Microsoft Word is a popular software program that enables its users to create documents, tables, images and graphics for professional or personal use. The ability to perform various tasks with Word is a skill some employers seek when hiring new candidates. Understanding how this program works can increase your likelihood of gaining employment in several roles and industries. In this article, Pritish Kumar Halder discusses Microsoft Word interview questions you can use to help you prepare for your next interview.

What are Microsoft Word interview questions?

Microsoft Word interview questions seek to discover a candidate’s knowledge and experience using this popular office software. Potential employers may ask these questions to determine your ability to create and edit documents using Word. When applying for a job position, being familiar with the skills and tools related to the role can make you a stronger candidate. Many roles require familiarity with Microsoft Word, so it can help to prepare confident answers to questions regarding this program before an interview.

9 potential Microsoft Word interview questions with sample answers

Preparing for potential Word interview questions can show employers how competent you are with the software. The following are questions a hiring manager may ask during your interview with sample answers to guide you when preparing your own responses:

1. What is Microsoft Word?

This is a basic question that you can prepare for, as the interviewer may ask this to determine your foundational knowledge of the software. This answer can be concise, so consider providing a simple answer that shows you know what Microsoft Word is. You may also choose to list some of its primary functions.

Example: ‘Microsoft Word is a well-known word processor software that allows users to create, edit and manage documents. These documents may include text, images, graphs, charts or a combination. You can install the software on any computer for either personal or professional use.’

2. Describe how familiar you are with Microsoft Word

During an interview, a potential employer may want to understand how familiar you are with the Microsoft Word program. Your CV may already demonstrate your experience, but this gives you a chance to show how much you know about the program and explain the tasks you can perform with it. Your response can inform the interviewer about how you might employ its functions in the role.

Example: ‘I started using Microsoft Word in high school, and since then, it has been a helpful and productive tool that I use for various tasks. I wrote dozens of papers and assignments in high school and college that included images and charts, so I am familiar with many of the features it offers. In my past job, I used Word to create content for my employer’s website, so I’m experienced in using it for different purposes.’

3. How do you insert an image in a Word document?

If the job requires you to create multimedia documents, articles, newsletters or announcements, it is important that you know how to insert images into your document. A potential employer may ask this question to determine whether you have the necessary knowledge. This is also a great opportunity to demonstrate your communication skills by simplifying your explanation of the process and making it easy for the interviewer to understand.

Example: ‘Inserting an image in Microsoft Word depends on the image’s source. To insert a picture from the Internet, you can right-click on the image and save it on your device. Then you can open Word and click on the ‘Insert’ tab in the toolbar. Then, click on ‘Picture’ and select ‘From the library. You can also search for online images directly from Word by clicking ‘Insert,’ ‘Pictures,’ then ‘Online Pictures’ and using the search bar to find a relevant image. If you want to include an image from Word’s library, click on ‘Stock Images,’ choose a picture, then click ‘Insert.’

4. How do you include footnotes and endnotes on a document?

Footnotes and endnotes are Microsoft Word features that enable you to provide the reader with important information. Suppose your role requires you to write instructions, detailed memos or similar text. Your employer may expect that you know how to include footnotes and endnotes in a Word document. Both features allow you to provide the reader with clarity.

Example: ‘It is quite easy to insert footnotes and endnotes in a Microsoft Word document. First, click where you want the footnotes to appear in your document. Then, click on ‘Insert’ on the toolbar. Finally, click the ‘Insert Footnote’ tab. This automatically generates a number as a reference mark beside the text you want to notate. You can then type in your footnote text. Inserting endnotes is a similar process, but you click on ‘Insert Endnote’ right next to the footnote tab in the ‘Insert’ section.’

5. Describe how to allow and restrict access to a document

One benefit of using a software program like Microsoft Word to create documents is that it allows multiple people to work together on a single project. If your potential position requires collaborating with colleagues, it is important that you are familiar with enabling others to access a document. If the role requires working on private documents, your potential employer may also want to know if you can restrict document access.

Example: ‘Microsoft Word allows you to share or restrict access to documents. To share a document, click on the ‘Share’ icon in the upper right corner of the screen. This reveals a menu. You can type in the names or email addresses of those you want to share the document. You can also choose whether to allow them to edit the document or simply view it. Completing this action prevents external parties from making changes to the document.’

6. How do you create a watermark on Word?

Many people may not be aware of the watermark feature. You can include a watermark on a document to show its importance or confidential nature. If the organisation interviewing you creates special or classified documents, your employer may test your knowledge about this feature. A confident answer shows you are familiar with how and when to use watermarks.

Example: ‘*You can include a watermark on a document in a few steps. First, click on ‘Page Layout’ in the toolbar, then click on ‘Watermark’ in the ‘Page Background’ tab. Choose a watermark option or select ‘Custom Watermark’ to create a unique picture or text watermark for your document.’*

7. How can a user accept or reject tracked changes on Word?

Microsoft Word allows users to track changes made to documents. Users can review the changes made and decide whether to accept or reject them. In the course of your work, you may send out documents for editing, so monitoring and reviewing changes is necessary to ensure they are of an acceptable standard. A potential employer may be curious to learn if you know how accepting and rejecting tracked changes works.

Example: ‘To accept or reject tracked changes, first click on the ‘Review’ tab and navigate to the section labelled ‘Tracking.’ Highlight the changes on the document and click on the ‘Accept’ or ‘Reject’ command. This action removes the markup and automatically takes you to the next change.’

8. How do you edit PDF documents in Word?

PDF documents may sometimes require editing, and you can use Microsoft Word to do so easily. If you are likely to encounter PDF documents at work, interviewers may ask if you know how to edit them in Word. If you have done this in previous roles, you can discuss your experience using the function in your answer.

Example: ‘To edit PDF documents in Word, you can first select ‘File’ and click on ‘Open.’ Then, select the PDF file from your device and open it. A dialogue box appears to let you know Word is going to convert the contents of the PDF to a format it can display, then you can click on ‘OK.’ This won’t change the original PDF. The document may open in a protected view, so click on ‘Enable Editing’ and make changes. Save the file in Word format once you complete your task.’

9. How do you customise the toolbar on Microsoft Word?

Customising your Word toolbar may help you quickly perform frequent tasks. You can customise your toolbar to display the most useful tools for your tasks. A potential employer may want to know if you’re familiar with customising the toolbar.

Example: ‘Customising your Microsoft Word toolbar requires a few steps. First, right-click any space on the toolbar and a drop-down menu appears. Select ‘Customise the Ribbon’ to reveal a list of different tabs you may add, remove, rename or reorder to suit your preferences. You can select tools to appear on the main tabs like ‘Insert.’ You can also hide default or custom tabs if you use them infrequently.’