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Microsoft Word – Some Helpful Tips to Improve Efficiency!

When it comes to word processing Microsoft Word is still the ‘go to’. Whilst most people know how to use the product few can claim to know it inside out.

There are far too many hints, tips and shortcuts for us to detail each one, so we have carefully selected a few to tell you about.

Utilising Shortcuts.

There are many shortcuts to use within Microsoft Word, the most common ones are, copy, cut, paste, and select all. Short cuts are amazing for working more quickly and efficiently. Besides the commonly known shortcuts here are some examples of things you can do using the more unfamiliar ones.

Working on documents with desktop word -

Open a document: Ctrl + O

Create a new document: Ctrl + N

Save the current document: Ctrl + S

Close the current document: Ctrl + W

Move to end of the document: Ctrl + End

Move to the beginning of the current line: Home

Move one word at a time: Ctrl + Left/Right Arrow

Dark Mode.

Dark mode is great for reducing eye strain and allows you to work in the dark or later at night. So instead of being blinded by a plain white document, most if not all white is turned black and text is turned from black to white. This significantly reduces the light produced by your screen and allows you to work without having to squint. To allow dark mode you need to click File, then Account and you will see the Office Theme as colourful. You have a few options to choose from such as Dark Grey, Black and White.


Clipboard is a helpful tool in the ribbon of your word document that physically resembles a clipboard. It remembers all the content you copied within the document. It will display the content once clicked on the right-hand side of your screen.

The content will be displayed chronologically.

Once clicked the clipboard will paste the selected content where your insertion point is.

You can click the content as many times as you want and in any order you want. This is great for copying lots of different paragraphs and rearranging your document without having to move them all manually and individually.

Smart Search

Anytime you highlight a word or phrase and right-click it, you will see “search” next to a magnifying glass. This feature is also displayed at the top of your document with the shortcut displayed (Alt + Q).

With Smart Search you can not only search for actions using words such as copy which displays functions using copy, it also allows you to find the word “copy” throughout the entire document.

An even cooler benefit from this feature is that you can use it to search the internet for the word you have highlighted. When utilising this feature, I am greeted with all the content that would be the result if I googled it.

Converting Photo or Text PDF.

Opening a PDF document that you originally cannot edit with Word you will be prompted that Word will convert your PDF file into an editable document.

Word then converts the document into a normal word document to allow editing to all text from the PDF.

If a picture or photo PDF with text included in the photo is converted, all the text from the photo will be extracted and displayed in the same format ready to be edited.

This is useful for contracts containing signatures, logos, and even images such as custom company borders.

Contact us at or 01953 857980 for a free audit and friendly discussion on how we can help.


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