word document in presentation

How to insert a word document into PowerPoint: Step-by-Step Guide

Inserting a Word document into PowerPoint can be a game-changer when you’re trying to create a dynamic presentation. With just a few clicks, you can integrate all the information from a Word doc into your slides, making it easier for your audience to follow along. So, let’s dive in and learn how to do it!

Step by Step Tutorial on How to Insert a Word Document into PowerPoint

Before we jump into the steps, know that inserting a Word document will save you loads of time copying and pasting text. You can insert the whole document, or just parts of it, into your presentation.

Step 1: Open your PowerPoint presentation

To start, open the PowerPoint presentation where you want to insert the Word document.

Opening PowerPoint is as simple as clicking on the icon on your desktop or searching for it in your computer’s search bar. Once the program is open, you can either create a new presentation or open an existing one where you want to insert the document.

Step 2: Click on the "Insert" tab

Look for the "Insert" tab at the top of the PowerPoint window and click on it.

The "Insert" tab is where all the magic happens. It’s where you can add all sorts of things to your slides, like pictures, charts, and yes, documents!

Step 3: Select "Object" in the "Text" group

Within the "Insert" tab, you’ll find a group labeled "Text." Click on "Object" located in this group.

When you click on "Object," a dialog box will pop up that offers you several options for what kind of object you want to insert. This is where you’ll be able to insert your Word document.

Step 4: Choose "Create from file" and browse for your Word document

In the dialog box, select "Create from file," then click "Browse" to find and select your Word document.

Choosing "Create from file" allows you to insert the document as is, without any need to modify it first. Once you’ve found the file, select it and click "OK."

Step 5: Decide whether to link to the Word document

You have the option to link to the Word document. If you choose this, any changes made to the Word file will update in PowerPoint.

Linking to the Word document can be handy if you’re working on a document that’s frequently updated. However, if the file is final, you might not want to link it.

Step 6: Click "OK" to insert the Word document into your slide

After making your choice about linking, click "OK," and your Word document will be inserted into your PowerPoint slide.

And just like that, your document is now a part of your PowerPoint presentation! You can resize and move the object around on your slide to fit your layout.

After completing these steps, your Word document will be successfully inserted into your PowerPoint presentation. You can now manipulate the document within your slide, zoom in on specific sections, or scroll through the pages.

Tips for Inserting a Word Document into PowerPoint

• Make sure your Word document is finalized before inserting it to avoid unnecessary edits in PowerPoint.
• If you link the Word document, remember that any changes made to the original file will reflect in the presentation.
• Keep your Word document short and concise; lengthy documents can be overwhelming in a presentation.
• Consider breaking up the document into sections and inserting them on different slides for clarity.
• Use the "Format Object" options in PowerPoint to enhance the inserted document’s appearance with borders or effects.

Frequently Asked Questions

Can i edit the word document once it’s inserted into powerpoint.

No, you can’t directly edit the Word document in PowerPoint. You’ll need to edit the original Word file and then re-insert or update the link in PowerPoint.

Will the formatting from the Word document transfer over to PowerPoint?

Yes, most formatting will transfer over, but some complex elements may not appear exactly as they do in Word.

What if I only want to insert part of the Word document?

You can either edit the Word document before inserting it or take a screenshot of the part you want and insert it as an image.

Can I insert a Word document into PowerPoint on a Mac?

Yes, the process is similar on a Mac. You’ll use the "Insert" tab and the "Object" option to insert the Word document.

Is it possible to insert a Word document into an existing text box in PowerPoint?

No, you cannot insert a Word document into an existing text box. The document is inserted as an object that can be resized and moved, but not within a text box.

• Open your PowerPoint presentation
• Click on the "Insert" tab
• Select "Object" in the "Text" group
• Choose "Create from file" and browse for your Word document
• Decide whether to link to the Word document
• Click "OK" to insert the Word document into your slide

Inserting a Word document into PowerPoint is a seamless way to enhance your presentation without the hassle of manually copying text. It’s a straightforward process that can save you time and keep your slides looking professional and uniform. Whether you’re presenting in a classroom, a boardroom, or at a conference, the ability to incorporate a Word document directly into your PowerPoint slides is an invaluable skill.

Remember, once inserted, treat the document as you would any other element in PowerPoint. Resize it, position it, and make sure it complements your presentation’s overall flow. And don’t forget, if you link the document, any updates you make in Word will automatically reflect in PowerPoint, keeping your content fresh and up-to-date.

Now that you know how to insert a word document into PowerPoint, start integrating your reports, essays, and other documents into your presentations to create a more dynamic and informative experience for your audience. Happy presenting!

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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How to convert a Word document to a PowerPoint presentation

Whether you’re more comfortable working in PowerPoint or you’d like to present the content of your Word document in a different way, we’ve got you covered, There are a few different ways to convert a Word document to a PowerPoint presentation. If you have a Microsoft 365 account, you can use Word for the Web to make the conversion or you can do it directly with PowerPoint. There’s another option, too. Don’t want to convert your document to a presentation, but still need to use it as a reference? You can insert it as an object directly in a slide. If this all sounds super complicated, don’t worry. We’ll guide you each step of the way.

Convert a Word Document to a PowerPoint Presentation Using Word for the Web

First, open your web browser and log in to Office. Once logged in, open the document you want to convert in Word for the Web, and click the “File” tab in the top-left corner of the window.

IDG / Marshall Gunnell

Click “Export” in the left-hand pane and select “Export to PowerPoint Presentation (Preview).”

The Export to Presentation window will appear. Here, select the design theme you’d like to use and click “Export.”

Word for the Web will then begin preparing your new presentation. Once ready, click “Open Presentation.”

Your presentation will open in PowerPoint for the Web. If you need a local copy, you can always download it by going to File > Save as > Download a Copy.

Convert a Word Document to a PowerPoint Presentation Using PowerPoint

You can convert your Word document to a PowerPoint presentation using PowerPoint itself, but you’ll need to make sure your Word document is properly formatted for the conversion first. For content that you want to use as a slide title, make sure you give it the Heading 1 style. For content you want to use as text in the slide, give it the Heading 2 style.

Once you’re ready, open PowerPoint and make sure you’re in the “Home” tab. Next, select “New Slide” in the ribbon and then “Slides from Outline” from the bottom of the menu that appears.

From here, locate the Word document you want to use, select it, and click “Insert.”

PowerPoint will then do its thing. While this way isn’t as good as using Word for the Web, it’ll still get the job done.

Insert Your Word Document as an Object in Your Presentation

If you’re not interested in converting your Word document to a PowerPoint presentation, you can insert it as an object for quick access.

Before we proceed, it’s important you understand the difference between the two types of objects you can insert your document as: Linked or Embedded.

The main difference between the two is where the data is stored. If you embed the object in your presentation, the data from that object is stored in the presentation. This is good if you’re worried about the location of the word document changing (which can break a linked object), but it will increase your file size. A linked object only inserts a link to the source file. In other words, the data from the object isn’t stored in the presentation—it simply links to it. This will keep your file size down, but that link may break if the source file is moved to a different location.

To insert your Word document as an object in your presentation, open your presentation and navigate to the slide you would like to add the object to. From there, click the “Insert” tab and select “Object.”

The Insert Object window will appear. Select “Create from File and click “Browse.”

Locate and select the document you would like to insert. Once inserted, you have two choices. You can either display the entire Word document in the PowerPoint slide or simply display the document icon. If you choose the latter, the document will open in Word when selected.

Click “OK” to insert the object. That’s all there is to it!

Author: Marshall Gunnell

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Home Blog PowerPoint Tutorials How to Insert a Word Document into PowerPoint

How to Insert a Word Document into PowerPoint

Many people require making presentations to summarize lengthy documents. In such a case, copying text to create slides can be quite laborious. To save time, one can insert a Word document into PowerPoint to make generating new presentations easier or share a file within a presentation deck with a user.

There are three different ways by which you can insert a Word doc in PowerPoint. It can be exported as a presentation, the outline for the file can be imported to build upon the basic structure of the document, or the entire document can be inserted as an object.

Export Word to PowerPoint

To export a Microsoft Word document as a presentation deck, you will require opening it in Word for the web, a.k.a. Word Online. To export a document, open it in Word for the web, and go to File > Export > Export to PowerPoint Presentation .

In the next step, select a theme for the exported document, or you can open it as a blank presentation.

The file’s content will be summarized in the form of PowerPoint slides and exported to the selected theme.

Once the document is ready, click Open Presentation to launch your Word document as a PowerPoint slide deck.

To further design your slides, you can use PowerPoint Designer for suggestions, including themes and images that might suit your presentation.

Below is an example of a Word document exported to PowerPoint as a presentation deck.

Import Outline from a Word Document

Sometimes, it’s not the several pages of text but the outline needed to start creating a presentation . To import the outline from a Word file, you will require the headings to be present hierarchically (e.g., H1, H2, and H3).  

To import the outline, go to the Home tab and select New Slide > Slides from Outline .

Select the document you wish to use for importing the outline and click Insert .

This will import the document headings as an outline in PowerPoint.

Insert Word Document as an Object

When sharing a presentation via email, inserting documents as objects can enable the end user to open them instantly.  To do this, go to Insert > Object .

In the dialog box that opens up, go to Create from File , browse and select your document. You can either insert the document as a link or as an icon in the presentation slide.

Word File as a link in PowerPoint

The below image shows a Word document inserted in PowerPoint as a link. In this case, a thumbnail image is automatically generated.

Word File as an Icon in PowerPoint

The below image shows a Word document inserted in PowerPoint as an icon.

Regardless of whether you insert a Word document as a link or icon, once the link or Word icon is clicked, the document will open up.

Third-Party Conversion Tools

Word to powerpoint converters.

You can use online converters that can directly convert Word to PPT, such as Convertio, Online2PDF, Online-Convert, etc.

Using Adobe Acrobat to Convert Word to PPT

You can also use third-party conversion tools to convert Word documents to PowerPoint. Many tools, such as Adobe Acrobat or Wondershare PDFelement, require converting the document to PDF from Word before converting it to PowerPoint.

Inserting a Word document into PowerPoint can save time when creating presentations, especially for summarizing lengthy documents. It lets you easily share detailed information within a presentation deck and maintain the document’s structure and content.

Yes, you must use Word Online (Word for the web) to export a document directly to PowerPoint.

Inserting a Word document as a link or an icon allows users to quickly access the full document by clicking on the link or icon. This method is useful for sharing detailed documents within a presentation without cluttering the slides.

Yes, if you insert the Word document as an object, you can double-click the link or icon to open and edit the document. Changes made will be reflected when the document is reopened from PowerPoint.

When inserting a Word document into PowerPoint, consider the format and structure of the document. Ensure that headings and sections are clearly defined to smooth the import process. Additionally, be mindful of the file size and content layout to maintain readability and performance.

To ensure formatting is preserved: – Use consistent styles and headings in your Word document. – Choose appropriate export or conversion options that retain the document’s structure. – Review and adjust the PowerPoint slides after importing to ensure the layout meets your needs.

Yes, after importing a Word document into PowerPoint, you can customize its appearance using PowerPoint’s design tools. You can apply themes, adjust layouts, and use PowerPoint Designer for additional design suggestions.

Word documents often contain information that is required to create presentations. Whether you wish to create a version of the document as a PowerPoint presentation, generate an outline from it, or simply insert it in a slide, the steps mentioned above can help you insert Word into PowerPoint to match your needs. If you don’t have Word installed on your computer or a Microsoft account to use the online version of Word, you can use third-party conversion tools to convert Word to PowerPoint.

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Feb 23, 2021

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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How to Convert a Word Document into a PowerPoint Presentation

Easily convert a Word document into a PowerPoint presentation by formatting the document with proper Headings to automatically create separate slides in the presentation.

If you are heavily invested in Microsoft Office and use it for both personal and professional purposes, chances are you might need to convert your document from one format to another. One of the most common conversions users generally go with is Word document to PowerPoint presentation.

Copy/pasting the content of a document in a presentation is not feasible if the document is lengthy. Also, with the conversion feature embedded right into Microsoft Word, the need to use such outdated concepts negates. The feature to convert uses Artificial Intelligence for the job and is highly effective.

Preparing the Document for Converting into a Presentation

It is fairly easy to convert, given, you are aware of the basic formatting. All you have to do is format the text using the various heading options available in Microsoft Word.

The conversion process will use the Headings in your Word document and create separate slides based on the same into a PowerPoint presentation.

Since we are discussing the basics of the subject, we will only be using ‘Heading 1’ for slide’s Title in the converted presentation and ‘Heading 2’ as the slide content. You can similarly use the other available options in the ‘Style’ section of Word to enhance the clarity and quality of the presentation.

To format the titles, highlight them and then select ‘Heading 1’ from the ‘Styles’ section at the top. Remember, this will be used as the slide title in the PowerPoint presentation after being converted.

For the text under the heading, you can use other heading options. Again, highlight the content under the topic and select ‘Heading 2’. Since this will be nested under the Heading 1 that we previously used, the conversion process will put it as the slide content for the heading.

You can similarly format the rest of the document and make it readable and ready for conversion.

After you format the text, the text color will change to blue, which can be changed later on, using the themes options in Word.

To change the theme, go to the ‘Design’ tab at the top and then select the suitable document formatting from the listed options.

In this case, we have used ‘Basic (Stylish)’ and the text now looks green which is catchy and enhances the visual appeal of a presentation.

Converting Word Document to Presentation

There are two ways you can convert your document to a presentation, either through Microsoft Word or through Microsoft PowerPoint. However, for both methods, you will have to format the text in headings (for slide titles) and sub-headings (for slide content) structure in the document so that it can be converted.

Converting with Microsoft Word

After you have formatted the document, you will need to add the option to convert a document to presentation in the app’s toolbar, if not enabled currently, which will then be added to the top of Microsoft Word.

Click on the ‘File’ menu at the top-left corner to view the various options.

You can now view the information of the current document along with a bunch of features on the left. To enable the conversion icon, select ‘Options’ from the list on the left.

The ‘Word Options’ window will open, select the ‘Quick-Access Toolbar’ tab on the left.

You can now customize the quick access toolbar from this section. Click on the box under ‘Choose commands from’ and select ‘All Commands’ from the drop-down menu.

Next, scroll down and look for ‘Send to Microsoft PowerPoint’ from the list and click on ‘Add’ to enable it. The options are listed in alphabetical order; therefore, it wouldn’t be difficult to locate it. After you have added the feature to Microsoft Word, click on ‘OK’ at the bottom to save the changes and close the window.

Now, to convert the document into a PowerPoint presentation, click on ‘Send to Microsoft PowerPoint’ icon that we just added in the instructions above. You can find it above the ribbon bar in Word.

After you click on ‘Send to Microsoft PowerPoint’ icon, the conversion process will begin. It may take some time depending on the document type and length to convert it. Once the conversion is done, the document will now be in form of a presentation, differentiated by the headings we used earlier.

Converting with Microsoft PowerPoint

The process to convert a Word document to a PowerPoint Presentation is intricate in Microsoft Word, however, it is pretty straightforward and simple in Microsoft PowerPoint.

Open a new presentation on Microsoft PowerPoint and then select the ‘Insert’ tab at the top.

In the ‘Insert’ tab, you will see the option to add various items to the presentation. Since we are here to add a document, click on the ‘New Slide’ icon, the first option from the left. Next, select ‘Slides from Outline’ from the drop-down menu.

The ‘Insert Outline’ window will open where you can locate and select the document which you want to convert. After you have selected the document, click on ‘Insert’ at the bottom to convert and add to Microsoft PowerPoint.

The Word document is now converted to a PowerPoint presentation and the content is distributed between slides by the heading levels that we earlier formatted.

Converting a document to a presentation might have seemed like a herculean task earlier, but it won’t be the case from now on. You can use either of the two methods discussed above for the conversion and save yourself from the hassle of copy/paste. Also, do remember to format the text accurately to attain effective results.

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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 . 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 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.

With Copilot in PowerPoint, you can create a presentation from an existing Word document. Point Copilot in PowerPoint to your Word document, and it will generate slides, apply layouts, create speaker notes, and choose a theme for you.

Select the Word 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.

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

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.

Welcome to Copilot in PowerPoint

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Copilot Lab - Start your Copilot journey

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the web version of microsoft word isnt converting word to presentation

from past one month i have been trying to convert various word files to ppt but none of them work.i have even tried with various device and it still doesnt work.it says "we're having difficulty creating your presentation right now.please try again later" i need help with this to resolve this issue

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• Microsoft Agent |

Dear Vishal R1,

Thanks for visiting Microsoft Community.

I understand that you can't convert Word files to PowerPoint in the web version of Word, right? It may be because the memory of the image you uploaded is too large for me to see your screenshot.

Is your account a personal or business account? Can you share the screenshot of your error message with me? Does this happen to you in other network environments? Have you tried converting Word to PowerPoint using another browser?

Did you follow the steps below to convert?

This feature is not available in the Internet Explorer or Safari browsers.

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 transformed your Word document.

Requirements

1.A stable internet connection

2.Word for the web

3.A text-only Word for the web document

Please feel free to contact me if you need further assistance.

Best regards

Miyeon - MSFT |Microsoft Community Support Specialist

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After our test, we can convert the web version of Word to PowerPoint, you try a few more times to see if it can be converted, you try, is your account a personal account or a work account? Try to convert it in the privacy mode of your browser, try to delete the cache of your browser to see if it can solve the problem.

My account is a personal account and yeah i have even tried converting in the privacy mode of browser but that doesnt help too

Have you cleared your browser's cache, you can refer to this link for the steps to clear your browser's cache. View and delete browser history in Microsoft Edge - Microsoft Support

I tried it even this too doesnt work.pls suggest me some useful solution.i need this option it isnt working from so long

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6 Things You Probably Didn't Realize Microsoft Word Can Do

M icrosoft Word has been gracing our computer screens for four decades now, and it's rare to meet someone who hasn't used, or at the very least heard of it. After all, Word has become an integral part of everyone's life as it caters to a broad spectrum of needs, be it making professional reports or creating eBooks .

If you are a Word user, it's safe to say you're already well-acquainted with its core capabilities. You know that you can use the app to convert your document to a PDF, format your pages just the way you like it, and insert equations and images for better context. However, with the app constantly evolving and new features getting integrated regularly, some of these functionalities might have slipped under the radar of even the most seasoned users. Let's delve into six of the things you probably don't know Word can do.

Read more: Major PC Monitor Brands Ranked Worst To Best

Reuse The Same Phrases And Sentences

Working with countless documents means you'll be encountering similar pages and paragraphs here and there. Maybe your company uses a standard front page for every report or your math professor insists that you add the same score sheet to all your homework. Retyping such content every time you need it can be pretty time-consuming. This is where Quick Parts come into the picture. Quick Parts is essentially a collection of reusable text — be it words, phrases, or sentences. By saving these snippets, you can paste them into your document without much of a hassle.

• Fire up Word on your desktop.
• Type and highlight the content you want to add to your Quick Part gallery.
• Navigate to the Insert tab.
• In the Text group, press on the Quick Parts option.
• Click on Save Selection to Quick Part Gallery.
• Assign a name for your content.
• Hit OK to save it.
• Open your document in Word.
• Select Insert.
• Expand Quick Parts.
• Pick your content from the saved content.
• To insert the chosen snippet right where your cursor is, simply click on it.
• To insert the snippet in a different location, right-click on the content and select where you want to paste it (e.g., at the end of the document, at the page footer, at the beginning of a section).

Hide Certain Texts

Have you ever needed to make two versions of the same document because some parts of it aren't meant to be read by everyone? Say, for instance, a quiz where the answers shouldn't be visible, or a contract with sections irrelevant to certain hires. This method might work for others, but it's generally confusing having to manage two almost identical documents. Instead of doing so, there's a neat trick in Word you can use: hide texts. It's the perfect solution for those moments when you need to keep certain information out of the printed version but don't want to clutter your space with similar documents.

Here's a quick guide on how to do it:

• Open your Word document.
• Highlight the snippet you wish to hide.
• Press the Word keyboard shortcut Ctrl + D or go to the Font group under the Home tab and click the small arrow in the corner.
• In the Font dialog box, turn on the Hidden box under Effects.

Your selected text will now disappear from the document, both in the normal reading mode and in the printed version. Should you need to see this text again in the document, just click the Show/Hide button (looks like a backward P) in the Paragraph section of the Home tab. If you decide to include this hidden text in your printout, navigate to File > Options, select the Display tab in the dialog box, and tick Print hidden text.

Generate Placeholder Texts

Sometimes, when you're writing a document, you might not have all the data or content yet. However, because you need to finalize the formatting of your document, you'll resort to scouring the internet for random text or hopping on an online Lorem Ipsum generator to create one for you. However, you actually don't need to do those extra steps as Word comes with a built-in feature that generates placeholder text without much fuss.

In your Word document, simply type =rand() to insert a sample text in English or =lorem() to insert a Lorem Ipsum text. Then, press the Enter key. By default, the sample text will consist of three paragraphs. If you're looking for something longer than three paragraphs, you won't have to retype the keyword over and over again. Just modify the command slightly. Use =rand(x,y) or =lorem(x,y) instead. X represents the number of paragraphs you want and Y represents the number of lines per paragraph. So for instance, typing =rand(5,3) will give you five paragraphs, each with three lines.

Shrink Multiple Pages

Reading long documents on a screen can cause eye strain, so some people prefer having a physical copy instead. If you're the type to do so, then chances are you're all too familiar with the challenge of trying to squeeze your multi-page document into as few pages as possible to save on paper. The problem, however, is that you'd need to spend time experimenting with what font size and spacing to set your text to.

Luckily, Word can automate this process for you with just one click of the Shrink One Page button. This handy tool condenses your document by one page, so your two-page file becomes one page, your three-page document becomes two pages, and so on. It's indeed a time-saver, but it's not enabled by default on the app. Here's how to turn it on:

• Launch Word on your desktop.
• Navigate to the File tab.
• Select Options at the bottom of the page.
• In the Word Options dialog box, go to the Quick Access Toolbar.
• Under Choose commands from, select All Commands.
• Scroll down to Shrink One Page and click on it.
• Select the Add button.
• Press OK to exit the dialog box.

Now, you can conveniently access the Shrink One Page button from your toolbar (the group at the very top of the page with the save button). Just click on it to reduce your document size page by page until you have your ideal number of pages where the text is still readable enough.

Read Documents Better With Immersive Reader

While reading documents on your computer isn't the most fun thing to do, Word makes the experience a little more bearable with Immersive Reader. This feature changes the way your document looks for reading purposes without modifying the actual formatting of the document. It comes with several tools to help you read and focus better:

• Column Width: Adjusts the width of the text columns. Options include Very Narrow, Narrow, Moderate, and Wide. You can choose from Very Narrow, Narrow, Moderate, and Wide. If your document has only one column, selecting Wide stretches the text across the entire screen.
• Page Color: Changes the background color of the page to suit your preference. If you find a white background too harsh on your eyes, you can pick from other options, including sepia, gray, or more eye-popping colors like green and pink.
• Line Focus: Darkens all but a few lines of text to help you concentrate on specific parts of the document. You can choose to focus on one, three, or five lines at a time.
• Text Spacing: Changes the spacing between lines to improve readability.
• Syllables: Breaks all the words into syllables, making it easier to read and pronounce words correctly.
• Read Aloud: A robotic voice will read the text for you. This can be handy if you're unsure how to pronounce certain words or just prefer listening over reading.

To enable Immersive Reader on your desktop app, go to View, and in the Immersive group, click on Immersive Reader.

Turn Your Document Into A PowerPoint Presentation

If you frequently convert your Word documents into PowerPoint presentations, then you know how tedious and time-consuming it is. However, there's a game-changing trick you can use to speed up the process: just export the document as a PowerPoint presentation. This works exclusively for the web version of Word and for documents with headings and primarily text. The document's headings will be used as the titles of the PowerPoint slides, and the body will form the content of the slides. Here's how to use this trick:

• Save your document in OneDrive. In the Word desktop app, press Ctrl + S and choose OneDrive as the location.
• Open your browser.
• Go to office.com and sign in if you haven't already.
• Click on Word from the left panel.
• Select your document from the list to open it in the web app.
• Navigate to File > Export.
• Click on Export to PowerPoint presentation (preview).
• Pick your theme from the displayed options or hit See more themes for more choices.
• Press the Export button.
• Wait for the process to complete and click on Open Presentation.

You can now browse the presentation, polish the slides, and insert text boxes and images if needed. Do note that if your content is long, PowerPoint will summarize it and pick only certain parts to include in the slides. Be sure to go through each slide to everything you need to include is there.

Read the original article on SlashGear .

How-To Geek

6 features i'd love to see in microsoft word.

A few small additions would make a huge difference.

Quick Links

• An Automatic Quick Access Toolbar
• Removing (and Adding) Blank Pages
• Instant Saving
• More Excel-Type Function User-Friendliness in Tables
• Add Attachments to Mail Merge
• Better Image Integration

With its many features to support you when creating and editing documents, Microsoft Word is a powerful word processor. However, as a daily user of the desktop version of the software, there are some features that I've hoped would be added for many years—but my wishes are yet to be granted.

1. An Automatic Quick Access Toolbar

Microsoft's Quick Access Toolbar (QAT) is a great way of adding those features and functions that you use frequently to your toolbar at the top of your Microsoft Word window. For example, to speed up my work as a proofreader, I created macros and added these two buttons to my QAT to automatically make certain formatting changes every time I open up a Word document created by somebody else.

You can also quickly access most of Word's functions through the search box at the top of the window.

While these are both certainly useful ways to make things happen without having to trawl through Word's many menus, they both come with their problems.

Using the QAT is great if, like me, you only have a couple of icons to choose from, but if there are lots of things you do on a regular basis on Microsoft Word, your QAT can quickly become congested and confusing. That ultimately slowing you down as you try to remember which icon is the one you need to click. Equally frustratingly, the QAT isn't available on Microsoft Word for the web.

The search bar is only useful if you know the best keywords to type to find the feature you're looking for, and the Recently Used Actions and Suggested Actions that pop up when you click the search bar don't seem to represent reality.

To rectify this issue and speed up your work, Microsoft Word should have an extra tab on the ribbon, called Frequently Used Actions, that syncs between both the paid desktop app and its web-based counterpart. This alternative to the QAT would automatically log the tools you use more often in Microsoft Word, and make them available automatically without you having to manually add them to a toolbar, search for the function, or learn the keyboard shortcut.

2. Removing (and Adding) Blank Pages

There are various reasons for there being a blank page in a Word document, ranging from empty paragraph markers to hidden page or section breaks. You can use the Show/Hide icon (¶) to see if there are empty paragraph markers, and this will certainly go some way to helping you identify the source of the blank page.

The most problematic cause of a blank page for me, however, has been Microsoft Word insisting on there being a paragraph marker after a table.

As you can see in the screenshot above, after creating my table, clicking ¶ reveals that a new page has been created, even though this is the end of my document and I don't want a new page. As a result, to remove the extra page, I would have to change my font or line and paragraph spacing options, or adjust the page borders. And you can tell your printer not to print page 2 of your document, but it shouldn't be necessary to have to remember to do this.

The ideal solution to this issue would be for Microsoft to insert a Remove Blank Page option in the Layout tab on the ribbon.

You might also find situations where it would be useful to add a blank page to your document. While you can do this by adding a page break, because they're invisible unless you click "¶", sometimes it's easy to forget that they're there. So, as well as adding the option to remove the blank page, Microsoft should also consider having an Add Blank Page icon, too.

3. Instant Saving

Microsoft's AutoSave is a really handy safety net, as it automatically saves your work to your OneDrive . This means that you don't have to press Ctrl+S before closing your Word document, and if your computer suddenly shows you the blue screen of death , you can be confident that your work is sitting in the cloud, ready for you to continue once your PC has recovered.

But there's a catch. If you haven't initially saved your document, it won't be uploaded to your OneDrive, as Word will regard your document as a draft until you give it a name and save it to a folder.

As you can see in this example, I haven't given the document a name, so AutoSave is turned off, even though I have started to add text. If my computer were to require a spontaneous update, I'd lose this work.

As a workaround to this issue, it would be really handy if new Word documents were to save automatically as soon as they're created, even if named according to the first three or four words you type onto the page. What's more, with today's AI age, it would be even more useful if Word could scan your document, give it an appropriate name, and save it to a folder in your OneDrive where other similar documents have already been uploaded. But maybe that's pie-in-the-sky territory.

4. More Excel-Type Function User-Friendliness in Tables

You can use around 20 basic calculation formulas in tables on Microsoft Word , including =SUM, =AVERAGE, =COUNT, and =ROUND. But there's still a long way for Microsoft to go in this area.

First off, when you launch the Formula window after creating your table, there's no way for you to know which functions you can and cannot use. Unlike in Microsoft Excel, which offers formula suggestions when you start to type them into a cell, a very basic dialog box appears on Word, ultimately limiting what is actually a potentially really useful feature.

What's more, because there are no cell references on Word's tables, you have to type ABOVE , BELOW , LEFT , and RIGHT , which just seems cumbersome and less reliable.

And there's another issue (and it's a big one). If you change any of the values in the table, the calculations won't update automatically. Instead, you have to press Ctrl+A (to select all the functions) and F9, and it's very easy to forget to do this.

I'd really like to see Microsoft bring Word and Excel closer in this regard. When you create a table, the cells should be headed with column letters and row numbers, you should be given more of a clue which formulas you can use (and you should be able to use more), the formula syntax should be identical to what you'd type in Excel, and the formulas should update automatically if the data they rely on changes.

5. Add Attachments to Mail Merge

Word's Mail Merge tool is great for distributing the same copy of a document or email to many people but with certain elements personalized for each recipient, such as their name at the top. Let's say you want to send a personalized wedding invitation email to 100 friends and family, and you want to attach the itinerary to your email. While you can, indeed, send that personalized invitation through Word's Mail Merge, there are no easy ways to attach your itinerary. Instead, you'd have to install an add-in—which can work intermittently or pose a security risk—or create a complex macro—which takes a great deal of time to learn how to do.

I guess a lot of people would benefit greatly from the simple addition of an Add Attachment button to the Mail Merge dialog box in Microsoft Word—I know it'd make me very happy!

6. Better Image Integration

When you add images to a Word document , they can be frustrating to position and control, and often lead to layout changes in your work. Sometimes, it's difficult to know which option to choose when you right-click the image and select "Wrap Text," and selecting the wrong one can lead to the text behaving erratically around the image.

Also, if you add a large image to your document, this can significantly slow down its processing speed.

As an experienced Word user, I can adjust the settings and, ultimately, find ways to have the image behave how I want it to, but it shouldn't be that difficult. Things would be so much easier if, when you insert an image, a dialog box appeared before you see the image appear in your document, giving you options such as where and how you want the image to be placed among your words.

Ultimately, I'm a big fan of Microsoft Word and use it daily without any issues. But having these few extra features added would make my life a lot easier.

Present a document online using the Office Presentation Service

You can deliver a document from Word using the Office Presentation Service, a free, public service that allows others to follow along in their web browser. No setup is required. Use your free Microsoft account to get started.

In Word, open the document you want to share.

Click File > Share > Present Online .

If you want attendees to be able to download a copy of the document, click the box next to Enable remote viewers to download the document .

Click the Present Online button.

To send your meeting invitation to attendees, choose one of the following:

Copy Link – and paste it somewhere others can access it

Send in Email

Send in IM – available if you have an IM application installed

When you’re ready to present your document, click Start Presentation .

To end your online presentation, click the Present Online tab, and choose End Online Presentation .

To confirm that you want to end the presentation, click End Online Presentation .

More information about starting or joining an online meeting:

Present a Word document online using Lync

Join an online meeting with Lync

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How to Remove Section Breaks in Word? [For Students]

As a student navigating the intricacies of academic formatting, I understand the frustration of encountering stubborn section breaks that disrupt the flow of your document. In this guide, I share my insights and experiences to help you tackle this common issue effectively. Let's dive in and unravel the mystery of removing section breaks in Word!

Part 1: Why Can’t I Remove Section Breaks in Word?

Have you ever struggled to remove a section break in your Word document? You're not alone. Section breaks, while useful for formatting, can sometimes be a bit tricky to delete. This part will explore two common scenarios where removing section breaks might cause frustration:

1. Failing to Remove Section Breaks in Word on Mac

Unlike Windows, deleting section breaks on Mac using Backspace or Delete might not work as intended. Here's why:

Hidden Section Break: Section breaks are hidden by default in Word. To see them, you need to enable the "Show/Hide" formatting marks.

Unselectable Break: Even with formatting marks displayed, the section break might still appear unselectable. This can happen if it's followed by a page break or other formatting element.

2. Failing to Remove the Last Section Break Without Losing Formatting in Your Essay

Especially for essays, the last section break might be causing an unwanted page break. However, deleting it can remove your formatting throughout the document. Here's why this occurs:

Linked Sections: Sections in your document can inherit formatting from the previous section. Deleting the last section break can merge its formatting with the preceding section, potentially causing inconsistencies.

Scenario: Imagine your essay has two sections. The first section has single line spacing, while the second (shorter) section has double line spacing for the references. Deleting the last section break might apply the double spacing to the entire essay.

Solution to these problems will be covered in Part 2!

Part 2: Easy Steps to Remove Section Breaks in Word for Your Essay

In Part 2 of this guide, I'll walk you through the simple steps to remove section breaks in Word for your essays. Whether you're using WPS Office or Microsoft Word, these easy-to-follow instructions will help you maintain smooth formatting in your documents. Say goodbye to pesky section breaks and hello to seamless editing with these straightforward techniques.

Remove a section break in Word

There are two main ways to remove section breaks in Word:

Using the Show/Hide button:

Step 1: Click the Show/Hide button in the Paragraph group on the Home tab. This will reveal all formatting marks in your document, including section breaks.

Step 2: Place your cursor at the beginning of the line after the section break you want to remove.

Step 3: Press the Backspace key.

Using the Navigation Pane :

Step 1: Open your Word document: Launch WPS Office and open the document where you want to remove the section break.

Step 2: Access the "View" tab: Look for the toolbar at the top of the Word window. Click on the "View" tab located in the menu options.

Step 3: Enable the Navigation Pane: Within the "View" tab, locate the "Show" section. Make sure that the "Navigation Pane" option is checked or enabled.

Step 4: Navigate to the "Section" tab: Once the Navigation Pane is activated, you'll see it appear on the left side of your document. Click on the " Section" tab within the Navigation Pane.

Step 5: Identify the section break: In the Navigation Pane, you'll now see a list of headings or sections in your document. Scroll through this list to find the section break you want to remove.

Step 6: Select the section break: Click on the section break you wish to delete. It will be highlighted in the Navigation Pane.

Step 7: Remove the section break: Once the section break is selected, simply press the "Delete" key on your keyboard. The section break will be deleted from your document.

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Removing Multiple or All Section Breaks

There is no built-in way to remove all section breaks at once in Word. However, you can use the Find and Replace feature to find all section breaks and replace them with paragraph marks.

Here's how to do it:

Step 1: Press Ctrl+H to open the Find and Replace dialog box.

Step 2: In the Find what field, type ^b. This is the code for a section break in Word .

Step 3: Leave the Replace with field empty.

Step 4: Click Replace All.

WPS AI: Your Best Assistant with Essay Paper Work

Feeling overwhelmed by the blank page when starting your essay? Don't worry, WPS AI is here to be your secret weapon!

WPS AI is a powerful built-in feature within WPS Office that utilizes artificial intelligence to assist you in various writing tasks. One of its valuable tools is the ability to generate outlines and brainstorm ideas, giving your essay a strong foundation.

Here's how to leverage WPS AI to create an outline for your essay:

Step 1: Access WPS AI

Open your WPS Writer document and locate the AI Assistant icon on the top right corner. It might be labelled as "AI Writer" depending on your version. Click on the icon to activate the AI features.

Step 2: Describe Your Essay Topic

In the AI Assistant panel, you'll see a text box prompting you to "Enter instructions or questions." Here, clearly state your essay topic. For example, if your essay is about the environmental impact of fast fashion, you could type: "Outline for essay: Environmental impact of fast fashion"

Step 3: Generate the Outline

Once you've described your topic, click the "Generate" button. WPS AI will analyze your input and utilize its knowledge base to create a draft outline for your essay.

Step 4: Review and Refine

WPS AI will present a structured outline for your essay, including main points, sub-points, and even potential supporting arguments. Review the outline carefully and make any necessary adjustments to suit your specific essay needs. You can add, remove, or rearrange sections to ensure the outline accurately reflects your approach.

WPS AI: Streamlining Your Essay Writing Process

By using WPS AI to generate outlines, you can save valuable time and overcome writer's block. This AI assistant provides a solid framework to structure your essay, allowing you to focus on developing strong arguments and crafting compelling content.

Remember, WPS AI is a tool to empower you, not replace your own critical thinking. Use the generated outline as a starting point and personalize it to create a unique and well-structured essay.

How can I insert a section break in Word?

To insert a section break in Word, follow these steps:

Step 1. Place your cursor where you want to insert the section break.

Step 2. Go to the "Layout" or "Page Layout" tab in the toolbar.

Step 3. Click on the "Breaks" option.

Step 4. Select "Next Page" under the "Section Breaks" section.

How can I insert a page break in Word?

To insert a page break in Word , follow these steps:

Step 1. Place your cursor where you want to insert the page break.

Step 2. Go to the "Insert" tab in the toolbar.

Step 3. Click on the "Page Break" option.

What is the difference between page break and section break?

The key difference between a page break and a section break in Word lies in their impact on your document's layout and formatting. Here's a breakdown:

In this guide, I've shown you how to easily remove section breaks in Word. I've explained common problems and provided simple steps to solve them. Throughout, I've emphasized the convenience of using WPS Office , which makes editing documents a breeze. With clear instructions and practical tips, you can now handle section breaks with confidence and efficiency using WPS Office.

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