As we all know, when we have to read large amounts of text in documents for a long time, the process gets tedious and the likelihood of distraction is higher. Information absorption will slow and it could be difficult to digest everything in one go. In order to combat that, Microsoft Word actually includes features that could help the users boost up a sense of engagement and stay on track. Here are some features you should be using in your Microsoft Word documents:
Graphics
Break up the monotony and chunks of text with the occasional insertion of graphics. You can use diagrams, charts, images and other graphic elements that can add colour to your report. This not only adds on to visual engagement, it could also help readers by providing visual representations that are easily understood instead of wasting time deciphering text details. Not only will you be able to present your message in a short amount of time, you can also save up space by including information that is necessary instead of struggling to explain it clearly.
Videos
Take the time to give your readers a breather with the inclusion of videos that can be played right on Word documents without having to be navigated elsewhere. Choose the insert tab and select the insert video option- you will then be able to embed the videos inside by inserting their embed codes. A good source for videos are YouTube since the embed codes are easily located. Make sure your document is not in compatibility mode so that your videos will be embedded and played smoothly.
Forms
Microsoft Word allows users to use templates and create their own so make use of these features to create another layer of engagement for your readers. For example, fillable forms take up little effort from the user but allows them to focus enough to work through the options and your instructions. In this way, they can easily remember details through memory retention.
Shapes
Shapes are also a quick method of breaking up the monotony of text. They help draw attention to areas that are important and add a touch of visual difference in your reports. Simple to use, customise and apply, shapes are ideal for your reports. If you want even more engagement, you can make use of these to create things like navigable buttons.
Drop down lists
Not only do they serve to neaten up your entire report, they also are a fun little way to insert helpful tips, hidden ‘secrets’ and other interesting elements into your document as your readers read on. Drop down lists are easily created and serve to engage readers by allowing them to toggle the lists on and off as well as make selection choices whenever necessary.
And there you have it- these are some of the most essential Word features that you should be using in your Microsoft Word documents. Do understand however, that some features like videos and images can end up taking much more space so be sure to compress it if you are sending your report through the internet or email. You should also take note to balance between text and engagement tactics since too much can also prove to be a distraction.
