AccuConferenceAccuConference

Jun
16
2008
How To Use Word More Effectively Maranda Gibson

Most people groan and complain about Word and how buggy it is and how it never does exactly what we want, when we want, and how we want.

C'mon people. Word is a powerful tool for business owners and once that power is harnessed to make your life easier, you'll be singing a different tune.

  1. Word has a spreadsheet feature built in. No need to run back out to your desktop to open a spreadsheet when with one click you can build a table right into the screen you're working on. Don't know how? Look on the menu for Table > Insert. Then choose Formula from that same menu. Voila. It's that easy.
  2. Track Changes isn't that scary. It's helpful, especially when multiple people are making changes on an important document. Just choose Tools in menu at the top of your Word screen and toggle it on. Now play with it on an old document. Delete a few words. Want to view the original text? There's a toolbar you can view (go to View > Toolbars > Reviewing) that has a dropdown menu. First choice is Final Showing Markup. But you can also view Final (which removes all the Track Changes marks), Original Showing Markup, and Original (with no Track Changes). To turn off Track Changes, toggle again in the Tools menu. Or to accept changes, make sure your Reviewing toolbar is still available and check out the buttons. Just press one! Again, play with it. You might be surprised how easy it really is.
  3. Add a custom dictionary. The Word spellchecker is worthless sometimes. It really only spellchecks certain words and for industry-specific terms, it misses them altogether (especially legal, medical/pharma, and science/tech). You can buy add-on spellchecking programs that will turn Word into a powerful editing machine. For medical, Stedman's sells a nice add on. For legal, check out Bouvier's Law Dictionary and Legal Speller, and for science/tech, try Spellex.
  4. Learn to master Word styles. It's easier than you think. For most of us users, Word applies its own formatting without being asked, which makes our blood boil. There is a way to conquer the automatic stylist in Word and to make it do what you want. For an overview (better than I could explain it), check Help > Styles and Reusing Formatting. (Also, if you go to Help > Microsoft Word Help and type in styles, you'll get more information than you need.) Once you learn a few things about styles, it's fun, very satisfying, and you'll wow clients and employers/employees.
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