Text Boxes in Word Count:

  • Click the Review tab
  • In the Proofing group, click Word Count
  • Ensure ‘Include Endnotes, Footnotes and Text Boxes’ is checked 

5. Permanently Remove Cropped Areas of a Picture

The Crop tool is great for removing areas of a picture that are no longer needed. However, if you use the crop tool but do not remove the cropped areas permanently, the areas that were cut out can be reinstated easily by anyone you send the document to. This might not be what you want if you've cropped out some particularly sensitive information. It is best practice to remove the cropped areas permanently.

  • Select the cropped image
  • Click the Picture Tools ribbon, Format tab
  • Click Compress Pictures
  • Check the ‘Delete cropped areas of picture’ check box


6. Use Quick Tables for a Pre-Formatted Table

Quick Tables are a quick and easy way to insert a preformatted table. 

Adding a Quick Table to your document

  • Go to the Insert tab and click the Table icon.

  • Select Quick Tables to open the panel of built-in tables.

  • Scroll down to the table you want to add.
  • Click on the table to insert it.
  • Complete the table as you normally would.

7. Using the Clipboard

The clipboard panel offers a convenient way to keep more than one element on your clipboard at once. 

Click the tiny pop-out icon within the Clipboard section of the Home tab to open it. 

Up to 24 recent cut and copy operations are remembered, and you can click on any one of them to paste it at the insertion point. 

The Options dropdown at the bottom lets you control when the Clipboard panel appears; one option is to make it appear when you press Ctrl+C twice.


8.  Add a SmartArt Graphic to Your Document

SmartArt allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas.

  • From the Insert tab, choose SmartArt from the Illustrations group.
  • In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.
  • Select a category of SmartArt for the concept you want to visually describe such as List, Process, or Relationship.
  • Navigate through your choices and click on each category to see examples and explanations of the available graphics. 

  • Once you create a graphic, you can add text to the shapes using the optional SmartArt Text pane or by clicking directly into the placeholders on the shapes.


9. Insert a date that updates automatically

If you'd like the date to be updated every time someone opens the document, you can insert the date as a field.

  • On the Insert tab, in the Text group, click Date & Time.
  • In the Date and time dialog box, select the format you want.
  • Select the Update automatically check box. The date is inserted as a field and will update automatically.

10. Using the Format Painter

Word’s Format Painter is a great time saver. It lets you copy formatting like colour, font style, and size, and then apply it to other sections of text. It’s an easy way to give your document a clean, consistent look.

  • Select or click into the text that already has the formatting you want to copy.
  • From the Home tab select Format Painter

  • The mouse pointer appears as a paintbrush.
  • Drag across the text that should receive the formatting.

Format Painter shuts itself off automatically once you've applied the formatting. If you want to re-use the same formatting multiple times then double-click rather than single clicking the format painter button. 

 



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