The idea of a full review of the functionality of MS Word appeared during a conversation with Eugene Kryukova, during which a strange situation emerged. We found out that we work with Word every day, but we hardly even use 10% of this program’s capabilities. Do you know this problem? Then the guide will fix the situation: it will help to use MS Word more effectively, to save time and effort with the help of little-known functions and tricks.
Why know all the features of MS Word
All the features of a Microsoft text editor are optional. You can successfully solve work tasks by occasionally switching between the Home and Insert tabs. But you will work even more effectively if you arm yourself with even a few tricks from this review.
Here is a simple example familiar to webmasters. Some specialists copy text into Notepad before transferring text from a Word document to a CMS editor. This clears the text from Word formatting, which may conflict with the "engine" template formats. So, you don't need Notepad. To solve a problem, just select the text in Word and click the "Delete All Formatting" button.
Please note, the review was written for the 2013 version of Word. The current stable version of the program is MS Word 2016, released in September 2015. However, this version of the program has not yet become mainstream. You can verify this by reviewing the results of a survey of members of the "Content Marketing" group.
- How to use the features of the Home tab
- "Clipboard" tool block
- Font toolkit
- Paragraph tool block
- Styles toolkit
- Editing toolbox
- How to use the insert tab features
- Toolbox "Pages"
- Toolkit "Tables"
- Block tools "Illustrations"
- Toolbox "Add-ins"
- Multimedia tools
- "Links" function
- Note function
- Footer toolbox
- Toolkit "Text"
- Toolbox "Symbols"
- How to use the features of the Design tab
- Page Background Tool Block
- How to use the features of the tab "Page Layout"
- Page Parameters tool block
- Paragraph tool block
- Streamline tool block
- How to use the options tab "Links"
- Toolkit "Table of Contents"
- Footnotes toolkit
- Toolkit "Links and references"
- Toolkit "Names"
- Toolkit "Subject Index"
- Link Table tool block
- How to use the features of the "Mailings" tab
- Create toolkit
- The “Start Merge”, “Document and List of Fields”, “View Results” and “Completion” toolboxes
- How to use the features of the "Review" tab
- Spelling toolbox
- Language Toolkit
- Toolbox "Note"
- "Record fixes" and "Change" toolboxes
- How to use the View tab features
- Toolbar "View Modes"
- Display toolkit
- Scale toolkit
- Additional tricks to improve the efficiency of working with MS Word
- Do all the functions of Word ordinary user need
How to create and save an MS Word document
To create a document, open the working folder. Click the right mouse button and select the option "Create - Microsoft Word Document".
To easily find a document, name it.
You can also launch MS Word via the Start menu. Pay attention to the illustration.
When you start through the start menu, you created a new document with the default name. Name it and save it to the selected folder, so as not to lose. To do this, click on the "Save" icon or use the keyboard shortcut Shift + F12.
Click the "Computer" button to save the document on your computer. You can also put it on a OneDrive cloud drive.
Name the document and save it to the selected folder.
You have created and saved a document. Get to work.
How to use the features of the Home tab
Tools on the MS Word control panel are combined using themed tabs. This type of interface is called a ribbon. By default, the main toolbox opens, highlighted on the Home tab.
The following are tasks that can be solved using the tools on the Home tab.
"Clipboard" tool block
You can copy, cut and paste content. To use the options "Cut" and "Copy", select the desired piece of text.
Pay attention to the insertion options. You can save the original formatting, merge formats, or save the text without formatting. You can also use special insert modes.
Why do we need a special insert? For example, imagine that you need to work with text copied from another document or from a website. The original formatting may not match the formatting of your document.
This problem is solved with a special insert. Use the appropriate menu. In the window that opens, select the option "Unformatted text".
Now it will be more convenient for you to format copied content.
Using the "Clipboard" menu, you can select previously copied content and paste it into the document. To open the clipboard, click on the arrow marked on the illustration. Select the desired item. Use the drop-down menu to select the "Insert" option. You can also delete the copied item from the buffer.
You can customize the default insert settings. To do this, use the menu "Insert - Insert by default."
Specify the appropriate settings and save the changes. Pay attention to the parameters of insertion into another document. Most users can replace the default value of "Preserve original formatting" with "Save text only."
To change the default font, use the drop-down menu marked in the illustration. Please note that in order to change an existing text, a fragment needs to be highlighted before choosing a font.
Using the appropriate menu, you can select the appropriate font size. Pay attention to the possibility to increase or decrease the font of the selected fragment. Mark the text and use the buttons marked in the illustration.
You can select the appropriate register using the appropriate menu. Select the desired text fragment, use the button marked in the illustration and select the desired option.
You can make a piece of text bold, italic or underlined. To do this, select the content and use the marked buttons. Using the drop-down menu, you can choose how to underline the text.
To cross out a piece of text, select it and use the appropriate button.
Using the x buttons2 and X2 You can add subscript and superscript text.
Using the marked buttons, you can change the color, select text with a marker, or apply effects to it.
Pay attention to the ability to customize the advanced font settings. To enter the menu, click the button marked in the illustration.
On the Font tab, select the appropriate options for the main text and headings. Using the "Default" button, you can return the default settings, and using the "Text Effects" button, select additional effects.
Paragraph tool block
To create a bulleted, numbered or multi-level list, use the drop-down menus shown in the illustration.
To create a bulleted or numbered list, place the cursor on a new line and click the appropriate button. Use the drop-down menu to select the appropriate marker character.
Using the menu "Define New Marker" you can use additional marks.
To create a multi-level list, select the "Change list level" option in the corresponding drop-down menu.
You can select the appropriate list style in the library. And the menu "Define a new multi-level list" and "Define a new list style" will help you create your own list template.
You can select the appropriate text alignment method using the appropriate menu. To ensure readability of the text, use left-justification.
If necessary, change the line spacing. In most cases, the standard interval of 1.15 will suit you. If you are preparing a document for children or the elderly, increase the interval to 1.5 or 2.0. A further increase in the interval will reduce the readability of the text.
With the fill, you can select a piece of text in color. For example, you can select a paragraph or a table cell. To add a background, select a piece of text and select the appropriate color using the Fill drop-down menu.
Using the "Borders" menu, you can manage the cell boundaries in the tables. Select the cells you are interested in. Use the drop-down menu to select the appropriate action.
Using the "Styles" menu, select the appropriate text style. If you want to apply it to existing content, select the corresponding fragment and define the style. To use the style for the created content, place the cursor on a blank line and select the appropriate design option. For example, you can use the appropriate style for headings.
Using the "Find" menu, you can quickly search for the content that interests you. Note the access via the drop-down menu to advanced search settings.
The "Replace" function is useful when editing text. For example, you can automatically replace the word "copyright" in the text with "copywriting". To do this, use the "Replace" menu, enter the required words in the "Find" and "Replace with" fields.
Click the Replace All button. After processing the request, the program will report the number of substitutions performed.
Use the "Highlight" function to quickly highlight content. For example, you can select all the text in two clicks, select arbitrary objects or select fragments with the same formatting.
Using the function "Minimize tape" you can hide the management tools of the program. Only tabs will remain on the panel.
To return the tools to the panel, expand any tab and use the option "Fix the ribbon."
How to use the insert tab features
The "Insert" tab contains tools with which you can insert various objects into an MS Word document.
In the "Title Page" menu, you can select a title page template for the document.
You can create a blank page or go to a new page using the Blank Page and Page Break functions. For example, if you need to insert a blank page between paragraphs, position the cursor between them and use the "Empty Page" function.
Using the drop-down menu "Table" you can insert or draw a table in the document. This can be done in several ways.
To quickly add a table, use the graphical tool. Select the required number of cells in the table using the mouse cursor. After that, place the cursor on the selected area and click the left mouse button.
The Insert Table feature allows you to manually specify the number of rows and columns. You can also choose how to determine the width of the columns.
The function "Draw a table" allows you to perform the corresponding action. Use it to create custom tables. For example, you can draw a table with different numbers of cells in rows.
To define the properties of the drawn table, use the appropriate menu.
Using the "Excel spreadsheets" menu, you can insert spreadsheets from MS Excel into an MS Word document. In the "Express tables" menu you will find table templates.
Block tools "Illustrations"
With the help of the "Pictures" function you can insert an image from a computer hard disk into a document. The menu "Images from the Internet" allows you to find suitable photos on the web.
In the search results, priority is given to photos distributed under a Creative Commons license.
The Shapes feature will help you add a patterned shape to your document, such as a heart, asterisk, or arrow. To use the tool, use the drop-down menu to open the catalog and select the appropriate shape.
Using the mouse cursor, determine the size and location of the shape in the document.
Make a shape using the "Fill", "Contour", "Effects".
The SmartArt function allows you to insert graphic objects into a document. Use the drop-down menu to select the type and the appropriate pattern.
Place the cursor on the elements of the picture and add text.
Pay attention to the ability to change the color of SmartArt objects.
Using the Chart menu, you can add charts to your document. Pay attention to the possibility of choosing the type of schedule.
Insert the required values into the data table.
Using the Snapshot menu, you can take a snapshot of the screen area and paste it into a document. To do this, use the drop-down menu to select the "Screen Cut" option, and use the mouse cursor to select the area you want to remove.
In add-ons you will find the Office application store. It has paid and free tools for solving special problems. To select the appropriate application, click on the "Store" and use the search. You can also browse tools by category.
For example, using MailChimp for MS Word, you can create email campaigns right in the document. To use the application, click the "Trust" button. The capabilities of the tool will become available after authorization.
The "My Apps" menu displays a list of installed applications. You can remove unused and add new tools.
The Wikipedia function allows you to search for information on the corresponding resource directly from the MS Word document. You can also quickly insert images from Wikipedia into your document.
To use the tool, click the button marked in the illustration and highlight the word or term whose value you want to find. To work the tool requires access to the Internet.
To insert an image, click on the plus sign marked in the illustration.
You can also insert into the document a text quote from Wikipedia. To do this, select the desired fragment and click the plus sign.
With the help of the Video from the Internet tool you can insert corresponding objects into a document. To use the function, click the "Videos from the Internet" button, find the video using the search on YouTube or in Bing, select and paste the object.
Now the video can be viewed in the MS Word document. This will require access to the Internet.
Using the "Links" drop-down menu, you can insert hyperlinks, bookmarks and cross-references into the document. To insert a hyperlink, copy the URL of the web page to the clipboard. Then select the text fragment that will become the anchor of the link.
In the "Links" dropdown menu, select the "Hyperlink" option. Paste the copied URL and click "OK."
The Bookmark feature allows you to quickly jump to marked sections of text. To add a bookmark, select the desired piece of text, and in the drop-down menu "Links" select the option "Bookmarks". Name the bookmark and click "Add."
To quickly jump to the pledged content, select the "Bookmark" menu, select the bookmark you want, and click "Go."
The function "Notes" is convenient to use for group work with the document. To add a note to the text, select the text fragment and press the marked button.
To change, delete or mark a note ready, set the cursor on it and open the context menu with the right mouse button. Select the required option.
Using the header and footer tools, you can add headers and footers to pages, and also number the document pages.
To add a header, use the appropriate menu. Select a footer template.
Enter text. To save changes, close the header and footer window.
To remove or change the footer, use the appropriate options in the Header menu.
You can work with a footer in the same way.
Using the “Page Number” function, you can number the pages of a document. To do this, use the drop-down menu to select the location and numbering template.
Using the "Text Box" function, you can select a piece of text in a document. Use it if you need to make a box, quote, definition. To use the tool, use the drop-down menu to select a text field template.
Add text and save changes.
The function "View express blocks" allows you to insert autotext, document properties or field. For example, you can insert the publication date, name, address and phone number of the organization and other data.
Using the "Add WordArt" menu, you can add a visually appealing label to the document. To do this, use the menu marked in the illustration. Select the appropriate object and add text.
The function "Add a letter" allows you to draw paragraphs using a capitalized letter. Position the cursor at the beginning of a paragraph. Using the appropriate menu, select the location of the capital letter. Pay attention to the ability to change the parameters of the letter. You can choose the font, height and distance from the text.
Add a digital signature line to the document. To do this, use the menu marked in the illustration. In the window that opens, specify the necessary information and save the changes.
The function "Date and time" will help add to the document the current date and time. Click on the appropriate button, select the date display format and click "OK."
The "Object" function allows you to insert objects or text from a file into a document. To insert text from a file, select the appropriate option in the drop-down menu. On the hard disk, locate the file whose text you want to insert into the document, and click "Paste."
The "Equation" function will help insert a mathematical formula into the document. Use the drop-down menu to select a standard formula or go to the designer. Add the required values and save the changes.
Using the "Symbol" menu, you can insert characters that are not on the keyboard into the document. Note the ability to insert additional characters from the dialog box.
How to use the features of the Design tab
Using the tools tab "Design" you can change the design of the document. If you want to change the default settings, start by selecting a topic.
To undo the changes, use the "Restore template theme" option or select the "Standard" theme.
In the styles menu, select the appropriate style in your opinion.
The function "Colors" allows you to manually adjust the font color of the main text, headings and hyperlinks. You can choose a standard set of colors or specify colors for different style elements yourself.
Using the fonts menu, you can quickly customize the font for headings and body text. You can choose standard pairs or specify the font manually.
The paragraph spacing menu can be used to change the corresponding settings. It is possible to delete the interval, select the standard or set your own values.
Using the Effects menu, you can select additional design effects. The "Default" function will be useful if you want to apply design settings to new documents.
Page Background Tool Block
The "Background" function allows you to select a standard or custom custom background. To set the parameters manually, use the "Customizable underlay" option.
Using the "Page Color" function, you can change the corresponding setting. Pay attention to the "Fill Ways" option. With it, you can add texture, pattern and pattern to pages.
The Page Borders feature allows you to add borders to pages. Use template or custom settings.
How to use the features of the tab "Page Layout"
Tab tools allow you to change the layout of the document pages.
Page Parameters tool block
The "Fields" feature allows you to select standard or specify your own field settings. To set custom values, use the Custom Fields option.
The "Orientation" feature allows you to select the portrait or landscape orientation of the sheets of the document. Using the menu "Size" you can change the size of the sheets. The default size is A4.
In the "Columns" menu you can specify the number of columns per sheet. The "Breaks" and "Line Numbers" functions allow you to customize page breaks and add line numbers respectively. The "Hyphenation" menu allows you to enable word wrap from line to line by syllables. This feature is off by default. Do not change this setting unnecessarily.
Paragraph tool block
With the help of the "Indent" function you can adjust the indent from the left or the right margin to a paragraph. To use the function, place the cursor at the beginning of the selected paragraph and set the indent value.
Using the Spacing feature, you can change the spacing between selected paragraphs. To do this, place the cursor in front of the selected paragraph and set the values.
Streamline tool block
The function "Position" allows you to set the location of the object in the text. To use the tool, select the selected image and use the drop-down menu.
The "Text Wrap" feature allows you to select how text is wrapped around an object. To test the tool, select the drawing and use the drop-down menu.
With the help of the "Scope" button you can display a list of objects in the task area. Using the Align, Group, and Rotate functions, you can perform the appropriate actions on the selected objects.
How to use the options tab "Links"
Using the tools on the "Links" tab, you can manage footnotes, links, add a table of contents, index and link table.
Toolkit "Table of Contents"
The function "Table of contents" allows you to create a table of contents in the document. To use the tool, use the drop-down menu to select the "Auto-selectable table of contents" option. The program will include headings of all levels in the table of contents. If you select the "Manual table of contents" option, you will have to specify the section names yourself.
The Add Text feature allows you to add or remove the current heading from the table. The function "Update table" allows you to include new sections in the table of contents.
Using the Insert Footnote menu, you can add the corresponding element. Select the piece of text to which the footnote belongs, and click the button marked in the illustration.
Using the Insert End Footer function, you can add a footnote to the end of the document. Use the "Next Footnote" drop-down menu and the "Show Footnotes" function to quickly jump between footnotes.
Toolkit "Links and references"
Using the menu "Insert link" you can refer to the source of information, for example, a book. Place the cursor next to the text fragments to which the link refers. Click the appropriate button, in the window that opens, enter the necessary information and save the changes.
Using the "Manage sources" function, you can edit the list, sort and delete sources.
The drop-down menu "Style" allows you to choose the style of links. With the help of the "References" function, you can insert relevant information into the document.
The Insert Title feature allows you to add a title or caption to images, tables, and formulas in the document. To use the tool, select the desired object and click the button marked in the illustration. Add information and save changes.
With the help of the "List of illustrations" function you can add relevant information to the document.
Using the Cross Reference menu, add cross references to paragraphs, pictures, and other objects in the text.
Toolkit "Subject Index"
The "Mark Element" function allows you to add objects to the index. To use a tool, select an object, for example, a text fragment or a picture, use the appropriate menu and fill in the information.
Using the "Index" menu, configure the display of the index in the document.
Link Table tool block
Using the "Mark reference" function, you can include the corresponding element in the table. And the "Link Table" function allows you to insert a list of links into a document.
How to use the features of the "Mailings" tab
Tools tab will help organize physical and electronic mailing.
The function "Envelopes" allows you to correctly add information to paper envelopes. To use the tool, click the marked button and add the necessary information. Now you can print the data on the envelope. Pay attention to the field "Feed". This is how the envelope is fed to the printer.
The "Stickers" function will help to correctly print the information on the labels for parcels, envelopes, CD.
The “Start Merge”, “Document and List of Fields”, “View Results” and “Completion” toolboxes
The Start Merge feature allows you to send a message to multiple recipients. For example, you can send a letter or email. To do this, click the "Start Merge" button and select the "Step-by-Step Merge Wizard" option. Follow the prompts in the task area.
The Step-by-Step Merge Wizard combines the tools for the Start Merge, Document and List Fields, View Results, and Finish groups.
Select the document type and click "Next."
Select the basis for creating a letter: current document, template or existing document. Create a list of recipients. To do this, select the "Create a list - create" option and enter the data.
Write a message, review it and exit the wizard. Now you can print the merged document or send it as an e-mail.
How to use the features of the "Review" tab
Use the Review tab to edit and evaluate the document.
With the help of the button marked in the illustration, you can run the standard MS Word tool for finding errors and typos. Please note that the program "sees" not all errors, and also sometimes offers corrections where there are no errors.
The Determine function will help determine the meaning of unknown words. Please note that to use the tool, you must select a dictionary in the app store and install it. The menu "Thesaurus" allows you to choose synonyms for the selected words. The "Statistics" function shows the number of words, characters, paragraphs and lines in a document or its fragment.
The menu "Translation" allows you to automatically translate the selected word or phrase. Select the content you are interested in and use the button marked in the illustration.
The Language feature allows you to select a spell checker language, as well as adjust language settings.
Using the block tools, you can add, view, edit and delete notes. Note that you can also create notes from the "Insert" tab.
"Record fixes" and "Change" toolboxes
Using the "Fixes" feature, you can track changes made to a document. Pay attention to the menu "Scan area". It allows you to choose how to display a list of changes: below or to the side of the document.
The “Changes” tools allow you to accept or reject changes, as well as move to the previous or next correction.
The Compare function allows you to compare document versions and merge multiple user patches. The Block Authors and Restrict Editing functions protect the document from unwanted actions by other users.
How to use the View tab features
The tools on the View tab allow you to customize the display of the document.
Toolbar "View Modes"
Using the block tools, you can select the page view mode. For example, you can view the structure of the document.
Using the group tools, you can enable the display of the ruler, grid, and navigation pane. The latter function allows you to quickly jump to the desired section of the document.
The function "Scale" helps to select an arbitrary scale display of the document. The "100%" function allows you to return to the standard scale in one click.
The functions "One page" and "Multiple pages" adjust the display on the screen of one or several pages, respectively. The Fit to Page menu increases the width of the page to the width of the window.
The "New window" function opens the current document in a new window. This is useful if you are editing the content and want to consult the original. The function "arrange all" combines several documents in one window. The "Split" function is necessary in order to work with different parts of the document in one window.
With the function "Near" you can arrange two documents in one window next to each other. It is convenient to compare content if necessary.
Using the function "Switch to another window" you can quickly switch to other open documents.
The function "Macros" automates frequently performed tasks. To use the tool, you must create a macro. For example, imagine that you often have to make text fragments in bold italic. To perform this action automatically, create a macro. Act like this:
- Select an arbitrary piece of text. In the Macros drop-down menu, select the Record Macro option.
- Select the way to start the macro: using the button on the toolbar or a keyboard shortcut.
- Set the shortcut to activate the macro.
- Click the "Assign" button and execute the commands you want to include in the macro. To do this, go to the "Home" tab, select the bold and italics.
- Return to the Macros menu and stop recording.
- Check the operation of the macro. To do this, select the text fragment and press the specified keyboard shortcut.
Additional tricks to improve the efficiency of working with MS Word
Below you will find a list of life hacking, with which you can quickly solve standard tasks when working with MS Word:
- Use the context menu. It is invoked by clicking the right mouse button.
To select a paragraph, triple-click on any word.
To insert a placeholder text, write the following characters: = lorem (2,2). Use the numbers in parentheses to determine the number of paragraphs and placeholder lines. If you replace "lorem" with "rand", random text will be used as a placeholder.
- To quickly create a superscript or subscript, select the desired word and press the key combination "Ctrl +" or "Ctrl Shift +" respectively.
- To select a sentence, press Ctrl and position the cursor on any word.
- Select the type of file to be saved. For example, you can save the data in PDF format. To do this, select the option "Save As" and select the desired file type.
- To create a horizontal line, type three hyphens in a row and press Enter.
- To type a dash, use the Alt + 0151 shortcut.
- To quickly move a piece of text, select it, press F2, position the cursor at the insertion point and press Enter.
Do all the functions of Word ordinary user need
Surely not. For everyday work, you can use several MS Word tools that you know and are used to. And with the help of this review, you can expand your own arsenal, find a quick way to solve certain tasks. Remember that Word tools are organized using tabs. In turn, the tabs tools are grouped into blocks, allowing to solve similar problems.
In the comments, share suggestions and comments to the review. Also tell us about the tricks that you use when working with MS Word.