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Advantages and Disadvantages of Microsoft Word

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Simon is a content writer and is an expert in computing. He also enjoys sharing delicious recipes with readers.

Find out the benefits and flaws of Microsoft Word.

Find out the benefits and flaws of Microsoft Word.

Why Use Microsoft Word?

I have worked in the accounting profession for over 25 years. Over that time, there has been a huge push to reduce administrative costs. One of the biggest changes the industry has seen was the removal of the typing pool.

As the word processor developed, it allowed professionals to create their own documents such as letters, memos, and even brochures. This reduced the need for a dedicated secretarial section. The word processor has facilitated the integration of various documents (graphs, worksheets, etc.) quickly and easily, and it has helped streamline many of the cumbersome tasks within the office.

I first used WordPerfect in 1987, and I quickly recognized how much time could be saved by typing my own letters and memos. As an accounting professional, I was constantly sending internal memos to various sections. Not only did the word processor allow me to reduce typing errors thanks to the spell checker, but it also reduced the time it took to get my typed letter or memo to the recipients.

I found WordPerfect to be a little difficult to use. Therefore, I was very happy when Microsoft Office was released and our firm began to use it. Microsoft standardized the menus over the entire office suite and made the sharing of different media a lot easier.

Today I use Microsoft Word daily; not only do I use it to draft out letters and memos, but it is also a very important tool in the creation of brochures and procedural documents. The ability to insert diagrams, worksheets, and other media makes it an essential tool for me in the office.

What Is Microsoft Office?

Microsoft Word is part of the Microsoft Office suite. The whole suite also includes the following products:

  • Excel: A powerful spreadsheet tool.
  • PowerPoint: An intuitive tool used to create great presentations.
  • OneNote: A simple program that allows you to gather notes and information in one place.
  • Outlook: A great personal information manager that allows you to manage email accounts, calendars, and address books.
  • Publisher: This helps you design and publish great looking documents like brochures and newsletters.
  • Access: A very powerful database management system.

Advantages of Microsoft Word

Word allows you to produce most of the documents traditionally created by a secretarial pool or by a marketing department. It reduces the time and cost to produce the document and reduces the bottom line as there is no requirement for an administrative pool dedicated to document production. Word gives you the right tools to allow you to be productive.

The advantages of Word are wide and varied. Here are the main advantages.

  • Integration: One of the most powerful features of Word is the ability to integrate any document with other media available within the Office suite. It is easy to incorporate graphs, presentation materials, worksheets, and any other media created in the suite. As the link is dynamic, any document you create can be instantly updated when other media changes.
  • Mail Merge: Word makes it very easy to create personalized documents by using a database list of names and addresses and merge them into your document. This is ideal for mass mailings of brochures or letters. The mail merge feature is intuitive and feature-packed, allowing you to create many different documents like mailing labels.
  • Collaboration: One feature that is outstanding on Word is the ability to markup the document for changes. This allows for a series of editors to amend and update the document and allow all users the ability to see the changes made to the document.
  • Templates: The good thing about Word is that there are thousands of templates available, so it’s very easy to create a brochure based on a template someone has already designed. Most templates are very easy to use and very customizable, allowing you to produce some stunning end results.
  • Smaller Files: In the past, Word files had been notorious for being relatively large. This was a problem if your device had limited storage space. Word 2007 introduced the new DOCX format, which significantly reduced the size of Word files. This format is now the standard for documents.
  • Mobile App: A mobile version of Word is available on Windows phones and tablets. While it is not as robust as the desktop version, it does allow you to create and edits documents. This is a great app for working on documents while you are on the go.

Disadvantages of Microsoft Word

  • Cost: While Word is the best word processor available, it can be very expensive. You can get free word processors that are nearly as powerful that will satisfy the needs of most users.
  • Complexity: Most users will probably never use 50% of the functionality of Word. The complexity can actually be a deterrent as some users will be overwhelmed by the features available. The ribbon does present some of the more frequently used elements, but the lack of intuitiveness of the ribbon can add to the confusion.
  • Not Always Intuitive: Some functions are not always intuitive, and it can take a while to get your desired effects. I have personally had problems trying to insert pictures and align text correctly around the pictures. The options available seem to offer what I need, but I don’t always get the desired effect.
  • Removed Features: Some familiar features of Word have been removed in the past. This includes the iconic toolbar that was replaced by the ribbon. Word also previously had tools like speech recognition, although that feature became a part of Windows.

What Can Microsoft Word Be Used For?

Word is very versatile and can be used to create almost any type of document. Here are some examples.

  • Agendas
  • Brochures
  • Calendars
  • Cards
  • Flyers
  • Forms
  • Invoices
  • Lists
  • Planners
  • Proposals
  • Reports
  • Schedules

How to Learn to Use Microsoft Word

Word is a fairly complex program. Therefore, it is important to learn how to use it efficiently. There are several effective ways.

  • Learn by experience: The more you use Word, the more you will learn how to use it efficiently. Don’t be afraid to explore the ribbon and try out some of the features. With the Undo feature, you can always revert back any unwanted changes.
  • Books: There are dozens of great books that cover every aspect of Word. I suggest starting off with a beginner’s book and progressing to more advanced techniques once you have mastered the basics.
  • Courses: Microsoft have a lot of free training courses available on their website. They are a great resource for users of any level. Many professional organizations offer courses based on your level of expertise.
  • Mentor: Once you have learned the basics, it’s a great idea to find someone who can mentor you on the best techniques for using Word.

How to Get Help With Microsoft Word

There are going to be times where you are stuck on Word. Despite having read everything you can, you will need to seek advice. There are several options available.

  • Search the Microsoft Support website: There is a large amount of help within the Microsoft Support site. Most problems you encounter will have a solution or workaround described on the site.
  • Forums: There are hundreds of excellent forums on the web dedicated to Microsoft Office. You can search these forums for a solution to your problem or pose a question if you cannot find an answer.

Microsoft Word Alternatives

Microsoft Word is the most popular word processor in the world, but there are several very good alternatives to consider.

  • Apache OpenOffice: This is the most widely used free alternative and features a full office suite. The word processor is very good; it does not have all of the features of Word, but it is ideal for the average user. It is a little more difficult to use than Word, but it can produce comparable results.
  • Google Docs: This is a completely cloud-based application that provides a decent word processing experience. It’s not as complex as Word, but it does offer great collaboration features.
  • Corel WordPerfect: WordPerfect is perhaps the closest competitor in terms of functionality to Word. It is very powerful and can produce excellent documents. I find it a little less intuitive to use, but it does have some powerful features that Word doesn’t have.
  • LibreOffice Writer: LibreOffice is an open-source alternative to Microsoft Office. It offers many similar programs, including a word processor called Writer. It offers many similar features as Word. In terms of appearance, its layout is similar to older versions of Word.
  • AbiWord: This is a free word processor that is not attached to an office suite. It has standard features such as templates and formatting options. It also has an online component that allows you to store documents on the web and collaborate with others.

© 2015 Simon Cook

Comments

Yunus on April 17, 2020:

I thought Microsoft was only popular in South Africa. I love it and I really learn a lot more from you. I may consider joining professional training to become and expert like you.

StephenCooksey from Phoenix on April 04, 2020:

Thanks, Simon, for sharing amazing information on MS-Word.

Everything that you shared is very helpful for MS-Word users.

Md Shabuj from Bangladesh on November 18, 2019:

Thank you for sharing the information. I am very glad that i have read your article.Great information sir ji.

Sharon Lopez from Philippines on October 18, 2019:

Microsoft Word was the first program I learned in so far as computer operation is concerned. I have been using this since 2004. Even if I already know different programs and apps, I still use this every day. Thank you for sharing a comprehensive discussion of the program.

James Costansin on July 05, 2019:

Personally I prefer Google Docs as it allows collaboration in a much easier way.

Rumona on May 24, 2019:

Thanks for sharing

Adil Khan from Noida on July 06, 2018:

Thank you for sharing such type of article, it helps me to understand why Microsoft word is important to learn.

Mark Johann from New Zealand on February 06, 2015:

I remember from DOS before for word processing. It was the Wordstar. DOS was replaced by Microsoft and now we have MS Word. I love your hub about MS Word.

Ronald E Franklin from Mechanicsburg, PA on February 05, 2015:

I've used Word since it was Word for Windows. To me, the ribbon "upgrade" is an unmitigated disaster. I've stuck with Word 2003, which does a great job of meeting my needs without requiring me to basically relearn the program. Word 2003 is still available through E-bay and other sellers, and if anyone asked me (no one has) I'd recommend it over the newer versions.

Peggy Woods from Houston, Texas on February 05, 2015:

I use Microsoft Word to mostly type letters and have inserted photos as in our Christmas letter each year. It is obvious from reading this that there are many more features available for business purposes, etc. Interesting and informative hub! Up votes and will share.

Marilyn L Davis from Georgia on February 05, 2015:

Good morning, Simon; excellent recap of your lengthy history with Word and the pros and cons. From your article, " While experienced users will find what they want, new users will find it difficult to find all the features." As a user since the early 1990s, I got used to things the way they were. With each necessary update, I still find what I need, just takes looking.

My grandson is now using Word at school in the 2nd grade, but still calls me for my input. At least someone thinks I'm an expert. I'm sending this article to him, so he can read a "real" expert. Good job. ~Marilyn

Debra Allen from West By God on February 05, 2015:

I liked the invitation! LOL I use word for documenst and that is about it. Occasionally I will make a flyer or some other document for my husband. Thanks for all ths information.

Marsha Cooper on February 05, 2015:

I really had no idea you could do this much with Word!

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