Word has been around for decades, and if you’re like most people, you’re only using a fraction of what it can actually do. Beyond typing and formatting, Word hides several shortcuts and tools, like the paste plain text shortcut, that can save you time and simplify tasks you didn’t know had a faster way. Here are eight more features worth adding to your toolkit.
Generate placeholder text without leaving the page
If you need filler text to test a layout or template, you don’t need to search the web for it. Type =rand() for standard sample text, =lorem() for classic Lorem Ipsum, or =rand.old() for Word’s older demo text, then press Enter.
You can also customize how much you get. Typing =rand(3,5) generates three paragraphs of five sentences each, which is handy if you’re building templates or mocking up designs.
Keep sensitive notes out of view without deleting them
If you want to hide content without removing it, select the text, press Ctrl+D (or right-click and choose Font), and check the Hidden box. The text disappears from view but stays in the document. To bring it back, select all the text and press Ctrl+Shift+H.
This works well for confidential notes, draft comments, or internal instructions you don’t want showing up in a final printout.
Build a table before you ever touch the Insert menu
You don’t need the Insert menu to create a table. Type something like +—–+—–+—–+ and press Enter, and Word converts it into a table automatically.
You can also separate your text with commas, highlight it, then go to Insert, Table, and choose Convert Text to Table for instant structured formatting.
Move multiple blocks of text in one paste
Word has a lesser-known multi-cut clipboard feature that most users never discover. Select a piece of text and press Ctrl+F3 to cut it, then repeat for other sections you want to move. When you’re ready, press Ctrl+Shift+F3 to paste everything at once. This makes reorganizing long documents far faster than cutting and pasting one section at a time.
Let Word convert units for you
Word can convert measurements directly inside your document, though you’ll need to turn the feature on first. Head to File, then Options, then Proofing, and click AutoCorrect Options. Open the Actions tab and enable Additional Actions.
Once that’s on, highlight something like “12 inches,” right-click, and choose Additional Actions to see the conversion.
Build your own ribbon tab around your workflow
If you’re tired of hunting through menus for the tools you use most, you can build a custom tab. Go to File, then Options, then Customize Ribbon. From there, you can add commands, rename tabs, and group tools exactly the way you work.
One command worth adding is Shrink One Page, which nudges your formatting just enough to trim a document down by a full page.
Select text in vertical blocks instead of full lines
Most people don’t realize Word supports column-style selection. Hold Alt, then click and drag your mouse to select a vertical block of text instead of entire lines. It’s ideal for removing list numbers or adjusting alignment without disturbing the rest of your text.
Track differences between two versions instantly
If you need to compare two drafts of a document, go to Review, then Compare, and select your original and revised files. Word highlights every difference automatically, so you don’t have to hunt for changes line by line.
Before you send a document out, it’s also worth going to File, then Info, then Check for Issues, and running Inspect Document. This removes hidden metadata, comments, and personal information you might not want a recipient to see.
