⭐️ Thanks, Microsoft: Super-high-res pictures make your Word document or PowerPoint presentation files so much larger. Save a ton of space with this trick: Lower the images’ resolution by compressing them. Word and PowerPoint will do it for you. Just search the program’s help using the phrase “compress pictures.” Lovely.
Talk techy to me: Get your work done faster with this pro tip
AI still has a long way to go, but I’ll tell you one thing: Writing with your voice is getting a heck of a lot easier.
Maybe you dictate text messages, but there’s so much more you can do if you start dictating for work, too. I’ll show you how, plus I’ve got some tips to make your spoken words shine on the page.
Tricks of the trade
Depending on your operating system, version, software and the direction of the wind (just kidding), these dictation commands may or may not work. But most will, and they’re definitely worth trying!
- Insert punctuation by saying them explicitly, like “Kim exclamation point” for “Kim!” To insert a word that’s also punctuation, such as “comma” or “period,” say “literal comma” or “literal period.”
- “New line” or “New paragraph” will start a new thought or section. Say “Go to” or “Go after” and a word to move the cursor before or after that word.
- To correct the last thing you said, say, “Correct that.”
- “Select that” will select the last thing you said.
- Say “Caps” and a word to capitalize the first letter of that word.
- Say “Select” and a word or phrase to select it, or say “Cut,” “Copy” or “Paste” to edit your doc.
- To format your text, say “Bold,” “Italicize,” “Decrease font size” or “Increase font size,” for instance. Saying “Highlight” plus a color will highlight your text in that color.
- Create lists by saying, “Create a bulleted list” or “Create a numbered list.”
Choose your system or program
For Word: Open a new or existing document and go to Home > Dictate while signed into Microsoft 365 on a mic-enabled device. Wait for the “Dictate” button to turn on and start listening. Start speaking to see text appear on the screen. Easy-peasy!
For Outlook: While signed into Microsoft 365 on a mic-enabled device, start a new email (or reply to an existing one), select the body of the message, then go to the Message tab and select Dictate. Wait for the “Dictate” button to turn on and start listening. Start speaking to see text appear on the screen.
For Google Docs: In the Chrome browser, open a Google Doc. Click Tools, then Voice typing. A microphone box appears. When you’re ready to speak, click the microphone. When you’re done, click the microphone again.
For Windows 10: Open a document, email or other file you want to dictate within, then hold down the Windows key and press H to trigger the dictation toolbar. You can now dictate text. When finished, press the Windows key + H to turn off dictation.
For Windows 11: Press the Windows key + H on your keyboard. Next, press the microphone icon on the window that appears. To stop your dictation, say “Stop listening” or press the microphone button again on the voice-typing menu.
For MacOS: In an app, click your cursor where you want the dictated text to appear. Press the microphone button if available in the row of function keys or choose Edit > Start Dictation. Press the Dictation keyboard shortcut or the Escape key when you’re done.
20 Google Search tricks, hidden utilities, games and freebies
Remember when talking to yourself would bring weird looks? In the era of earbuds, it’s totally normal. Using your voice can make an annoying task like writing up a letter or outline a lot easier. Try these dictation tricks in Microsoft Word or Google Docs that make it much better.
4 free alternatives to Microsoft Word
Looking for a word processor? In this one-minute podcast, I’ll share four free programs that can get you writing in no time.
You have my Word: Now, any text you copy and paste in Microsoft Word will automatically match the font, size and color of your existing document. Nice! Prefer the old way? Go to File > Options > Advanced > Cut, copy, and paste > Pasting from other programs, and choose Keep Source Formatting.
Which word is most frequently corrected for typos by Microsoft Word’s spellchecker? Is it … A.) Accommodate, B.) Definitely, C.) Separate or D.) Receive?
Ask Kim: 'Can you help me get better with speech-to-text?'
Skip the keyboard: How to dictate in Microsoft Word and Google Docs
Old science fiction shows depicting the future made a big deal out of voice control. Much of it came true! Decades later, we can ask questions and control devices with our voice, thanks to virtual assistants and smart home technology.
Stop creating the same proposal from scratch: In Google Docs, create a template with placeholders like “[client name]” or “[date].” To reuse it, go to File > Make a copy. In Word, create your doc, then select File > Save As > Word Template. Open it for future proposals, fill in the placeholders and save it like normal. Genius.
➡️ Lightning fast: In Microsoft Word, use Ctrl + the arrow keys to quickly move through words or paragraphs. Combine with Shift to select text as you go.
🔦 Search works: You’re in Microsoft Word and, for the life of you, you can’t remember how to insert a table. Don’t waste time digging through the menus. Tap the search bar at the top and type in “table” or whatever you’re looking for. It’ll pop right up. This trick works in Excel, too.
Lightning fast: In Microsoft Word, use Ctrl + the arrow keys to move through words or paragraphs quickly. Combine that shortcut with Shift to select text as you go.
A Florida retiree discovered his 1989 Microsoft Word tutorial has millions of views on YouTube. The main audience? Insomniacs. The “most boring video of all time” promises to lull you to sleep with two hours of Randy Smith explaining the ins and outs of Word docs. To be fair, his voice is pretty soothing.
WORD UP: You’re typing away and realize you’ve had Caps Lock enabled. Ugh. In Microsoft Word, hit Shift + F3. You’ll shift between all caps, first letter capitalized and no caps. Too bad this trick doesn’t work in Google Docs.
5 easy ways to convert audio files to text
What comes to mind when you think of the word transcription? Does it evoke images of leaning over your computer, headphones on, while trying to stop and start an audio recording as you type?
It’s one thing to turn written notes into typed text. Tap or click here to find out how. But transcribing audio files on your own can be a huge pain, especially if you aren’t trained in transcription.
Need to liven up those Google Docs? How to find and use free templates
Creating an impressive online document isn’t just about the content. How it’s presented matters, too. Strong visual elements will garner undivided attention and make your presentation memorable – which is precisely what you want.
Fed up with Excel? This site creates formulas for you
Few things frustrate us more than the inability to crack an Excel task independently. We love formulas and conditional cells, but the best way to utilize these features isn’t always easy. Tap or click for tricks to get the most out of Microsoft Word and Excel.
5 things you’re paying for that you can get free from Google
If your company uses Google, you’re probably looking at Docs, Sheets, Calendar and more on a daily basis. Did you know you could easily open new Google files from within your browser? Here are the shortcuts you’ll wish you knew sooner.
Update your PC! Microsoft releases 14 patches for Windows 10
Not all software updates are bad news. Sometimes, it’s just a bit of maintenance that enhances your experience.
That’s the case with the latest Windows 10 update from Microsoft. Even though the update is optional, you should still install it as it corrects 14 issues. There are no security updates in this patch.
Hackers are hiding malware in PNG files - Here's what to watch for
More people are wising up to how malware is distributed, leading hackers to try different methods to infect your devices. Popular ways of compromising devices have been through malicious attachments such as Word documents or PDF files.