Advanced Word Processing involves using powerful features of MS Word to automate, format, design, collaborate, and protect documents more effectively—beyond simple typing and editing.
How:
Go to the Home tab → Styles group
Apply Heading 1, Heading 2, etc., for titles and subheadings
Click Modify Style to customize font, color, and spacing
Why:
Makes formatting consistent
Essential for generating Table of Contents
How:
Apply heading styles first (as above)
Go to References → Table of Contents
Choose an automatic style
Bonus:
TOC is clickable and can be updated automatically
How:
Go to Layout → Breaks → Section Breaks
Insert different headers, footers, or page orientations for each section
Use Case:
First page: Title
Next: Table of Contents (Roman numbers)
Body: Arabic page numbers
How:
Go to References → Insert Footnote / Endnote
For citations: References → Insert Citation → Choose Source
Bonus:
Use Manage Sources to maintain a citation library
How:
Go to Mailings → Start Mail Merge
Choose type: Letter, Labels, Email, etc.
Select Recipients from Excel or Outlook
Insert merge fields (like Name, Address)
Use Case:
Sending personalized letters to many people
How:
Go to Review → Track Changes
Add comments using New Comment
Use Compare/Combine documents for version control
Use Case:
Working with colleagues or reviewing a subordinate’s document
How:
Enable Developer Tab (File → Options → Customize Ribbon)
Use Content Controls like:
Text field
Drop-down list
Checkboxes
Protect the form via Developer → Restrict Editing
Use Case:
Application forms, surveys, feedback forms
How:
Go to View → Macros → Record Macro
Perform actions (e.g., formatting, inserting text)
Stop recording and assign to button or shortcut
Bonus:
For power users: Use VBA Editor (Alt + F11)
How:
Go to File → Info → Protect Document
Mark as Final
Encrypt with Password
Restrict Editing
Use Case:
Confidential or official documents
How:
Insert → SmartArt / Chart
For Excel data: Insert → Object → Create from file
Bonus:
Add alt-text for accessibility
Use Wrap Text to arrange objects neatly
How:
Use Navigation Pane (View tab) to jump between headings
Use Outline View to manage heading levels and reorganize
How:
File → Save As → Choose PDF
Ensure headings are used to auto-create bookmarks
Feature
Shortcut/Location
Benefit
Format Painter = Home tab = Copy formatting quickly
Field Codes = Alt + F9 =Use dynamic content like date/time
Quick Parts = Insert → Quick Parts = Reuse frequently used text
Version History = File → Info = Restore previous versions
Researcher Tool = References tab = Built-in research and citation tool
By using the above features, you can:
Produce professional, error-free documents
Improve workflow efficiency
Enable collaborative editing
Maintain data security and formatting standards
Creating and modifying styles (paragraph, character, table, list)
Using style sets for consistent formatting
Applying themes and custom templates
Working with sections: headers, footers, and page numbering
Page orientation, columns, and margins
Using different layouts in one document
Creating a Table of Contents (TOC)
Inserting footnotes, endnotes, and citations
Using the bibliography manager
Creating indexes and cross-references
Advanced table formatting (nested tables, styles)
Using formulas inside tables
Inserting and formatting charts from Excel
Merging with Excel or Outlook data
Creating labels, envelopes, and customized letters
Conditional merge fields (IF…THEN… rules)
Track Changes and Comments
Comparing and combining documents
Restricting editing and protecting documents
Inserting form fields (text, checkbox, dropdown)
Using Developer tab
Protecting forms for data collection
Recording and editing macros
Assigning macros to buttons or keyboard shortcuts
Introduction to VBA (Visual Basic for Applications)
Using master documents and subdocuments
Saving to PDF with bookmarks
Inspecting documents for hidden metadata
Version control techniques
Custom keyboard shortcuts
Linking or embedding objects (OLE)
Using SmartArt and advanced image formatting
Watermarks, cover pages, and custom backgrounds
Creating templates for repetitive tasks
Using field codes for dynamic data (e.g., auto-updating dates)
Integrating with cloud storage (OneDrive, Google Drive)
Using Word with screen readers for accessibility design
Styles Pane: Apply or modify Heading 1, Normal, List Bullet, etc.
Style Inspector: Examine formatting details
Format Painter: Copy formatting from one part of the document to another
Page Setup (Margins, Size, Orientation)
Section Breaks: For mixed formatting in a single document
Columns: Newspaper-style or newsletter layouts
Themes and Color Sets: For consistent branding
Table of Contents Generator
Cross-reference Tool
Footnote/Endnote Tool
Citation Manager (APA, MLA, etc.)
Index Generator
Table Tools: Design, Layout, Formulas
SmartArt: Diagrams for processes, hierarchies, etc.
Chart Insertion: From Excel or built-in types
Text Box & Shape Tools
Mailings Tab:
Select Recipients
Insert Merge Fields
Preview Results
Finish & Merge
Track Changes: Record edits and revisions
Comments: Add, reply, or resolve feedback
Compare & Combine Documents
Restrict Editing: Protect content with or without password
Ink Editor (for stylus users)
Developer Tab:
Legacy Tools (Text Field, Checkbox)
ActiveX Controls
Content Controls (Dropdowns, Date Picker)
Protect Form: Lock the structure for data collection
Macro Recorder & Editor: Automate repetitive tasks
VBA Editor: Write custom scripts
Object Linking and Embedding (OLE): Embed Excel files, Visio charts, etc.
Insert > Object / Quick Parts
Alt Text and Accessibility Checker
Navigation Pane: View headings, search, and jump
Outline View: Manage structure easily
Split View / New Window: View different parts of the document
Export to PDF/XPS
Inspect Document (for hidden metadata, tracked changes)
Translation and Language Tools
Share and Co-Author via OneDrive/Google Drive
Origin: Launched in June 2011
Functions:
Provides cloud-based access to Word, Excel, PowerPoint, Outlook, OneNote, and more.
Full-featured Microsoft Word for desktop and web.
Real-time collaboration and version control.
Benefits:
Enterprise-level security
Works across devices (Windows, Mac, mobile)
Constantly updated with AI and productivity features
Includes: OneDrive, Teams, SharePoint, Exchange
Origin: First introduced as Google Apps for Your Domain in August 2006
Functions:
Cloud suite including Google Docs, Sheets, Slides, Drive, Gmail, and Meet.
Google Docs offers real-time co-editing, commenting, and smart suggestions.
Benefits:
Completely cloud-native (no software installation needed)
Autosave and real-time backup
Integrated with Google Search and Gmail
Includes: Google Docs, Sheets, Slides, Forms, and Google Drive
Origin: Launched as Windows Live Folders in August 2007
Functions:
Cloud storage service integrated with Microsoft 365
Used for storing and syncing Word docs across devices
Enables collaboration in Word Online
Benefits:
Seamless sync with Microsoft apps
Strong privacy controls
Allows file sharing and permissions
Origin: Dropbox was launched in June 2007; Paper beta in 2015, public in 2017
Functions:
A collaborative document-editing platform within Dropbox
Embed media, assign tasks, and track updates
Benefits:
Simple, distraction-free editor
Rich media support (YouTube, Trello, etc.)
Ideal for brainstorming and collaborative notes
Origin: Zoho launched in 2005, Writer as part of Zoho Office Suite
Functions:
Full-featured online word processor with offline editing, mail merge, digital signatures, and automation
Benefits:
Offers AI-powered writing assistant
Great for businesses with budget concerns
Integrates with Zoho CRM and third-party apps
Origin: First released in 2010 by Ascensio System SIA
Functions:
Online document editing with full compatibility with MS Word formats
Self-hosted or cloud deployment
Benefits:
Open-source and enterprise-ready
Real-time collaboration
Advanced formatting and mail merge
Origin: Originally launched in 1988 (China), modern WPS Office global release in 2014
Functions:
Office suite similar to MS Word, available on desktop and mobile
Includes Writer, Spreadsheets, Presentation
Benefits:
Free version with many advanced features
Lightweight and works well on Android/iOS
PDF editing and cloud support
Origin: First introduced in 2005
Functions:
Apple’s word processor for Mac/iOS with elegant templates, smart annotations, and cloud support
Pages allows collaboration via iCloud
Benefits:
Great for visual-heavy documents
Seamless with Apple ecosystem
Free with all Apple devices
Origin: Forked from OpenOffice.org in September 2010
Functions:
Open-source offline word processor with rich formatting, templates, mail merge
Advanced style and TOC management
Benefits:
Fully free and open-source
Strong for advanced formatting and publishing tasks
No internet required
Origin: Launched in 2016
Functions:
All-in-one workspace with note-taking, task management, and collaborative document editing
Markdown support and embedding
Benefits:
Modular and highly flexible
Supports database views, Kanban, and more
Great for teams and content planning
Tool = Origin Year = Type = Key Strength
Microsoft 365 = 2011 = Cloud Suite = Full-featured Word, collaboration, security
Google Workspace = 2006 = Cloud Suite = Real-time editing, autosave, integrations
OneDrive = 2007 = Cloud Storage = Sync, access control, MS integration
Dropbox Paper = 2017 = Web Document = Collaboration, simple UI
Zoho Writer = 2005 = Cloud Word Proc. = AI tools, mail merge, automation
ONLYOFFICE = 2010 = Hybrid Office = Open-source, real-time, MS Word compatible
WPS Office = 2014 = Desktop + Mobile = Lightweight, PDF support
Apple Pages = 2005 = Apple Native = Design focus, iCloud sync
LibreOffice Writer = 2010 = Offline/Open Src
Power formatting, free Notion = 2016 = Collaborative = Markdown + collaboration
Go to: onedrive.live.com
Sign in with your Microsoft account (Outlook, Hotmail, or institutional account)
Click “Upload” to add existing files/folders from your device.
Or click “New” → “Word document”, “Excel workbook”, etc., to create a new file.
Create folders to manage your documents.
Use drag-and-drop to move files into folders.
Files are automatically saved to the cloud.
Right-click on the file or click the Share icon.
Choose:
“Anyone with the link” (for public access)
“People in your organization” (if using a work/school account)
“Specific people” (email-based access)
Choose permissions:
Can edit or can view
Option to set an expiration date or password
Click Copy link or send directly via email.
Open the shared file in the browser (e.g., Word Online).
Others can edit at the same time if permission is granted.
You’ll see their names or cursors live, and changes are saved automatically.
Deep integration with Microsoft 365
Real-time collaboration in Word, Excel, PowerPoint
Access across devices (PC, mobile, web)
File version history and recovery
Go to docs.google.com or sheets.google.com
Sign in using your Google account
Click “Blank” or use a template
Or open an existing file from Google Drive
Start typing, adding data, inserting charts/images, using formulas in Sheets
Docs supports rich formatting, TOC, comments, etc.
Sheets allows data analysis, pivot tables, conditional formatting
Click the Share button (top-right)
Add email addresses or generate a sharable link
Set permissions:
Viewer – can only read
Commenter – can suggest or comment
Editor – can make changes
Choose:
Access restricted, domain-based, or public
Click Send or Copy Link
Multiple users can edit together.
You’ll see their names/cursors live.
Use Comments, Suggesting mode, and Chat (for instant messaging).
Entirely cloud-based; no software needed
Auto-save after every keystroke
Rich add-ons and integration with Gmail, Google Forms, and Calendar
Perfect for surveys, reports, and real-time team editing
Feature = OneDrive + Office Online =Google Docs/Sheets
Real-time editing =✅ Yes = ✅ Yes
Offline support = ✅ With OneDrive app = ✅ With Drive extension
File types = DOCX, XLSX, PPTX = GDocs, GSheets (exportable)
Add-ons/extensions = ❌ Limited = ✅ Rich marketplace
Sharing controls = ✅ Detailed = ✅ Easy & flexible
Best for = Microsoft 365 users = Google ecosystem users