Dear MS Office lover
Although I don’t see the appeal*, I understand that you love using Microsoft Office for your daily tasks. It seems like pretty good software, and if it helps you become more efficient, then that’s terrific.
Anyhoo, I’ve noticed that many of you have a tendency to do some interesting things with MS Office in order to share things with the rest of us. For example, to –
- share images by adding them to your Word documents;
- paste bits of text into other Word documents, and then emailing them;
- create PowerPoint slides for newsletters; and
- take notes in Excel spreadsheets*.
Pro tip is not to send Word documents by email, unless you want to collaborate with someone, and intend for them to edit the document and send it back. If you’d like to share a letter by email (consider just sending the text as the email), save the Word document as a PDF instead. It will look the same on every device that can read it. Unlike Word documents*.
I’m a big fan of using your tools to do cool, interesting things. I’m also a fan of using a tool appropriately. Striking a balance between these two isn’t always easy, and erring on the side of innovation is a good thing, too.
That said, it’s also important to think outside the box here. MS Office isn’t the sum total of what’s available to you.
If you need to share a snippet of text in an email, paste it into the email. If you need to share an image, please don’t add it to a Word document first. Just attach the image, like you were planning to do with the Word document containing the image to your email.
Email is cool like that, it can handle so many types of content.
Oh, if you prefer writing your blog posts in Word, remember that copying and pasting into your blog editor of choice can carry across Word’s silly formatting too. If you happen to be using the Classic editor in WordPress, read this guide to stripping out that formatting cruft so your posts look the way they’re meant to.
If you’re using the new WordPress Editor (aka Gutenberg), you should be able to just paste your text, and the editor will remove that extra stuff automatically.
So please, please, rethink how you use use your MS Office tools for the sake of our continued sanity. It’s the productivity equivalent of “Be kind, rewind”.
*On the few occasions I use conventional office productivity software, I prefer using LibreOffice or Google Docs/Sheets/Slides, but that’s just my choice.
*Why not just use Word for this?
*But, seriously, just add the text to an email and send it directly. It works far better.Featured image by Bethany Legg