10 little-known Word features that you don’t use in vain: Productivity increases dramatically

Word is one of the most common word processing applications. It can check grammar and spelling, determine the width between lines, number sheets, create tables, and more. However, many users do not even know how powerful this program is and how many unique functions it hides.

Checking Document Readability

The application can analyze not only grammar and spelling but also the complexity of the text. Microsoft Word can determine which user will be interested in a particular material and what level of education the reader should have. For this, the program uses a 20-point scale. In it, numbers from 0 to 10 correspond to 10 school grades, 11–15 – to university courses, 16–20 – to a scientific level. Among other things, “Readability Statistics” provides information on how easy the text is to read, how many complex phrases it contains, and how the material sounds phonetically.

To take advantage of this feature, you first need to activate it via the “Show Readability Statistics” item in the “File”> “Options”> “Spelling” menu. To evaluate text performance, you first need to review> Spelling and check your spelling and grammar. Only then will the program provide the necessary statistics.

Learn more about this feature on Microsoft’s official website. link.

Create your own keyboard shortcuts

Microsoft Word has plenty of keyboard shortcuts to help you work smarter and more productively. However, not all combinations are equally convenient for every user – for example, some of them can be very complex, or the keys in them are too far apart. In such a situation, users can create their own hotkeys for frequently used tasks. To do this, go to File> Options> Customize Ribbon> All Commands. Next, select the required function and click on the “Settings” button located at the bottom of the list.

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Learn more about this feature by link.

Reduced eye strain

Browsing long text documents regularly is usually not so pleasing to the eye. Due to the huge flow of information, visual stress arises, which negatively affects vision. It is almost impossible to refuse this today, but in Microsoft Word, there is an opportunity to reduce the load. To do this, switch to Reading Mode and then choose View> Page Color> Sepia. This function will make the screen less bright and more pleasing to the eye.

Learn more about this feature by link

Creating templates for auto text

Often, when writing large text documents, you need to constantly insert the same fragments in different places in the material. Of course, Ctrl + C and Ctrl + V are the easiest way to accomplish this action. But at the same time, the user will have to constantly return to the desired element to copy it and turn the pages in the opposite direction. Microsoft Word has a more convenient function for solving this problem – templates for auto text. To create a Quick Block, select a portion of the text and choose Save Selection To Quick Block Collection from Insert> View Quick Blocks. Next, you need to develop a short name for the selection to use it for insertion later.

Learn more about this feature by link.

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Adding a watermark

If a user wants to add a confidential stamp to a text document or add a watermark with a company logo, Microsoft Word will help do this in a few clicks. To use the corresponding function, you need to go to the “Design”> “Underlay” menu and select a ready-made sample from the list. Also, the user can upload their own version of the watermark design – for this, go to the “Design”> “Matte”> “Custom Watermark” menu, and then select the required option: “Picture” or “Text.”

Learn more about this feature by link.

Using the built-in calculator

Microsoft Word has a built-in calculator that will help you solve equations right in a text document. To add it to the Quick Access Toolbar, go to File> Options> Quick Access Toolbar> All Commands> Calculate, select Add and confirm. After that, a small gray circle will appear at the top of the program. To use the calculator, you need to select an equation and click on its corresponding icon.

Learn more about this feature by link.

Automatic update of date and time

This function will be handy for those users who are engaged in business correspondence. More often than not, only a few key details change in emails, and the overall layout remains the same. In this case, the automatic updating of the date and time in the text document will be very useful. To enable this option, you need to go to Insert> Date & Time and then select a date and time format and check the box next to Update Automatically. After that, this data will be independently updated every time the user opens or prints the material.

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Learn more about this feature by link.

Convert rich text to plain text

When a user copies text into Microsoft Word from a web page or other similar source, all the styles used in it are saved along with the formatting – this is not always convenient. However, there is an easy way to convert this snippet into plain text. To do this, select the previously copied information, hold down Ctrl and press the space bar.

Learn more about this feature by link.

Using placeholder text

Microsoft Word has a built-in Lorem Ipsum generator that fills the page with completely meaningless text. This tool uses a distorted passage from Cicero’s philosophical treatise On the Limits of Good and Evil. To activate this function, you need to enter = rand (a, b), where “a” is the number of paragraphs, “b” is the number of lines in a paragraph, and press Enter. For example, = rand (2, 3) will generate 2 dummy paragraphs of 3 lines each. Another option – = lorem (a, b), fills the document with pseudo-Latin text.

Learn more about this feature by link.

Password Protecting Text

Microsoft Word has built-in protection that can encrypt a text document. To activate this feature, go to File> Info> Protect Document and select Encrypt with Password. It is important to consider that Word will not be able to recover the password if the user forgets it. Therefore, it is best to keep a copy of the key in a safe place.

Learn more about this feature by link.

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