Some Microsoft Word Tips

This morning I hit publish on my last titles for 2017, Word for Beginners and Intermediate Word. That makes 441,312 words written (give or take) and 409,252 words published for the year. Phew. A little more than half of that was non-fiction since that seems to have become my focus for the second half of the year, but I did have two novels in there, too.

Anyway.

While I was writing the Word guides I kept finding myself saying “never do this” based on things I had actually encountered in my professional career. Finally, I started writing them down so I could share them.

So here they are. Things you should never do in Word (because there’s a better way to do it). With suggestions of how to better handle it using Word 2013 as my source.

1. Never manually number a list of items. (Especially in the midst of an automatically numbered list.) Instead use the Numbering option in the Paragraph section of the Home tab. Or the Format Painter in the Home tab if there’s already a numbered list you’re trying to continue.

2. Never add a return between paragraphs to create space. Instead, use Word to add space before or after your paragraphs. You can do this using the Line and Paragraph Spacing option in the Paragraph section of the Home tab or by right-clicking and choosing Paragraph to bring up the Paragraph dialogue box.

3. Never use the tab key or, worse, manual spaces to indent a paragraph. Instead, right-click, choose Paragraph, and bring up the Paragraph dialogue box. Then go to Indentation and under Special choose First Line.

4. Never manually add page numbering to your document. Instead, go to the Header & Footer section of the Insert tab and choose from the options in the Page Number dropdown.

5. Never manually add headers or footers to your document. Instead, go to the Header & Footer section of the Insert tab and choose from the options in the Header or Footer dropdowns.

6. Never manually mark text to be deleted with a strikethrough. Instead, use track changes which is available under the Review tab.

7. Never manually mark text as inserted by changing its color and/or underlining it. Instead, use track changes which is available under the Review tab.

8. Never make comments within the text of the document and set those comments aside using brackets, highlighting, or different colored text. Instead, use New Comment from the Comments section of the Review tab.

9. Never use enter to get to the next page when you need to start a new chapter. Instead, insert a page or section break into your document by going to the Page Setup section of the Page Layout tab and choosing from the options under Breaks.

10. Never manually build a table of contents in your document. Instead, use the Heading 1, Heading 2, etc. styles on your section headings and then have Word insert a table of contents by going to the Table of Contents section of the References tab.

11. Never manually break a table that’s long enough to repeat across more than one page into multiple tables so that you can repeat the header row on each page. Instead, right-click on the top row of the table, choose Table Properties, go to the Row tab, and click the box for “Repeat as header row at the top of each page.”

There you have it. My list of eleven things you should “never” do in Word.  And, of course, it just so happens I covered how to do all of these things the “right way” and much, much more in my Word guides. Items 1 through 5 are covered in Word for Beginners. Items 6 through 11 are covered in Intermediate Word. Just sayin’…

Author: M.L. Humphrey

I'm a consultant with a focus on financial regulation and a writer with too many pen names.

2 thoughts on “Some Microsoft Word Tips”

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