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Pharma IT Insights
5 Microsoft Word Hacks for Regulatory Writing
By Katja Heinemeier
May 23, 2023
Pharma IT Insights
5 Microsoft Word Hacks for Regulatory Writing
By Katja Heinemeier
May 22, 2023
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Microsoft Word is a widely utilized tool for creating and editing regulatory documents. However, its full potential is often overlooked, resulting in unnecessary time spent on document composition. In this Insight, Principal Medical Writer Katja Heinemeier provides 5 Microsoft Word hacks for regulatory writers to increase writing speed & efficiency.
When writing regulatory documents in the pharmaceutical industry, one often finds oneself spending time on repetitive actions in Word. For example, repeatedly navigating between Word tabs with your mouse to find the same buttons to click or writing the same word or sentence many times. This is inefficient and feels frustrating, as most of us would prefer to focus on the scientific content of a document.
Over many years as a scientific writer, I have compiled a laundry list of Microsoft Word hacks that have saved me hundreds of hours writing regulatory documentation. By learning some simple Word tricks, you can reduce time spent on repetitive tasks and get back to focusing on what matters most – the science!
Below you can find my top 5 timesaving Microsoft Word Hacks.
#1 Use the Autocorrect function for custom corrections
For sentences and words you use often, use the autocorrect function to create custom corrections. As an example, you could teach Word to autocorrect the letters ‘app’ into the words ‘Appendix [X.X.X] Study Protocol’.
#2 Let the mouse ‘rest’ and use keyboard shortcuts instead
Word has many built-in keyboard shortcuts, and some of them are great timesavers: For example, Windows PC users can move a table row, bullet point or text paragraph up or down by using shift + alt + arrow (up or down)!
You can also create personalized keyboard shortcuts for the functions you use most.
Do you need assistance with medical writing?
Pharma IT can assist you with plans, reports, forms, protocols, and much more!
Do you need assistance with medical writing?
Pharma IT can assist you with plans, reports, forms, protocols, and much more!
#3 Make your own macros to automate repetitive actions
A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically. Using macros, you can record and store both simple and advanced actions in Word. When stored, the actions can be repeated by the clicking a button or using a keyboard shortcut.
#4 Take advantage of the Search and Replace function to make updates throughout your document
Search and Replace is often used for simple replacements. However, many are unaware that it can be used for more advanced replacements, such as adding formatting or special characters to a specific word throughout the document.
#5 Learn fast navigation in your document
There are several tricks to help you quickly navigate a document, including using the Navigation pane and learning the available keyboard shortcuts for navigation.
Writing efficiently is key to success as a medical writer, and beyond. The time you spend learning some of these Word hacks will very quickly be saved next time you write a document, and you will feel the satisfaction of avoiding repetitive actions!
Would you like to book a 2-hour Microsoft Word course to upgrade you, or your teams’, Word skills? Reach out to our team using the contact button below. Course content can be tailored to your needs.
About the author
Katja Heinemeier is a Principal Pharma Consultant with more than 19 years of experience in scientific communication in the pharmaceutical industry and academia, both as a scientist and medical writer.
