10 things you didn’t know you could do in Microsoft Word: a deep dive

Microsoft Word. It’s not just a word processor; it’s a vast ocean of features, many of which remain undiscovered by even seasoned users.

Most people wade into the shallows to update a résumé or draft a quick letter. But for those who are ready to explore deeper, there’s a world of advanced tools and hidden gems waiting to transform the way you work.

Of course, deep dives have their risks: images that won’t stay put, tables that misbehave, or formatting mysteries lurking in the depths. But, with the right guidance, navigating Word can be as satisfying as swimming in calm waters.

Here are 10 essential tips for mastering Microsoft Word and unlocking its full potential.

1. Stop images from wrecking your layout

The problem: Adding an image to your document feels like unleashing a great white shark into a school of fish. The fish, I mean, text moves unexpectedly, and nothing aligns the way you want.

The solution: To tame your images, select the picture, click the Layout Options button, and choose a wrapping style like Square or Tight. Use the Size and Position menu to anchor the image to a specific paragraph and lock it in place.

For even better control, place the image inside a text box or use gridlines (found under the View tab) for precise alignment. These techniques stabilize your layout and prevent layout disasters.

2. Instantly return to your last edit

The problem: You accidentally click somewhere in your document, and suddenly you’re lost — hundreds of pages away from where you were working. Scrolling back to find the right spot eats up precious time, and your oxygen meter is running low.

The solution: Press Shift+F5 to jump back to the spot where you last made an edit. You can do this up to three times, making it easy to return to your workflow without wasting a moment.

3. Combine and Compare documents like a pro

The problem: You’ve been editing a file for hours but forgot to turn on Track Changes. Now, you’re unsure what you modified.

The solution: Under the Review tab, use the Compare feature to upload the original and revised versions of your document. Word will generate a new file showing all changes with Track Changes enabled. It’s a lifesaver for collaboration and version control.

4. Uncover hidden formatting characters

The problem: Text isn’t aligning properly, or words and paragraphs stick together (or break apart) in strange ways, and you can’t figure out why.

The solution: Click the ¶ symbol in the Home tab to reveal hidden formatting marks, like non-breaking spaces or extra paragraph breaks. Identifying these invisible elements helps you troubleshoot and fix formatting issues with ease.

5. Create professional equations

The problem: Typing equations in plain text looks clunky, and inserting them as images feels unprofessional and could cause compatibility issues for your readers. It’s a bit like using one of those old-fashioned diving helmets – it might technically work, but at what cost?

The solution: Use Word’s built-in Equation Editor. Go to Insert > Equation, and choose from preformatted options or craft your own with LaTeX-style commands. This feature ensures your formulas are clear, scalable, and easy to update.

6. Add digital signatures for secure documents

The problem: Printing, signing, and scanning documents feels insecure, outdated and inefficient. You could paste an image of your signature, but that isn’t secure, and your document is a closed dive site.

The solution: Word allows you to add a secure digital signature. Go to Insert > Text > Signature Line and choose "Microsoft Office Signature Line." Configure the signature, and you’re done — your document is authenticated and professional without a single piece of paper.

7. Sort data in tables without Excel

The problem: You need to organize data into a table, but switching to Excel feels unnecessary for such a small task. Plus, if your document is intended to be printed or viewed as a PDF, Excel isn’t exactly optimized for that.

The solution: Word can sort table data directly. Highlight the table, then go to Table Tools > Layout > Sort to arrange rows alphabetically, numerically, or by custom criteria. This keeps your workflow efficient and ensures your tables look great in print.

8. Save time with Quick Parts and AutoText

The problem: Repeatedly typing the same phrases, such as legal disclaimers or company contact information, wastes valuable time.

The solution: Use Quick Parts and AutoText. Save commonly used text snippets under Insert > Text > Quick Parts, and insert them with a click whenever needed. It’s a massive time-saver for repetitive tasks.

9. Transcribe audio recordings directly in Word

The problem: Transcribing interviews or lectures manually feels overwhelming and time-consuming.

The solution: With a Microsoft 365 subscription, Word’s Dictate and Transcribe feature makes transcription effortless. Upload your audio file via Home > Dictate > Transcribe, and Word will generate a transcript for you to edit directly in the document.

10. Boost your workflow with add-ins

The problem: You need professional-grade tools to ensure your documents are error-free, consistent, and polished.

The solution: Microsoft Word supports add-ins that enhance its capabilities. Two standouts are:

• PerfectIt: Essential for enforcing style guides, catching inconsistencies, and ensuring polished writing. PerfectIt is particularly valuable for lawyers, technical writers, and anyone producing detailed documents.

• Draftsmith: A game-changer for long-form content, offering smart suggestions for readability, fluency, tone, and much more.

To install, go to File > Get Add-ins, search for PerfectIt or Draftsmith, and integrate them directly into Word. These tools elevate your editing process without leaving the app.

Dive deep and conquer Microsoft Word

With these 10 tips, you’re ready to venture beyond the shallows and explore Microsoft Word like never before.

Whether you’re taming unruly images, mastering document comparisons, or leveraging add-ins like PerfectIt to perfect your prose, Word is no longer just a tool — it’s your ocean of possibilities.

Ready to dive in? Try PerfectIt today and discover how it can transform your Microsoft Word experience. 🌊