4 Useful Microsoft Word Tips & Tricks You Should Know About

Ads by Google

mswordmanuals   4 Useful Microsoft Word Tips & Tricks You Should Know AboutEver since Microsoft first created MS Word, I’ve been using the software to write articles, college essays, important letters and just about any other document I’ve needed to create in my life.

A lot of people enjoy other word processors, and I would never claim that Microsoft Word is the best one out there. All you have to do is read articles like Israel’s 6 Less Known Free Word Processors or Aseem’s 6 Free Office Suites That Are NOT Microsoft to recognize that there are some amazing and very useful word processors out there.

However, there are over 500 million Microsoft Word users in the world, and it’s still the most popular word processor out there. Because of that, many people often find themselves sifting through the Internet for tips on some of those not-so-easy tasks within Microsoft word.

Today, I’m going to offer 4 of the most useful Microsoft Word Tips that I’ve learned through the years. These include:

  • Placing an image anywhere in a document without ruining text formatting.
  • Inserting page numbering into the footer and starting the numbering over in new sections.
  • Inserting pop-up comments for highlighted text inside your document.
  • Making use of integrated Internet functionality to research selected text within word documents.

I’ve found each one of these techniques to be extremely useful throughout the years, and I’m sure you will too if you haven’t already tried them. For the purpose of this article I’m using MS Word 2003 so that most readers (who likely have later versions) will more likely have all of the features available that are shown in this article.

Ads by Google

1. Placing An Image In Your Document Anywhere You Like

For the purpose of demonstration, I’m using the text from my recent article on how to repair a CD with toothpaste, but I’ve removed the images. Many people just insert images into a word document between paragraphs, since this is the easiest and simplest method to embed images in your document. However, if you want to have images appear within your document like on a typical web page, where the text flows smoothly around the image – it’s possible using a simple approach I call, “playing inside the box.”  Let’s say that you have a word document formatted in the standard way, as shown here.

image1   4 Useful Microsoft Word Tips & Tricks You Should Know About

Now, if you try to just do an Insert -> Picture where the blue circle is located, all of the text gets shoved rudely down the page as your inserted image takes over that entire section of the document. Don’t worry – you can teach your image to play nicely with text by forcing it to: Play Inside The Box.

Start off by inserting a text box (Insert -> Text Box) anywhere on the document, and then move it so that it’s located where you want the image.

image2   4 Useful Microsoft Word Tips & Tricks You Should Know About

Now, right click on it and select “Format Text Box“.  Under the “Colors and Lines” tab, make sure “Lines” is set to “No Line.”  Then, under the “Layout” tab, make sure that “Square” is selected. Click OK, and now your document will look like this.

image3   4 Useful Microsoft Word Tips & Tricks You Should Know About

As you can see, the text box is now invisible, and the text wraps cleanly around it. Just click anywhere inside your invisible text box, insert your image (the box will automatically resize to fit the photo) and you now have a cleanly embedded photo within your document. This technique also works to the right side of the text if you wish as well.

2. Page Numbering Magic

Another thing that many people like to do, especially when writing a multi-part manual or long document, is to number multiple sections of a document starting over from 1. Most people know how to insert page numbers into the footer of a document, but re-numbering starting within multiple new sections can get tricky.

The first step is to create the page numbering format that you want.  For this example, I’m inserting a number in the footer that reads “Page x of x”. You do this by going to View -> Header and Footer, switching to footer and centering the text, and then typing in the text “Page“, then click on the “Insert Page Number” button, type “of” and then click on “Insert Number of Pages” button.

footer1   4 Useful Microsoft Word Tips & Tricks You Should Know About

This is your standard page numbering setup. But what if you want to start over at Page 1 on the next page, to start a brand new section of your document?  First, you need to define the next page as a new section by going to the page and clicking “Insert -> Break” and choosing the “Next Page” section type.

footer2   4 Useful Microsoft Word Tips & Tricks You Should Know About

Now, when you go back into “View -> Header and Footer“, you’ll notice that the footer for Section 2 has the normal continuation of page numbers from the previous section. To change this, when you’re viewing the footer for Section 2 (or the section you want to start over), just click the “Format Page Number” button and change the “Page Numbering” to start at “1”.

footer3   4 Useful Microsoft Word Tips & Tricks You Should Know About

Now your page numbers for Section 2 will start at page 1 and continue on until you create another section break and start the numbering all over again.

3. Pop-Up Comments For Editing or Offering Reader Tips

Another really cool feature that I use in a lot of my own documentation are pop-up tips or comments. You can define specific text to pop-up whenever the reader places the mouse cursor over specific text in the document. You can do this by highlighting the text and then selecting Insert -> Comment from the menu.

comment1   4 Useful Microsoft Word Tips & Tricks You Should Know About

The manner in which Word has you edit the comment is different depending on your version and what page layout you’re in. After you create the comment, whenever the reader reads your document in normal view, the text you’ve commented only appears highlighted. When they roll the cursor over the text, your comment (or tip) pops-up.

comment2   4 Useful Microsoft Word Tips & Tricks You Should Know About

This is an awesome feature for creating a user manual or a how-to document, because you can embed additional information about a term or idea without cluttering the rest of your document with information that not everyone reading it might need or find useful.

4. Researching Selected Text Within Word

The last useful Microsoft Word tip that I’d like to share is one that I use more often when I’m reading someone else’s documents. If you’re reading along, and there’s a particular word or term that looks foreign, or there’s a concept that you’d really like to learn more about – Microsoft Word has an entire research library integrated into it. All you have to do is highlight the text or phrase, right click on it, and select “Look Up…

lookup1   4 Useful Microsoft Word Tips & Tricks You Should Know About

You’ll immediately notice an entire menu bar open up on the right side of the screen with all of the research options available to you, including not only the typical dictionary or thesaurus resources, but also research sites like Factiva iWorks, HighBeam Research, Live Search (now Bing) and more.

lookup2   4 Useful Microsoft Word Tips & Tricks You Should Know About

For each of the research sites like Live Search, the results show up right inside Microsoft Word. If you spot one that may be helpful, you can click the link and go to the site outside of Word. I’ve used this particular feature in Word (particularly the Encyclopedia) many times, and I consider it probably the most helpful embedded tool within Word.

Were any of these tips brand new to you? Or are you an old formatting pro with a few unique tips of your own? Check our more Microsoft Word tips here and share your own tips in the comments section below.

Ads by Google

The comments were closed because the article is more than 180 days old.

If you have any questions related to what's mentioned in the article or need help with any computer issue, ask it on MakeUseOf Answers—We and our community will be more than happy to help.

6 Comments -

Tina

You can also make images play nice using the format picture menu. Simply double-click on any image inside the word document to open the menu. Select the layout tab and then select the matching format, such as tight. This will allow you to move the image around, while the text will adapt to it automatically. Instead of working with a box, you could select square as a format.
Personally, I prefer this over using an additional element, i.e. a box. But maybe I’m missing an advantage of the box?

N Rimassa

Formatting the picture with the tight or square text-wrapping feature is useful until you add elements before the picture. The text flows and the picture stays where you originally placed it, no longer referring to the text OR magic (logically explained by a Word engineer but not by me) moves the picture to another page totally screwing up your carefully arranged text. The anchored text box allows the picture to stay attached to the text AND have the tight text wrap.
Another way to do this is insert a table (two or three columns)and remove the borders. Text can go into one cell, a picture can go into another and if you’ve used 3 columns, more text or another picture can go into the third.

Alexander

Like the suggestions, but you might want to specify which version of Word you’re using. These suggestions don’t work with my 2002 version.

Ryan Dube

Hi Alexander – thanks for your comment. You’ll find in about the third paragraph I wrote: “For the purpose of this article I’m using MS Word 2003…”

Titanium Pen

The comments stuff is new to me.

Magnet Pineapple Fry-up

Good article, but you can actually fix a disk with toothpaste- if you know how to do it properly. Toothpaste is abrasive, and will wear down the plastic layer covering the aluminium foil that holds the data. If you scrub the disk in slow, radial motions, you will erase any scratches, and return the disk to a readable state. It is more wise to buy a professional disc cleaner though, or just to pay someone else to do it.