Efficiently Working

Working More Efficiently In Microsoft Word

Wasting time on tedious tasks can put a damper on your productivity. But don’t worry – here’s the perfect remedy! In part one of this three-part series on Microsoft Office products, we’re giving you all of our best tips and tricks to work even smarter in Microsoft – so you’ll be able to make every second count! 

11 Tips Using Microsoft Word

1. Use the ribbon toolbar

The ribbon toolbar organizes Microsoft Word features into logical groups, making it easier to find and access the tools you need. For example, in the ribbon toolbar, you will find the page layout tab to easily customize the page size, margins, and alignment.

2. Use shortcut keys

Learning shortcut keys can save you precious time by making it easy to perform tasks quickly. For example, pressing ‘Ctrl+C’ will copy selected text or graphics while ‘Ctrl+V’ will paste them where needed. See our recent blogs for Mac and PC shortcuts.

3. Take advantage of templates

Templates can save you time when creating documents, as they provide a starting point for everything from letters to calendars to reports and more. A great use of templates is to consider the questions you are asked most often.  For example, if you are a publisher and receive multiple requests to look at manuscripts each day, two or three templates with your stand responses can save you hours in a week. Be sure to highlight the areas you will need to change for personalization.

4. Utilize the ‘Find and Replace’ tool

If you need to replace words or phrases in a document, the Find and Replace Tool is your friend! This tool can quickly find and replace text throughout a whole document in seconds. This will come in handy for contracts and proposals in particular. 

5. Get organized with Styles

Styles make it easy to organize and format document content consistently, saving you time and ensuring uniformity.  You can quickly assign text to a specific style so that it is always formatted the same way throughout your document. An example of how to use styles is to format headings or titles with a specific style and then use the ‘Update Styles’ function to make sure all similar styles are also updated.

6. Automate tasks with macros

Macros can save you hours of work by enabling you to automate repetitive tasks in Microsoft Word.  To create a macro, simply record the steps necessary to complete a task and then assign the macro to a button or keyboard shortcut for quick access.

7. Make use of tables

Tables can be used to organize data in columns and rows, making them excellent tools for managing financial information, project timelines, product details, and more. 

8. Protect your documents

To protect confidential information and make sure that your documents are not edited without permission, you can use Microsoft Word’s built-in password protection feature.  This will also help to prevent users from deleting or making changes to the document’s content.

9. Add bookmarks

When working on lengthy documents, bookmarks can make it easier to navigate long sections of text.  By adding a bookmark, you can quickly jump to specific sections of the document with a single click.

10. Collaborate easily

If you are working on documents as part of a team, Microsoft Word allows for easy collaboration.  With features like Track Changes and Co-Authoring, multiple people can work on documents simultaneously without editing each other’s work.

11. Make use of automated features

Microsoft Word offers several automated features that help save time and effort when formatting documents. For example, SmartArt helps you easily create diagrams, charts, and other visual elements for your documents. Similarly, the Autocorrect feature helps to correct typos and spelling errors quickly.  Finally, Word’s AutoCorrect feature can automate repetitive tasks like formatting headings and titles with a single click.  These features make it easier to create professional-looking documents in less time.

By following these tips, you will be able to make the most of Microsoft Word and work more efficiently.  Whether you are a small business owner or an individual user, these strategies can help save you time and ensure that your documents look professional.  Stay tuned for the next part of the series where we show you how to maximize your use of Excel and other Microsoft Office applications.

Speaking of efficiency, if you are ready to work with an IT team who will make your team more efficient and productive, give BL Technical a call today at (410) 504-1949.

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