{"id":1739,"date":"2025-02-25T17:35:52","date_gmt":"2025-02-25T17:35:52","guid":{"rendered":"https:\/\/thatkeith.com\/articles\/?p=1739"},"modified":"2026-01-08T17:24:00","modified_gmt":"2026-01-08T17:24:00","slug":"microsoft-word-is-the-worst-writing-tool","status":"publish","type":"post","link":"https:\/\/thatkeith.com\/articles\/microsoft-word-is-the-worst-writing-tool\/","title":{"rendered":"Microsoft Word is the worst writing tool"},"content":{"rendered":"\n<p><strong>Hands up who uses Microsoft Word?<\/strong><\/p>\n\n\n\n<p><strong>Hands up who *likes* Microsoft Word?<\/strong><\/p>\n\n\n\n<p>I asked those two questions in a talk I gave at The Future Of Text symposium in October. Almost the entire audience raised their hands at the first question, but hardly anyone did at the second. I wasn\u2019t at all surprised. In fact, the rest of my talk would have been slightly scuppered if everyone had kept their hands up, but I knew that wasn\u2019t going to happen. Word is ubiquitous; it is the most widely-used word processing tool by a huge margin. In the business world the Office triumvirate of Word, Excel and PowerPoint utterly dominate. But people use Word \u2013 let\u2019s focus on that, although a fair bit of my beef covers the full software suite \u2013 mainly because other people use it, not because it is, in itself, a great bit of software. It isn\u2019t loved, and it is rarely even actually liked.<\/p>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column has-border-color has-theme-palette-6-border-color has-theme-palette-8-background-color has-background is-layout-flow wp-block-column-is-layout-flow\" style=\"border-style:dotted;border-width:1px;padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--40)\">\n<script async src=\"https:\/\/pagead2.googlesyndication.com\/pagead\/js\/adsbygoogle.js?client=ca-pub-4232890097475869\"\n     crossorigin=\"anonymous\"><\/script>\n<!-- Display-full-width-responsive -->\n<ins class=\"adsbygoogle\"\n     style=\"display:block\"\n     data-ad-client=\"ca-pub-4232890097475869\"\n     data-ad-slot=\"5061467982\"\n     data-ad-format=\"auto\"\n     data-full-width-responsive=\"true\"><\/ins>\n<script>\n     (adsbygoogle = window.adsbygoogle || []).push({});\n<\/script>\n<\/div>\n<\/div>\n\n\n\n<p>It is a great example of the \u2018pack \u2019em high\u2019 approach to interface design. Each new version brings in a raft of new features, crammed in like tabloid journalists at a society wedding. It\u2019s how the marketing works: \u201cthis version can do another 100 things, which automatically makes it better!\u201d Except this \u2018more and more\u2019 ends up becoming less and less, as most people struggle to manage fairly basic tasks when using it. When Microsoft launched a version with restyled ribbon bars? I was constantly being asked for help by colleagues, mainly because what they knew from the previous version no longer applied.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"724\" src=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Microsoft-Word-interface-ribbon-bar-hell.jpg\" alt=\"\" class=\"wp-image-1740\" srcset=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Microsoft-Word-interface-ribbon-bar-hell.jpg 1024w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Microsoft-Word-interface-ribbon-bar-hell-300x212.jpg 300w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Microsoft-Word-interface-ribbon-bar-hell-768x543.jpg 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>User Experience design, UX for short, is the science and process of creating things \u2013 not just digital products, although that\u2019s where it\u2019s normally considered \u2013 that support the user and work the way things should, according to what they want to do at a given moment. It encompasses user interface design (UI) but it\u2019s far, far bigger than that. Understanding what people need and how they need to achieve it is the secret to designing something they will want and like.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"495\" src=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/UX-design-encompasses-it-all-1024x495.gif\" alt=\"\" class=\"wp-image-1751\" srcset=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/UX-design-encompasses-it-all-1024x495.gif 1024w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/UX-design-encompasses-it-all-300x145.gif 300w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/UX-design-encompasses-it-all-768x371.gif 768w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/UX-design-encompasses-it-all-1536x742.gif 1536w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Here\u2019s what a great many people want to do most of the time that they\u2019re using Word: they want to write. They want to get their thoughts and ideas down in words, organised to make everything as clear and logical as necessary. And when they\u2019re in the flow of writing they generally won\u2019t want to think much about applying visual structure.<\/p>\n\n\n\n<p>There are, by and large, three different kinds of word processor user: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Those in business (writing business reports, plans, and so on)<\/li>\n\n\n\n<li>Those in education (essays, dissertations, and the like)<\/li>\n\n\n\n<li>Professional writers (creating content for newspapers, magazines, books and online)<\/li>\n<\/ul>\n\n\n\n<p>Two out of three of those have one primary need when writing; to know how many words they\u2019ve written so far, yet for years this feature was a clunky afterthought tucked into a modal dialog hidden in a sub-menu. In 1995 I got so frustrated with this that I made Wordless, a bare-bones word processor that gave me a live word and selection count as I worked. Live word count in word processors is pretty much universal these days, but it took two years of badgering Microsoft product managers before it was added to Word in the Office 98 suite. Unfortunately, at the same time the software also gained Clippy, the anthropomorphic paper clip helper that distracted people the moment they seemed to be getting on with something. It was a user experience all right, but not a good one.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-medium\"><img loading=\"lazy\" decoding=\"async\" width=\"266\" height=\"300\" src=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Clippy-266x300.gif\" alt=\"\" class=\"wp-image-1741\" style=\"object-fit:cover\"\/><\/figure>\n<\/div>\n\n\n<p>Since then Word has been through a number of UI design as well as internal structure revamps, but having tried each new version I find it hard to believe there\u2019s been much serious UX design thought applied. Or perhaps it\u2019s just that Microsoft doesn\u2019t care much about anything but the business market? There\u2019s evidence for this, starting with Rick Schaut, a long-time member of the Word development team, who has said that \u201cthe needs of most Word users aren\u2019t the same as the needs of professional writers.\u201d In other words, Word is not made for professional writers. Bet you didn\u2019t see that coming!<\/p>\n\n\n\n<blockquote class=\"wp-block-quote has-text-align-center has-theme-palette-7-background-color has-background has-medium-font-size is-layout-flow wp-block-quote-is-layout-flow\" style=\"padding-top:var(--wp--preset--spacing--50);padding-right:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--50);padding-left:var(--wp--preset--spacing--40)\">\n<p class=\"has-text-align-center\" style=\"line-height:1.2\"><em>\u201cThe needs of most Word users aren&#8217;t the same <br>as the needs of professional writers\u201d<\/em><\/p>\n<cite>\u2014Rick Schaut, Microsoft Word development team<\/cite><\/blockquote>\n\n\n\n<p>It\u2019s not that I think we shouldn\u2019t have features to help us control how our words are presented. That would be an odd stance for a designer. We just need them to stay out of the way of the writing process. I\u2019m not alone in this thinking by any means; Charles Stross has written some lovely posts on this. Look for his \u2018<a href=\"https:\/\/www.antipope.org\/charlie\/blog-static\/2010\/04\/common-misconceptions-about-pu-1.html\">Common Misconceptions About Publishing<\/a>\u2019 collection in the \u2018Charlie\u2019s Diary\u2019 section of his <a href=\"https:\/\/Antipope.org\">Antipope.org<\/a> site.<\/p>\n\n\n\n<p>There are dozens of alternatives to Word. The open-source Office alternatives are generally built to look and act very much like the Microsoft standard, but there are better options too. Scrivener, iA Writer, Ommwriter, and many others show that, even in this genre, which must be practically the oldest software category around, there\u2019s plenty of room for new design and interaction ideas. Hell, I\u2019ve been helping a friend for some time now on a major word processor design rethink, but that\u2019s something for another time.<\/p>\n\n\n\n<p>It\u2019s a good idea to stop being distracted by the presentation details of what we write, as we write. But it\u2019s still useful to be able to mark something as a title, for example, or add emphasis in some way. So how *should* we add some kind of structure to our words as we write them? Without cluttering stuff up or going all proprietary? There is actually an answer to this, and it\u2019s more of a process or method than a specific bit of software: Markdown.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-medium\"><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"207\" src=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/markdown-mark-white-logo-300x207.png\" alt=\"\" class=\"wp-image-1743\" srcset=\"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/markdown-mark-white-logo-300x207.png 300w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/markdown-mark-white-logo-768x530.png 768w, https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/markdown-mark-white-logo.png 1000w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/figure>\n<\/div>\n\n\n<p>Markdown uses the kind of natural formatting found in plain-text email messages, stuff we do pretty much by intuition. It was, in fact, created from exactly that concept base by John Gruber back in 2004. Markdown works in plain text, using style markers that are easy to understand as you read and can be converted to correct XHTML when required. If you want to emphasis some text, wrap it in a pair of asterisks. Want to make some text into a headline? Put one or more hash symbols in front of it. Make lists? Start each line with an asterisk. There\u2019s a little more, but that\u2019s the basic idea. The other idea is that Markdown\u2019s markup code doesn\u2019t get in the way of reading. I\u2019ve used it here a couple of times already, and it\u2019s pretty unobtrusive.<\/p>\n\n\n\n<p>Markdown is made for text-to-HTML conversion, as <a href=\"https:\/\/www.markdownguide.org\">MarkdownGuide.org<\/a> explains, and it\u2019s a great example of keeping structure separate from style. But why not use it for more than just web output? ByWord, another alternative word processor, has full markdown support, so you can set up structure \u2013 not styles, remember \u2013 as you write, if you need to. It\u2019s designed with good UX principles in mind. And of course it has live word count \u2013 but so does everything these days.<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Hands up who uses Microsoft Word? Hands up who *likes* Microsoft Word? I asked those two questions in a talk I gave at The Future Of Text symposium in October. Almost the entire audience raised their hands at the first question, but hardly anyone did at the second. I wasn\u2019t at all surprised. In fact,&#8230;<\/p>\n","protected":false},"author":2,"featured_media":1746,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[19,34,35],"tags":[],"class_list":["post-1739","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-design","category-software","category-styles"],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"https:\/\/thatkeith.com\/articles\/wp-content\/uploads\/2025\/02\/Microsoft-Word-interface-ribbon-bar-hell-short-shaded.jpg","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p8ooc8-s3","_links":{"self":[{"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/posts\/1739","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/comments?post=1739"}],"version-history":[{"count":9,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/posts\/1739\/revisions"}],"predecessor-version":[{"id":1870,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/posts\/1739\/revisions\/1870"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/media\/1746"}],"wp:attachment":[{"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/media?parent=1739"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/categories?post=1739"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/thatkeith.com\/articles\/wp-json\/wp\/v2\/tags?post=1739"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}