Microsoft Word is a powerhouse tool most of us use daily, but are you really using it to its full potential? Beyond the basics, there are plenty of hidden tricks that can save time, improve efficiency, and make your documents look polished. Here are seven under-the-radar Word tips and features you may not know about.
1. Double-Click the Format Painter for Multiple Changes
The Format Painter is a lifesaver when you need to copy formatting from one section of text to another. But did you know you can double-click the Format Painter icon to lock it in place? This allows you to apply the same formatting to multiple sections without having to click the icon repeatedly. Once you’re done, just press Esc to deactivate it.
2. Quick Parts for Reusable Content
Quick Parts are reusable snippets of content like text, images, or tables that you can easily insert into your document. Think of it as Word’s version of the Loop components in Microsoft 365.
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Navigate to the Insert tab.
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Select Quick Parts, then Save Selection to Quick Part Gallery.
The next time you need that content, you can insert it with just a couple of clicks.
3. Create Text Shortcuts for Frequently Used Phrases
If you’re tired of typing your company name or a lengthy phrase repeatedly, Word can help automate it.
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Go to File > Options > Proofing > AutoCorrect Options.
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Under the Replace field, type a shortcut (e.g., “abc”).
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In the With field, enter the full text (e.g., “Acme Corporation”).
Now, every time you type “abc,” Word will automatically replace it with “Acme Corporation.”
4. Use the Clipboard to Store Multiple Items
Most users don’t realise Word has a built-in Clipboard that can store up to 24 copied items at once. To activate it:
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Go to the Home tab and click the small arrow in the Clipboard group.
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Copy multiple items, and they’ll appear in the Clipboard pane for quick pasting.
This is especially handy for creating documents where you need to move between sections quickly.
5. Navigate Long Documents with Headings
Working on a lengthy document? Speed up navigation by using headings and the Navigation Pane.
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Apply headings to your sections using Styles.
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Open the View tab and check the Navigation Pane.
This allows you to jump to specific sections instantly, saving you from endless scrolling.
6. Draft Mode for Cleaner Editing
Switching to Draft mode removes distractions and makes editing large documents much easier.
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Go to the View tab and select Draft.
This view hides images and minimises visual clutter, letting you focus purely on the text.
7. Translate Text Without Leaving Word
Did you know Word has a built-in translator?
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Highlight the text you want to translate.
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Go to the Review tab and select Translate.
Choose your target language, and Word will provide the translation on the side panel.
Final Thoughts
These tricks are just the tip of the iceberg for what Microsoft Word can do. Mastering these lesser-known features can help you work smarter, not harder. Which one will you try first?
For more productivity tips, stay tuned for our upcoming blog posts on hidden features in other Microsoft 365 apps!
