10 Tips for Writing and Editing in Microsoft Word

Create and edit content more efficiently in Microsoft Word with our 10 expert tips!

Are you new to Microsoft Word and eager to optimize your workflow?

If so, our curated list of 10 tips and tricks is designed to enhance your experience with Microsoft Word. Discover how to:

1. Switch columns effortlessly
2. Add placeholder text
3. Track text revisions efficiently
4. Replace characters and formatting
5. Display invisible marks for precise editing
6. Use 'Focus' mode to minimize distractions
7. Create custom templates for regular projects
8. Delete pages swiftly
9. Insert symbols seamlessly
10. Create tables using keyboard shortcuts

Plus, we’ll show you how to edit Word files online without needing Microsoft Word itself. Let’s get started!

1. Switch columns in Word

Simply switching from one column to another can feel tedious. However, with a few keystrokes, you can navigate columns swiftly.

Use Alt + Page Down on your keyboard o move from the bottom of the last paragraph in the current column to the top of the first paragraph in the next column.

To return to the previous column, use Alt + Page Up.

2. Add place holder text

Ever needed placeholder text in your Word document? Here's how to quickly add 'Lorem Ipsum' text:

Simply type =lorem(p,l) in your document, replacing 'p' with the number of paragraphs and 'l' with the number of sentences per paragraph.

For example, '=lorem(4,6)' generates 4 paragraphs with 6 sentences each:

Alternatively, specify only the number of paragraphs by typing a number in the parentheses. After entering the equation, place your cursor at the end and press Enter to populate your document.

3. Keep track of your text revisions

If you find yourself spending a lot of time making revisions and losing track of them, try this:

Use Shift + F5 to cycle through the last four cursor locations where you were editing your content.

4. Replace characters and formatting

Did you know that finding and replacing text doesn’t only apply to whole words?

Here’s how to use Find and Replace in Word to quickly make bulk changes to the hidden and formatted elements in your document. 

1. Click on Editing > Replace.
2. Click on More in the dialog box.
3. In either of the Find or Replace boxes, specify characters and formatting by using the Format and Special drop-down menus:

Click on Format to search for and replace formatting in your document – the menu includes margins, font, styles, and line spacing, and dialogs to further tailor what you're looking for or replacing.

You could, for example, search for and replace a green font with a purple font, or even search and remove page breaks.

Click on Special to select and find special characters like an em dash, white space, tabs, and so on. You can also insert commands in the search field to find formatting and characters directly:

• ^p^p for double spaces
• ^p for single spaces
• ^t for tabs
• ^# for digits
• ^$ for letters
• ^w for white spaces 

5. Display invisible marks

Editing documents can become tedious when invisible formatting markers play tricks with your cursor.

The good news is that you can work your way around invisible hard returns, soft returns, and tabs.

Simply press Ctrl + Shift + * in Windows or Command + * on a Mac to make invisible markers visible.

Edit Word docs online without MS Word

If you're seeking an online alternative to Microsoft Word to update and edit your Word documents, try Xodo's free online DOCX editor.

You can also apply the tips from this guide to quickly revise and manage your text!

6. Use 'Focus' mode to filter out distractions

A MS Word feature you may not be aware of is 'Focus' mode. It’s exactly what it sounds like and helps keep you focused and free from distractions while working.

This feature displays your document in full-screen mode, removing buttons and other app interface elements that distract your eye from the content.

To enable this, click on the View tab and then the Focus button.

7. Create a custom template for regular writing projects

If you often work on projects with similar outlines, consider creating custom Word templates for quick setup. Follow these steps:

1. Create a new Word document.
2. Format it with any sections you need, including any text or headings.
3. Go to Save As and change the file type to Word Template (*.dotx).

You can then load it as a template in the future when you create a new document.

8. Delete pages in MS Word

To delete a page, remove all text formatting, line breaks, and other content on the page.

You can also try reducing the font size or adjusting header text to move text off the page for deletion.

If the page appears blank but cannot be deleted, it may contain an invisible formatting mark.

Turn on the Show/Hide feature to locate formatting and delete the Word page like any other content.

9. Insert symbols

If you’re writing about companies or brands in a contract, you’ll need to include symbols to denote trademarks, copyrights, or registered statuses.

Here’s a quick cheat sheet:

• Copyright symbol: Open bracket, “c”, then close bracket
• Registered symbol: Open bracket, “r”, then close bracket
• Trademark symbol: Open bracket, “tm”, then lose bracket

10. Create a table with your keyboard

If your content requires a table, you can quickly put one together by using the Plus (+) and Minus (-) keys.

• Use the Plus sign (+) to define each column. Place a plus sign where you want a column header.
• Columns are sized based on the number of Minus signs (-) you type. Each set of Minus signs below the header row creates a new row in the table.

Once you've added all the necessary plus and minus signs, press Enter to generate the table.

To add additional rows, use the Tab key when you reach the end of the current row.

Master Microsoft Word with these essential shortcuts and tips

Here’s a quick recap of all the shortcuts and tools discussed:

Bookmark this page for quick reference to these invaluable tools and shortcuts that will transform your Microsoft Word experience!