• CORPORATE IT · MICROSOFT WORD
A professional document helps the reader find what matters. A few consistent formatting choices can make everyday reports, proposals and guides easier to follow.
5-minute read | Small changes. A more professional finish.
You can have a strong message and still make your reader work too hard to understand it. Mixed fonts, crowded paragraphs and headings stranded at the bottom of a page can distract from otherwise useful content.
Start with your organisation’s approved template where one is available. Then work through these eight improvements. Most involve using Word’s existing tools consistently, with a final check of how the whole document reads.
Menu names and available controls can vary between Word for Windows, Mac and the web.
Typography
Keep your fonts and sizes consistent
Use your organisation’s approved fonts and settle on a small set of sizes for body text, headings and supporting information. Keep the same choices throughout. A restrained combination is easier to follow than a new font or size for every section.
Try this: Check a typical page at a comfortable viewing size. If the text feels small or dense, improve the size or spacing before trying to fit more onto the page. Use bold for short points of emphasis and keep long passages in regular text.
Structure
Use proper heading styles
Apply Word’s Heading 1 style to main sections and Heading 2 to their subsections. This gives the document a logical structure as well as a visual hierarchy. Making a line large and bold on its own does not give it the same role as a heading style.
Try this: Select a heading and choose the appropriate style from Home → Styles. In desktop Word for Windows, right-click a style and choose Modify to adjust its appearance. Updating the style changes text using that style throughout the document.
Spacing
Give paragraphs room to breathe
Consistent white space helps readers see where one idea ends and the next begins. Set paragraph spacing rather than pressing Enter repeatedly to create gaps. Keep related content together, with slightly more space before a new section.
Try this: Select the paragraphs and adjust the Before and After spacing on the Layout tab. Review the result across several pages. For repeated formatting, include the spacing in your paragraph styles so the same rule applies everywhere.
Alignment
Use a simple, consistent page layout
Give each page a clear left edge and enough margin to feel comfortable. Left-aligned body text is a useful starting point for everyday business documents. Reserve centred text for short elements, such as a title, where it has a clear purpose.
Try this: Check that headings, paragraphs and lists line up predictably. Use paragraph indents or tab stops for intentional alignment instead of repeated spaces. If a page feels crowded, shorten or reorganise the content before squeezing the margins.
Readability
Choose lists and tables for the right information
Use bullets for related points and numbering when order matters. A simple table can help readers compare information such as tasks, owners and deadlines. Keep table headings clear and avoid merged cells or complicated layouts where a straightforward structure will work.
Try this: Turn a dense paragraph of actions into a short list. Use Word’s list tools rather than typing your own bullet characters. For a comparison table, give each column a meaningful heading and use restrained shading and borders.
Page flow
Control where pages break
Review the transitions between pages. A heading at the bottom of one page with its explanation on the next interrupts the reader. Repeated blank paragraphs used to push content forwards can also cause problems when the text changes.
Try this: Use a page break when a section genuinely needs to start on a new page. In desktop Word for Windows, open the Paragraph settings, choose Line and Page Breaks, and apply Keep with next to a heading that should stay with the paragraph below it.
Navigation
A short document title, version reference or page number can help someone recognise and navigate a longer document. Keep these elements understated and consistent. Include essential instructions in the main body so readers do not have to rely on a header or footer to find them.
Try this: Use Word’s header and footer tools for recurring details, and insert automatic page numbers instead of typing them. Check that the document title and version are current, especially if you started from an older file.
Final checks
Review the document as your reader will see it
Give the finished document a separate review for accuracy, appearance and accessibility. Check names, dates, links and figures as well as spelling. Confirm that images are useful, text is readable and the heading sequence makes sense.
Try this: Run Word’s accessibility checking tool and review its findings. Then inspect the document yourself: an automated check does not replace judgement. If you will share a PDF, open the exported file and check its page flow, links and appearance before sending it.
BEFORE YOU SHARE
Give it one final look
Use this quick checklist to catch the details that are easy to overlook.
- The body font, size and emphasis are consistent from start to finish.
- Headings use a clear hierarchy and real Word styles.
- Paragraph gaps are controlled by spacing settings, with no piles of empty lines.
- Margins and alignment are consistent, with no text positioned using repeated spaces.
- Lists and tables make information easier to understand, and tables have clear headers.
- Headings stay with their text, and new pages use deliberate breaks.
- Recurring details are accurate and page numbers update automatically.
- The final file has been checked for accuracy, readability and accessibility.
Make the next document easier
Once you have a layout that works, save it as a reusable template for the same type of document. A consistent starting point makes the next report easier to prepare and helps your team present information in a recognisable way.
