Some of us, especially students, have been using Word for half our lives, but … Do we really know all the tricks that this Microsoft Office program has? The truth is that it is very difficult to know the fifty tricks that Word hides today.
Many of these tricks are well known, others are hidden even from Word itself, since it requires special permissions and changes some settings. Leaving aside the verbiage, we are going to discover each and every one of the tricks of Microsoft Word.
12 online Office courses
Recover an unsaved document
This trick deserves the name of salvation, since a few days ago we did a very extensive article in which we explained the different ways to recover a Word file that we had lost due to not having it saved.
In that same article we explain how to save a Word document automatically , and also manually, as well as how to locate Word backup copies.
Another important piece of information is to activate the Word autosave , a gesture that costs nothing and that can save us hours of work.
Translate a document
Not all of us have a good level of English, so an extra help never hurts. To translate a Word document, we must click on “Review” , then on “Language” and finally on “Translate”.
Here we can translate a complete text, or only the selected part, to another language with ease. It even allows us to go from Spanish to the language we want.
Word Online: how to edit a document for free and online
Write secret messages
Word allows us to write secret messages in the document, but of course, the other person must know that this secret text exists and must know how to decipher it.
To be able to write a secret text, we just have to write normally and the part that we want to be “secret”, we select it and click on “Search” and then on “Replace”.
We will simply be replacing words to hide certain information so that the Word document falls into the wrong hands.
Change the icon of our mouse pointer
It’s an old trick that we’ve always liked, and we wanted to give it its place in this compilation of Word tricks.
The pointer changes from a white date to the old Office icon. This trick only works for Word, once the pointer leaves Word, it is a white arrow again.
To change the pointer we must press this combination of keys: Ctrl + Alt + the “+” symbol on the numeric keyboard. We get a dialog box to customize the keyboard, we just have to click on “Assign” the key combination or on “Remove” if we don’t want the cursor to change.
Create random texts
If we find ourselves in the position of creating random texts for some test, we can use this trick.
We open a new Word document and write this: = rand (#paragraphs, #phrases) . Where it puts number of paragraphs, we put the number of paragraphs we need, and where it puts number of sentences, we write the number of sentences we want. We click on “Enter” and the text appears with the extension we have requested.
Search for a word
This trick is quite useful when we want to look up a word and see how many times it is repeated . This is very good if we are writing a paper for the University, or for a company, and they have asked us to repeat a certain word X times.
To do the search we just have to click on the magnifying glass icon and write the word we want to find, as shown in the upper screenshot.
Find synonyms
And searches are the thing. With this trick we will be able to find all the synonyms of a word without leaving Word. To do this, we must click on “Review” and then, on the left, in the task bar, locate “Synonyms”.
This will be how Word will show us all the synonyms of the word that we have previously written in the search engine. The results will come out in the form of a list and if we have selected the word for which we are looking for a synonym and we select the synonym, we can click on the “Insert” option.
Another way to search for synonyms is to select the word in question and click on it with the right button, so we will see the option of “synonyms” and some of them will be shown.
Search for a meaning on the Internet without leaving Word
Sometimes, while reading a Word document we don’t understand some words, and instead of opening a Google window, we can search for it within the Word program itself.
To do this we must select the word and click on it with the right mouse button . There a menu opens and we choose the “smart search” option .
To the right of the Word document, a menu opens where the meaning of said word appears and also options to search Bing, Wikipedia, Spanish, etc.
Change font size quickly
If we are writing a text and we do not want to linger too much on the size of the titles, for example, there is a way to change the size of the font quickly:
We just have to select the word , or words, and then click on the icons that are marked in red in the previous screenshot.
You can also change the font size by using Ctrl + Shift + <to increase and Ctrl + <to decrease the size.
Change from uppercase to lowercase or toggle them
This trick is very curious since we can go from having a text in lowercase to having it in uppercase just by selecting it and clicking on the option that we mark in the screenshot below:
Pass text to table
To achieve this we write the words that will go inside each cell, select everything and click on “Insert” (in the task bar) and then click on the option “convert text into tables” . Finally, we indicate the number of columns and cells and accept, so we automatically have our text converted into a table:
Paste plain text
Every image, every video, every text, everything on the Internet has a code that identifies it , which is why copying and pasting without formatting is so useful:
Rearrange lists in Word
Working with Word is the most normal thing in the world, so it is evident that it has certain tricks to make life easier, and among all of them is the possibility of reorganizing lists without cutting and pasting.
More than a Word trick, it is one of those keyboard shortcuts that save us minutes of work: Alt + Caps Lock and to move through the list we use the arrow keys on the keyboard.
Protect a document with a password
If we want to make sure that only the recipient of the document reads the content, we can protect it with a password and to do this, we must do the following:
- When saving the document, we must click on “Tools” and then select the “General options” option .
- Now we enter the password and send the document normally.
You can also protect a certain part of the document
Not only do we have the option to password protect the Word document, but we can protect certain part to avoid modifications. To do this, we must add continuous section breaks and then choose the sections that we want to protect.
To add continuous section breaks we must place the cursor in front of the text that we want to protect and do this:
Layout -> Jump -> Continuous
To see where we have put the continuous section breaks and see which parts we are going to protect, click on the symbol that we mark in the screenshot below and all the text marks appear:
Once we have visible all the text marks and the continuous section breaks, this is achieved by following these series of steps:
Review -> Protect Document -> Restrict Formatting and Editing
Watermark in a Word document
A fairly simple trick that is great to know when we have to deliver a document with a more professional aesthetic.
Write a vertical text
Being able to vary the orientation of a text can help us at certain times such as when making diagrams, or wanting to write something in the margins, or accompany the text with a comment, etc.
This can be done easily with text boxes, inside them we can write in any orientation, in addition, the lines of the square serve as a guide and we can also make them disappear.
- We must click on “Insert” (task bar) and then direct our gaze to the right side and search for “Text Box” .
- Once we have the text box created, a tab called “Shape format” is created (automatically) and we can choose the orientation by clicking on the icons shown in the screenshot below.
Insert a link (put a link)
Word makes our work easier, and more when it comes to making it complete, and by complete we mean, putting links to a word, or phrase.
If we click on “Link” , a dialog box opens that tells us if we want to put an email address, a link to another part of the document or even to a web page.
Embed an online video
Just looking at the screenshot is enough to know how to put videos in Word documents.
Once we click on “Insert” the video appears right in the place where we had the mouse cursor.
Reading mode
It is a readable mode, that is, the document cannot be edited . The text is displayed as if it were a web page, very similar when we have a PDF document open.
When locating this mode, we see that there are several more such as the concentration mode that puts the document with the black background in full screen, the parallel mode to view the 2-sheet document on 2 sheets, immersive reader mode that is prepared to change the color of the sheet, separates letters and words and allows us to visualize by syllables or phrase by phrase.
Write anywhere in the text
How many times have we been frustrated because we wanted to write part of the document in X and it wouldn’t let us. That happened because we did not know this simple trick, and also without using text boxes:
To achieve this, you just have to double-click on the part of the sheet where we want to write.
Eliminate the dialog box that appears when selecting a text
Whenever we select a text, a dialog box appears with certain options, but with a few simple clicks we can say goodbye to that box. If we regret it, we must follow this same step to activate it again, since that dialog box is nothing more than a shortcut or a shortcut to change the color, size, font, etc.
The path to follow is the following: File -> Options -> General and then uncheck the box indicated in the screenshot below.
Manage macros to avoid viruses
Having Word macros active can cause document viruses to affect us, so it is recommended to disable Word macros to avoid greater evils.
The circuit to follow is as follows:
File -> Options -> Trust Center -> Trust Center Settings -> Macro Settings
And then check the box that we show in the following screenshot:
How to insert photos and snapshots into a Word document
With this trick we have 2 options:
- Copy the image and paste it into the document.
- Take this route: Insert -> Images and search for the image on our computer.
Either way, we will be able to insert an image in the part of the document that we want, without much effort, as we have seen.
Move paragraphs without affecting the document
It is not magic, it is a real trick that exists in Word. To achieve this we must go to the “View” tab and then click on “Scheme” . At that precise moment the document becomes an outline where each paragraph begins with a circle. If we click on that white circle, we can drag said paragraph to where we want without affecting the structure of the document in the least.
Format multiple words differently at once
It is a simple trick, but one that very few people know about. In order to change the format to several words simultaneously, the first thing we must do is select the words in question by pressing the “Control” key (Ctrl) and double-clicking on the words with the mouse and then selecting the format.
Delete the Word start screen
We all want to start typing quickly, and when we click on the Word icon, it takes us to the “home screen” . This is where we are given to choose either a blank document or a template, or if we want to do some other management such as opening a recent document. Well, with this trick, we will skip this home screen and access a blank document directly.
File -> Options -> General
Once there, we scroll until we find the option that we indicate in the upper screenshot. We uncheck the box, and the home screen would disappear.
Adjust defaults for a Word document
The default values for a Word document are those settings that cause Calibri 11 and double-spaced left-aligned text, etc., to be activated by default when opening a new document. These settings can be changed by following these steps:
New document -> Styles -> Right click on “Normal” -> Modify
Repeat the last thing we did in the document
Many times we are writing the same word, or making the same change in the paragraphs, changing the font, etc. And we must go change for change, but with this trick, we’ll do it in a second.
To achieve this we must select the text where we want to make the change and press F4 . We remember that, previously, the change should have been made manually, so that Word saves it and thus activates it in each F4 that we press.
Add paragraph separators in 2 seconds
By paragraph separators we mean those asterisks, dash lines, hash marks, etc. that we place between paragraphs to leave them as a sign in the text and include a clarification.
To achieve this, we must put 3 times a dash , an asterisk, a pound sign, or the separator that we want, and then press “Enter” . Automatically, a line is placed as a separator.
Cut and paste in a single gesture and without altering the order
Perhaps, and only perhaps, copying and pasting is one of the most repeated actions when we work with Word. So, if by any chance we want to move several paragraphs and photos in a single movement and without altering their order, we must press this combination of keys to copy: Ctrl + F3 . And this key combination to paste: Ctrl + Shift + F3 .
Can you edit a PDF in Word?
The answer is yes, and it is done like this:
File -> Open -> Choose PDF document -> Edit -> Save as PDF.
Include screen clipping in a Word document
A screenshot, which must then be cropped and edited, is not the same as a screenshot, which we say is a live edit of the screenshot. It is a very useful tool that allows us to cut out the part that interests us without having to do any type of editing.
Well, to include screen clipping, we must follow these steps:
Insert -> Artwork -> Screen Clipping
When we click on “Screen clipping”, it automatically takes us to the last website that we had open and the screen clipping tool is activated.
Can you select text vertically?
Try to select the text from several columns, what is the selection done horizontally? Well, there is a very simple trick in Word that allows us to select vertically, so as not to drag all the text, but only that of the column that interests us.
To achieve this we must place the mouse cursor where we want to start the selection , then hold down the Alt key and slide with the mouse to where we want to select.
Go from text to column
And the thing is columnar, with the following trick we are going to learn how to divide a text into columns.
Arrangement -> Columns -> We choose the number of columns
Put a background image in a document
It is somewhat similar to the watermark, but it is not the same. Put a background photo in a text, we can do it to enhance certain pages by putting the company logo, an image that goes according to the text.
This can be done if we follow these steps:
Layout -> Page Background -> Watermark -> Custom Watermark -> Check “Image Watermark” box -> Choose Image
Customize the Word Options Bar
How? Did you think that the Word toolbar was immovable and invariable? Well, you were very wrong. Ok, it’s true, big changes are not accepted, but we can customize the bar with these simple steps:
File -> Options -> Customize Ribbon
Activate voice typing in Word
In the middle of the year 2020, there are still those who are reluctant to address the electronic devices that surround us with their voice, such as mobile phones, smart television, loudspeakers, etc. Well, with Word we can do something similar and we can dictate a text using our voice and Word writes it to us.
It is a functionality that is active in the newer versions of Microsoft Office 365 and to achieve this we must follow these steps:
Home -> Voice dictation -> Spanish -> Click on the blue microphone icon
Divide the same Word document into 2 windows
It sounds strange, but it is very useful, since it allows us to run two different parts of the same document, or change paragraphs, add images, etc. This trick is quick and easy just press simultaneously: Ctrl + Alt + V .
See the changes that people who access the document make
It is very simple, you just have to write normally, finish the job, send it and when you receive it, open it and click on “Follow-up” .
Save and close all documents in one click
If we do a memory exercise we will remember that some years ago, when we clicked on the X to close, they gave us the possibility to save everything and close. Well, that disappeared, but today we are going to bring back the ability to save everything and close everything with a single click.
File -> Options -> Quick Access Toolbar -> All Commands -> Save All -> Add -> OK
Before clicking on accept, we must also add the “Close all” command. Then we accept, and the new bar appears above the text ready to save and close everything in a single click.
Print documents without viewing them
We like to trust people, so if we are in a hurry, sometimes we do not even read what they send us and more when it comes to “final final work” (Who has not put that name before?).
In order to print, without even opening the document, we must follow this route:
File -> Print
Hide a part of the text so that it does not print
Continuing with the printing of Word documents, we can prevent a part of it from being printed. It is a trick that a priori may seem a bit strange, but it is quite useful if we want to print documents with hidden parts:
We open the document that we want to print -> We select the part that we do not want to be printed -> We right-click and choose “Source” -> We click on “Hidden” -> That part disappears and we can print normally
Crop images without leaving Word
It is something so simple that it is appreciated that Word has this tool. Well, suppose we want to crop an image / capture for whatever reason, we just have to follow these steps:
We click on the image -> We click on the “Image Format” menu that appears in the toolbar -> We choose the “Crop” tool
Customize and add keyboard shortcuts
A very simple system with which we can customize the existing keyboard shortcuts and add a new one:
File -> Options -> Customize Actions Ribbon
Print keyboard shortcuts
This trick has reminded us of when we played GTA 4 that we had all the tricks of weapons, health, vehicles, money, etc. on a sheet of paper. pointed and ready to use. Well now we can do the same, but to lighten the work within a Word document:
Add a check to verify the content
It is about adding the verification check symbol. A symbol that at first glance is not available in Word, but just follow these steps to achieve it:
Insert -> Symbols -> Symbol -> More Symbols
In the dialog box we look for the Webdings source and scroll until we find the verification check.
Save the images in the Word document in a separate folder
Is it a bit of a mess? It may be, but it really is very simple. To achieve this we have to click on:
File -> Save as -> In document type we must choose “Filtered web page”
With this simple process, you will have obtained two files, one normal with the document, and another where only the images of said Word document are found.
Add new fonts to Word
For them, we can enter the web that we find under these lines (the same one recommended by the official Microsoft Office 365 blog itself), and choose the source, or the sources that we want.
Web: DaFont
Once we find the font that we like the most, we download it by clicking on the button on the right and then we locate “C: \ Windows \ Font” on our computer.
- To locate this folder (where the official Word sources are), we must enter the Windows file explorer , scroll down on the left side and click on “Local Disk (C :)” .
- Then click on “Windows”, and search for “C: \ Windows \ Font”. Sometimes just “Font” appears.
- Open the “Font” folder and drag the downloaded font file to the folder we have open.
- Open a new Word document (close the ones we had open) and look for the new font in the corresponding box.
And here come the Word tricks, if we find any more along the way, we will update this article.
