5 ways to speed up your Microsoft Word productivity


Are you someone who feels like they could be more productive with Microsoft Word? If so, you’re not alone. In fact, many people feel this way. The good news is that there are ways to speed up your productivity. Here are five of them:

1. Use keyboard shortcuts whenever possible.

Learning keyboard shortcuts can save you a lot of time when working in Microsoft Word. For example, the shortcut for creating a new document is Ctrl+N, and the shortcut for opening an existing document is Ctrl+O. If you’re working on a long document, shortcuts like Ctrl+F (for finding a specific word or phrase) and Ctrl+G (for going to a specific page) can be very helpful. And if you need to format your text in a hurry, there are plenty of shortcuts for that, too.

For instance, pressing Ctrl+B will bold your selected text, and Ctrl+U will underline it. There are also shortcuts for creating bulleted and numbered lists, inserting pictures and hyperlinks, and much more. So next time you’re working in Word, take some time to familiarize yourself with the various keyboard shortcuts – you might be surprised at how much faster you can work.

2. Format text quickly using the Styles pane.

No matter how much you love your current document design, there will come a time when you’ll need to reformat text. This could be for a new job, client, or employer. Thankfully, Microsoft Word has a Styles pane that can help you quickly format text to meet any requirements. The Styles pane lists all the different formatting options available in Word. To reformat text, simply select the text you want to change and click on the desired style in the Styles pane.

The selected text will instantly change to the new style. You can also use the Styles pane to create your own custom styles. This is handy if you often have to format text in a specific way. To do this, simply select the text you want to create a style for and click on the “New Style” button in the Styles pane.

Then, give your style a name and choose the formatting options you want to include. Click “OK” and your custom style will be saved for future use. So next time you need to reformat text, don’t waste time manually changing each individual piece of formatting. Use the Styles pane instead and get the job done in record time!

3. Save time by using building blocks and templates.

If you spend a lot of time creating documents in Microsoft Word, you may be able to save yourself some time by using building blocks and templates. Building blocks are pre-made snippets of text or code that can be inserted into a document, and templates are pre-made document shells that can be reused. Both can be created and saved for later use, so you don’t have to start from scratch every time you need to create a new document. In addition, both building blocks and templates can be shared with others, so if you know someone who also uses Word extensively, you may be able to save even more time by sharing your custom creations. Using building blocks and templates is an easy way to boost your productivity in Microsoft Word, so consider taking advantage of these tools the next time you need to create a document.

4. Create custom AutoText entries for frequently used text snippets or phrases.

Many people who use Microsoft Word have to type out the same words or phrases over and over again. This can be frustrating and time-consuming. Luckily, there is a way to create custom AutoText entries that will automatically insert frequently used text snippets into your document. To do this, simply select the text that you want to save as an AutoText entry. Then, go to the Insert tab and click on the Quick Parts button. In the drop-down menu, select Save Selection to Quick Part Gallery. Give your AutoText entry a name and then click OK. The next time you need to insert that text snippet, simply go to the Insert tab, click on the Quick Parts button, and select your custom AutoText entry from the menu. This will save you a lot of time in the long run!

5. Get organized by creating different folders for different types of documents

Envision a desk with neatly organized folders, each holding a different type of document. This is the ideal way to work in Microsoft Word, as it will speed up your productivity. It can be helpful to create different folders for different types of documents, such as letters, contracts, and reports. This will allow you to quickly find the right document when you need it. In addition, you can save time by creating templates for frequently used documents. That way, you will not have to start from scratch every time you need to write a letter or report. By taking a little time to organize your Microsoft Word files, you can boost your productivity and get your work done more efficiently.


Microsoft Word can be a powerful tool for getting your work done efficiently. However, in order to make the most of it, you need to know how to use all of its features effectively. In this article, we have shared some tips that will help you do just that. We hope that you will find these tips helpful and put them into practice the next time you need to create a document. Thanks for reading!

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I am a computer engineer holding a bachelor's degree in Computer Science, complemented by a Master's in Business Administration from University of Strathclyde, Scotland. I currently work as a Senior IT Consultant in Melbourne, Australia. With over 15 years of...