Microsoft Word has lots of features. If you are like many people, you know just enough to get by. After all, it is easy to get started using Word without learning every little detail. The rub is you are overlooking tips that will save you a lot of time and frustration. Why keep working so hard?
Here are 15 of Word’s most commonly overlooked, time-saving features.
Microsoft Word’s ruler is an easy-to-use tool for adjusting page margins, indents, and tabs. To show the ruler, go to the Ribbon, View tab, Show group, Ruler selection box. (With Word 2010 and prior versions, you also can click on the tiny View Ruler icon directly above the vertical scroll bar at the right of the document.) Clicking the Ruler selection box places rulers at the top and along the left of the document window.
In the following video, Nancy Dugan explains how to use the ruler.
2. Tabs and Indents
Tabs and indents make it easier to horizontally arrange text. The easiest approach to setting tabs is to use the Ruler (as discussed above).
In the following video, Nancy Dugan provides more information on using tabs. She shows how to use both the Ruler and the Tabs window. She also illustrates how to add leaders.
In the following video, Scott Hanselman offers more advice regarding tabs and indents.
3. Line and Paragraph Spacing
Microsoft Word provides broad flexibility controlling vertical spacing between lines and paragraphs.
In the following video, GCFLearnFree.org explains how to adjust line and paragraph spacing.
4. Line Breaks
There are times when lines of text break at the wrong place. To control line break, go to the Ribbon, Home tab, Paragraph group, Line and Page Breaks window. Available controls include:
- Window/Orphan control – This prevents a single line of a paragraph from being left alone at the bottom or top of a page
- Keep with next – This eliminates the need to add multiple paragraph marks, section breaks, or other cumbersome controls to keep text together on the same page
- Keep lines together – This prevents lines from separating
- Page break before – This adds a page break directly before the cursor
In the following video, Nancy Dugan shows how to use the “Keep with next” command.
5. Enter and Shift-Enter Keys
Microsoft Word makes a distinction between line breaks and paragraph breaks. In the following video, Nancy Dugan discusses the difference between the two using the Enter and the Shift + Enter keys.
6. Page Breaks
In addition to line breaks, Microsoft Word provides other ways to control where pages begin and end.
The following video, by GCFLearnFree.org, shows how to control page and section breaks.
7. Keep Words and Numbers Together
There are times when you need to keep words or numbers together on the same line. Microsoft Word uses the following special characters to do this:
|Ctrl + Shift + Space||Adds no-break space|
|Ctrl + Shift + Hyphen||Adds no-break hyphen|
In the following video, Nancy Dugan shows how to use the nonbreaking space and nonbreaking hyphen.
You can find more information on the no-break space at: https://en.wikipedia.org/wiki/Non-breaking_space,
while more information on the no-break hyphen is at: https://en.wikipedia.org/wiki/Hyphen#Nonbreaking_hyphens
8. Cursor Movement Keys
It is always possible to use your mouse to move around in a Word document, but keyboard controls usually are faster and more accurate. Here are some of the most useful ways to move your cursor.
|Ctrl + Left Arrow||To the left one word|
|Ctrl + Right Arrow||To the right one word|
|Ctrl + Up Arrow||Up one paragraph|
|Ctrl + Down Arrow||Down one paragraph|
|End||To the end of the current line|
|Home||To the beginning the current line|
|Page Up||Up one screen|
|Page Down||Down one screen|
|Ctrl + Page Down||Down one page|
|Ctrl + Page Up||Up one page|
|Ctrl + End||To the end of the document|
|Ctrl + Home||To the beginning of the document|
In the following video, Nancy Dugan discusses some of these shortcut keys, as well as the Delete, Ctrl + Delete, Backspace, and Ctrl + Delete keys.
The following table provides less frequently used cursor movement keys.
|Ctrl + Alt + Page Up||To the top of the screen|
|Ctrl + Alt + Page Down||To the bottom of the screen|
|Shift + F5||To the location of the previous revision|
|Shift + F5, immediately|
after opening document
|To the location of the last revision made before the document was last closed|
9. Find and Go To Commands
You also can move around a document by using the Find dialog boxes. Press Ctrl + F or go to Ribbon, View tab, Show group, Navigation Pane selection box. Then type the desired search text.
Another way to move around is to use the Go To window. Access it by using the Ctrl + G shortcut. From the window you can jump to a specific page, section, line, footnote, endnote, table, graphic, or other location.
10. Using the Keyboard to Select Text
Another way to save time is to use your keyboard to select text.
In the following video, Nancy Dugan shows how to use your keyboard to efficiently select text in Microsoft Word.
11. Special Characters
When needing to type special characters, you can use the Ribbon, Insert tab, Symbols group, Symbol window, but a faster method to access commonly used special characters is through shortcut keys. Nancy Dugan discusses these shortcuts in the following video.
12. Headers and Footers
Headers and Footers add a professional touch to your document. In the following video, Scott Hanselman discusses how to add and control them.
Microsoft Word provides the means to break complex documents into Sections. The controls are rather difficult, but Scott Hanselman does a good job discussing Sections in the following video, which uses the example of changing from portrait to landscape layout midway through a document. You also can use sections to change the page size, margins, headers, footers, page numbering, and more.
Microsoft Word makes it easy to add cross references to a document. On the Ribbon, go to the References tab, Captions group, Cross‑reference window or to the Insert tab, Links group, Cross‑reference window.
In the following video, Bill Kulterman shows how to add cross references.
Styles are essential to using Microsoft Word efficiently. For the many ins and outs of Styles, see my article at: https://www.toweringskills.com/writing/microsoft-word-using-styles/
For more information on Microsoft Word see the following resources by the Goodwill Community Foundation at their website GCFLearnFree.org:
- Word 365, 2019, and 2016, https://edu.gcfglobal.org/en/word/
- Word 2016, https://edu.gcfglobal.org/en/word2016/
- Word 2013, https://edu.gcfglobal.org/en/word2013/
- Word 2010, https://edu.gcfglobal.org/en/word2010/
- Word Tips, https://edu.gcfglobal.org/en/word-tips/
Another resource is Microsoft’s training at: