Call 6210 1200 | Home | Contact | Customer Login

< Return

Five simple tips to create professional looking documents in microsoft Word

1. Extended Type

This is an extremely simple and often overlooked way of making text, such as headings, stand out. Below is an example of normal and extended spacing.

An example of normal and extended spacing

How to do it

Step 1: In Word, type Crtl + D, or click the small arrow bottom right of the Font panel on the ribbon.

In Word, type Crtl + D, or click the small arrow bottom right of the Font panel on the ribbon.

Step 2: Then select the amount (points) of space you would like to add:

Then select the amount (points) of space you would like to add

Finally, click OK.

2. Paragraph and Line Spacing

Experimenting with different paragraph and line spacing is another quick way to ensure your document is not only attractive but also easy to read. For example, the text below is in the same font and size, which one do you look at first and find easier to read?

Paragraph and Line Spacing

Paragraph spacing refers to the space above and below the paragraph, line spacing refers to the space inbetween the lines of text. So the paragraph above has 18pt paragraph space above and 8pt below, with line spacing set to 1.2.

How to do it

Step 1: In Word, click on the paragraph spacing dropdown menu (1), or click the small arrow bottom right of the Paragraph panel on the ribbon (2).

In Word, click on the paragraph spacing dropdown menu (1), or click the small arrow bottom right of the Paragraph panel  on the ribbon (2).

Step 2: In the Spacing settings, select the amount (points) of space you would like to add before and after each paragraph and the line spacing.

In the Spacing settings, select the amount (points) of space you would like to add before and after each paragraph and the line spacing

Finally, click OK.

3. Indenting Paragraphs

Indenting paragraphs can add seperation between paragraphs and headings or quotes you would like to highlight.

For example:

Indenting paragraphs can add seperation between paragraphs and headings or quotes you would like to highlight.

How to do it

Step 1: In Word, click on the paragraph spacing dropdown menu (1), or click the small arrow bottom right of the Paragraph panel on the ribbon (2).

In Word, click on the paragraph spacing dropdown menu (1), or click the small arrow bottom right of the Paragraph panel  on the ribbon (2).

Step 2: In the Paragraph dialog box, select Indents and Spacing, select the amount (points) of space you would like to add left and right of each paragraph.

Step 2: In the Paragraph dialog box, select Indents and Spacing, select the amount (points) of space you would like to add left and right of each paragraph.

Finally, click OK.

4. Experimenting with Bold and Italics

Experiment with a mix of bold and italic options to separate the line/heading.

For example:

Experiment with a mix of bold and italic options to separate the line/heading.

How to do it

In Word, after typing the text, select it and use the Font properities to change the style. B is bold, I is italics.

In Word, after typing the text, select it and use the Font properities to change the style. B is bold, I is italics.
5. Adding Blocks of Colour

Adding a block of colour underneath text can really make it stand out and add to the professional look of the document.

Here is an example:

Adding a block of colour underneath text can really make it stand out and add to the professional look of the document

How to do it

Step 1: In Word, click on INSERT (1), then select Shapes (2), finally, select the type of shape you would like to draw (3).

Step 1: In Word, click on INSERT (1), then select Shapes (2), finally, select the type of shape you would like to draw (3).

Step 2: On the document page, click and drag the cursor until you have the desired size and shape (you can adjust this afterwards). When you are happy with the shape, release the mouse click.

Step 3: Next you can adjust the colour and position of the shape by selecting the shape.

Step 4: When the shape is selected, click on FORMAT (4) on the ribbon.

Here you can adjust the shape (5), the fill and outline colours (6) and the position of the shape, in the example we want the block of colour to be underneath the text, so Text Wrap (7) needs to be set to 'behind text'.

Step 4: When the shape is selected, click on FORMAT (4) on the ribbon.
Here you can adjust the shape (5), the fill and outline colours (6) and the position of the shape, in the example we want the block of colour to be underneath the text, so Text Wrap (7) needs to be set to 'behind text'.

After all these steps, you now have a professional looking document.

After all these steps, you now have a professional looking document.

Download the example word document