7 great Microsoft Word features to use

Hero with Microsoft Word logo

If you use Microsoft Word to create your documents, then you are probably familiar with the features you use every day. But there are many features that fly under the radar this can be just as useful, if not more so.

Here are some Word features you should use. These tools can save you time, improve the readability of your document, and even improve your overall Microsoft Word experience.

1. Quick parts for inserting blocks of text

Using the Quick Part tool in Word, you can save things like snippets of text, signatures, tables, etc. Then just re-insert them with a few clicks.

CONNECTED: How to quickly insert blocks of text into Microsoft Word with AutoText

Select what you want to save in your document by dragging the cursor over it. Go to the Insert tab, click the Explore Quick Parts drop-down arrow, and select “Save selection to Quick Part Gallery.”

Save the quick part in Word

Name your quick part, add any other details as you wish, and click OK.

Quick part name and save details

Then, to reuse your item, go to the same drop-down menu and select it. It will then appear directly in your document.

Quick mounting parts available

You can also use other Quick Parts features to save time. Look using the AutoText function or explore adding fields with document properties.

2. Focus on writing without distraction

If you write a lot in Word, especially for things that need your full attention, you can enjoy distraction writing with Focus.

Turn on the feature by selecting “Focus” in the status bar or in the View tab.

Focus on the View tab

You’ll see your document take up the entire screen without tape, status bar, or anything else that interferes with your concentration.

Focus view in Word

Move your cursor to the top at any time to show these items again or to deselect focus and return to your normal view.

3. Dictation for Speech to text

You may find yourself in a situation where you cannot enter your document as usual. S Dictation function in Microsoft Wordyou can pronounce your words exactly as you would write them.

CONNECTED: How to dictate a document in Microsoft Word

Go to the Home tab and select “Dictation” in the Voice of the Ribbon section.

Dictate in the Home section

When the dictation toolbar appears, just start talking. Click the microphone icon to pause and resume.

Dictation toolbar

You can select the gear icon to adjust your spoken language settings, automatically detect punctuation, and filter sensitive phrases.

Dictation settings

Use X in the upper right corner of the toolbar to close the dictation tool when you’re done.

4. Microsoft Editor for viewing documents

Another great one the function in Microsoft Office is the editor. With it you can check your document for spelling, grammar, punctuation, legibility and much more in one place.

Go to the Home tab and select “Editor” in the “Editor” section of the ribbon.

Editor in the Home section

When the sidebar opens, you will see your result at the top. You can then review the necessary corrections, optional clarifications and see if such documents appear on the web.

Editor's statistics

Select Document Statistics in the Insights section to see the number of words and paragraphs, the mean of the word and sentence words, and the readability ratings for level and passive sentences.

Editor readability statistics

Use X in the upper right corner of the editor’s sidebar to close the tool when you’re done.

5. Clipboard history for pasting copied items

When assembling a document, you may be moving blocks of text by cutting or copying and pasting. Alternatively, you can use these actions to insert pieces of text such as names, addresses, or instructions over and over again. S Clipboard toolyou can view your history and quickly reuse clipboard elements.

CONNECTED: How to use the built-in clipboard of Microsoft Office

The clipboard in Microsoft Word contains up to 24 items at a time. This means that all those things you cut or copy during the day are just a click away.

Go to the Home tab and click the arrow in the lower right corner of the Clipboard section of the ribbon.

Clipboard history access arrow

IN Clipboard history is displayed in the left sidebar. From there, you can review the items, select one to reuse, paste them all, or clear the history.

Clipboard history in Word

6. Screenshot tool for quick images

Have you ever needed a screenshot of another application on your desktop or even part of a window? The built-in Word screenshot tool did you cover

Go to the Insert tab and click the Screen Snapshot arrow in the Illustrations section of the ribbon. You will see all the other open windows on the desktop at the top. Just select one and its image will appear exactly in your Word document.

If you prefer to label part of a window or other application, select “Screen Trim” in the drop-down box instead.

When your cursor changes at a crossroads, swipe to capture what you need and release.

Trim the screen in Windows

Your crop will appear immediately in your document.

Screen trimming is inserted in Word

If necessary, you can edit a screenshot or clip like any other image in Microsoft Word.

7. Researcher for references and citations

Another feature in Word that goes a little unnoticed is Research tool. With it, you can search almost anything on the Internet and insert details about it without leaving your document at all.

CONNECTED: How to use Microsoft Word Explorer for essays and papers

Go to the References tab and select “Explorer” in the Research tab of the ribbon.

Researcher in the References section

The Researcher sidebar opens on the right. Enter your search word in the field and press Enter.

Search in Explorer

You will then see the results of your search. Choose one to read more. You can copy and paste the text you see in your document, then click the plus sign in the upper-right corner of the item in the sidebar to add a quote about it.

Researcher search results

Researcher is a handy and useful tool for essays, articles and research papers.

These great features can help you, no matter what type of document, article, or paper you’re creating in Microsoft Word. Will you take advantage of them?

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