How to Use Microsoft Word to Publish Directly to Your WordPress Site

Have you ever wished writing a post in WordPress was as easy as writing in Microsoft Word? Many may not know it, but you can write a post in Word and then publish directly to your WordPress site.

Although you can obviously write your posts in Word and then copy them into the WordPress editor, maybe the biggest reason to post directly from Word is to take advantage of the impressive graphics capabilities it offers. From image manipulation to “SmartArt” to sophisticated charts and graphs, Microsoft Word has a lot to offer.

A Simple Example of Some MS Word Graphics in a WordPress Post

 

 

Step-by-Step Guide for Publishing to WordPress with Word

A few points before we really get started.

1. A WARNING: Before we go any further, there’s one piece of information you should know. When you attempt to publish a post from Word to your site, Microsoft gives the following warning: “When Word sends information to the blog service provider, it may be possible for other people to see that information. This includes your user name and password. Do you want to continue?”

To be honest, I can’t really tell you how risky this is. When I searched around trying to find out, I came up more or less empty-handed. So before even starting this process, you should know that.

2. Something else you may find of interest is that Microsoft also has a very nice “offline blogging tool” called Windows Live Writer. However, Live Writer doesn’t have the same graphics capabilities as Word.

3. Finally, the steps in this tutorial follow publishing a post to WordPress via the latest version of Microsoft Word (2010 Version). You can also publish with MS Word 2007; however, some things may be slightly different.

Set Up Your WordPress Site to Accept Posts

The first step is to set up your blog to accept posts from outside the site (in this case, from you using MS Word).

In your blog’s admin area, go to Settings > Writing > Remote Publishing. Check the XML-RPC and click “Save Changes.”

 

Open a “New” Document

In the newest version of Word, go File > New > Blog post.


Set Up a Connection with Your Blog

Because this is the first time you are using the blogging template, you will be presented with a dialogue box for you to set up a connection to your site (or “Register” it). You do not have to do this now (you can do it the first time you attempt to publish your post); however, we’ll go ahead and do it to get it out of the way.

After you do this once, you will not need to do it again unless you decide to set up another site to publish to. You can publish to multiple sites and easily switch between them in the MS Word interface.

Choose WordPress

On the pull down list, of course choose “WordPress.”


Enter Your Site’s Info

Next, enter you’re sites info in the box. Simply replace the section that says <Enter your blog URL here> with the URL to your site (e.g. http://example.com/xmlrpc.php).

Keep in mind that if your blog is in a subfolder, you will need to enter the folder too (e.g. http://example.com/blog/xmlrpc.php).

NOTE: Remember that your complete URL here must end with xmlrpc.php. This is the name of the file that Word needs to communicate with.

 

 

 

Fill in the User Name and Password with the username and password you use to enter your site with.

* You will see an link here for “Picture Options.” You can just leave that as it is, and it will upload your pictures to your Uploads folder on your blog. You will also be able to access them in your Media Library in the admin area of your site.

Writing Your Post

Once your connection to your site is set up, you will come to the writing screen. This is a simplified version of what you would normally see in a Word Document. The ribbon at the top has fewer tabs, for example, and the default layout is set to a cleaner looking “Web Layout” view.

One thing you may notice is that the screen is very wide. Therefore, the way things look laid out in Word are not going to be the same as they are when you publish the post to your blog. This can be true inside the WordPress editor too, but the layout you’ll find in Word is likely to be much, much wider.

Because of this, one thing you may want to eventually do is to set your margins in Word to something narrower. It may be difficult to get it lined up exactly as you would like, but at least you will have a better feel for the approximate way things will look once they’re published on your site.

Graphics

You can reach all of the nice Word graphics capabilities through the “Insert” tab at the top. There you’ll see the ability to insert tables, pictures, shapes, SmartArt, etc.

By default, that top ribbon is hidden until you click on one of the tabs—either “Blog Post” or “Insert.” You can make it stay open by clicking the tiny down arrow on the far right-hand side.


The way to get to all the options for an image is to first insert the image, and then double click on it. You should see a new tab open called “Format” and above that “Picture Tools.”

 

Insert a Category

To place your post in a category, in the “Blog Post” tab, click the “Insert Category” button. If you already have categories on your site, you should see them there.

 

Publish or Save as Draft

To publish your post (or save it as a draft – “Publish as Draft”), in the “Blog Post” tab, hit “Publish.”

Extra Options

You will notice a few other options in the “Blog Post” tab.

  • Home Page – Opens your default browser to your site’s home page
  • Open Existing – Imports existing posts from your site so you can edit them
  • Manage Accounts – Allows you to switch to (or add) other sites to manage

 

A Few Notes

A few other things to take note of.

  • If you need to update your post, just hit publish again when you’re ready.
  • Whichever font you use in Word, your post will publish with that font, regardless of the font you have set on your blog.

Using Word as Your Offline Editor

You may or may not want to use MS Word full time for your blog editor, but at least you know it’s there should you or your clients need some graphics that aren’t easily made in other place.

58 Responses

    marc dubeau

    Great post and very informative. I was looking for similar insight re: google docs/google presentation. Just curious if anyone knows the process on how to publish Google Presentations to your wordpress blog? If anyone has tips on this, really appreciate it.

    Paul B. Taubman, II

    This is great! I have bookmarked this post and will be coming back to implement!

    On a side note (although I will soon find out), when publishing from Word, will all the MS overweight styling also get added? If you copy & paste from Word into WP, there is a lot of styling that gets added. Will that occur with this method?

    Thanks!
    Paul

      Joe

      Paul – It didn’t seem to add a lot of extra stuff, but it did add coding for the font (which was a different font from the site’s default). That was it, really. It doesn’t seem that you can choose “default” for you font type, so I’m guessing it will always add that, even if it’s the same font as your default. (Though I haven’t tested that out yet.)

    Lisa League

    This must be PC version of Word only – I have Word in Office for Mac 2008 and just downloaded trial of Office 2011. I don’t see blog post as an option in either version of Word.

    If someone else can find this in Word for Mac, please let me know how – it would be much appreciated, thanks.

    Joe

    Lisa – I was using a PC. As you can see, I went from File > New > Templates. If you can find your templates section, it should be in there if it’s there at all. You can also search in the help section of Word (although I often find most Microsoft “help” lacking … or impossible to find).

      bengillin

      I take that back…

      It’s more along the lines of writing your post on paper, scanning it in, using text recognition software to convert the text from your handwritten note, put that text into microsoft word and then copying and pasting it into WordPress.

      Why wouldn’t you want to just write your content in WordPress and call it a day?

        Joe

        Ben – I think the real advantage is that it lets you easily use all Word’s capabilities for graphics (which are considerable)- charts (column charts, line charts, bar charts, pie charts, bubble charts, radar charts, etc.), smartart (lists, processes, cycles, hierarchies, etc.), shapes, image manipulation (lots there), tables, etc. There really is a lot you can easily do with Word (key word – “easily”).

      Joe

      Rachael – Just don’t forget to tell them about resizing their margins to get closer to what it will really look like. That’s the one thing I think some may have issues with (what it looks like in Word vs what it looks like on their site).

      Joseph Foley

      Richard – One more thing – you might have to import an existing post (or import the categories) before they will show in Word. Use the Open Existing button.

    Joseph Foley

    Richard – You would post to the Blog category that you set up. You should see a drop down box at the top of your post in Word. … Categories are mentioned in the post above. You can see it there.

    June

    Thanks for this article. I always write my articles in Word and copy and paste it to my WordPress blog. This will make life so much easier, especially in terms of using graphics. I’ve bookmarked this page.

    Jonathan Roberts

    Hi all, found this post really useful. My issue is the same as mentioned earlier about having word 08 on the Mac on home pc. Did anyone manage to find a hack for this? Would be fantastic if you did…

    Thanks
    Jon

    peter johnson

    Awesome representation. Very Informative and great representation technique with the picture.
    When i tried it Every steps followed from here and i can’t found any problem in blog creation with MS Word.

    Most thankful to you Mr. Joseph Foley.

    Annette Wade

    HELP!!! I’m starting to feel like I must be going nuts, but there isn’t a “remote publishing” option anywhere. In the admin toolbar along the top there is no “writing” option, and along the left-hand-side, that toolbar, there is a writing option BUT there is nothing anywhere about “Remote Publishing”!!! Did something change or am I missing something imortant?

        Annette Wade

        Not using a mac, using a “pc” and I’m on my home network… but I have looked at the Writing tab on the right hand side and there is no “remote publishing” group there. Somehow could I have disabled it? Brand new computer, as in 4 days old, so I haven’t done much with the settings…

      Shawn K. Hall

      What you’re looking for is the “Writing” tab along the left under “Settings”. Within that page you should see a “Remote Publishing” group on the right content area. UNLESS you’re using multi-site and your administrator has disabled it. If that’s the case, talk to your webmaster.

    Thomas Fonseca

    Hi WordPress experts; I am able to post from Word to WordPress as you have described but I am having one problem with linked images. When I have linked to an image from the internet within my word document, after publishing it to WordPress the image is not there. If I edit the post and click the little broken image icon and select the “Advanced” tab I see that WordPress changed the image source to “cid:[email protected]″. If I copy and paste the image url back in over the “cid…” that fixes it but I have 30 or more images that I link to every week. Thanks in advance for your help!

      Joseph Foley

      Hi Thomas – I’m not really sure if that would be a WordPress issue or a MS Word issue. In either case, I’m afraid it’s above my knowledge level. You might ask about this on a MS Word support forum as well as WP support forums.

        dhara bhatia

        Your post is really helpful to me. Contain lots of information.

        But one thing i want to make sure i want to publish the post in custom posts type which i have created not in default post of wordpress.How I will able to do that . Do you have any idea.

        Please reply as soon as possible.

      Joe Foley

      Yasantha – Some versions of Word might not have this. You might try asking on a MS Word forum — they may know better about your particular version.

        michael_scott_mcginn

        Great article. On the can’t find remote publishing issue…

        Newer versions of WordPress have the xmlrpc automatically enabled. So if you don’t see the setting option then you have it on automatically. In fact you have to install a plugin to turn it off.

        So just insert your site url in the Word setting and follow the directions above.

        Also if you have a captcha plugin installed to put up a captcha on your login box then you will have to disable that or word will not be able to login to your site remotely.

    joe_noll

    Joe Foley, what about a plug-in in Word to allow for insertion of T-SQL syntax so it keeps the formatting when you post to WordPress. I used this when I was using Windows Live Writer. It is very handy.

    sudeepshroff

    Oh! This is wonderful. Came at the right time when I was exploring Windows Live Writer. But I think it’s better to use Word than Live Writer as it offers more options for graphics.

    Thanks. :)

    Gary

    So far, works great only one suggestion is to change account information for use with multiple logins on same url. .. Setting-up and testing accounts for various wordpress roles before providing them to site contributors, etc. .. A few people will use the same computer to make their posts. .. very confusing when account selection only shows the same name and host. .. Thanks for great helpful way to simplify posts!

    Arbaz Khan

    I never knew that I could publish posts directly from Word on to my blog. I always write articles and save it as a Word File, but now I will be able to post articles directly to my blog as well.

    hunny_bhagya

    I just tried to post from my new word software and it won’t do so. It says the provider I submitted is not available.
    I know I can post to my blog because I have posted to it from windows live writer so I had to make the proper changes in wordpress then.
    Any ideas?

      Joe Foley

      Some things may have changed with Word. You’d probably have the best luck asking about it in a Word related forum. The WordPress end should be basically the same, I would think.

    w_brewer

    I’ve been doing this for a few years – also to a Sharepoint blog – but one annoying thing to watch out for is the way Word will change the font you select at random. You have to go back in and republish to get the font to stick.
    On the plus side, Word allows you paste images directly so you can copy them from your editing software and just dump them on a page, with no need to save/upload. Handy if you need to make changes to images.
    The “corrections” tool is also useful for sharpening up screenshots and images with text.

    michael_scott_mcginn

    This was a very helpful article. It saved me a great deal of grief for one of my clients. Going forward this will be a life saver.

    Thanks Joe.

    tom_becks

    Joe, my name is Tom Becks and I own a boutique Internet Marketing business in West Palm Beach, Florida. I found your article this evening and read every word, then read the comments. I believe that for the layman, MS Word had their moment in the sun and would really NOT advise client’s, friends or anyone to use it for posting to WordPress. Don’t get me wrong, when the article was written in 2012 (assumption there based on the first response) MS Word was a viable option to help transition someone into expressing their thoughts online

    Today, WordPress is much more user friendly than the latest version of MS Word, and as correctly pointed out by several people, only the Windows version is workable.

    WordPress sites today account for 25% of the entire internets web properties. Crazy but true, kind of like how MS Word took over the desktop publishing world from the late great Word Perfect. WordPress has changed the way most people think online.

    With the latest version of WordPress 3.9.1 they have jumped litterally light years ahead of the competition it’s 100% free (except for hosting) and with the plethora of FREE templates and offered, it just makes more sense to help people progress to using rather than MS Word.

    Formatting, built in, graphics, built in, simple to use interface, built in, but their is more, like the ability to tie in your formatting, Header tags, working toward building a google friendly presence that looks great with a tiny learning curve, in fact I have my clients zipping along, building awesome WordPress sites here at home in South Florida.

    You might say I am evangelizing here and to an extent I am, but it’s for noble reasons. Everyone I know who writes a blog, about anything, wants to have their thoughts read. Making a site that is search engine friendly is part of the process.

    Wait, I know, it can be done using Word, I’m not hating on Microsoft, I love Microsoft in fact I’m a certified Microsoft Business Partner and have been for over ten years.

    Yash

    Hi, this is an amazing article, it solve my half problem. I just need to know if we can publish word doc content as a post to a specific custom post types for wordpress. Is it possible ? if possible please provide solution.

    Thanks

    Yash

    Madhuri

    Hi I have been publishing from Word directly on to word press but of late i am getting error messages and unable to post .is there a way to solve this issue?

    Henry

    Thank you Joe for this tutorial which I think will be of great importance to me and everyone that go through it. I think it is simple to apply and I have been looking for this simple tutorial but the ones I’ve seen was a little bit more complicated. Please, I have a question to ask. My question is that i have a blog in wordpress and I have Google authenticator boton activated. If I want to publish my post from word will it not be a problem because my phone number is not registered in word so for word to now get the authenticator number so as to get access will be difficult. Or do I need to disable the authenticator boton in my wordpress?