How to Create Professional-looking Documents in Word

How to Create Professional-looking Documents in Word

Written by Mohit Rajora, In How To, Published On
March 1, 2023
Last modified on March 15th, 2023

When you hear the word “Professional-looking” documents, what comes to your mind? What do you think goes into making these professional-looking documents? If you are wondering whether it’s some paid platform or a specific application that is needed to create a professional-looking document, let us tell you not always need special software to create these documents. You can create very professional-looking documents using simple Word too. Yes, you read that right. All you need is a word free download to create a professional-looking document. 

What is a professional-looking document?

Well, what will you describe as a professional-looking document? Technically, a professional-looking document is one that is well-structured, well-designed, and free of errors. It conveys information clearly and effectively and is visually appealing and easy to read. 

How to use Word?

Now, let’s see how you can use Word and various tools and features in Word to create a professional-looking document. 

Use a professional template

The most important step to start creating a professional-looking document is to know the purpose of the document that you are creating. It is the purpose of the document that you’re creating which decided what kind of information is supposed to be added to the document. Not only this, but the purpose of the document being created will have a major role in deciding the styling and formatting of the document. In Word, you will be provided multiple options of templates to choose from. Now, because our goal is to create a professional-looking document we’ll try to choose a template that is professional-looking as well.

Choosing Font

The next important thing to pay attention to in a document being created in Word is the font being used. For professional-looking documents- you must use a subtle-looking font that is easy to read. Along with the font style, also take care of the font size that you are using. The font size must neither be too small nor too large.

Layout and Formatting

The layout formatting of a document is something that a lot of people neglect thinking it is not really important. The formatting of the document should be such that it is easy for the reader to skim through the whole thing and grasp the most important details in as less time as possible. It is the formatting of the document that will decide the amount of time the reader wants to grant on your document. 

Clarity of Language

When creating a professional document you never should beat around the bush and simply just straightforwardly state facts in the document. Using clear, straightforward, and concise language is really important to create a professional document. You must avoid using complex jargon or technical terms unless necessary. 

Add visual data

To make your document more eye-catchy you can add some interactive and appealing elements like images to your document. It is an amazing strategy to support your content by including some amazing graphics in a document. Another impressive technique is to use concise bullet points and avoid text-heavy slides. However, it must be noted that the elements being added to the document must be professional-looking too. Maintaining a healthy balance between the textual content and the graphical content in your document gives it a very professional look.

Edit and Proofread

Once the document is completed, we’d advise you to review each and every detail of this document carefully, and if you find something lacking or factually incorrect quickly make the necessary changes so that the document accounts for authenticity and accuracy, making it professional. A lot of documents are quite well-made but sometimes it is because of the lack of reviewing these documents they cannot be termed as “professional-looking” documents. To make sure this doesn’t happen to you, give yourself enough time to review a document and modify it according to the purpose it needs to serve. 

Styling the Document

When it comes to styling a document that is supposed to have a professional look to it, you need to be careful with what you are doing with the document. The styles being added to the document must be very subtle looking so that the professional look of the document is not compromised and at the same time, the document looks amazing. Here are some tips to choose the perfect styling techniques for your professional-looking document.

Use headings and sub-headings

Categorizing the entire content into headings and sub-headings is necessary to improve the readability of the document. Using headings and subheadings also helps you to organize the content of your document. You can use the built-in heading styles provided by Word, or customize them to match your needs.

Use accent styles

You should use accent styles to highlight important information in your document. For example, you can use a style for block quotes, pull-out boxes, or callouts. Doing so makes the document look eye-catchy which is a characteristic of a professional-looking document.

Use consistent formatting

One thing that all professional documents have in common is–consistency. Use consistent formatting throughout the document, such as font size, spacing, and margins. This helps to create a professional and polished look.

Preview the styles

Before applying any style to your document always make sure to preview these selected styles to see how they will look in your document. If you feel like the styles are going to add a professional look to your document, not the opposite only then you should decide on keeping the styles added to the document. You should also look for making any necessary adjustments to ensure a consistent and professional look.


In this article, we talked about what professional-looking documents are and how can create a professional-looking document without the help of a special software or a paid platform y simply using the application Word. n application as simple as the Word has a lot of powerful tools and features that can make any document look professional by only making some changes to the document. We hope, this article will help you to do the same.

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