icrosoft Word Tips and Tricks to

Increase Productivity
Microsoft Word tips and tricks for your daily “how to” problems. These time
saving tricks will increase your productivity in office as you’ll spend less time
working on MS Word documents. Work better, faster and smarter.

I understand the small and big problems you face in your daily work
when using Microsoft Word. Here I am presenting solutions for these
day-to-day MS Word problems in simple and illustrated fashion. If you
don’t find solution to your problem in the articles listed below, please
feel free to ask me a question in the comment section.
These Microsoft Word tips and tricks are important as they increase
your productivity in office. Also, in my experience, these tips save you
time to easily grab a cup of coffee! :-)

Quick Tips
 To select an entire paragraph make three rapid clicks
anywhere in the paragraph
 Ctrl + click selects sentence. Click anywhere in a sentence
while holding Ctrl key down will select the sentence
 To create a horizontal line type 3 hyphens and then press Enter
 Ctrl+ makes a word subscript and Ctrl Shift + makes a word
superscript
 Pressing backspace while holding Ctrl key down deletes the
preceding word
 USe Format Painter feature to quickly apply a particular format to
a new area.
  Typing =rand(8,10) and then pressing Enter will automatically
generate random text you can use for testing the page
formatting, fonts, etc.
 To move cursor to the location where it was when you last save
the document press Shift + F5
 Select some text -now if you will press Ctrl + Shift + > the font
size of the selected text will increase. To decrease the font size
use Ctrl + Shift + < combination
 To quickly create a table type a plus sign (+) then press Tab
key; again type a plus and again press Tab key; do this as many
times as the number of cells you want in your table. Then press
Enter. And table shall appear!

These tips on Microsoft Word make your life easier and increase your
productivity at work.

How to Save Images from MS Word

Document
Learn how to save images from MS Word document. If document has
a lot of image inserted in it and you need them as separate files, you
can easily save them all with this method.

Find and Replace All Images in MS-Word

Learn how to find and replace images in an MS-Word document. With
this method you can select and replace all the images in a document
in one go.
Trademark Symbol ™: Legal Use and
How to Type in MS Word
Registered trademark symbol (®) is distinct from trademark sign ™
and service mark ℠. There are several methods to type it in computer.

Registered Symbol ®: How to Type in

MS Word and HTML
Legal use of various Trademark Symbols, differences among
trademark, registered trademark and copyright symbols. Also know
how to type trademark sign in MS Word.

How to Type Copyright Symbol in MS

Word
Copyright symbol © can be easily typed and inserted in MS Word, MS
Excel, Windows Notepad, Apple Mac, HTML, JavaScript and plain text
etc. Learn how to type it this symbol of legal importance to protect
your intellectual property. Press Alt key and then type 0169 on
NumPad of your computer. Alt + 0169 is the shortcut for typing ©
symbol.

Type ° Degree Symbol in MS Word

Learn how to type degree symbol in MS Word, Excel, HTML and
Unicode. Inserting degree sign in documents is often required while
typing temperatures, angles, coordinates etc. The easiest method of
typing degree symbol in MS Word is to use the key combination of
Ctrl+Shift+@ and then press space bar.
Strikethrough Shortcut Key for MS Word
Learn to create strikethrough shortcut key for MS Word, MS Excel, MS
Outlook etc. Microsoft doesn’t provide any built-in key combination for
the strike through command.

How to Change Default Font in MS Word

It is easy to change default font style, size, color etc. in all the MS
Word documents. You can edit normal.dot template file with the click
of a button.

“When you open a new document, its style is based on a template

called normal.dot. Whatever styles and formatting are set in
normal.dot template —the same gets applied on all the new
documents. Earlier, it was possible to open normal.dot template and
make changes. But now, even better, you can edit this template
without even opening it.”

MS Word: How to Split a Document in

Two Windows
An MS Word document can be split so as to display two copies with
independent scroll bars. It is useful in tasks like editing and tallying in
large documents.

“Remember, once the document is split, some of your actions will

apply to the copy which is active at that moment. To activate a copy,
just click anywhere inside it. However, any editing or formatting will
affect both the copies. For example, if you make some text bold in the
upper copy –the same text will become bold in the lower copy as well”

An MS-Word document split into two copies.

Type In the Middle or Anywhere in a

Document
Now you can type anywhere in an MS Word document. No need to
keep pressing space bar to position typing cursor. This feature is
available in Office XP and above.

“With this feature, Microsoft intended to imitate a paper sheet in MS-

Word. You can write on a paper sheet wherever you want. Now you
can do the same in your computer as well. Say good bye to position
text with the help of spaces!”

Remove All Red and Green Underlines

from Word Document
Learn how to remove red / green underlines showing spelling and
grammar mistakes in an MS Word document. These zigzag lines
show errors. You can remove all the error indicating lines in one go for
a particular document.

“This method is useful because it hides spelling / grammar errors only

in a particular document. It does not completely switch off the spell
checker. Spell checker will duly show errors in all other existing and
new documents that you’ll create.”
Insert Dummy Sample or Lorem Ipsum
Text in MS-Word
Filling dummy sample text as placeholder in an MS-Word document is
a very common requirement. Learn how to use rand & lorem functions
to insert text easily.

“As soon as you’ll type this and hit space or enter –three paragraphs
of sample text (with four lines in each para) will appear in place of this
command. You can even control the number of paragraphs to be
inserted and number of lines in each paragraph.”

MS-Word: Automatically Open Most

Recent Document
For many people it is useful if open the most recently used document
automatically opens when they launch MS-Word. It’s easy enough to
do, let’s see how.

“A box will pop-up and it will ask you to browse or type the location of
the file to be opened. In this case we want to open winword.exe (this
is the file that launches MS-Word). Click on Browse button and go to
the location where this file is located. Once you find it, select this file
and click OK button. Usually this file is located in C:\Program
Files\Microsoft Office folder.”

Go Back to Last Editing Point (SHIFT +

F5)
Learn how to quickly move to the most recent (last) location in an MS-
Word document where you were editing. SHIFT+F5 key combination
can help you.

“for example, lets say, at present you are on page number 14 in your
document and need to paste a paragraph here. The paragraph to be
copied is present in the same document on page number 347. You will
move to page 347 and copy the paragraph. But is there is a way for
returning back to the page where you were working (i.e. page 14)?
Yes, there is a way!.”

Easily Do Multiple Cut Paste Using Spike

MS-Word has a feature that enables you to hold more than one data
pieces in clipboard and then paste all of them in one go. This is cut
paste extended!

“Regular clipboard can hold only one piece of text or image at any
given time. When you copy another piece of data –it overwrites the
data that was already there in clipboard. This is where Spike comes
into the picture. It is an extended clipboard which can hold multiple
pieces of data. Therefore, in case of Spike, incoming data pieces do
not overwrite the existing data.”

Type Indian Rupee Symbol in HTML and

MS-Word
Learn how to type, insert or add the Indian Rupee (indicated as INR or
Rs) symbol in HTML, MS Word, Excel or text document using
Unicode. You can add Indian currency Unicode symbol on computers
with Indic language support.

“Indian government launched new symbol for the Indian currency on

15 July 2010. Earlier, a more general Rs. Symbol was used to indicate
Indian Rupee (INR). From the word processing point of view it was
much easier to type it because both the constituent characters (i.e. R
and s) were available on English keyboard.”

Select Vertical Rectangular Area

Learn to select free form rectangular arbitrary block in MS Word. You
can select a vertical area and also begin selection in the middle of a
line.

“Selection of text is one of the most basic task in MS-Word. You can
issue a lot of commands that work only on a selected piece of text.
Such commands range from simple copy or cut to doing calculations
among a number of other things.”

Selecting arbitrary rectangular block in MS-Word

Password Protect a Document

Setting a password on a file is a good way to keep the content safe
from unauthorized access. Learn how to protect your MS-Word files
with password

“Placing a password on MS-Word document provides a simple way to

keep secret data secret. When a user will try to open a secured file –
password will be asked for. It is as simple as that. This is so easy that
one does not need to be a power user to set password and open
secured files.”

Easily Insert Rows/Columns in a Table

Insertion of more rows and columns is an action often taken while
working on a document. Learn how to do it easily and quickly.

“Tables are among the most often used features of Microsoft Word.
MS-Word offers a great deal of options to design and manage the
tables in a document. In order to create a new table, you need to go to
the Insert tab and use Table button. Then you can drag your mouse
over a grid presented in the resulting menu to select the number of
rows and columns you need for your table.”

Quickly Fill Serial Numbers in a Table

Column
This method can save you time as you can quickly fill the entire
column of an MS-Word table with serial numbers or serial alphabets. It
works in similar fashion to Fill Handle feature of MS-Excel.

“There is a way to fill a column with sequential numbers in MS-Excel –

but there is no similar way available for MS-Word tables. So, I lazily
began to enter serial numbers one by one manually but then I thought
there must be a way to do this tiny task in a more efficient manner.
And I found one. And it turned out to be extremely simple and intuitive
too! Here is how you can do this on click of a mouse and save yourself
time for a coffee break!”
Mail Merge: Format Date Field in
Microsoft Word
Learn how to format a date field while doing Mail Merge. You can
easily have the date formatted as you wish using field codes and
switches.

“When you do Mail Merge and if you are using a date field, sometimes
MS-Word picks date field from source and prints it in a unwanted
format. But, thankfully, we can change the format of date to suit your
purpose.”

MS-Word: Field Codes button

Reverse a List (Order/Sequence

Reversal)
Learn an easy trick to reverse the order of content of a list in MS-
Word. This trick does not use any script or code. It is plain and neat
solution that could save you a lot of time.

“The other day, a friend of mine asked me an interesting question. He

had a Microsoft Word document which contained a long numbered list
of about 200 items. And he wanted the same list in reversed order.
That is, the last item in the list should become the first, second-last
should become second and so and so forth.”

Select text > Click on Insert tab > Table > Convert Te
xt to Table
Change Order of Words by Swapping
Sequence
Learn how to change order (sequence) of a set of words by swapping
them around in Microsoft Word. This is done using regular
expressions (wildcards).

“Sometimes, we need to swap the order of two (or more) words and
change their sequence. Depending upon the size of the document,
this task could turn out to be nightmarish. But with proper use of
regular expressions, you can perform it in a jiffy!”

Find and Replace Numbers, Digits,

Numerals
Learn how to find and replace numbers, digits, numerals in a given
MS Word document. You can find certain numbers or range of
numbers and replace them with nothing or anything.

“At times we find ourselves in a situation wherein we need to find and

replace only numbers (numerical digits) in a given document. It is
quite easy to accomplish using Find and Replace facility given in MS-
Word. Here is how we can accomplish this.”

Create Shorter Column in Two Column

Layout
Learn how to insert a column break in MS-Word to make columns of
different sizes. With this, you can make a column shorter than the
other.
“As per the normal behavior of columns in MS-Word, you have to fill
the first column with content before moving onto the next column. MS-
Word users sometimes, however, want to only partially fill the first
column and move onto the next one. Let’s learn how we can
accomplish this.”

Insert Column Break in MS-Word

Insert Two Columns in a Page

Learn how to insert two column or multiple columns in MS Word
document. This layout gives your pages a more professional look like
that of a magazine.

“Often times, we want to write text in two (or more columns) just the
way they publish text in newspapers, magazines and books. Two
column text is easier to read because readers’ eyes don’t have to
move across the full width of the page.”

Find and Replace Formatting

Learn how to find certain type of formatting and replace it with another
format in MS Word document. For example, you can find all the bold
words and make them italic in one shot.

“People are used to with find and replace facility in MS-Word know
how to find text and replace it with some other text. But it is indeed
possible to find formatting and replace it with other formatting!”

How to Record, Write and Run a Macro

Basic steps for recording, writing and running a macro in MS Word.
The same steps apply for other applications in MS-Office package.

“In order to write a Visual Basic program to run in MS-Office packages

(like Word, Excel, PowerPoint, Access etc) you need an editor.
Microsoft has provided you with one. To bring this editor to the fore
take the following steps.”

Do Multiple Find and Replace

Learn how to write a macro to do multiple find and replace operations
in MS Word in one go. You can change multiple words with this VBA
macro.

“Nowadays, I am working with a lot of Unicode text in MS-Word. All

the pieces of the text invariably need editing. There are some
commonly occurring mistakes which I have to keep correcting in
various documents. So, I thought it would be great if I could run
several find and replace commands in one go.”

Different Page Numbers for TOC or

Preface
Give your document a professional look by using Roman numerals for
Table of Content (TOC) and introduction etc. The rest of the
documents will have separate page numbering.

“To get around this problem, you need to given TOC a section of its
own. Insert a section break at the beginning of the document and then
insert TOC in that section. The main document will remain in second
section. Now you can give different page numbers to both the
sections.”

Make Portrait and Landscape Pages in

the Same Document
Learn how to convert just a few pages to landscape orientation in MS
Word document using section break. Rest of the pages will remain in
portrait layout.

“Big tables, graphs and images sometimes don’t fit into the portrait
layout –but when we try to change the layout to landscape, MS-Word
applies changes to the the entire document. Here is the solution to this
problem”

Make Table of Content

MS-Word can easily create table of content. This is very useful feature
especially you are working on large amount of text, like a book. Learn
how to insert a table of content in MS Word document.

“Such a table is often used by the readers to get an overall idea about
the content of the document as well as a navigation means. In MS-
Word, it is quite easy to create Table of Content (TOC). Many people
who do not know about this feature try to manually create TOC –but
you can imagine how tough such manual process would be.”

Replace Line, Paragraph, Carriage Break

in MS Word
Step-by-step guide on how to remove or replace paragraph breaks.
There is no need to do it manually. MS Word can do it for you!

“the paragraph break or line break is represented by invisible

character (¶) which looks like a flipped P. You can toggle the visibility
of this character by clicking a button given on the Home tab in M
Word. The button bears the same symbol.”

Change Smart Curly Quotes to Simple

Ones
Smart curly quotes provided by MS Word look pretty but can be a real
nuisance sometimes. Learn how to replace them with simple straight
quotes.

“When caught in such a situation, for the life of you, you just somehow
want to get back to straight quotes (it happened with me a week ago –
and that it why this post!). MS Word does not provide a simple way to
toggle between smart and plain quotes.”

Microsoft Word Shortcut Key

Combinations
Learn these MS Word shortcuts. You can work faster with the help of
keys like CTRL+C (copy), CTRL+V (paste), CTRL+A (Select all) etc.
Be a keyboard warrior!

shortcut keys work faster than doing the same thing with mouse.
When you are typing in MS Word, pressing shortcuts is easier
because you don’t have to leave your keyboard and get hold of
mouse.

Remove Leading and Trailing Spaces

A simple method to remove unnecessary spaces before and after
lines in an MS-Word document.

“More often than not I get MS-Word files in which a lot of lines either
begin with unnecessary spaces or they have lots of trailing spaces –
and if it is a really bad case –lines will have both leading and trailing
spaces. Not-so-tech-savvy people use leading spaces to align lines.”

How to Invert, Reverse, Transpose a

Table in MS-Word
Sometimes we need to transpose (invert or reverse) a table in MS
Word. Learn how to change columns into rows and rows into columns
of Microsoft Word table. It can be done with the help of MS Excel.

Transpose function of a table in Excel.

Delete a Document Word File From Your

Computer
Learn how to delete a document or file from your computer. The steps
are same for deleting any kind of file including Microsoft Word
document. Process is almost same for both PCs (Windows) and Mac.

Delete a document from your computer.

Remove Automatic Horizontal Line in
Ms-Word
Get rid of horizontal line that automatically appears when you type
dashes (hyphens) and press enter key. Learn to remove it and
permanently deactivate it.

The first thing that you need to understand about this line is that it is
NOT a line. It is actually a border. This is why you can not select it
with a mouse click and because it is unselectable —you can not press
delete button to remove it.

This is how you can remove automatic horizontal line in MS-Word.

Insert Code Snippets with Syntax

Highlight in MS Word
Learn how to insert code snippets with syntax highlights in an MS
Word document. This method will preserve the color coding and
inserted code blocks will be much easier to maintain.

go to Insert tab and then click on the Object option. A new box will
appear with a list of objects that you can insert in your MS Word
document. Select OpenDocument Text from the list and click OK to
insert the object…

I hope these MS Word tips and trick helped you save some good time
in office. Should you have any questions, please feel free to ask. I will
try my best to assist you. Also, please send me more useful MS Word
tips, if you have any. Thank you for using TechWelkin!
 2

16 Microsoft Word Tips You Need to

Learn Now
Think you know everything about Microsoft Word? Here are some
hidden tricks and time-saving hacks you need to know about
Redmond's word-processing app.

 ByEvan Dashevsky andJason Cohen

 July 10, 2019 1:40PM EST
 F a c e b o o k

 T w i t t e r

 L i n k e d i n

 P i n t e r e s t

 R e d d i t

 F l i p b o a r d

 E m a i l

 C o p y
 Microsoft Word is the most ubiquitous word-processing program on
the market; it's intuitive even for the most technologically il literate
computer users and is backed by the powerful Microsoft Office
suite.

Nudged by cloud-based programs like Google Docs, Word has

evolved over the years with online subscriptions that offer access
on multiple devices, as well as a free, cloud-based version of Word.
But despite the competition, Microsoft's software remains the go -to
tool for producing important docs. And why not? It's dependable,
customizable, and has lots of baked-in functionality you may not
have tried yet. Read on for some semi-hidden treats only power
users know.
View As:

One Page Slides

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Determine Your Readability Statistics

Word has the power to not only judge your grammar and spelling, but
also your writing's complexity. For example, does your writing meet
the comprehension level of someone pursuing a post-grad degree, or
someone still learning their shapes and colors?

Word uses lingual tests such as the Flesch Reading Ease test, which
calculates a score on a 100-point scale. The higher a number, the
easier it is to understand. Office's own documentation suggests you
want a score between 60 and 70.

Additionally, Word will run a similar lingual test, the Flesch -Kincaid
Grade Level test, which will tell you what US grade level a text is
written for; most docs should aim for between 7.0 and 8.0, Microsoft
says.

In order to use this feature, you will first have to turn it on by

navigating to File > Options > Proofing. Then select Show
readability statistics under spelling and grammar. Now when you ask
Word to run a spellcheck, it will also generate your document's
readability statistics.
 

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Highlight a Square Field of Text

Here's a feature that will only be usable in very specific cases. If you
hold down the Alt key in Windows, or the Option key on a Mac, while
you click and drag your mouse, you will be able to draw a box within
the document that will highlight all the characters in that box. If you
ever wanted to create a perfect square of purple text in the middle of
a chunk of text, that's how you'd go about it.
 

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Generate Random Text

If you need to add Lorem Ipsum into your document as a placeholder,

Word has you covered. Just type: =lorem(p,l) and replace the "p" with
the number of paragraphs you want, and replace the "l" with the
number of sentences you need. You can also just include one number
in the parentheses and it will create that many paragraphs. When
ready, place the cursor at the end of the equation and hit Enter to
generate your text.

You can also use random Office documentation gobbled ygook as the
source material for your place filler. Use the equation =rand(p,l)
instead.
 

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Add a Calculator to Word

Word has a built-in calculator that can help you solve equations right
in your document. First, add it to the Word menu by navigating to File
> Options > Quick Access Toolbar and selecting All Commands
from the drop-down menu. Locate Calculate, and click Add to move it
to the Quick Access Toolbar column. Click OK to return to your
document.

You will notice that a small gray circle has been added to the top of
your Word document. Now you can type math equations, and if you
highlight them, that icon will change color. Press the icon and Word
will calculate the answer.
 

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Highlight a Sentence With a Click

To quickly highlight an entire sentence, hold down the Ctrl key in
Windows, or Command key on a Mac, and click the beginning of the
sentence. Word will take care of the rest.
 

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Hop Around to Editing Hotspots

Hitting Shift-F5 will allow you to cycle through the parts of your
document you've recently edited. This trick will even remember where
you were editing last after you re-open a document.
 

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Write Text Anywhere

You can use Word as a whiteboard of sorts and easily place text
anywhere on the page. Just click twice on any place on the page and
Word will allow you to start typing there. Word automatically inserts
hard returns and tabs to allow you to enter text. Avant garde poets,
this function is for you.
 

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Auto-Update Date & Time

Sometimes you have a document you use again and again, updating
only a few key details. If this happens to be a document like a letter
that includes the date and/or time, one nifty little trick is to allo w Word
to update the date automatically.
 Under the Insert tab, click the Date & Time button and a pop -up
window will appear. Click the date format you want and then be sure
to click the "update automatically" box in the bottom-right corner. Now
the date will automatically be updated every time you open (or print)
the document.

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Convert to a PDF and HTML Doc

Word makes it easy to convert your doc to a PDF or HTML file. When
you "save as" a file, you'll see a "Save as type" pull -down menu,
which will provide a bevy of options including PDF and Web Page.

Note that the Web Page function can include a lot of extra code. This
won't necessarily affect the page, but can make things a little messy if
 you need to change anything. Another option is to use a free
conversion site like Word to Clean HTML, which—as the name
implies—will create HTML code from text that is directly copied and
pasted from a Word doc.

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Change Capitalizations the Easy Way

You can easily change the capitalization of any text with a click of a
button. Highlight a selection and click on the "Aa" pull -down menu to
alter your text between sentence case, all uppercase, or all
lowercase. You can also make every word start with a capital letter
and toggle between cases.
 

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Show Hidden Characters

If you are working on a complex document with different styles,
columns, and formats, editing can quickly become a tedious exercise.
The best way to see what's going on with your document's formatting
is to make all the invisible marks (hard returns, soft returns, tabs,
spaces) visible. Press Ctrl-Shift-8 in Windows or Command-8 on a
Mac.
 

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Replace Invisible Characters and Formatting

The Find and Replace tool in Microsoft Word is a lifesaver. You can
quickly and easily make mass changes without having to hunt and
peck for every instance of something you need changed. But you can
also do a Find and Replace for the hidden characters in your
document.

Click on the Find and Replace button in Word, then click More in the
dialogue box. Click on Format to search for formatting in your
 document—the pull-down menu includes margins, font, styles, and
line spacing. So you could, for example, search and replace a green
font with purple font. Click Special to search for special characters
(em dash, white space, etc.).

You can also insert commands into the text field to search formatting
and characters directly. Use ^p^p to search/replace double spaces,
and replace them with ^p for single space. You can also use ^t to
search for tabs, ^# to search digits, ^$ for letters, and ^w for any
white spaces.

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 Insert Objects into Word
If you ever feel like your document could use a little something added
to the body copy, Word allows you to insert objects directly onto the
page. Click Insert > Object to open a dialogue box that shows you
what you can add. This is how you would add a chart to your doc, but
you can also embed a PDF or an Excel spreadsheet as well.

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 Insert Equations
You can add complex math equations into Word by click Insert >
Equation, and then selecting the equation you wish to add. Once it
has been inserted into your doc, you are free to change formatting or
replace letters with numbers.

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Protect Your Document

Word has a fair amount of built-in protection that will encrypt your
writing. Click File > Info to manage viewing and editing permissions,
enable password encryption, and create a password for the doc.
14+15+256+14596