7 Powerful Ways to Manage Your Word Documents

 

7 Powerful Ways to Manage Your Word Documents

Since the computer has been invented, many users switched from notepads and typewriters to word processing software in documenting information. One of the most popular and widely used is Microsoft Word. It has become a staple software for most offices and businesses around the world. Additionally, it has also been used in many research and school projects of many students.

What most people don’t know is that MS Word is more than just a word processing tool. They are a lot of ways that you can do to maximize all the features and benefits of using this software. In this article, we will help you manage and keep your Word documents more engaging and enticing. Let’s take a look at each of them.

1. Table of Contents

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   Convert them to PDF

The best way to archive a Word document is by converting it to something more permanent. With the help of a convenient online PDF tool such as PDFBear, you can convert from Word to PDF for free. It’s best to make sure that you will keep the integrity of your files without the hassle of accidentally editing them.

Additionally, if you are going to share a specific document whether, with your colleagues or schoolmates, it will look more professional and formal. Another good thing about it is that PDF is very accessible which makes it easier to view across all platforms including mobile devices. If you want your files preserved for a long time, it’s best to convert them from Word to PDF.

2. Utilize style and format settings

One of the best things about using a digital platform is the ability to do more. In the old ways of using typewriters, all you can do is to input the words and type them on paper. However, with MS Word, you can do more. There are a lot of formatting settings you can use to personalize and spruce up your documents.

With this software, you can change the font size and type. This will help if you want to emphasize specific content such as the title and subheaders. You can also change the color of the texts to make them look more attractive. As much as you want, you can make it look the best to represent you or your company.

3. Make sure to use a proper filename

Since, most likely, other people are also using MS Word for their documents, it is not advisable to use the default filename. Also, it is very unprofessional and informal. Whenever you finish a document, make sure to label them accordingly. You want to make sure that the recipient or other viewers of your file can easily identify the contents and purpose of your documents. It will also be easier for you to locate or search for them on the computer when you need them. Naming your files will also be helpful if you need to organize your files in the future.

4. Hyperlink sources when needed

Another benefit of using a digital file is that you can integrate sources and references on your document. You can utilize the hyperlink feature to do that. What you can do is select a word or a phrase that you want to reference then right-click to add a hyperlink. You will then be given the option to add a URL to the source.

Using hyperlinks is very beneficial if you are doing research papers and reports. In that way, you don’t have to write or quote the entire paragraph. It’s also best if you want to present something using your document file. By including a hyperlink, it’s easier to showcase everything that you need to in, literally, just one click.

5. Save using multiple formats

MS Word also has multiple versions. Through the years, Microsoft has updated the software to boost its features and benefits to the users. Because of this, every version has its own file format version. However, you don’t need to worry about it because they also make sure that their users can still access all types of versions using MS Word.

6. Use images and graphs to be more engaging

One thing that you should also be mindful of is stuffing your document with too many words. Regardless if you are using different font types and styles, too many texts can be overwhelming. Luckily, you can also insert images and graphs to make it more engaging. In that way, the readers will have a pause looking at a bunch of letters. This will also improve the readability of your document.

7. Take time proofreading your document

At the end of the day, a document should be an effective way to communicate. Hence, you need to make sure that it’s free from grammatical errors. Make sure to always proofread the contents of your documents effectively. All the glitz and glamour will mean nothing if your contents are full of errors.

Get additional tools to manage your Word documents

Make sure to always present yourself effectively through Word documents. If you need extra help managing your documents, you can check out PDFBear. It’s a web-based PDF tool that offers a lot of features and functions to help manage your PDF files. Visit their website today!