March 21, 2023


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High 10 Hacks for Microsoft Phrase

High 10 Hacks for Microsoft Phrase

Microsoft Phrase is the de facto customary in phrase processing. Easy on the floor, but immensely succesful and feature-rich once you poke round. It is a kind of productiveness purposes that almost all of us have come throughout at our college and office for making ready assignments, essays, enterprise experiences, analysis initiatives, resumes, and extra.

Phrase may also come in useful for fundamental graphic design. You may create cowl pages, enterprise playing cards, brochures, and even full-on magazines and e-books for digital publishing. However its wealth of capabilities make it equally good for informal, on a regular basis customers.

High 10 Hacks for Microsoft Phrase

Studying Phrase’s ins-and-outs may be very rewarding, making you extra productive, plus your colleagues will even admire a Microsoft Phrase guru by their aspect.

On this article, we have rounded up a couple of vital ideas and methods that can make novice and superior Phrase customers more practical and environment friendly at documentation. For this function, we’re utilizing Microsoft Phrase 2021 on a Home windows 10 PC. However don’t be concerned, in case your Phrase, Workplace or OS model is totally different, almost the entire ideas will work when you’ve received a Home windows or Mac PC working a minimum of MS Workplace/Phrase 2013 or later…

1. Use Phrase’s built-in clipboard historical past instrument

Working with paperwork can normally contain lots of copy and pasting motion. Whereas Phrase does assist drag and drop, in addition to Ctrl+X / Ctrl+C / Ctrl+V shortcuts, the Workplace Clipboard permits assortment of as much as 24 objects (textual content and pictures) without delay.

We have documented earlier than how helpful clipboard historical past may be, but when you do not have a any such instrument put in in your system, you may depend on Microsoft Workplace’s. Using this function correctly will prevent from regularly leaping backwards and forwards between totally different packages. Additionally, being an ‘Workplace’ clipboard means you may freely transfer and handle objects between different MS Workplace apps like Excel, PowerPoint or Outlook.

It’s price mentioning that objects copied from the File Explorer that go into the Home windows Clipboard will not seem within the Workplace Clipboard, although you may nonetheless paste them in your doc.

You may entry the Workplace Clipboard Pane by clicking the small arrow subsequent to the Clipboard label below the Dwelling Tab. A fair quicker option to do it’s by urgent Ctrl+C twice. To allow this shortcut, click on on the Choices button on the decrease left of the Clipboard pane and choose the corresponding setting.

The Clipboard pane sequentially lists down the final 24 texts/pictures that you have copied from one other program like a browser hyperlink, electronic mail textual content, information from a worksheet, or a picture from a presentation.

You may paste a single merchandise by double-clicking it, or insert all of them into your doc without delay by clicking on “Paste All.” When you’re finished together with your undertaking, it is a good suggestion to clear contents of the clipboard by clicking ‘Clear All.’ An empty clipboard is sweet for privateness functions, plus it offers you a contemporary begin in your subsequent project.

2. Create, edit, and import/export PDFs

The power to export and import PDFs with MS Phrase is without doubt one of the program’s most helpful options. There are some limitations relating to changing/leaping between .pdf and .docx codecs, particularly if there’s heavy formatting concerned, however you may nonetheless extract or edit textual content fairly simply, even when it is a part of a picture in a PDF file.

Export (From Phrase to PDF)

By exporting your Phrase file as a PDF, you may reduce the danger of modifications to your doc or defend it with a password.

Go to File > Export and click on the “Create PDF/XPS” button. The same dialog field will open when you go the “Save As” route, albeit with much more file codecs accessible.

After selecting your desire, press the Choices button to additional finalize a couple of vital attributes. Observe that on Phrase for Mac, you might not see this button, however it’s nonetheless price studying on to search out out what you are lacking.

Ticking the PDF/A compliant verify field embeds all of your content material inside the PDF to make sure that it opens reliably on any system/show, and is beneficial in case your doc is supposed to be archived and reproduced within the long-term.

It disables JavaScript to forestall alternation, forbids the usage of embedded video/audio and in addition does not assist password encryption in order that the file’s contents are at all times absolutely accessible.

  • Optimize for Picture high quality

This setting is fairly easy. You may get a PDF that preserves picture high quality at the price of file dimension, making it unsuitable for sharing on-line or as an electronic mail attachment. Tick this selection when your doc and its high-resolution pictures are headed for the printers.

For digital printing on a big scale, you might be higher off utilizing devoted software program like MS Writer, Affinity Writer or Adobe InDesign.

  • Bitmap textual content when fonts might not be embedded

It could occur {that a} font you want doesn’t present up within the PDF that you have exported. It is because the font’s license restrictions forestall it from being embedded in PDFs or the system viewing the doc does not have the required font put in.

To get across the limitation, tick this selection and MS Phrase will try and convert your textual content into the bitmap picture format in order that your doc seems in the identical font that you simply meant.

  • Encrypt the doc with a password

Along with password safety for Phrase recordsdata, MS Phrase may also save and encrypt PDFs with a password. Tick this selection, thereby disabling PDF/A compliance, and assign a password between 6-32 characters.

As soon as exported as a PDF, your doc will now be locked upon opening and would require a password for unlocking/decryption.

Import (From PDF to Phrase)

You may as well do a good bit of PDF textual content enhancing inside Phrase. The applying lets of the constraints that might apply to your doc earlier than it begins the conversion.

To import a PDF, click on on File > Open, press Browse and navigate to your doc. Select PDF in doc sorts in case your file is not showing within the listing.

Alternatively, you may start the conversion and enhancing course of by straight right-clicking in your PDF doc and setting it to open with MS Phrase. So long as your imported doc is not overly difficult when it comes to formatting and graphics, you may tweak all its contents inside Phrase and export it again as a PDF once more.

3. Use Define View to reorganize lengthy paperwork

When working with giant paperwork, you should utilize Define View to get a bulleted record of content material that may assist with restructuring shortly.

The Define View skips all pictures within the doc and allows you to see totally different heading ranges and subtexts for a greater understanding of the doc’s hierarchy.

Along with faster navigation, Define View permits you to drag and drop for fast reorganization. Change to this view by clicking on the View tab in Phrase’s ribbon/toolbar and urgent Define.

4. Get a Readability rating

It is at all times a good suggestion to spend some further time at enhancing your doc’s readability. You need to use Phrase’s built-in proofing capabilities to get a readability rating and make modifications to the textual content for enchancment.

Go to File > Choices after which choose Proofing.

Beneath “When correcting spelling and grammar in Phrase” tick the final two choices in sequence to allow this function. The shortcut key (F7) for spell verify can now even be used to immediately get readability statistics in your doc.

Activating this function takes your doc by way of Phrase’s spelling and grammar verify, after which assigns it a studying degree in line with the Flesch Studying Ease check and Flesch-Kincaid Grade Stage check. You may study extra about these checks right here, however the gist of it’s that they take into accounts the typical sentence size and variety of syllables per phrase.

Microsoft suggests scoring between 60 and 70 (Flesch Studying Ease check) and seven.0 to eight.0 for the Grade Stage check. Do not be too exhausting on your self when you’re unable to attain these outcomes regardless of a number of revisions. Your goal ought to be to refine and simplify your doc.

5. File restoration… to the rescue

A sudden PC crash, energy loss, or a misclick may cause you to lose hours of unsaved work immediately. This is the reason Phrase is supplied with AutoSave and a doc restoration function that briefly retains a duplicate of your current unsaved paperwork.

To view these recordsdata, go to File > Data and select Handle Doc. Click on on “Get well Unsaved Paperwork” and choose from the recordsdata which are listed within the dialog field.

Chances are you’ll not at all times discover the restored model to your liking, and a file may want repairing if Phrase deems it to be broken or corrupt. However, even {a partially} recovered doc is healthier than beginning with a clean slate.

You may as well tweak Phrase’s auto restoration settings to extend the frequency at which this system autosaves, in addition to change the non permanent location of unsaved recordsdata. To do that, click on on File > Choices and choose Save from the pop-up menu. Right here, amongst different settings, you may specify the variety of minutes after which Phrase autosaves, and select one other location for storing auto restoration recordsdata.

6. Cut back file dimension of Phrase paperwork

A Phrase doc comprising a couple of pages of textual content will not be of a lot concern. Nevertheless, file dimension can improve noticeably as soon as pictures and different customizations begin piling up. Consequently, your doc could develop into more durable to share and open on-line, or develop into too massive to be despatched as an electronic mail attachment.

There are a selection of how to cut back the scale of a Phrase doc. First, be sure that to reserve it within the extra environment friendly .docx format, however you can too compress pictures and choosing a decision that most closely fits your use case, keep away from embedding fonts, and disable monitoring as soon as collaboration is now not wanted.

Compress Photographs

Choose a picture in your doc and click on on the Image Format tab (ribbon menu). Click on on Compress Footage and specify a decrease decision for the chosen picture or all pictures in your doc.

Keep away from embedding fonts

MS Phrase can embed TrueType and OpenType fonts, in order that they are often considered as meant on different PCs even when they do not have these fonts put in.

Whereas embedding fonts is sweet for consistency, they’ll add to the scale of a doc. Though the choice is disabled by default, you may make it possible for Phrase does not embed a font by going to File > Choices and choosing the Save tab.

Beneath constancy settings, uncheck “Embed fonts within the file” to keep away from embedding altogether. Nevertheless, you may nonetheless get a discount in doc dimension whereas preserving high quality by checking the primary sub-option. This allows you to hold any particular characters or styling that you have used however places some enhancing restrictions for different customers. It is really helpful to maintain this selection unchecked if additional enhancing on a doc is predicted.

Disable/Cease monitoring

The power to trace modifications is sort of an helpful function, permitting others to edit a doc, suggest modifications, make feedback after which return it to the unique creator.

Over time, nonetheless, this information can add to the doc’s dimension and it might be unnecessarily protecting this data on the ultimate revision of a doc.

You may due to this fact disable/cease monitoring modifications as soon as you’ve got accomplished collaboration together with your colleagues. Go to the Overview tab, and choose Observe Adjustments to toggle it off. Alternatively use the Ctrl+Shift+E shortcut to allow/disable this setting.

7. Password defend paperwork, make them read-only

It is vital to take safety measures when working with paperwork of delicate or private nature. MS Phrase makes it pretty straightforward to encrypt your file with a password, in addition to assigning enhancing and entry restrictions. You may as well set a doc as read-only to forestall any additional modifications.

To set a password, go to File > Data and click on Defend Doc. From the pop-up menu choose “Defend with Password” and comply with the directions proven. As soon as you’ve got set a password, Phrase will encrypt the file and immediate you for it when opening the doc sooner or later.

One other option to defend your doc is by placing enhancing restrictions in place. This allows you to restrict formatting to a number of types (formatting for tables, headings, and many others.) and specify if you would like different customers to have the ability to observe modifications, insert feedback, fill in kinds, or simply set the doc as read-only.

If you happen to do want a colleague to make modifications to a part of a doc or need choose customers to make modifications, you may choose the required chunk of textual content and add their identify below exceptions. Activate these settings by urgent the “Sure, Begin Imposing Safety” button.

MS Phrase’s Examine Doc function will also be used to verify or take away doc metadata reminiscent of creator identify, topic, title, macros, and different personally identifiable data reminiscent of electronic mail headers, routing slips (doc circulation) and hidden textual content.

You may additionally need to use this for eradicating collaboration historical past with colleagues (feedback, observe modifications, revisions) earlier than sharing the doc with others.

The Examine Doc function may be activated by going to File > Data and clicking Test for Points. From the pop-up menu, choose the primary choice, which can open a brand new window itemizing all of the objects that Phrase can verify for you. Click on Examine after making your choice and let Phrase analyze the doc. Overview and take away data as required by urgent Take away All subsequent to an merchandise class and click on Shut to finish the doc inspection course of.

8. Add or take away watermarks

Utilizing watermarks is one other approach of defending your doc, however this time you need to assert possession of content material, outline its objective to readers by utilizing phrases like Draft and Pressing, or warn them about its secrecy by having Confidential or High Secret seem behind the primary textual content all through the doc.

Alternatively, you should utilize a picture like your organization emblem as a watermark.

To do that, click on on the Design tab and choose Watermark. Select from one of many accessible samples or apply your personal textual content/image-based watermark by clicking on Customized Watermark.

Whatever the sort you employ, it is strongly recommended that you simply use the washout impact with an image watermark, and semi-transparency for textual content with the intention to hold the primary content material seen and straightforward to learn. Wish to eliminate a watermark in a doc? Merely go the Design tab within the ribbon and choose the Take away Watermark choice within the Watermark sub-menu.

9. Usability tweaks: Toolbars and darkish mode

Phrase has a ton of options working actively within the background and instruments within the foreground that can assist you keep productive. We’ll give attention to the Fast Entry Toolbar positioned on the title bar, the ribbon that sits under it and the standing bar positioned on the underside of the Phrase window.

Fast Entry Toolbar

The Fast Entry Toolbar is the place the floppy save icon resides, alongside Undo and Redo buttons. Newer Phrase variations additionally embody the AutoSave toggle for regularly saving your work to the cloud (OneDrive, SharePoint).

You may click on the customise button with the small arrow or right-click an current merchandise to switch this toolbar. The sub-menu shows a listing of things you can choose like opening a brand new doc, drawing a desk or accessing print preview. You may as well set this toolbar to show under the ribbon to make it much less crowded on the high.


The Ribbon is solely a sequence of tabs, every labelled to counsel the number of instruments inside for enhancing and formatting a doc. You may modify the ribbon by right-clicking on a tab or by going to File > Choices and choosing Customise Ribbon.

The objects you see and may add to the ribbon are comparable as proven for the Fast Entry Toolbar. Nevertheless, you may personalize the expertise additional by creating a brand new tab and populating it with a set of instructions that fit your particular workflow. Though MS Phrase’s default ribbon structure is sweet sufficient for many customers, it is nonetheless good to have the flexibleness to tweak it to your personal liking.

Discover the ribbon too crowded? Merely deselect the tabs you do not use from the Customise Ribbon menu, or collapse it to only present the tab names by clicking the up arrow on the proper aspect (Shortcut: Ctrl+F1) for a distraction-free typing expertise.

Standing Bar

The Standing Bar (on the backside) is the place Phrase exhibits and dynamically updates related attributes of your doc, in addition to the varied studying modes (Focus, Learn, Print and Internet layouts), and the zoom slider.

You may customise by right-clicking on it anyplace after which choosing/deselecting objects from the sub-menu. Some helpful objects to have right here embody the web page quantity and phrase rely for once you’re aiming for that essay phrase restrict.

Additionally, any spelling or grammatical errors will mirror within the proofing standing indicator you can click on for extra particulars. Furthermore, Phrase’s observe modifications function may be positioned right here for fast entry, as an alternative of getting to navigate to it by way of the Overview tab.

Flip off the lights with Darkish Mode

There’s hardly any standard app or service lately that does not supply a darkish mode choice. Though Phrase is a bit late to this get together, customers can lastly swap this system’s retina burning white canvas right into a darkish gray coloration for comfortably working within the late hours of the evening.

To allow darkish mode by way of Phrase, you first must set the Workplace Theme to Black.

This may be finished by going to File > Account and choosing Black from the accessible themes. Now, all areas of MS Phrase, together with the canvas will flip darkish, with textual content coloration and different colourful parts within the app adjusting accordingly.

You may nonetheless toggle between a white and darkish canvas by clicking click on on the View tab within the ribbon and choosing Change Modes. Observe that the latter choice solely seems when the Workplace Theme is ready to Black.

10. Transcend phrases by utilizing flowcharts and thoughts maps

Along with an amazing function set for constructing textual content paperwork, Phrase will also be used to convey data in different attention-grabbing methods. Concepts and ideas may be represented visually by creating thoughts maps or flowcharts to grasp the connection between parts in a course of.

You can begin making a thoughts map or flowchart by inserting fundamental shapes and contours or faucet into Phrase’s assortment of SmartArt graphics. These may be accessed by navigating to the Insert ribbon, and clicking SmartArt.

The SmartArt dialogue field lists a lot of diagram classes, with various kinds of graphics below every sort based mostly on workflow necessities. You may, as an example, use the Horizontal Bullet Listing below Lists to briefly clarify the distinction between tiers/packages of a service (Primary, Premium, Professional and many others.) or use a Radial Cluster to begin off with a central concept as finished in a thoughts map after which increase it to incorporate all related parts.

If you happen to’re not sure the place to start with, choose any diagram within the SmartArt dialogue field and undergo the its description to see if that determine is a greater match in your use case.