Many writers think of Microsoft Word as something they outgrow once they move to Scrivener or Google Docs, but that assumption sells the program short. As both an author and a writing coach, I’ve worked with just about every writing program available, yet I’ve always returned to Word. It’s the program I use daily for editing, and though it may look simple on the surface, beneath that familiar layout are tools that can take even an experienced author from first draft to publication.
Word isn’t the simple word processor many chalk it up to be. Explore past the basic tools and functions, and it’s a flexible, professional workspace with features designed to help writers stay organized, edit with precision, and format their manuscripts for submission. The program is available for free in a limited version online, but you can also purchase the full version via subscription for $9.99 per month or buy Microsoft Office Home for a single computer with a one-time payment of $149.
These ten tips highlight how Word can support your creative process at every stage of writing, revision, and publication.
10 Tips for Microsoft Word
1. Harness Styles for Effortless Formatting
In Word, a style is a set of formatting instructions that control how text looks and behaves. Each time you apply a style, you’re giving Word a label to recognize, such as “Heading 1” for chapter titles or “Normal” for the main body of your manuscript. Instead of manually adjusting fonts and spacing throughout, styles create consistency across your entire document with a single click. When it’s time to update fonts or layout, changing one style updates the entire manuscript, saving hours of tedious reformatting.
You can find Word’s styles on the Home tab. The main Styles gallery gives you quick, ready-made formatting options. If you want more control, click the small arrow in the lower-right corner of the Styles group to open the full Styles pane, where you can browse, edit, and customize styles.
Pro Tip: When I start a new manuscript, I set “Normal” for my body text and use “Heading 1” for chapter titles. I also create a custom “Scene Break” style for section transitions. Starting with this structure early keeps your writing organized and ready for whatever comes next: editing, layout, or ebook conversion.
2. Use the Navigation Pane to Stay Oriented in Long Projects
Styles aren’t just helpful for standardizing your formatting in a document; they also form hyperlinks in the Navigation Pane. When you apply heading styles to your chapter titles and scene breaks, Word automatically creates an outline in the Navigation Pane on the left side of your screen. Each heading becomes a clickable link, allowing you to jump to any section of the document without scrolling. This feature also makes it easy to rearrange chapters or scenes by dragging and dropping headings, similar to the Binder in Scrivener or document tabs in Google Docs.
3. Build a Personal Author Dictionary and Autocorrect Shortcuts
Use Word’s custom dictionary and autocorrect features to make your writing smoother and more efficient. Adding character names, invented places, or unusual spellings to your personal dictionary prevents Word from flagging them as errors. You can also use an autocorrect shortcut to autofill difficult-to-spell words or common phrases. To create an autocorrect shortcut, go to File > Options > Proofing > Autocorrect Options, and enter a short code that you’d like to have expand automatically into a specific longer word or phrase.
These tools save time and keep your writing consistent, though be selective about what you add. Custom dictionaries and autocorrect shortcuts are shared across projects, so too many specialized words from one project can spill into the next, causing Word to overlook legitimate errors. Periodically review your custom list, so it stays relevant to your current work.
4. Explore Copilot and AI for Brainstorming and Revision Planning
Microsoft’s Copilot integrates with Word, so you can work more efficiently while keeping your text in one program. To use it, open the Copilot sidebar, or type “@Copilot” in your document. You can ask it to summarize sections, suggest alternate phrasing, or identify areas where your pacing or tone might need adjustment. Copilot can also generate quick outlines or scene summaries to help you see the shape of your story at a glance.
Pro Tip: AI tools like Copilot can be powerful aids for brainstorming or research, but they should never write your story for you. Current copyright laws do not allow you to claim ownership of text produced by AI, so relying on it can cause serious legal issues. Please see the notice on Generative Artificial Intelligence at this congressional website for more information: https://www.congress.gov/crs-product/LSB10922. Use Copilot to explore ideas, summarize notes, or strengthen clarity, but keep your creative decisions and your words your own.
5. ‘Track Changes’ Like a Pro
Track Changes is Word’s built-in editing system and lets you see what’s been added, deleted, or revised in your manuscript. To turn it on, go to the Review tab and select “Track Changes.” Once active, Word highlights every edit; insertions appear in one color and deletions in another, and comments can be added in the margins for clarification or discussion. You can then accept or reject suggestions to make the revision permanent. This visual tracking makes it easy to review feedback or keep a record of your own revisions.
Pro Tip: Word’s Track Changes feature has become the industry standard for professional editing. Most editors rely on it when working with authors to ensure every revision is visible. Even if you write in another program, Word allows you to review and approve or reject edits, and to see who suggested the change in the first place.
6. Compare and Combine Documents During Revision
When you’re juggling multiple drafts or receiving feedback from several readers, Word’s Compare and Combine tools can help you keep everything organized. Found under the Review tab, these options allow you to see what’s been changed between two versions of a document or merge edits from different reviewers into one master file. Compare shows all added or removed text and formatting variations for your review.
The Combine feature is useful when you’ve received multiple edited versions of your manuscript. It merges all comments and changes into a single document. This makes it easier to evaluate feedback side by side or merge two drafts of the same project. For authors who collaborate with editors, agents, or beta readers, these tools streamline the revision process and prevent confusion about which draft is the most current.
7. Leverage Ink Tools for Deeper Edits
For authors who prefer a more hands-on editing experience, Word’s Draw tab offers Ink tools that allow you to mark on the page using a touchscreen or stylus. You can circle awkward phrases, underline problem areas, or draw arrows to show movement within the text. This feature recreates the feel of working on paper but keeps everything digital and easy to revise.
Pro Tip: If you own a tablet and stylus, Word’s Ink tools let you edit your manuscript by hand without the cost or waste of printing. To get the most from this feature, learn the common proofreading symbols used by editors. There are many resources and free guides available online through writing centers and universities. One resource is the Chicago Manual of Style: https://www.chicagomanualofstyle.org/help-tools/proofreading-marks.html. Once familiar, you’ll be able to combine digital efficiency with the precision of traditional editing.
8. Use Templates to Standardize Submission and Formatting
Templates in Word provide a consistent foundation for any writing project, which can save you time and ensure your work looks professional. Select File > New and browse the program’s premade options, or create and save your own. For authors, templates are especially useful for maintaining standard manuscript formatting: double-spaced text, one-inch margins, and a readable font such as Times New Roman or Garamond.
A template is different from a style in the Style tab. Whereas a style changes how your text looks, like choosing a font or heading, a template is the whole setup for your document. It includes styles, spacing, and layout, so you can start writing with everything already in place.
Templates can help with other parts of the writing process. Authors often rely on them for query letters, book proposals, or formatted poetry layouts. Templates maintain uniformity in your presentation, aiding publishers in concentrating on your content instead of on formatting errors. Once set up, you can reuse your template for future projects to ensure uniformity across submissions.
9. Manage References, Indexes, and Cross-References
Word’s built-in referencing tools can save authors hours of manual organization, especially when working on nonfiction or projects that require heavy world-building. Under the References tab, you can insert citations, manage sources, and generate bibliographies automatically in your preferred style. This feature ensures consistency when citing books, articles, or online sources throughout your manuscript. For writers working on academic or research-based material, these tools simplify a process that can otherwise become overwhelming.
Fiction authors can also benefit from Word’s indexing and cross-reference features. Indexing allows you to mark key terms or character names and create an alphabetical index for readers to navigate. Cross-references link sections or terms within your document, helping maintain continuity across chapters or related passages. Whether you are managing complex lore, keeping track of research notes, or preparing a nonfiction manuscript, these tools help organize information for both you and your readers.
10. Prepare a Polished File for Publication
When your manuscript is ready to share with the world, Word provides everything you need to prepare a professional, publication-ready file. You can insert section breaks to manage chapters or formatting changes, add page headers and footers for consistent identification, and generate an automatic table of contents that updates as you revise.
Once your layout is complete, use the Save as PDF feature to preserve fonts, spacing, and design elements as intended. Most publishers, printers, and literary journals accept DOCX or PDF files, so you can submit or self-publish straight from the program you used to draft your story. Whether you are delivering your manuscript to an editor, uploading an ebook to a digital platform, or printing physical copies, Word’s built-in features ensure your final document looks as professional as the writing itself.
The Final Word
Word has been around for decades, but though many see it as simply a writing program, its lesser-known features expand its usefulness far beyond the first draft. With features that can help organize your drafts, polish your prose, and prepare your work for publication, the platform offers a surprising answer for authors looking for something that can do it all.
Each tool helps remove a little friction from the process, letting you focus on the story and giving your words a smooth path from idea to finished book.
Wendy Van Camp
