Use Microsoft Word to Make Blog Entries

Take Advantage of Integration with WordPress, TypePad, and Others

Tattooed girl with glasses at desk with laptop
mapodile / Getty Images

Many people are familiar with Microsoft Word and not necessarily their blogging platform's editor. Fortunately, you can leverage Word's features in drafting and publishing your blog posts straight from your desktop.

The only downfall to this is that if you work with a developer or website admin, they might steer you away from this route since Microsoft Word adds a bunch of extra stuff that can make conversion to HTML frustrating. There is a solution to that below, but it still might not be advised for everyone.

Use Microsoft Word Just to Draft the Document

This is one of the simplest ways to author in Microsoft Word. Simply copy and paste your draft into your blog platform's editing interface.

If it doesn't play nice, paste the content directly into an environment that strips out most of the extra stuff Word puts in, like Google Docs or Notepad, then try pasting that into your blog platform's editor.

Another option is to use an HTML cleaning tool.

Post a Screenshot of the Blog Post

Not all tools or features available in Word will translate to your blog platform. If you need some of Word's "incompatible formatting" to show, you could take a screenshot of your document and make a post that's just an image.

This works no matter which MS Office product you're using, be it Excel, PowerPoint, Word, etc.

The obvious downside is that you cannot edit the text in the image without going back into MS Office, so you may find this cumbersome. Similarly, none of your visitors will be able to copy the text (which actually might be desirable if you're trying to combat plagiarism).

Make Blog Posts Directly From Microsoft Word

Another option is to use MS Word to connect directly to your blog account so that you can publish posts without copying data from Word or taking any pictures of your post.

Here's what to do:

  1. With Microsoft Word open, navigate to the File > New menu. In older versions of Word, choose the Office button and then click New.

  2. Click Blog post and then Create.

    You might not see the Create button in older versions of MS Word.

  3. Click Register Now to the prompt that asks you to register your blog account. This information, including the username and password for your account, are necessary for Microsoft Word to post to your blog.

    If you don't see this pop-up window after opening a new blog post template, click Manage Accounts > New from the top of Microsoft Word.

  4. In the New Blog Account window that shows up next, choose your blog from the drop-down menu.

    If it's not listed, pick Other.

  5. Click Next.

  6. Log on by entering your blog post URL followed by your blog account's username and password. This is the exact same information you use when normally logging in to your blog.

    If you're not sure how to fill out the URL section, see Microsoft's help with blogging in Word.

  7. You can optionally click Picture Options to decide how images should be uploaded to your blog through MS Word.

    You can use your blog provider's image hosting service, pick your own, or choose not to upload images through Word.

  8. Click OK when you’re ready for Microsoft Word to attempt an initial sign-in to your account.

If registration is not successful, you may need to go back and try the previous steps again.

To add multiple blog accounts to Microsoft Word, see the note in Step 3 above. If you do this, you'll need to keep an eye on which blog is set as the default one, indicated by a check mark in the list. You can opt for any of your blogs to be the default.

If the above steps are not working for you, it's possible that you need to associate Microsoft Word with your blog account from your blog account's settings. You might find this setting somewhere in the Admin or Dashboard area of your blog's settings, and it might be labeled Remote Publishing or something similar.

How to Write, Publish, Draft, or Edit Blog Posts

Writing in the blog mode of Word is much more streamlined, and you'll notice the reduced number of tools. That said, it likely offers more features, and in a format you may be more used to, than your blog’s editor screen.

  • To post to your blog, select either Publish or Blog Post > Publish, depending on your version of MS Word. 
  • To save the post as a draft, choose the small arrow beneath Publish, and select Publish as Draft. Or, go to Blog Post > Publish as Draft in older versions of Word.
  • You can edit blog posts in Word by going to the Open menu and choosing an existing post. For some versions of Word, choose Blog Post > Open Existing, and select the blog post.

How to Set up and Post to Your Blog’s Categories

Your blog may have categories already set up, which you should be able to see by clicking the Insert Category button.

This is also where you can add categories to your blog. If this does not work between Word and your blog platform, you may need to contact your blog platform provider or just publish the document as a draft and then place it into the proper category from the blog's editor.

How to Back up Blog Posts as Word Documents

Things sometimes go wrong in the blogosphere. When posting through Microsoft Word, you can quickly save what you’ve written just like any other document. This is a great way to create a copy of all the hard work you’ve put into your blog.

After you post to your blog, use Word's regular File > Save As menu to keep your posts backed up offline.