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  • Writer's pictureEileen Brettner

Expert-Level Tips for Microsoft Word

Updated: Feb 27


Image has a dark background with a detail of Christmas greenery at the top over the blog title. Text reads: Expert-Level Tips for Microsoft Word.

Happy holidays, everyone!


As a communication business, we often find ourselves working within Microsoft Office, particularly Word. Every day, we rely on the tips we’ve learned throughout our writing experiences, but there are always hidden gems that catch us by surprise. As a holiday gift to you, we’d like to share some of the tips and tricks we’ve come to use and rely on the most.


Use Bookmarks in Microsoft Word

Bookmarks are particularly handy when working on a large document. Like a physical bookmark, Microsoft Word provides you with the option to create a bookmark for any text within the document.


Create a Bookmark (PC)

  • Highlight the text you want to bookmark.

  • On the Insert tab, under Links, click Bookmarks. The Bookmark window will open.

  • Name your bookmark.

Tip: All bookmarks must start with a letter. Do not use numbers or spaces. If you need a space, use an underscore.

  • Click Add.

  • In Word Options, click Advance.

  • Under Show Document Content, select Show Bookmark.

  • Click Ok.

Your highlighted text will be in grey brackets.


Screencap from Microsoft Word for Mac of the bookmark tab.

Create a Bookmark (Mac)

  • Highlight the text you want to bookmark.

  • On the Insert tab, under Links, click Bookmarks. The Bookmark window will open.

  • Name your bookmark.

Tip: All bookmarks must start with a letter. Do not use numbers or spaces. If you absolutely need a space, use an underscore.

  • Click Add.

  • Click Word and select Preferences. The References window will open.

  • Select View, and then select Bookmarks. Close the window.

Your highlighted text will be in grey brackets.


Find a Bookmark (PC and Mac)

  • On the Insert tab, under Links, click Bookmarks. The Bookmark window will open.

  • All created bookmarks are listed in this window.

  • Select the bookmark you require and click Go To. You will be directed to your specific bookmark.

Create Cross-Reference in Microsoft Word

When referencing is a highlight of your document, specifically if you’re utilizing a reference page/bibliography, the Microsoft Cross-Reference tool will become your best friend.


Cross-Reference a Bookmark (PC)

Note: You must create a bookmark prior to referencing a bookmark.

  • In the Reference tab, select Cross-Reference. The Cross-Reference window will open.

  • Select Bookmark from the Reference Type drop-down menu.

  • Select your specific bookmark.

  • Click Insert.

  • Click Close.

The cross-referenced text is highlighted in grey and is linked to your bookmarked text.


Screencap of Microsoft Word cross-reference tab.

Cross-Reference a Bookmark (Mac)


Note: You must create a bookmark prior to referencing a bookmark.

  • Highlight the bookmarked text you would like to cross-reference.

  • On the Insert tab, under Links, click Cross-Reference. The Cross-Reference window will open.

  • Select the specific bookmark you would like to reference.

  • Click Insert.

  • Click Close.

The cross-referenced text is highlighted in grey and is linked to your bookmarked text.


Note: You can cross reference many other things in Word, including figures, headings, and tables.


Use Field Shading in Microsoft Word

Field shading indicates areas within a document that are a field. At times, it can be hard to distinguish when an area is a field, so it’s best to enable this option.


Enable Field Shading (PC)

  • In Word Options, click Advance.

  • Under Show Document Content, select Field Shading Options.

Enable Field Shading (Mac)

  • Click Word and select Preferences.

  • Click View.

  • Under Show in Documents, Field Shading, select Always from the drop-down menu.

  • Click Close.

Create Autotext in Microsoft Word

Autotext allows you to insert text quickly within a document. When you create autotext, after typing the first two to three letters of a word, Microsoft Word will ask you if you’d like to auto-populate with a specific text. Press Enter, and you’re on your way!


Set Autotext (PC)

  • Highlight the information you want to use for autotext.

  • On the Insert tab, click Quick Parts.

  • Click Autotext and then click Save Selection to Autotext Gallery. The Create New Building Box window will open.

  • Confirm the information within the window.

  • Click Ok.

  • Confirm the creation of your autotext by typing the three first letters of the information from Step 1.

  • Microsoft Word will notify you above the text of the autotext information: “[text] Press Enter to Insert.”

  • Press Enter. Your autotext will populate the space.

Screencap of Microsoft Word Insert menu.

Set Autotext (Mac)

  • Highlight the word(s) you want to use for autotext.

  • On the Insert tab, select Autotext, and select Autotext again. The Autotext window will open.

  • Confirm the information within the Enter autotext entries here field.

  • Click Add. Your autotext has been created.

  • Confirm the creation of your autotext by typing the three first letters of information from Step 1.

  • Microsoft Word will notify you above the text of the autotext information: “[text] Press Enter to Insert.”

  • Press Enter. Your autotext will populate the space.

Copy Formatting in Microsoft Word (PC and Mac)

Is there a particular format you’d like to use for text and quickly? Try the Paintbrush tool!

  • Select or highlight the text you would like to copy.

  • On the Home tab, under Clipboard, click the Format Painter tool (or Paintbrush for Mac).

  • Move toward the text you’d like to reformat. When approaching the text, you’ll notice your cursor has turned into a paintbrush.

  • Double-click the text you wish to reformat. The paintbrush tool carries over the format from the previous text to your new text.

Tip: Remember to turn off the paintbrush tool by clicking on the icon in the Clipboard section.



 

We have so many tips and tricks for using Microsoft Word and we are ready to support your team. Interested in learning more about Scriptorium and the services we offer? Check us out on social media or at www.scriptoriumpro.com/services.






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