Best Time Saving tips and tricks for Microsoft Word

We use PCs for a huge range of tasks, but just about everyone uses a word processor on a regular basis. Whether it’s to write a report, a dissertation, that novel you’re working on, or a business plan, all of us can benefit from learning the many shortcuts and tricks for getting things done quicker in Microsoft Word.

From basic shortcuts that everyone should know to more advanced features, such as tracking changes when you’re collaborating on a document, you’re sure to find something here invaluable.

You might find our list includes a few tips you already use, but we hope everyone finds at least one trick that saves them time.

1. Use keyboard shortcuts

If you tend to use the mouse for everything, from making text bold to opening and saving documents, learning shortcuts will save time. Try Ctrl, B for bold and F12 for Save As.

2. Use and customise AutoCorrect



Word can automatically correct words you continually type wrong. Go to File, Options, ‘Proofing and AutoCorrect Options’. Use the ‘Replace Text as you Type’ box to set up personalised auto corrections.

3. Customise the Ribbon

The Ribbon interface hasn’t been universally welcomed by Office users, but customising it may help you to find what you need. Choose File, Options, Customise Ribbon. You can also customise the Quick Access toolbar.

4. Master F4

The F4 button repeats the last command you issued. If you’ve just deleted a line, you can move to a new point in the document and use F4 to delete that line. If you’ve just chosen a font style, select a new area and use F4 to apply it again.

5. Make templates

If you frequently write letters, create a letterhead template. Templates save you from having to retype the same text time and time again. Make a folder in which you can store templates for all the various documents you create.

6. Use the Thesaurus



If you have used the same word several times or simply want to find a term that better describes what you mean, look to Word’s built-in Thesaurus for advice. Highlight and right-click a word or phrase, then choose Synonyms, Thesaurus.

7. Track Changes

If you’re collaborating on a document with colleagues, you can keep an eye on their modifications using Track Changes. Click Review, Track Changes. You can also use the Review menu to add comments to documents.

8. Speedy editing



If you need to quickly find a word or phrase in a document, click Home, Editing, Find. Enter your search term and click Find Next. Use Replace to change all instances of a word or phrase to whatever you specify in the Replace with field.

9. Tweak margins



If you need to fit the entire document on to a single sheet of paper and it’s just too long, tweaking the paper margins may fix your problem. Click Page Layout, Margins and try the preset Narrow margins or specify a custom size.