5 Microsoft Word Tricks That Revolutionized My Workflow





Microsoft Word is an important part of most of our daily working lives, but that doesn’t mean we always use it for all it’s worth. Over time, Microsoft has added new features that make Word more robust, but you don’t always get a glimpse of new features or even those useful hidden tools.

To improve your workflow when using Microsoft Word, here are five tips that have dramatically improved my time with the application. Over the years, these have saved me time, reduced the risk of errors, and improved my efficiency in using Word.

Track only your changes

Just Mine for tracking changes in Word.

If you collaborate with others on your Word documents, you might be familiar with Track Changes. This handy feature lets you easily see everyone’s additions or changes to the document.

With a late 2021 Word update, Microsoft added the ability to track only your changes. For times when you don’t need everyone to keep track of theirs and just want to see yours, this is a nice feature.

Step 1: Open your Word document and navigate to the Review tongue.

2nd step: Click it Monitoring drop-down arrow.

Step 3: Then click on the Track changes arrow and select only mine.

You can then make changes to your document, add comments, and accept changes you make yourself without your collaborators being involved.

Get more out of the clipboard

Clipboard task pane in Word.

The Office Clipboard is a feature that you can use in other Office applications like Excel and Outlook in addition to Word. With it, whatever you copy stays on the clipboard until you copy something else.

What makes the clipboard such a useful tool is that you can reuse up to 24 items in its history. This includes text as well as images. Also, it works if you use To modify > Copyright-click and Copyor the keyboard shortcut CTRL+ VS.

To view the clipboard, navigate to Residence and click the Clipboard dialog box launcher. It’s the little arrow in the lower-right corner of the Clipboard section of the ribbon.

You will see the Clipboard task pane open on the left side with a list of items you have copied. Select an item to paste it into your document. You can also click the arrow to the right of an item and select Dough or, to delete it, select To delete.

At the top of the task pane, you will see additional actions to paste all or Erase everything articles, both of which are practical.

It’s a real time saver if you often use copy-paste actions in your Word documents.

Insert random text for placeholders

Check random text in Word.

If you’ve ever had to spend time creating a document without the text, you’ll appreciate this next tip for Microsoft Word. You can type a single line and Word will insert random text for you. This is great for placeholders until you have the text you need.

There are two ways to add this text to your document.

Method 1: For random text, where P is the number of paragraphs and S is the number of sentences you want, type the following:

=RAND(P,S)

For example, =RAND(2,3) gives you two paragraphs of three sentences each.

Method 2: For lorem ipsum (common placeholder text), type the command below. Like RAND, use numbers for the number of paragraphs (P) and sentences (S) you want to insert.

=LOREM(P,S)

So, =LOREM(4,2) gives you four paragraphs containing two sentences each.

Immediately after typing the command, the text will appear in your document, ready to be used as a placeholder in your template or Word document.

Save and reuse text, images, etc.

Quick Parts and AutoText in Word.

Anytime you can reuse something when creating a document, like the clipboard above, that’s a welcome feature.

Microsoft Word offers Quick Parts and AutoText that work similarly, allowing you to save and reuse text, pictures, tables, signatures, and other items. If you find yourself typing or inserting the same thing over and over again, these tools are for you.

Step 1: Select the text, image or any other item you want to save.

2nd step: Go to the Insert tab and click the Quick Parts drop-down arrow.

  • To save it as a Quick Match, select Save selection to quick parts gallery.
  • To save it as an AutoText entry, skip to Auto text and select Save selection to AutoText Gallery.

Step 3: In the popup that appears, you can give it a meaningful name, choose which gallery to save it to, add a category, and fill in any other details as you wish.

Step 4: Click on OKAY to save your entry.

When you’re ready to use your saved selection, place your cursor in the document where you want it. back to Insert tab, click the tab Quick Parts drop-down arrow and choose the item. It then appears in your document at the location you specified with your cursor.

The main differences between Quick Games and AutoText are that AutoText is part of the Quick Games feature and they each have their own gallery for saved items.

Whichever one you decide to use, or maybe both, you’ll appreciate this awesome way to save time and reduce errors in retyping or reading the same content.

Capture and insert screenshots

Word screenshot tool with open windows.

Another productivity tip for Word worth mentioning is the screenshot tool. With it, you can quickly and almost effortlessly insert a screenshot into your document. You can choose another open window on your desktop or insert a screenshot of something you capture manually.

To use the tool, go to Insert tab and click the Screenshot drop-down arrow.

At the top of the box you will see the other open windows. Select one to insert into your document, then format or edit it like any other image in Word.

Alternatively, you can capture a specific part of your screen or another window. To select Screen clipping. You will see your cursor turn into a crosshair. Drag to capture the part you want and release when you’re done. The clip will automatically appear in your document as a static image.

When you need screenshots from your computer, you can eliminate the need to open a screen capture tool, capture what you need, resize and save it, then return to the document for the insert. Just use Word’s built-in screen capture tool.

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