What do you find you use Microsoft Word for most of the time? It might be to type a letter, create a meeting Agenda or record Minutes, or perhaps for a to do list or to write a report?  Perhaps all of these at different times.

In any case, there are many times when adding some form of link or image can be extremely useful and can add a professional touch. If you are creating a sales report, it might be helpful to add a chart to show information over time or a visual summary of sales. Another time, it might be useful to insert a screenshot to illustrate a point, or to link to another document. Let’s have a look at how you can do this, and have a think about when you might be able to use one or all of these features.

Adding a Chart

On the Insert Ribbon click on Chart and then select the type of chart to add.

Add chart to Word

Once you have made your selection, a sample chart is added to your document with a spreadsheet floating on top. Add the information to the spreadsheet and see the chart update in front of you.

Add data to the chart

The chart is updated in the document as you type (1).

Add your data to the floating spreadsheet (2).

The Chart Design Ribbon appears where you can change how the chart looks (3).

When you have finished adding data to your chart, close the spreadsheet and your chart will be included in the document.

Adding a Screenshot

Adding a screenshot can be extremely useful if you want to show information, for example, if you write training materials or need to show your screen to a Helpdesk. Or perhaps you want to include a screenshot of an interesting webpage in a report.  The screenshot is added directly from the Insert Ribbon.

When you click on Screenshot on the Insert Ribbon, you will be offered a view of each window you have open so that you can choose from where to take the screenshot.

Add screenshot

If you select one of the windows offered, a picture of that screen will be inserted into your document. However, if you want just a section of your screen, click Screen Clipping.

The screen will go grey and you will see a black cross. Click and drag over the section of the document you wish to clip and copy.

screenshot in Word

When you release the mouse button, the selected area of the window will be dropped into your document.

Adding a Hyperlink

Hyperlinks can be used to link to another location in the current document, to an external document or to a website.

The quickest way to insert a hyperlink is to use the Keyboard Shortcut Control + K. Alternatively, click Link on the Insert ribbon and select Insert Link.

So, do you have some ideas where you could use some or all of these features?  As a trainer, I especially love being able to quickly and easily insert a screenshot. Which of these do you think is most useful for you?

To learn more about Microsoft Word and how you can speed up routine tasks, take a look at my Microsoft Word Courses, Work Smarter with Style for Windows and Work Smarter with Style for Mac  and Create Lead Magnets and eBooks in Word and How to Create Fillable Forms

Or take a look at the HUB and have access to ALL my courses including any new ones that are added. Always the best value.

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I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

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