At the same time as a Microsoft Phrase energy consumer, I am all the time stumbling upon other ways to hurry up my workflow and take advantage of this system’s instruments. Listed below are some nifty methods you must know.

Type lists into order

You may assume that solely Excel can kind your information into alphabetical, numerical, or chronological order. Nevertheless, Microsoft Phrase provides a equally efficient tool for sorting words, numbers, and dates.

Sorting an inventory

To kind a simple record of phrases, numbers, or dates which can be offered in separate paragraphs or bullet factors and never in a desk, choose the info, and click on the “Type” icon within the Paragraph group of the House tab.

A list of names in a Word document is selected, and the Sort icon in the Home tab on the ribbon is highlighted.

Usefully, Microsoft Phrase can kind dates even when they’re written in numerous codecs (like Month DD, YYYY, or MM/DD/YYY).

Within the first drop-down field, select “Paragraphs,” and within the second, inform Phrase whether or not you are sorting textual content, numbers, or dates. Lastly, resolve whether or not you need the info sorted in ascending or descending order, earlier than clicking “OK.”

The Sort Text dialog box in Microsoft Word, with the Sort By, Type, and Order options selected, and the OK button highlighted.

This is the ensuing record of names in my instance, sorted into alphabetical order.

A list of names in Microsoft Word, ordered alphabetically via the program's Sort tool.

Sorting a desk

To kind a desk based mostly on the info in one in every of its columns, place your cursor in any of the desk cells, and click on the identical “Type” icon within the House tab.

A table in Microsoft Word, with the cursor in the first cell, and the sort icon in the Home tab on the ribbon selected.

Subsequent, use the “My Record Has” part on the backside of the dialog field to inform Phrase whether or not your columns have headers. You may then choose the column by which you need to kind your desk—that is the column title if there are headings, or the column quantity if there will not be. In my case, I need to kind my desk by the “Frequency” column.

The Sort dialog box in Microsoft Word, with the 'Header Row' radiobox checked, and the 'Sort By' option changed to 'Frequency'.

Every row is fastened, that means for those who kind your desk by the primary column, the opposite columns may even be reordered in order that the info stays cohesive throughout your rows.

Now, full the remaining fields, and add some other sorting guidelines if required. Lastly, click on “OK,” and recognize your newly sorted desk.

A table in Microsoft Word ordered by the numbers in the second column.

Different types

You too can create extra dynamic types. On this instance, I need to reorder the headings (formatted utilizing Phrase’s Heading types) into alphabetical order however preserve the textual content underneath every as is. To do that, I’ll choose all of the textual content, and click on the “Type” icon within the House tab.

A Word document containing details of three passenger planes under heading styles. The text is selected, and the Sort icon is highlighted.

Now, I’ll click on “Choices,” test “Different,” and click on “OK.”

The Options button in Word's Sort Text dialog box is selected, and the 'Other' option is also selected in the Sort Options dialog box.

After I come to outline the factors for this kind, the primary drop-down menu now has “Headings.” Right here, I may additionally select different methods to kind my information, akin to by the nth phrase in every paragraph.

The Sort Text dialog box in Microsoft Word, with Headings selected in the Sort By drop-down box.

After deciding on “Headings” and guaranteeing the opposite fields include the proper particulars, I can click on “OK” to see my headings accurately ordered, with the bullet factors remaining unaltered.

Headings in Microsoft Word sorted alphabetically.

Ship your Phrase doc to Kindle

There are a lot of the reason why you may need to send a Word document to Kindle:

  • You may select a extra comfy studying place, helpful when studying a protracted doc.
  • You may regulate the font sizes and web page layouts, making the doc simpler to learn.
  • A Kindle is extra transportable and tends to have an extended battery life than a laptop computer.
  • As a result of they use E-Ink technology, Kindles are extensively thought-about higher in your eyes.

So, to ship your doc to Kindle, open the “File” menu. There, click on Export > Ship Paperwork To Kindle > Ship To Kindle.

Microsoft Word's File menu opened, with Export, Send Documents To Kindle, and Send To Kindle selected.

Check in to your Amazon account within the dialog field that seems.

The Amazon Kindle sign-in dialog box in Microsoft Word.

Then, choose the way you need the doc to be displayed in your Kindle. Select “Like A Kindle Ebook” if the doc incorporates easy formatting. This selection means you may regulate the font sizes and web page layouts and add handwritten sticky notes if wanted.

Then again, go for “Like A Printed Doc” if you wish to protect the doc’s advanced formatting. You too can write instantly on the web page when viewing the doc via this selection.

The Kindle dialog box in Microsoft Word that provides the options for the two different ways to read the document on Kindle.

Whenever you click on “Ship,” the doc will arrive in your Kindle library inside minutes.

Within the early twentieth century, it was thought-about customary so as to add a double area after a interval. Though this has regularly been phased out over time, you may encounter a Phrase doc with this antiquated formatting. On this case, it could possibly take ceaselessly to take away the additional areas manually.

You should use Word’s Find And Replace tool to cut back all circumstances of a number of areas to a single area, whether or not they’re double areas or longer strings of areas. On this instance, there are two areas between some phrases and three areas between others.

A Word document containing two and three spaces between words.

First, press Ctrl+H to launch the Discover And Substitute dialog field. Within the “Discover What” subject, kind ( ){2,}. Be sure to embrace an area between the rounded parentheses, and the second pair of brackets are braces, normally accessed by urgent Shift+[ or Shift+]. Within the “Substitute With” subject, kind 1.

Word's Find And Replace dialog box, with special characters typed into both fields to identify and replace all cases of multiple spacing.

Subsequent, click on “Extra” (it will change to “Much less” when clicked), and test “Use Wildcards.”

The Use Wildcards option is checked in Microsoft Word's Find And Replace dialog box.

Lastly, click on Substitute All > OK, and see that every one the multi-spaces have been decreased to single areas.

A Word document confirming that all changes have been made through the Find And Replace dialog box. The single spaces are highlighted with red boxes.

Add high-quality graphics

Gone are the times of looking for high-quality graphics on the internet and worrying about permissions, copyright, and royalties. Microsoft Phrase provides a seemingly countless assortment of royalty-free pictures, icons, cutout characters, stickers, illustrations, and cartoon folks.

Place your cursor the place you need to insert the graphic, and click on Insert > Footage > Inventory Photos.

The Insert tab in Microsoft Word is opened, and the Stock Images option under the Pictures drop-down menu is selected.

Then, use the tabs alongside the highest of the Insert Footage dialog field to change between the various kinds of graphics, and sort key phrases into the search bar to discover a appropriate picture.

Microsoft Word's Stock Images gallery, with the tabs and search bar highlighted.

As soon as you have discovered a graphic that meets your wants, click on it as soon as to pick it (discover the checked radio button within the nook of the graphic), and click on “Insert.” You may choose and add a couple of graphic at a time.

Two stock images in Microsoft Word are selected, and the Insert button is highlighted.

Now, you may format the graphics if wanted via the Image Format tab on the ribbon.

The Picture Format tab in Microsoft Word.

Duplicate your Microsoft Phrase window

If you happen to’re engaged on a big doc, it may be helpful to view totally different pages on the similar time. Equally, you may discover it helpful to make use of two views without delay, just like the Print Structure and the Draft View. That is the place Phrase’s New Window instrument—accessed by way of the View tab on the ribbon—is useful.

The New Window option in Microsoft Word, accessed in the View tab on the ribbon.

Whenever you click on this icon, an actual duplicate of your doc opens in a brand new window. Any modifications you make to at least one copy will mechanically replace within the different, and you may shut both the unique or the duplicate whenever you’re able to return to a single-window view.

Press Home windows+Z to rearrange how your duplicated Phrase home windows seem in your display screen.

Along with utilizing these methods to extend your effectivity, you’ll want to keep away from a few of the mistakes many people make when using Microsoft Word.


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