Top Five Microsoft Word Formatting Tips for Start-Up Biotechs

For many start-up biotech companies, Microsoft Word is the go-to tool for drafting regulatory documents, grant proposals, and internal reports. However, poor formatting can lead to inefficiencies, inconsistencies, and frustration—especially when preparing documents for regulatory submissions or collaborative reviews. To help streamline your workflow and maintain professional-quality documents, here are five essential Microsoft Word formatting tips every start-up biotech should use.

Word Formatting Tip #1. Start with a Template

A well-structured template sets the foundation for consistency and efficiency. Instead of manually formatting each document, create or adopt a company-approved template that includes:

• Standard fonts and font sizes (e.g., Times New Roman or Arial, 11-12 pt)

• Defined heading styles for clear document hierarchy

• Pre-set margins and line spacing

• Automated table of contents (TOC) and page numbering

Using templates not only saves time but also ensures that your documents are consistently formatted across teams and projects. You can create a custom template by formatting a document as needed and saving it as a .dotx file under File > Save As > Word Template.

Word Formatting Tip #2. Paste as Unformatted Text

Nothing disrupts document consistency more than copy-pasting content from various sources with different fonts, sizes, and formatting. To avoid this mess, always paste text as Unformatted Text by using:

• Ctrl + Shift + V (Windows) or Cmd + Shift + V (Mac)

• Right-clicking and selecting Paste Special > Unformatted Text

• Using Paste Options in the toolbar and selecting the Keep Text Only icon

This practice ensures that the pasted content adopts the formatting of your existing document rather than carrying over unwanted styles.

Word Formatting Tip #3. Use the Caption Function for Tables and Figures

When preparing regulatory documents, research reports, or publications, tables and figures must be consistently labeled and referenced. Instead of manually numbering them, use Word’s built-in Caption function:

• Select the table or figure

• Go to References > Insert Caption

• Choose a label (e.g., Table, Figure) and enter a description

• Click OK

Using captions enables Word’s cross-referencing feature, allowing you to insert dynamic references throughout your document. If tables or figures are rearranged, the numbering updates automatically, reducing errors and rework.

Word Formatting Tip #4. Use the Cross-Reference Feature for Dynamic References

In regulatory and scientific documents, it’s crucial to maintain accurate references to figures, tables, and sections. Instead of manually typing references, use Word’s Cross-reference feature to insert dynamic links:

• Go to References > Cross-reference

• Choose the type of item (e.g., heading, table, figure, or numbered item)

• Select the specific item from the list and click Insert

This ensures that if you update or move the referenced item, the reference updates automatically, maintaining accuracy and reducing the risk of broken references.

Word Formatting Tip #5. Update Fields Before Finalizing the Document

Before finalizing and submitting a document, always update all fields to ensure accuracy and prevent broken links:

• Press Ctrl + A to select the entire document

• Press F9 to update all fields (e.g., table of contents, figure numbers, cross-references)

Then search for the word "Error," to identify and recreate any broken cross-references. This step ensures that all automatically generated content is up to date before converting the document to PDF or submitting it.

Final Thoughts

Adopting these five simple but powerful Microsoft Word formatting techniques—starting with templates, pasting as unformatted text, using the caption function, leveraging cross-references, and updating fields—will improve document consistency, efficiency, and accuracy. For start-up biotechs navigating regulatory submissions and scientific documentation, these best practices can save time and prevent formatting headaches.

Additionally, these techniques make the PDF conversion and submission readiness processes much smoother and more efficient. Ensuring that references, captions, and fields are correctly formatted before finalizing the document reduces last-minute errors and enhances overall document quality, making compliance with regulatory standards easier.

Need help creating templates or formatting documents? The Sugar Water Operations Team is here to help! Contact us, and let’s chat about how we can help you meet your milestones.