8 Essential Writing Tips for Microsoft Word

689027 8 Essential Writing Tips for Microsoft Word

Microsoft Word is one of the most popular and widely used word processing software. With its user-friendly interface and powerful features, Word enables users to create professional documents with ease. However, many users do not utilize the full potential of Word and end up spending a lot of time formatting and editing documents.

In this blog post, we will share 8 essential writing and formatting tips for Microsoft Word that can significantly improve your productivity. Whether you are a student working on assignments or a professional creating business proposals, these tips will help you save time while working on Word.

1. Use Styles for Consistent Formatting

One of the most useful yet underutilized features of Word is styles. Styles allow you to define formatting settings like fonts, font sizes, paragraph spacing etc. and apply them with just a click.

To use styles:

  • Click the “Home” tab
  • In the Styles group, click on the style you want to apply

This will instantly format the selected text as per the style. You can also modify existing styles or create new ones to suit your needs. Using styles ensures consistency across your document and makes global formatting changes a breeze.

2. Set Default Font and Paragraph Settings

Tweaking fonts and paragraphs each time you open a new document can be tedious. Instead, you can configure default settings for all new Word documents you create:

  • Click the “Home” tab
  • Click the dialog box launcher in the bottom-right corner of Font/Paragraph group
  • Choose the desired settings under “Default” section
  • Click “OK”

Now, these settings will apply by default in new documents saving you time.

3. Use Document Templates

Creating structure for complex documents like reports, proposals etc. from scratch can be difficult. Leverage professionally designed Word templates to get a headstart.

Word offers a wide variety of templates for letters, resumes, reports, newsletters and more. Simply search for the template you need from within Word and build your document by adding your content.

4. Track Changes

When collaborating with others on a document, Word’s Track Changes feature is invaluable. It allows you to clearly see additions, deletions and comments made by others.

To track changes:

  • Click “Review” tab
  • Click “Track Changes”
  • Add/edit document content

You can choose to accept or reject changes later. This simplifies collaborating with others.

5. Use Keyboard Shortcuts

Mastering keyboard shortcuts for frequently used actions can save you a lot of time. Some useful ones are:

  • Ctrl + B – Bold selected text
  • Ctrl + I – Italicize text
  • Ctrl + U – Underline text
  • Ctrl + Z – Undo last action

Make an effort to learn shortcuts for the editing actions you perform often to improve productivity.

6. Translate Text

If your document contains text in a foreign language, don’t waste time switching between Word and Google Translate!

You can instantly translate selected text to another language from within Word:

  • Select text and right-click
  • Choose “Translate” option
  • Pick target language in sidebar

This built-in integration with Microsoft Translator makes translations quick and easy.

7. Focus on Writing with Focus Mode

Eliminate on-screen distractions and focus solely on writing with Focus Mode. It hides all interface elements like Ribbon and focuses the screen on the document.

To activate:

  • Click “View” tab
  • Click “Focus Mode”

You can exit Focus mode anytime. This is great for minimizing distractions.

8. Check Accessibility

Ensure your Word documents are accessible to people with disabilities by using the accessibility checker:

  • Click “Review” tab
  • Click “Check Accessibility”
  • Resolve any issues highlighted

Making your documents accessible improves usability for everyone.


Mastering these essential Microsoft Word tips for formatting, editing, collaborating and accessibility will boost your productivity significantly. Use styles for faster formatting, customize defaults to suit preferences, utilize templates and keyboard shortcuts to save time, collaborate better with track changes and translate text instantly without leaving Word.

Implement these tips in your next Word document and transform how you write!

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[2] https://www.techrepublic.com/article/10-plus-advanced-formatting-tips-for-word-users/
[3] https://www.youtube.com/watch?v=W7scmEr1KPU
[4] https://www.microsoft.com/en-us/microsoft-365/business-insights-ideas/resources/12-real-time-document-collaboration-tips
[5] https://www.pcmag.com/how-to/24-microsoft-word-tips-to-make-your-life-easier
[6] https://www.youtube.com/watch?v=Fvrtt0h84Mg
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[11] https://www.youtube.com/watch?v=LxgheItBIzQ
[12] https://support.microsoft.com/en-au/office/collaborate-in-word-b3d7f2af-c6e9-46e7-96a7-dabda4423dd7
[13] https://www.youtube.com/watch?v=o-ZArflv5Is
[14] https://www.youtube.com/watch?v=L7plC-_zujk
[15] https://www.meridianoutpost.com/resources/articles/tips-and-tricks-microsoft-word.php
[16] https://support.microsoft.com/en-au/office/collaborate-on-word-documents-with-real-time-co-authoring-7dd3040c-3f30-4fdd-bab0-8586492a1f1d
[17] https://xodo.com/blog/ms-word-tips-writing-editing
[18] https://support.microsoft.com/en-gb/office/format-your-word-document-fb9ef2d6-e2ad-4721-abc1-55f88864617f
[19] https://www.zdnet.com/home-and-office/work-life/for-efficient-document-collaboration-try-these-tips/
[20] https://www.popsci.com/diy/microsoft-word-tips/
[21] https://www.wikihow.com/Format-a-Word-Document
[22] https://guides.law.sc.edu/wordfundamentals/collaboration
[23] https://www.businessinsider.com/guides/tech/microsoft-word-tips-and-tricks
[24] https://support.microsoft.com/en-us/office/add-and-format-text-2e76a31b-a6d6-4b4e-95c2-fb780e3ac8d3
[25] https://maven.com/articles/word-tips

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