Six things you need to check in any document and 4th will shock you

1. The page size and orientation of a document

The Page size helps to retain the format of the document whenever we publish it. It enables us to check other aspects such as choosing the font type, which can adjust the font size to find out, and another aspect such as document pages, page margins.

How to check the page size?

• Navigate to Page Layout Ribbon
• Click on Size option
• Select the page size which you would print the document (Preference for A4 or Letter)

Note: Just use the keyboard shortcut Alt + P+ S+P

2. Check the Paragraph Mark

Paragraph mark helps us in identifying the space between the words adjusting the spacing between words, dividing the Paragraph and size of the document it helps us to use proper paragraphs marks.

How to check the Paragraph Mark?

• Navigate the Home ribbon in MS word Click on the Paragraph Symbol
• Paragraph mark not enabled Paragraph mark Enable

Note: Just use the keyboard shortcut Alt +H+8

3. Usage of proper styles in a document

Unfortunately, many beginners do not use the styles though it is very useful for maintaining the formats. Instead, they manually format the document which will lead to many disadvantages in the to maintain the format and publishing the document correcting it every time.

Using office styles are very useful. Since the many styles are already built-in in MS word these styles will provide text formatting, spacing, automatically throughout the word document with same alignments etc.. It also helps in preparing a table of content for big documents and time-saving too.

Applying styles in a document

• Automated creating of Table of content
• Easy for modifying the font type and size of the document
• Ease the formatting and updating/modify formats
• Very simple to apply

How to check the styles in a document?

• Navigate the Home ribbon in MS word Click on the required styles
• Note: Just use the keyboard shortcut Ctrl+ Shift + S

4. Spelling and Grammar

Checking the spelling and grammar is just because it gives a proper meaning and reduce the misunderstanding the ideas/context of the speech, helps a reader to improve reading habits etc.

Grammar is especially significant when working from home and since meetings are online, profiles are a reflection of ourselves, poor grammar will leave a bad impression. Here is the article by Julia Olech explains importance of Grammar https://www.wizcase.com/

According to a study released by The London-based Spelling Society, 62% of the nation can’t spell the dreaded e-word correctly, along with liaison, botched by 61%, and millennium, misspelt by 52%. ( Reference: washingtontimes.com)

How to check the Spelling and Grammar in document

Navigate the review ribbon in MS word Click on the Spelling & Grammar (keyboard shortcut: F7)

If you have difficulty in correcting, use the Grammarly for choosing the words correcting phrase. Below is the link for downloading Grammarly (https://www.grammarly.com/)

5. Margin of document

Checking the margin helps the publisher to maintain the proper alignment of the content just before printing the document. It also helps the publisher for choosing binding the big document for easy open can close the published/printed document.

Navigate to Page Layout Ribbon

Select margin

Note: Just use the keyboard shortcut Alt + P+ S+P

6. Header and Footer.

Checking the Header and Footer helps the publisher to maintain the proper and common header and footer throughout the document. The major mistake happens when we apply a page break or section break in the word document to divide the content between for creating a section in it.

Things to remember while choosing header and footer

A header can contain Title of the document/ Book, contain version (if any)

Footer Page number, author name, version (if any), the source of the content.

Note: Just use the keyboard shortcut Ctrl +Alt+1