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INTRODUCTION Lesson 1 – Microsoft Word Word Basics

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How to Make a Word Presentation: A Step-by-Step Guide

In today’s digital world, presentations have become a fundamental tool for sharing information effectively. when it comes to making impactful presentations, microsoft word offers a user-friendly and versatile solution. in this step-by-step guide, we will walk you through the process of creating a word presentation that captivates your audience. let’s dive in.

Step 1: Planning your Presentation

Before diving into the creation process, it’s crucial to plan your presentation carefully. Consider your audience, the key message you want to convey, and the overall structure of your presentation.

• Create an outline of your presentation, including main points and subtopics;
• Gather and organize your content, such as text, images, and graphs;
• Define the visual style or theme you want to apply;
• Set a timeline and allocate time for researching, creating, and rehearsing your presentation.

Step 2: Open Microsoft Word and Select a Template

Once you have a clear plan in mind, open Microsoft Word on your computer and follow these steps:

• Click on the “File” tab, located in the top left corner;
• Select “New” from the dropdown menu;
• Choose a presentation template that suits your topic and preferences. You can browse through the available templates or search for a specific one using the search bar.

Step 3: Customize the Layout and Design

After selecting a template, it’s time to customize it according to your needs. Word provides various tools to modify the layout, design, and overall appearance of your presentation.

• Click on the placeholders to replace the default text with your own content;
• Modify the font, size, and color of the text to create visual interest;
• Insert or delete additional slides as required;
• Add images, charts, or other visual elements to enhance your message;
• Experiment with different layouts and design options until you achieve the desired look.

Step 4: Polish Your Presentation

Once you’ve customized the layout and design, it’s essential to review and polish your presentation to ensure its coherence and professionalism.

• Review the content for grammar and spelling errors;
• Check the overall flow and logical sequence of information;
• Ensure consistency in the use of fonts, colors, and styles;
• Practice your presentation to identify any areas that need improvement or clarification;
• Edit and refine your slides until you are satisfied with the final result.

Step 5: Save and Share Your Presentation

After perfecting your presentation, it’s time to save it and share it with your audience. Follow these simple steps:

• Click on the “File” tab;
• Select “Save As” from the dropdown menu;
• Choose a location on your computer to save the presentation;
• Enter a descriptive file name and select the desired file format (e.g., .pptx or .pdf);
• Click “Save” to store your presentation.

Creating a Word presentation doesn’t have to be a daunting task. By following this step-by-step guide, you can craft a visually appealing and impactful presentation using Microsoft Word. Remember, careful planning, customization, and diligent polishing are key to creating a successful presentation. Now go ahead and impress your audience with your newfound skills!

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How to make a powerpoint presentation using microsoft word 2010.

Microsoft Word 2010 isn’t normally used to make PowerPoint presentations. It’s a word processing program. But, if you only have Microsoft Word 2010 and need to make a PowerPoint presentation, there are ways around it.

One way is to make slides using Word’s page layout features, and then save them as images. JPEG or PNG is a good file format for this.

Next, open PowerPoint and make a blank presentation. Put the saved images from Word into it as slides. You can adjust the layout and design of the slides in PowerPoint.

Alternatively, you can use Word’s Outline View feature to create your PowerPoint presentation. In Outline View, structure your content into bullet points which will become slides when imported into PowerPoint.

To get into Outline View in Word 2010, go to the “View” tab and select “Outline” in the “Document Views” section. Then, organize your text using bullet points and headings.

Save your outline as a .rtf file. Open PowerPoint and choose “Open” from the File menu. Select your .rtf file and follow the prompts to import the outline as slides.

Pro Tip: Although Microsoft Word 2010 wasn’t made to do this, these workarounds can help you when PowerPoint isn’t available. Remember to adjust the formatting and design within PowerPoint for a professional presentation.

Overview of Microsoft Word 2010 features

Microsoft Word 2010 is a powerhouse of amazing features that make it ideal for crafting presentations. Here’s a glimpse of its top functions.

• Limitless customization: Word 2010 allows users to customize their slides with a wide range of formatting choices. From font type and color to bullet points and alignment, you can create slides that grab attention.
• SmartArt graphics: It offers an excellent SmartArt graphics option. This lets you insert professional diagrams, charts, and images into your presentation easily, so you can present complex info in a visually-pleasing way.
• Enhanced collaboration: It has co-authoring capability, so multiple people can work on a presentation at the same time. This makes team projects much simpler and efficient.
• Seamless integration with other Office apps: You can import/export content from programs like Excel or Access. This simplifies incorporating data into slide decks.

Also, you can add audio/video elements, apply transition effects between slides, and even save your presentation as a video. Unlock the potential of Microsoft Word 2010 – explore its features and create presentations that leave a mark.

Opening Microsoft Word 2010 and starting a new document

• Launch Microsoft Word 2010 by clicking its icon.
• Once open, find the “File” tab in the top-left corner.
• Select “New” from the drop-down menu to create a new document.
• A gallery will appear with templates and document types.
• Scroll through or use the search bar to find one for your PowerPoint .
• Or, select “Blank Document” from the gallery.
• Click “Create” to start working on your PowerPoint.

It’s worth mentioning that templates offer pre-designed layouts and themes for presentations. This can save time and effort. Align the template to the theme or purpose of your presentation to maintain consistency. For example, if giving a sales pitch, choose a template that looks professional and has eye-catching graphics.

By utilizing templates, you’ll get a visually appealing presentation while streamlining your workflow. Customize them to make them unique and engaging for your audience.

Choosing a design template for the PowerPoint presentation

When making a PowerPoint using Word 2010, it’s essential to pick a design template that will showcase your content well. Here are some key points for choosing one:

• Visual Appeal: Pick a template with colors, fonts and layouts that fit your content.
• Content Organization: Make sure the template has sections for titles, bullet points, images and charts.
• Customization Options: Check the template can be modified – colors, fonts, backgrounds etc – to create a unique presentation.
• Consistency: Get a template that keeps the same font styles, sizes and colors for headings and text, for readability.

Take a look at various design templates before settling on one. This’ll give you an idea of how each looks with your content. Selecting a great design template will give you an engaging PowerPoint.

Choose a template that boosts visual appeal whilst keeping consistency across slides. This will create an awesome presentation experience for your viewers. Start exploring design templates now to make your PowerPoint stand out!

Adding and formatting text in slides

• To add a text box to your slide, click “Insert” in the ribbon.
• Select “Text Box” from the drop-down menu.
• Drag and make it the size you want.
• Type in your content.
• Format the font, size, and color using the “Home” tab.
• To enhance the text, use bullet points, numbered lists, or different styles like bold or italic . These options are in the “Paragraph” section of the “Home” tab.
• Don’t use too many styles as it can make the slides look cluttered.
• For a professional and cohesive look, use a consistent style throughout the presentation.
• According to Microsoft Office Support , PowerPoint 2010 offers many options for adding and formatting text in slides.

Inserting images, graphs, and other media

Select visuals that are relevant to your content. Choose images that look good and support your message. For data, use graphs or charts. To insert an image or media file, go to the “Insert” tab in Microsoft Word 2010. Pick pictures, shapes, charts, and SmartArt graphics. Position images and media files in a way that looks nice and supports your message. Add videos or audio clips for a dynamic presentation. Research shows that multimedia content makes presentations more memorable. Follow these guidelines to create a captivating PowerPoint presentation.

Applying transitions and animations to slides

Select the slide you want to add transitions or animations to. Head to the “Transitions” tab in the PowerPoint ribbon, and choose from the “Transition to This Slide” group. Hover over each transition to preview it, then click to apply.

To animate individual elements, select the element first (e.g. text box, image). Then, go to the “Animations” tab in the PowerPoint ribbon. Explore the “Animation” group for different effects, and click one to apply. Customize using “Effect Options”.

Keep it simple! Excessive effects can distract from your message. Use entrance and exit animation sparingly for better impact. To maintain consistency, use similar transition styles and timings across all slides. This will create a more cohesive and polished look for your presentation.

Adding speaker notes and timings

When crafting a PowerPoint presentation in Microsoft Word 2010, think about speaker notes and timings . These tools help the presenter give their message clearly.

• Speaker Notes : For extra info or reminders, add speaker notes. These only show up for the presenter, not the audience.
• Timing Slides : Also use timing slides to control the duration of each slide. That way, the presentation is smooth and timed well.
• Adding Speaker Notes : Go to “View,” click “Notes Page,” and start typing in the space provided.
• Setting Timings : Go to the “Slide Show” tab. Click “Rehearse Timings,” and follow the instructions.

To take your presentation further, personalize speaker notes with text styles or pics. Practice with timing to make sure you speak at the right pace.

For example, one student used speaker notes and timings to avoid embarrassment at a crucial presentation. With rehearsed slides and prepared notes, they managed to get through their talk without missing important points or rushing.

Previewing and running the PowerPoint presentation

Preview your PowerPoint to make sure everything is running smoothly for your audience. Click the “Slideshow” tab and select either “From Beginning” or “From Current Slide”. To preview individual slides, click on the “Slide Show” button. Utilize the arrows and spacebar to move forward and press “B” to temporarily black out the screen. End the show by pressing “Esc” or right-clicking and selecting “End Show”.

If you want to practice without an audience, go to the “Set Up Slide Show” option under the Slideshow tab and choose one of three options.

Also, check for any hidden slides that may contain extra content. Lastly, have a backup copy saved on external storage in case of technical difficulties.

Saving and sharing the PowerPoint presentation

Saving and sharing a PowerPoint presentation is a must for collaboration and distribution. It allows you to keep your work and easily share it with others. Here’s a simple guide on how to save and share your PowerPoint presentation using Microsoft Word 2010.

• Click on ‘File’.
• Choose ‘Save As’ from the dropdown menu.
• Select the location you want to save your file.
• Type a name for your presentation in the ‘File Name’ field.
• Click ‘Save’.
• Open your saved presentation in Microsoft Word 2010.
• Click ‘File’.
• Select ‘Share’ from the left-hand menu.
• Pick ‘Email’.
• Put in the recipient’s email address, subject and message (if needed).
• Click ‘Send’.
• Choose ‘Save & Send’ from the left-hand menu.
• Pick an option like ‘Save to SkyDrive’.
• Log in with your Microsoft account or create one if you don’t have one. (SkyDrive is now called OneDrive.)
• Follow the instructions to upload and share your file.

Plus, you can also think of saving and sharing your PowerPoint presentations through other file-sharing platforms such as Google Drive or Dropbox. These platforms provide convenient ways to store, access and collaborate on files online.

Fun Fact: Survey says, SlideShare has an average of 60 million unique visitors visiting their platform every month. This makes it one of the biggest professional content sharing communities out there.

• Creating a PowerPoint with Microsoft Word 2010 may seem strange, but it’s possible! Follow these steps to make an attractive and interactive presentation.
• Go to the “ Page Layout ” tab and select “ Slide Orientation “. Customize the slide size and orientation.
• In the “ Insert ” tab you’ll find ways to add images, videos and audio.
• Use the “ Home ” tab to add formatting styles and shapes or SmartArt graphics.
• The “ Design ” tab has pre-designed themes and layouts to quickly customize your slides.
• Incorporate bullet points, headings, and subheadings in your content.
• Finally, use the “ Animations ” tab to add slide transition effects.

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How-To Geek

How to convert a word document to a powerpoint presentation.

You can get a great jumpstart on your next slideshow.

Quick Links

What you need to know, how to convert word to powerpoint on the web.

You might have converted a PowerPoint presentation to a Word document before so that you could edit it. But did you know that you can do the reverse? Take your Microsoft Word document and turn it into a Microsoft PowerPoint slideshow.

Related: How to Convert a PowerPoint to Word and Make It Editable

Maybe you want a jumpstart on creating your presentation using the text that you've saved in Word. Or maybe you've realized that your document would be better presented as a PowerPoint slideshow. With Word on the web, you can convert your document easily.

Here are a few things to keep in mind in terms of converting Microsoft Word documents to PowerPoint presentations. These points might be updated over time. The feature began rolling out in early 2021 :

• The ability to convert PowerPoint presentations is currently only available in Word for the web.
• The option is currently only available in English.
• The feature is not currently available when using Safari or Internet Explorer.
• At the time of writing, text content is available for export. If you have media content in your Word document, you'll need to add it to the PowerPoint presentation separately.

Now, if you're ready to give this feature a try, let's get to it! Head to the  Microsoft Office online  website, sign in to your account, and open your document in Word. You do not have to open PowerPoint in another tab or window.

Click File > Export and choose the "Export to PowerPoint Presentation" option.

You'll see a pop-up window with a collection of themes. Select the theme that you want to use and click "Export." You can change the theme in PowerPoint once it's exported if you like.

After several moments, you'll receive a notification that your newly converted presentation is ready. Click the "Open Presentation" button.

The slideshow will open in Microsoft PowerPoint for the web in a new tab.

The presentation will be saved to OneDrive automatically with the same name as your Microsoft Word document. If you haven't named your document, the slideshow will have a default name, such as Document 1. Click the name in the top-left corner and give it a new file name.

Styles like headings and bullet points should transfer as such. However, this could change depending on the theme that you select. Keep in mind that you might need to make some adjustments to the slideshow after you export it.

Check out some of our tips for making great PowerPoint presentations !

Related: 8 Tips to Make the Best PowerPoint Presentations

Introduction to MS WORD

Jan 01, 2020

1.2k likes | 3.37k Views

Introduction to MS WORD. What is MS Word?. MS Word is a word processing program used to create, format, save and print letters, reports, newsletters, manuscripts, signs, certificates other documents. Office Button. Quick Access Toolbar. Title Bar. Ribbon. Tabs. Groups. Commands.

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Presentation Transcript

What is MS Word? • MS Word is a word processing program used to create, format, save and print letters, reports, newsletters, manuscripts, signs, certificates other documents.

Office Button Quick Access Toolbar Title Bar Ribbon Tabs Groups Commands Dialog Box Launcher Scroll Bar View Buttons Control Buttons Zoom Level or Zoom Slider

The Microsoft Office Button • It provides access to the only menu in Office 2007. When you click this button it shows the following menus, New, Open, Save, Save As, Print, Prepare, Send, Publish and Close.

Quick Access Toolbar • It provides access to the most common Word commands including Save, Undo, Repeat and Copy. You can customize, add or delete buttons on this toolbar.

Title Bar • It shows the open program and the name of the open file.

Ribbon • It contains the commands organized in three components: • Tabs – represents the activities you perform and contain related groups. • Groups – organize related commands. Group name appears below the group ribbon. • Commands – appear within ach group

Dialog Box Launcher • It opens a dialog box or task pane that provides more options.

Scroll Bar • It moves the document vertically.

Document Area • This is where you type your text. The insertion point represents the location where your text will appear.

Status Bar • It displays the document information such as the number of the page on which the insertion point appears, the total number of pages, the proofing errors indicator and the view buttons.

View Buttons • They display the buttons such as Print Layout, Full Screen, Reading, Web Layout, Outline, Draft.

Control Buttons • They minimize, maximize, restore and close the window.

Starting the Word Processing Program • Click the START button. • Point to All Programs. • Point to Microsoft Office. • Click on Microsoft Office 2007.

The Ribbon • The Ribbon is the panel at the top portion of the document. It has seven tabs which are Home, Insert, Design, Animations, Slide Show, Review and View. These tabs contain commands and tools which are grouped according to their function. Additional tabs such as Format and Design will show when you are working on Pictures, ClipArt, WordArt, text boxes and shapes. • When you move the mouse pointer over each command or tool, it will display the pop[-up name and function of the command.

Home Tab • This Home tab displays the related commands which are grouped as Clipboard, Font, Paragraph, Styles, Editing.

Insert Tab • This Insert tab displays the related commands which are grouped as Pages, Tables, Illustrations, Links, Header and Footer, Text, Symbols

Page Layout Tab • This Page Layout tab displays the related command which are grouped as Themes, Page Setup, Page Background, Paragraph, Arrange.

Reference Tab • This Reference tab displays the related commands which are grouped as Table of Contents, Footnotes, Citations & Bibliography, Caption, Index, Table of Authorities.

Mailings Tab • This Mailings tab displays the related commands which are grouped as Create, Start Mail Merge, Write and Insert Fields, Preview Results, Finish.

Review Tab • This Review tab displays the related commands which are grouped as Proofing, Comments, Tracking, Changes, Compare, Protect.

View Tab • This View tab displays the related commands which are grouped as Document Views, Show/Hide, Zoom, Windows, Macros.

Customizing Quick Access Toolbar • Quick Access Toolbar contains frequently used commands. You can display or hide the icons. To customize this toolbar, click the Customize Quick Access Toolbar arrow, and a drop-down menu will appear. Check or uncheck the commands that you need or do not need. You can also move the Quick Access below or above the Ribbon.

Using Command Icons and Dialog Boxes • To apply a command, just click the icon. An arrow next to an icon means that there are other options available. Click the arrow to display the options . • Dimmed menu items are not available for selection at this time. Selected command is the highlighted command. The arrow next to the Group name is the Dialog Box launcher. Click it to display the dialog box. • A dialog box is an on-screen form that you fill up to tell MS Word how to complete a command.

Working with Mini Toolbar & Context Menus • When you move your mouse over the selected text a mini toolbar will appear. When you right click on the text, a context menu will appear. You can use the mini toolbar and context menu to format without going to the Home Tab.

Customizing the Ribbon • You can customize the Ribbon to add tabs, groups or commands that you will use often. • To display the Customize Ribbon Tab following the following steps. • Right click on any part of the Ribbon. • On the pop – up menu, click Customize the Ribbon. • On the dialog box, click Customize Ribbon Tab. • On the list of commands, select the one you would like to add.

To add a New Group: To add a New Tab: • Click the tab you want to customize. • Click the New Group button and Word adds the group. • Click the Rename button. • On the Rename dialog box, type the name of the group. • Click OK and Word adds the new group to the tab. • Click the New Tab button. • Word now adds the tab and a new group with the tab. • Click the new tab added. • Click the Rename button. • On the Rename dialog box, type the name of your new tab. • Click Ok.

To add a New Command: • Click the Choose Commands From arrow. • From the drop – down list, select the command category you want to use. • Click the command you want to add. • Click the Custom Group you want to use and click the Add button. • Click Ok and Word adds the command. • To remove a custom command, click it and then click the Remove button.

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Export Word documents into PowerPoint presentations

Mohit Anand

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Hi, Office Insiders, my name is Mohit Anand, and I’m a Program Manager on the PowerPoint team. I’m glad to share that a new scenario  is now available in Word for the web .  You can now export  Word document s   in to PowerPoint presentation s .  

Word document s  to PowerPoint presentation s  

Have you  ever  wished you could easily export an existing  Word document into a great PowerPoint presentation?  If so, the wait is over!   

When you use the Export command, it creates a  presentation  based on   all   the summarized sections of the document.  It also  adds   imagery, icons, videos, themes, and fonts  using  AI.  

How it works  

To turn your Word document into a PowerPoint presentation:  

• Open any document  you want to convert into a presentation  in Word for  the  web.  
• Click  File   >   Export > Export to PowerPoint presentation .  
• When  prompted ,  choose a design theme for your presentation.  
• Click  Open presentation  to  re view  the results  in PowerPoint for  the   w eb.  
• The presentation  w ill  be  created  in the OneDrive  root folder  of the user who used this option.  

Scenarios to try  

• Open a Word document and explore the available PowerPoint themes.  
• Open a Word document that is mostly text and see  which AI-backed assets are  added  by clicking on  Export .  

Known Issues  

• This feature is currently only available in English.  
• It is not available in the Internet Explorer  and Safari  browser.  
• We only support text content for the transformation to presentation, other media content support is not  currently  available.   You can add your own media to the presentation after  you have  exported  your Word document.  

Availability   

Export  your document to  PowerPoint presentation is rolling out to  all Word for the web users shortly .    

Features are released over some time to ensure that things are working smoothly.  Therefore, we highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Additionally, sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as Insiders, have had the opportunity to try them.  

Feedback  

If you have any feedback or suggestions, you can submit them by clicking  Help > Feedback.        

Learn more about what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people.  

We’re excited to hear from you! Sign up for the  Office Insider newsletter , and you’ll get the latest information about Insider features in your inbox once a month.

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Presentation templates

Captivate your audience with customizable business presentation templates. whether you're pitching clients, wooing investors, or showing off your latest wins, there are presentation templates that'll suit your next meeting..

Free slide templates for presentations

Presentation decks can make or break your speech—don't risk boring or unprofessional slides distracting from your message. Set yourself up for success with free, eye-catching presentation templates that don't require graphic design skills to use. Whether you're pitching to investors or sharing a class project, using presentation templates allows you to focus on the content of your work without worrying about the design. Explore presentation templates for pitch decks, annual reviews, and conference slides, and get ready to wow your audience. Choose a presentation template and customize it with your business's branding and logo. If you work in a creative field, don't shy away from bold designs and vivid colors . Presentation templates offer versatile options for personalizing—get creative by customizing your template or opt for adding your own text to existing designs. When you use a template at your next meeting, you'll turn a simple presentation into an opportunity to impress. To make presenting even easier, you can download your template in a variety of formats, like PowerPoint and PDF, or share it digitally with your colleagues.

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Create a new presentation with Copilot in PowerPoint

Note:  This feature is available to customers with a Copilot for Microsoft 365 license or Copilot Pro license.

Create a new presentation in PowerPoint.

Select Send  and Copilot will draft a presentation for you!

Edit the presentation to suit your needs, ask Copilot to add a slide , or start over with a new presentation and refine your prompt to include more specifics. For example, "Create a presentation about hybrid meeting best practices that includes examples for team building.”

Create a presentation with a template

Note:  This feature is only available to customers with a Copilot for Microsoft 365 (work) license. It is not currently available to customers with a Copilot Pro (home) license.

Copilot can use your existing themes and templates to create a presentation. Learn more about making your presentations look great with Copilot in PowerPoint .

Enter your prompt or select Create presentation from file to create a first draft of your presentation using your theme or template.

Edit the presentation to suit your needs, ask Copilot to add a slide , organize your presentation, or add images.

Create a presentation from a file with Copilot

Note:  This feature is available to customers with a Copilot for Microsoft 365 license for full options, or a Copilot Pro license for limited options.

With Copilot in PowerPoint, you can create a presentation from an existing Word document—or a PDF if you have a Copilot for Microsoft 365 (work) license. Point Copilot in PowerPoint to your document, and it will generate slides, apply layouts, create speaker notes, and choose a theme for you.

Select the document you want from the picker that appears. If you don't see the document you want, start typing any part of the filename to search for it. You can use a Word document—or, if you have a Copilot for Microsoft 365 (work) license, you can use a PDF, and encrypted documents are available as well.

Note:  If the file picker doesn't appear, type a front slash (/) to cause it to pop up.

Select Send  and Copilot will draft a presentation for you!

Best practices when creating a presentation from a Word document

Leverage word styles to help copilot understand the structure of your document.

By using Styles in Word to organize your document, Copilot will better understand your document structure and how to break it up into slides of a presentation. Structure your content under Titles and Headers when appropriate and Copilot will do its best to generate a presentation for you.

Include images that are relevant to your presentation

When creating a presentation, Copilot will try to incorporate the images in your Word document. If you have images that you would like to be brought over to your presentation, be sure to include them in your Word document.

Start with your organization’s template

If your organization uses a standard template, start with this file before creating a presentation with Copilot. Starting with a template will let Copilot know that you would like to retain the presentation’s theme and design. Copilot will use existing layouts to build a presentation for you. Learn more about making your presentations look great with Copilot in PowerPoint .

Tip:  Copilot works best with Word documents that are less than 24 MB.

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How to Add PowerPoint Slides Into a Word Document

Insert PowerPoint slides as individual images

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What to Know

• In Word, go to Insert > Add from Files and select the PowerPoint file. Choose Insert Slide for each slide you want to add.

Use the Picture Format menu to adjust each inserted slide.

When you want to use PowerPoint slides in a Microsoft Word document, use the Add from Files tool to import one or more slides from a PowerPoint presentation as images to the Word file. We show you how to do it using Microsoft Word for Microsoft 365, Word 2019, Word 2016, and Word for Mac.

How to Insert PowerPoint Slides Into a Word Document

Slides from an existing PowerPoint presentation can be inserted as an image into a blank document or an existing document.

Open an existing or blank Word document, then position the cursor where you want to insert the PowerPoint slide.

Go to the Insert tab and select Add from Files .

Select the PowerPoint file that contains the slides you want to add to the Word document.

If the file isn't listed, select Show More Files to browse the filesystem and choose a file.

In the Insert From File panel, find the slide you want to insert as an image and select Insert Slide to insert it into the document.

The slide appears as an image. It can only be edited with photo tools.

Considerations

In old versions of Microsoft Office , it sometimes made sense to export PowerPoint content into Word to mark it up with the speaker's notes and other information. However, PowerPoint has advanced such that these workarounds no longer prove as helpful.

PowerPoint presentations can be exported in different formats including PDF, several image formats, several movie formats, and a rich-text outliner format. Use these export formats as an alternative to a multi-step Word process.

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8 advanced Microsoft Word tricks you probably missed

M icrosoft Word is one of the most widely used programs in the world, yet it’s also one that many complain about. The most common criticism? That it’s heavy, slow, and a typical example of “feature bloat.”

Which is true. Word is packed with tons of features. And while some critics think that most people only use it because everyone else is using it, Word is actually quite powerful and capable.

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It’s just a matter of getting to know it, and not beating it to death, so to speak. Word has some quirks that can drive a user crazy, but in most cases it’s a setting that can be changed or a behavior that can be circumvented with another feature or the right handling.

In this guide I go through a number of more advanced or unfamiliar parts of Word, in the hope that you, the reader, will find at least a few goodies you can use. You might even start to like the program.

Stop Word’s automatic formatting

Of all the things users have found most annoying about Word, automatic formatting is probably the most common. Word tends to think it knows best, and doesn’t wait for you, the user, to choose to create a “real” list, for example.

Word has always insisted on pasting text while maintaining formatting, but this spring an update has added settings to choose how you want to do it by default. This means that you can change it so that Ctrl+V pastes text only, with the same formatting as the surrounding text. There is also a new option called Merge formatting , which keeps the bold/italic/underline/overline and list formats but matches the target font, color, and size. This makes it possible to copy, for example, a formatted list from a document in Helvetica to one in Word’s standard font Aptos.

The program also likes to automatically change, for example, a paragraph starting with a number to a numbered list as soon as you press return to create a new paragraph. You can easily change this behavior in the settings. Go to File > Options > Proofing . Click on the Autocorrect options and select the tab Auto format . Here you’ll find lots of tick boxes for things you might not want, like automatic bullet points.

Another annoyance for many is that Word insists on highlighting whole words. For example, if you want to delete a sentence from the first letter to halfway into the fourth word, it can seem impossible to get the highlighting right so that pressing the backspace key once will delete just that bit, because as soon as you pass a space, Word starts highlighting one word at a time and not one character.

This can also be easily fixed by opening File > Options > Advanced and ticking off When selecting, automatic select entire word . Just like that, Word will highlight exactly as you want. You can uncheck the Customize paragraph markup option if you don’t want Word to automatically add a new paragraph mark when you select a whole paragraph, so that you can paste the paragraph into another paragraph.

Change the default stylesheets

Have you ever wondered why on earth Word has multiple stylesheets with blue text? Or how you can change the default fonts in new documents? These days it’s surprisingly easy.

Right-click on a style, for example Heading 1 , and select Modify . Make any changes you want, such as switching to black text or changing the font. When you’re happy, click New documents based on this template , then OK to save the changes to the default template. If you make changes to the style sheet Normal it will also affect several other templates based on it: No spacing , Subheading , Quote , Strong quote , and List piece for example, have the same font as Normal .

Mastering the search function

As you probably know, Word has a search function. You’re probably also familiar with the slightly more advanced Find and Replace function. But Word’s search function is actually much more powerful than that, and you can search for things you might not have thought of.

Click on Find to the right of the fonts in the Home ribbon, and then click Advanced find . The dialog box that opens has three tabs, where Replace is the usual search and replace function, and Go to is a way to quickly get to a page number or bookmark, for example. But in the Find tab, you’ll find the More button, which shows a bunch of settings for searches (for example, to search only for whole words, or to ignore punctuation).

There are also two drop-down menus with additional search functions. The Format menu allows you to search for parts of text that, for example, use a particular font or are italicized. The Special menu is used to find, for example, special characters such as line breaks and hard spaces.

Transcribing recorded calls

Do you have an audio recording you don’t want on “paper”? Word now has a built-in AI-based transcription feature that makes it easy. Just click on Dictate on the right side of the Start tab in the ribbon and select Transcribe and the feature will open in the right column.

Select English if it is not already preset, and click on Upload audio to send a recording you have on file to the Microsoft server. The transcription may take a while and Word will tell you when it is ready. When it is, click on Add to document where you have four options for how the text should be formatted (with or without speakers and timestamps).

The results when I’ve tested it have been full of errors, so it can’t be used directly in any texts. But it works well enough to understand from the context what the speakers have said and can be written cleanly if needed.

Share documents with others and co-edit

When Google started to take market share from Office, one of the reasons was how easy it is for multiple collaborators to co-edit a document or spreadsheet. Microsoft realized the importance of this co-editing and introduced similar features in 2013.

Today, it’s easy to invite others to edit documents in Word, Excel, and PowerPoint, and they can edit either in the desktop applications or the web apps. To get started, make sure the document is saved on OneDrive. Then click on the Share button at the top right. There are two options here: Invite and share with selected people or create a link that anyone can use. The former is obviously a bit safer, but if you don’t know what email address the person you’re inviting uses for their Microsoft account, a link is easier.

If more than one user has a document open for editing, everyone can see where in the document the others are working, which reduces the risk of editing conflicts that can arise if two people make changes in the same place at the same time. Should a conflict still arise, Word helps to resolve it.

Read and restore older versions of documents

Saving your documents on OneDrive gives you several advantages over storing them locally. Firstly, autosave is activated so that you do not have to sit and press Ctrl+S all at once. Sure, Word has a recovery function in case the program crashes, but many users can tell horror stories about large documents that they forgot to save and which disappeared without a trace and could never be recovered.

Another advantage is that OneDrive saves version history so you can revert to previous versions of the document without having to save a bunch of different versions. “Report_last_draft_final_final_final.docx” becomes a thing of the past.

Here’s how to find older versions:

1. Open the document from OneDrive.

2. Click on the file name above in the Word window.

3. Select the Version history and the current version will be displayed, with a list of previously saved versions on the right.

4. Click on a previous version to view it.

5. You can restore the old version by clicking on the button Restore button in the yellow strip that appears below the toolbar, or select and copy text that you can then paste into a new document or into the last saved version to restore just that bit.

Word has long had features for placing images and shapes in documents, but did you know it now also has drawing tools? Microsoft added it to make Word more usable on computers and tablets with a touchscreen and/or pen, but it can also be used with a mouse or trackpad.

Click on the Draw menu tab to see the different options. On the left are different pens, erasers, and two types of markers. The next button is Ruler , which places a virtual ruler over the document you can use to draw straight lines. To change the angle of the ruler, simply hold the pointer over the ruler and scroll the scroll wheel on the mouse (or drag with two fingers on the trackpad). To move it, click and drag.

Other functions are not that interesting, except possibly Ink to math , which makes it easy to print formulas and equations with correct formatting.

AI writing assistance with Microsoft Editor

Microsoft Editor is a modern, AI-based upgrade to the classic spell and grammar checker that has been in Word for many years. It’s built into Word and Outlook on Windows and Mac, but also available as an extension for Chromium-based browsers like Edge and Chrome.

In Word, you can find the Editor under the Editor button on the right of the Start tab in the Ribbon, and it opens in a column on the right of the window.

At the top of the Editor, a judgement of the document is displayed in the form of a percentage. As you fix the various flaws the feature has found, the percentage increases. Below the judgement you will find four sections: Corrections , which shows spelling and grammar errors; Refinements , where the program suggests changes to make the language more formal and clear; Similarity to test how similar your text is to online sources; and Insights , which is a shortcut to the old Readability Statistics feature with figures such as number of sentences per paragraph and number of words per sentence.

Click on each subcategory to go through the Editor’s suggestions. As with the old spelling feature, you can change, ignore, or add words to the glossary, and follow or ignore other suggested changes.

Best alternatives to Word

There are plenty of programs for writing and processing text in different ways, to say the least. If you don’t like the subscription model, or just find Word unwieldy, you have other options. Because Word can be used for so many different things, I’ve categorized my recommendations by need:

Simple needs? Word Online or Google Docs

If you don’t necessarily need a full-blown Windows program, you can get by with Word Online — included in free accounts — or Google Docs. Both have all the usual features you might need for word processing, and on top of that you get the ability to co-edit with others you invite.

Packed with functionality? Libreoffice Writer The closest thing to a full Word clone you can get today is Libreoffice Writer . Like Word, it’s packed with features for all kinds of word processing, but it’s open source and free.

Do you really want to layout? Scribus or Affinity Publisher

Scribus is a powerful open source program. If you are willing to pay a bit more, Affinity Publisher is more polished and similar to Adobe Indesign, with very powerful features while being fairly easy to get started with.

Are you writing a book or thesis? Scrivener

The Scrivener payment program is very popular among writers, translators, journalists, lawyers, and academics, and for good reason. The program simply makes it easier to work with long texts.

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Everything in microsoft 365 apps for business, plus:.

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Frequently asked questions, where can i use microsoft word, is there a free version of microsoft word, can i collaborate with other people in microsoft word, in what languages is microsoft word available.

[1]   Documents must be saved in and shared from OneDrive.

[2]  Copilot Pro benefits are currently available on web, Windows, and macOS and iPadOS. A Microsoft 365 Personal or Family subscription is required to access Copilot in select apps, including Word, Excel, PowerPoint, OneNote, and Outlook. Excel features are currently in preview in English only. Microsoft 365 Personal or Family and Copilot Pro are not available in the same transaction and must be purchased in two separate transactions.

[3]  Subscription automatically renews. Cancel anytime to stop future charges.

[4]  Once your paid subscription begins, cancelation policies vary based on your status as a new customer, product, and domain selections on Microsoft. Learn more . Cancel your Microsoft 365 subscription any time by going to the Microsoft 365 admin center. When a subscription is canceled, all associated data will be deleted. Learn more about data retention, deletion, and destruction in Microsoft 365 .  

[5]  Copilot for Microsoft 365 may not be available for all markets and languages. To purchase, enterprise customers must have a license for Microsoft 365 E3 or E5 or Office 365 E3 or E5, and business customers must have a license for Microsoft 365 Business Standard or Business Premium, or a version of these suites that no longer includes Microsoft Teams.

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You can use Microsoft Office apps for free. 

Microsoft 365  is a productivity suite that includes programs such as Word, PowerPoint, Outlook and OneDrive cloud storage. Because these tools are useful for work and school, you’ll likely want access to them.

A paid Microsoft 365 membership is the most common way to enjoy these apps, and you’ve got multiple tiers to pick from, starting with the $2 a month or $20 a year Microsoft 365 Basic plan. Normally, you’ll pay anywhere from $20 to $100 annually for a subscription depending on the plan you pick. You can sometimes bag Microsoft 365 at no cost.

Here’s how to get Microsoft 365 for free. 

Get Microsoft Office 365 Education free if you're a student or a teacher

Say you're a student, teacher or faculty member with an active school email address. You're probably eligible to get access to Office 365 for free through Microsoft, with access to Word, Excel, PowerPoint, OneNote and Teams, plus other classroom tools.

All you have to do is punch in your school email address on this page on Microsoft's website: Office 365 Education . In many cases, you'll be instantly granted access thanks to an automated verification process. If you attend an institution that needs to be verified, it might take up to a month to confirm your eligibility. 

College students can also get Microsoft 365 Personal for $3 a month with a valid school email address.

More Tech Tips

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How to get Microsoft 365 for free if you're not a student or faculty member

Not everyone can take advantage of an email address through an academic institution to get the Microsoft Office suite at no cost. Thankfully, anyone can get a one-month free trial of Microsoft 365. You do need to enter a credit card number. If you don't cancel your subscription before the month is up, you'll be charged $100 for a one-year subscription to Microsoft 365 Family (formerly called Office 365 Home). 

The good news is that you can access a number of apps online for free, including Word, Excel, PowerPoint, OneDrive, Outlook, Calendar, My Content, Skype, Designer and Clipchamp as long as you don't need the full suite of Microsoft 365 tools. Here's how to get them: 

1 . Go to Microsoft365.com .

2 . Click Sign up for the free version of Office under the "Sign in" button.

3 . Log in to your Microsoft account or create one for free . If you already have a Windows, Skype or Xbox Live login, you have an active Microsoft account.

4 . Select the app you want to use and save your work in the cloud with OneDrive.

Use the browser-based version of the Microsoft Word app for free.

So what's the catch for the free version?

You might be saying, "Wait a minute, if I can get all of those apps for free, why pay for Microsoft 365 in the first place?" The functionality of the free apps is limited, so they only run in your web browser and you can only use them while you're actively connected to the internet -- there’s no online version. They also have fewer features than the full Microsoft 365 versions. 

There are still benefits to the free version, including the ability to share links to your work and collaborate in real-time, similar to what the Google Workspace (formerly G Suite) productivity tools allow. If you're looking for basic versions of each of these apps, the free version should work well for you. 

For more productivity coverage, check out what Microsoft 365 Basic offers customers , all of the  best features in Windows 11  and  how to take screenshots in Windows 10 or 11 . You can also take a look at CNET's list of the best Windows laptops .

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The Exporting a Word Doc to a Powerpoint Presentation feature isn't working. Is it down?

I'm signed into my MS 365 account online, and I'm trying to export a Word doc to a PowerPoint presentation but when I click on File - Export to PowerPoint Presentation, the following message keeps popping up: "We're having difficulty creating your presentation right now. Please wait a moment and try again." I've clicked on "try again" numerous times but I'm just getting the same message. I signed out and cleared my browser cache and cookies, then signed back in. Message still popped up. I also tried signing in with a different browser but it's still not working. Is this feature down right now? Please help! Thanks!

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• Microsoft Agent |

Hi Darlene Dalgleish,

Thanks for your post in Microsoft Community.

Based on your description, it seems like that you've encountered an issue where Word online is unable to export to a PowerPoint document., we can fully understand your distress and will do everything we can to help you.

We've just conducted a test and confirmed that this feature is indeed temporarily unavailable at the moment. However, it's important to note that this feature is in the preview stage , implying that it's still undergoing extensive testing and may therefore be intermittently available or unavailable, which is understandable given its developmental status.

Rest assured, once Microsoft has thoroughly tested and ensured the stability of this feature, it will be made widely accessible for use. Please bear with them and stay patient. If you want to know more details about this feature, please read: Export Word documents to PowerPoint presentations . If you have further questions, please feel free to contact us!

Thanks for your cooperation and understanding. I hope that you are keeping safe and well!

Best Regards,

Thomas C - MSFT | Microsoft Community Support Specialist

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Create a presentation

Create a presentation in PowerPoint

Create presentations from scratch or start with a professionally designed, fully customizable template from Microsoft Create .

Tip:  If you have Microsoft Copilot it can help you create a presentation, add slides or images, and more. To learn more see  Create a new presentation with Copilot in PowerPoint.

Open PowerPoint.

In the left pane, select New .

Select an option:

To create a presentation from scratch, select Blank Presentation .

To use a prepared design, select one of the templates.

To see tips for using PowerPoint, select Take a Tour , and then select Create , .

Add a slide

In the thumbnails on the left pane, select the slide you want your new slide to follow.

In the  Home tab, in the  Slides  section, select  New Slide .

In the Slides section, select Layout , and then select the layout you want from the menu.

Add and format text

Place the cursor inside a text box, and then type something.

Select the text, and then select one or more options from the Font section of the Home tab, such as  Font , Increase Font Size , Decrease Font Size ,  Bold , Italic , Underline , etc.

To create bulleted or numbered lists, select the text, and then select Bullets or Numbering .

Add a picture, shape, and more

Go to the  Insert  tab.

To add a picture:

In the Images section, select Pictures .

In the Insert Picture From menu, select the source you want.

Browse for the picture you want, select it, and then select Insert .

To add illustrations:

In the Illustrations section, select Shapes , Icons , 3D Models ,  SmartArt , or Chart .

In the dialog box that opens when you click one of the illustration types, select the item you want and follow the prompts to insert it.

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