7 tips to make the most out of Microsoft Word

It’s easy to see why most companies rely on Word. But the reality is, many people haven’t tapped into the full potential of this tool. It’s full of features that can help you be more productive, yet not a lot of people know about them.


This article will provide 7 tips on making the most of Microsoft Word to enhance your workplace productivity.

7 tips to make the most out of Microsoft Word

It’s easy to see why most companies rely on Word. But the reality is, many people haven’t tapped into the full potential of this tool. It’s full of features that can help you be more productive, yet not a lot of people know about them.

This article will provide 7 tips on making the most of Microsoft Word to enhance your workplace productivity.

Microsoft Word is one of the most popular office applications. Whether you’re a beginner or an advanced user, you can use the software to create many different documents. Best of all, you can print and share them within seconds.

Switch to an Online Workspace

One of the best things about Microsoft Word is that you don’t have to install it on your smartphone, tablet, or computer. The office.com website allows you to sign in with your Microsoft account and use Word Online, the online version of the application.

This is especially useful for people with limited storage on their devices. It uses around 1.2GB of storage space for Mac and 2.10GB for Windows.

It provides the same functionality without taking up space on your device.

Collaborate Efficiently


Word allows multiple people to edit the same documents simultaneously. You only need to save your file to your SharePoint account, use the Share function, and send it to your colleagues. People who receive the link can then edit the file with Word Online or the desktop app. You will be able to see each other as you work on the document with live edits and a marker for where your colleague’s mouse curser is.


Integrate with Dictate and Transcribe


Do you do a lot of writing throughout the day? This can cause both physical and mental fatigue. However, using speech-to-text can be much easier, and this is where Dictate comes into play.

This Microsoft feature for Word, PowerPoint, and Outlook converts what you dictate to writing and as a result, your fingers can finally take a break from all that typing.

You can also transcribe audio with Word Online. Available with the online version of Word, you can upload an audio file and Word will write out the text to what is said within the uploaded file. To do this, there should be a drop down option on the dictate button and from there you can select transcribe. 

Research with Smart Lookup


Word’s Smart Lookup feature lets you perform online research while working on documents so there’s no need to use a separate tab to find information.

To do this, highlight a word or phrase, right-click it, and choose search from the following menu. Word will then perform a Bing search and display the results in a menu to the right of your display.


Incorporate Icons


Your documents need to be readable. Since most people focus on your images and headings, you should give them some artistic value.

Word’s Icons will help you accomplish this. They are a simple way to draw the reader’s attention to crucial information without cluttering your document. With it, you can help improve the readability of your files, meaning readers, won’t have to look for distinct words or phrases.

To add icons click the insert tab on the top bar and they will be in the illustrations section. From there, it will bring up a library of icons for you to choose from as well as stock images and stickers.

Look up and use Images Faster


Very similar to the icons, you can find the perfect image to import into your document. This feature is very useful to find the image you need, without using a different tab.

Images can be found within the insert tab, next to the icons and shapes. You can use the search function to find exactly what you’re looking for.

See and Create Comments


Another great feature of both Word and SharePoint is that you can create and view comments from other people in your team.

If your document is saved within SharePoint, others can load it up and create comments assigned to certain parts of the document.

This makes it really easy to work collaboratively as you can make changes according to others’ thoughts and comments.

These comments show up on the right side bar and underlines the section the comment was made on.

Stay on top of your duties with Microsoft Word.


Microsoft Word is a must-have if you want to improve communication and collaboration in your business. It allows you and your team to create documents super easily.

But while using Word, be sure to utilize the above features to speed up document creation. You’ll then be able to work more efficiently and switch to other tasks faster.

Get In Touch.

Do you want to utilise Microsoft 365 even more? If you’re looking for more help, contact us by calling 01158 244 824 or emailing us.

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