Tips for Managing Microsoft Word Like a Professional

How could it be otherwise, its developers are fully aware of all of this, so they improve it frequently. But with everything and with him, it is a software which at this stage is already full of functions among its many configuration menus. Moreover, as we have already mentioned on occasion, this is an app that has features that we don't even know about. All this despite working with him for a long time.

Although at first some think that we are dealing with a simple word processor, the truth is that Word, on top of that, goes much further. Much of this is due to the large number of additional features and options that it presents to us. Therefore, in these same lines we will talk about a series of Tricks that you need to know in order to get the most out of the app. And it is a program which is not only used for writing, but one can also include a multitude of multimedia elements which complete the text.

By this we mean using things like photos, graphics, videos, rich text, shapes, screenshots, tables, etc. In addition, and how could it be otherwise, we must be able to achieve retouching or adaptations so that they are fully integrated into the document in which we are working.

Essential tips to know about Word

That is why in these same lines we are going to talk about a series of useful Word tips so that you can get the most out of the program as such.

Change upper case to lower case and vice versa

More than when creating, when editing other people's texts, we may find ourselves faced with the situation that we need to change an entire text from uppercase to lowercase . This is something that can also be done the other way around, so we're going to avoid having to type all the text again. For this, the Microsoft program presents us with a simple trick that allows us to do it in a few seconds. We just have to select the text that we are going to modify and in the Start menu, click on the icon that shows an upper case A and a lower case. This will allow us to do the conversion, so we choose the option we need at that time.

Generate texts randomly and automatically

In case we need to do some sort of test within Word documents and we need to generate multiple paragraphs, there is no need to write them by hand. We tell you this because the program has a function that allows us to create paragraphs in an automated way. So, just type the order = rand (number of paragraphs, number of sentences) so that the text appears on the screen by magic. For example, if we write in our document Word = rand (5,7), it will save us a lot of time in some cases by creating a total of five paragraphs consisting of seven sentences each.

Enrich your texts with intelligent searches

When we work with our documents Word , it is clear that we want them to be as precise as possible, especially if we are going to present them to others. Therefore, it is possible that we come across words the meaning of which we do not know. It is clear that this is what serve Google and its research, but we can solve it in a more direct way.

To do this, we'll show you how to find the meaning of a word without having to quit Word. We do this by right-clicking on the word we are going to process and selecting the option Smart search . Then we will see how a new panel appears on the right side with the results obtained.

Find and use synonyms in your Word texts

As in the previous case, the use of synonyms is also interesting to make the text more complete and richer. This can happen if we are working on a very long document, where many times we see that we are repeating a certain word a lot. Having said that, this program us will also help find synonyms efficiently and quickly.

Here we select the word that concerns us and right click to, in this case, opt for the Synonyms menu option. Then we will see that a list appears on the screen with several options where we choose the one that interests us.

Get the most out of your word processor

Add watermarks to your documents

These are items commonly used in media items such as photos or videos. Thus, these watermarks allow us to mark these files as our own and inform the rest of those who view them. However, this same task, how could it be otherwise, we can also do it from Word. With all of this, we were successful in preventing other people from copying our documents and make them theirs.

Therefore, as we mentioned, the program allows us to add a filigree to our personal document. This is something we do from the Design menu option, where we look for the section called Page Background and there we will see the Watermark option. Here we can already choose one of the default settings or add our own and custom.

Translate documents directly from Word

This is something that is becoming more and more common, we evoke the possibility of having to work with texts in another language . At the same time, we may find ourselves faced with the situation that we have to create ourselves in another language, so this program offers us the possibility of traduire directly the whole document in Word , or part of it.

As you can imagine, this will be of great help to us and can save us a lot of time. To translate a text from the same Word, we select it and we go to the Revision / Language menu option. Then we will see a button called Translate, where we choose the language we want to work with, either for the whole file or for just a part.

Protect your documents with a password

Safety is something that has grown in importance in recent years, more since the arrival, to stay, of Internet . And do we many times send and share all kinds of files including Word. Therefore, when the case arises, it may happen that one wants to protect a Word document with a password so that no one can open it and access the written texts.

Therefore, below we are going to show you how to achieve all of this. The first thing we do is, when you save the document as such from the File / Save As option, take a look at this window. And is that at the bottom of it we will see a drop-down list in Tools, where we will choose General Options. Then a new window open to where we can now specify the corresponding passwords for that specific document.

Increase or decrease the font size with these shortcuts

When generating our own text documents, depending on their structure, we sometimes use of fonts larger and others smaller. That's why Microsoft itself wants to make these tasks easier, allowing us to quickly increase or decrease the font size.

For all this we can use two key combinations that will allow us to do what we're talking about. If necessary, we need to select the text we want to work with and press the Ctrl + Shift + keys On the other hand, in case we need to reduce it, we will use the Ctrl + <combination.

Avoid distractions by using Word's reading mode

Usually, this is an office program that we use to create our own texts, but also to revise and edit them. That is why, in the event that we need full concentration, the program presents us with the so-called word reading mode to avoid distractions. At this point we will tell you that this is a view mode in which we will see the document we are working in, but as if it were a web page.

As you can imagine, this eliminates a good deal of the program's customizable menus and options, which avoids items that might distract us during the process. lecture . Therefore, let's say if you want to enable this feature, you can do so from the View / Playback mode menu. At the same time, you should know that by operating in this way, although many elements of the program disappear, the viewing area is also enlarged. You should also know that from there we will not be able to directly modify the texts.

Download all photos from a Word document to a folder

As we mentioned earlier, Microsoft Word allows us to work with a fair amount of media. These will allow us to greatly improve and enrich the documents we create with the office application. This is the case, for example, of graphics , shapes, tables, videos or pictures. Specifically in this section we will focus on the latter, photos, perhaps the most used type at the moment.

So, if we need to download all the images in a Word document at once, we will show you how you can achieve it. Therefore, in this case we will go to the File / Save As menu option. Of course, we will now select the option to save as filtered web page . With this we get that the program creates a folder in which all the files of the images that were there will be stored independently.

Write text anywhere in the document

Usually, when creating a new text document from this program, we usually do it by completing entire lines, paragraphs, and pages, or nearly so. This is the norm in most cases. But of course that's not always the case, so once again guys from Redmond have thought of everything and allow us to write anywhere in a document. Obviously, this is something that we can do by introducing spaces, tabs or intros, but we'll do without that.

This way, if necessary, on any blank part in which we want to start writing directly, we will only have to click twice with the mouse. Then we can start writing the text from that specific position. Of course, for this we can also use the useful text boxes that we find in the menu Insert / Text box, but this system that we tell you is faster.

Instantly repeat the last action performed in Word

The functions and modes of use that a program as comprehensive as Microsoft Word allows us to achieve in the middle of 2020 are numerous. Most of them are "hidden" behind menus and submenus of the program itself, or after certain key combinations. Say that sometimes, to access some of these features , we have to move on your options too much, which can be a bit awkward.

So much so that if you have to repeat the same action over and over again, working with the program can get really boring. Therefore, we are going to tell you that you have the option to repeat the last function executed, simply by pressing a key . As you can imagine, it can save us a lot of time and effort, which we can achieve just by clicking F4 .