8 Useful Tips in Microsoft Word 2013

8 Useful Tips in Word 2013

Tip 1: Recover Unsaved Documents

Hands up if this applies to you. You’ve spent hours working on an awesome document, typing and formatting like a mad thing, switching from one window to the next when suddenly….ahh! You’ve accidently closed the document you were working on without saving. *Cue lots of colourful language and crying*. Fortunately, Word 2013 allows you to recover your unsaved documents.

  • Click File to go to the backstage area
  • Click Info
  • Click the Manage Versions drop-down arrow
  • Click Recover Unsaved Documents
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  • Select your document and click Open

A yellow warning message will display across the top of the document.

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  • Click Save As
  • Save your document as normal

Tip 2: Edit a PDF in Word 2013

If there is one thing sure to infuriate me, it’s receiving a form or document that I need to complete in PDF format! For years, PDF was the ‘go to’ file format if you wanted to prevent others from editing your document. Well not anymore! In Word 2013, you can easily edit and make changes to a PDF document. You can almost hear the sound of Microsoft users everywhere rejoicing!

  • Click the File menu to go to the backstage area
  • Click the Open tab
  • Navigate to the correct folder and select the PDF file
  • Click Open

A dialogue box will appear informing you that your PDF file will be converted to an editable Word Document. It is worth noting that if your document contains a lot of images or graphics it might not look exactly like the original PDF and may need some ‘tweaking’.

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  • Click OK

Tip 3: Preserve your eyeballs and switch to Read Mode

Read Mode is a great option to use if you find yourself spending time reading or checking long documents. Also, if you are like me and find it easier to read text on a darker background, you can switch the background colour and give your eyeballs a well needed break from black on stark white. All of the document review options you know, love and need are still available in Read Mode.

  • Click the View tab
  • Click Read Mode
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The document layout will change to an easy-to-read, two page per screen format.

  • Click the grey arrow to move to the next two pages
  • To maximise the ‘real estate’ on the page, you can hide the toolbar by clicking the ‘Auto-hide reading toolbar’ button in the top-right corner
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To change the background colour of the page

  • Click View
  • Select Page Colour from the menu
  • Select Sepia or Inverse
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Tip 4: Replying to comments

Collaborate smarter on documents by utilising Word’s reply to comment feature. This is an inline option that enables you to directly reply to any comments added by colleagues ensuring a smoother workflow.

  • Ensure that you have comments showing
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  • Right-click on the comment icon within the comment
  • Select Reply to Comment from the menu
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  • Add your reply comments. These will appear slightly indented underneath the original comment and will display under your name.
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  • Click on any colleagues name in the comments section to directly IM, Call, Video Chat or Email without leaving Word.
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Tip 5: Permanently delete cropped areas of a picture 

This was something that I didn’t discover until recently. Did you know that if you crop a picture in Word and then send that document to a colleague, they can see the full, uncropped picture and restore it to the original? Imagine the embarrassment of cropping out a company logo or sensitive information only for it to re-appear again with a simple click of the Crop button by a ‘Word savvy’ colleague. Don’t be an amateur, ensure you permanently delete all cropped areas before sending.

  • Select a picture in your document
  • Click the Picture Tools contextual ribbon
  • Click the Format tab
  • Click Crop
  • Select Crop from the drop-down menu
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  • Drag the handles to select only the part of the picture you would like to retain
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  • Click Crop again

Once the picture has been cropped ensure that you permanently remove the cropped section so that it cannot be restored by a colleague.

  • Select the picture
  • Click Compress Pictures
  • Place a tick in the ‘Delete cropped areas of picture’ tickbox
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  • Click OK

Tip 6: Touch/Mouse Mode

In an increasingly mobile world it is becoming extremely important to be able to access and work on documents and files ‘on the go’. Mobile devices play a huge role in this with more and more people working from Smartphones and tablets. The new Touch/Mouse Mode in Word (available across all Office applications) optimises the spacing between commands for use with a mouse or a touchscreen. Yes, Microsoft have developed a solution to ‘fat finger’ syndrome. Hoorah!

  • Select the Touch/Mouse Mode icon on the Quick Access Toolbar
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  • Select Touch
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Tip 7: Border Painter Tool

This new feature in Word 2013 enables you to fully control your border style and placement in a table. Go crazy with your painting and decorating and really make those tables stand out!

First, setup the colour, weight and line style for the border

  • Select the table
  • Click the Design tab under the Table Tools contextual ribbon
  • Set the desired Border Style, Pen Colour, Line Weight
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  • Click Border Painter. The curser will change to a paintbrush
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  • Paint over a border of the table to apply the new style
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Tip 8: Adding online video

Have you found a really awesome video on YouTube or Bing that you would love to be able to insert into your Word document to really make it come alive? Utilise Word 2013’s Online Video feature to search and add any video into your document.

  • Click the Insert tab
  • Click Online Video
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  • Select Bing Video Search, YouTube video search or paste the video embed code directly.
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  • Select a video
  • Click Insert
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The video will be inserted into your document.

  • Click the Play button

You can also share the link to the video on social media from within the Word document.

  • Click the Share icon
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  • Select a social media service to share the link on.
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