Learn To Use Microsoft Word 2016
Learn To Use Microsoft Word 2016
Learn To Use Microsoft Word 2016
ISBN-10: 1-64004-254-7
ISBN-13: 978-1-64004-254-4
Chapter 1
OPENING WORD
In this chapter, you will learn how to open Word, where you will first encounter
the Recent list and other ways you can start a document. You will learn how to
open files and how to create a blank document or a document from a template.
Opening Word
Step 1: From the Start page, select the Word 2016 icon.
Use this procedure if using Windows 7or previous versions of Widows: Step 1:
Select the Start icon from the lower left side of the screen.
To open a document from the Recent list, use the following procedure.
Step 1: Select the document that you want to open from the Recent list.
To pin an item on the Recent list, use the following procedure.
Step 1: Click the pin on the right side of the Recent list item.
To unpin an item, click the pin on the right side of the Recent list again. The item
returns to the previous location in the Recent list.
Opening Files
Step 1: Select Open Other Documents from the bottom of the Recent list. Or
select Open from the Backstage View.
Step 2: Select one of the Places you would like to look for the document. The
default options are Recent Documents, your Microsoft OneDrive location, and
your Computer.
Step 4: In the Open dialog box, navigate to the location of the file you want to
open. Select it and select Open.
Creating a Blank Document
Step 1: If the Backstage view is not showing, select the File tab from the Ribbon.
Select New.
Step 2: From the New tab, or if you have just opened Word 2016, select Blank
Document.
Creating a Document from a Template
Step 1: If the Backstage view is not showing, select the File tab from the Ribbon.
Select New.
Step 2: From the New tab, or if you have just opened Word 2016, select the
template you want to use.
Step 3: Select Create.
You can use the left and right arrows to review the other templates in the current
search.
To search for a template and filter the results, use the following procedure.
Step 1: Select one of the Suggested Search terms or enter a term in the Search
box and press Enter.
Step 2: To apply a filter, select the Filter term from the list on the right side of
the screen.
Chapter 2
In this chapter, we will introduce you to the Word 2016 interface, which uses the
Ribbon from the previous two versions of Word. You will get a closer look at the
Ribbon, as well as the Navigation pane and the Status bar. You will also learn
how to manage your Microsoft account right from a new item above the Ribbon.
This chapter introduces you to the Backstage view, where all the functions
related to your files live. You will learn how to save files. Finally, we will look at
closing files and closing the application.
The Word interface includes the Ribbon, the Navigation pane, the document
window, the Quick Access toolbar, and the Status bar.
Each Tab in the Ribbon contains many tools for working with your document.
To display a different set of commands, click the Tab name. Buttons are
organized into groups according to their function.
The Quick Access toolbar appears at the top of the Word window. It provides
you with one-click shortcuts to commonly used functions, like save, undo, and
redo.
The Navigation pane allows you to quickly move through headings, pages, or
search results.
The Status bar shows your current page, the word count, the language setting for
proofing, and if any macros are currently running. It also allows you to quickly
change your view or zoom of the document.
Step 1: Click the minus sign in the Status bar to zoom out. Click the plus sign in
the Status bar to zoom in. You can also drag the slider to adjust the zoom.
You can also click the number percentage to open the Zoom dialog box.
Step 4: Enter the information requested in the Microsoft Office Feedback dialog.
Select Send.
An Introduction to Backstage View The Backstage View, use the
following procedure.
Step 1: Select the File tab on the Ribbon.
Word displays the Backstage View, open to the Info tab by default. A sample is
illustrated below.
Saving Files
To save a document that has not been previously saved, use the following
procedure.
Step 3: Select the Place where you want to save the document.
Step 4: If you choose your OneDrive, you can select the Documents folder. If
you choose your Computer, select your Current Folder or one of your Recent
Folders. Or in either place, you can choose Browse to select a new location.
Step 5: The Save As dialog opens. Enter a File Name, and if desired, navigate to
a new location to store the file. Select Save.
To close the application (if only one document is open), use the following
procedure.
In this chapter, you will create your first document. You will learn how to type
text and select it with a mouse or keyboard. With text selected, you can edit or
delete text, or you can use the mouse to drag and drop text to a new location.
You will also learn how to insert symbols and numbers. Finally, this chapter will
cover how to start a new page.
Typing Text
The following diagram shows the cursor location in a blank document.
Sample text for students to type: The quick brown fox jumped over the lazy
dog.
Step 2: Hold down the shift key while pressing the arrow key to select text in
that direction.
Step 1: Point the mouse to either the beginning or the end of the text you want to
select.
Step 2: Hold the left mouse button down.
Step 3: Move the mouse to select the text. You can move left, right, up and/or
down.
Step 4: Let the mouse button up when you have finished selecting the text.
You can click three times on a paragraph to select the whole paragraph.
You can click to the left of a line to select the whole line.
You can press Shift while clicking to add to your selection. The selections must
be next to each other.
You can press Control while clicking to add non-congruent text to your
selection.
Editing and Deleting Text
Backspace key Deletes single or multiple characters backwards, or use to
delete selected text
Insert Place cursor anywhere in text to begin typing. The original text moves
to accommodate the inserted text.
Step 3: Move the cursor to the location where you want to move the text. The
cursor has an arrow and a small box to indicate that you are moving text.
Step 4: Let the mouse button go when the cursor is in the desired location.
The text remains highlighted in case you want to move it again or continue
editing it.
Step 3: Select the symbol from the list, if it is shown. If not, select More
Symbols.
Step 4: In the Symbols dialog box, select an option from the Font drop down list
and the Subset drop down list to navigate through the available symbols. You
can also use the scroll bar on the right. Select the symbol you want and select
Insert.
Step 1: Press Enter to start a new paragraph. This will be important for
formatting the document later.
The Word 2016 editing tools make editing your document a breeze. This chapter
covers how to cut, copy and paste text, as well as how to undo and redo tasks. It
explains how to find and replace text, such as when you want to change a word
or phrase throughout your document. It introduces the Word Options dialog box
to set default paste options. Finally, it explains how to check your spelling.
Step 2: Right click the mouse to display the context menu and select cut.
Step 3: Move the cursor to the new location.
Step 4: Right click the mouse to display the context menu and select the Text
Only paste option, as illustrated below. Note that the context menu dims so that
you can see a preview of your work.
To copy and paste text using the keyboard shortcuts, use the following
procedure: Step 1: Highlight the text you want to cut and press the Control key
and the C key at the same time.
Step 3: Press the Control key and the V key at the same time.
Using Undo and Redo
To undo their most recent typing or command, use the following procedure.
Step 1: Select the Undo command from the Quick Access Toolbar.
To redo the last command or repeat it, use the following procedure.
Step 1: Select the Redo command from the Quick Access Toolbar.
Step 1: Select Replace from the Editing group on the Home tab of the Ribbon.
Step 2: In the Find and Replace dialog box, enter the exact text you want to find
in the Find what field.
Step 4: Select Find next to find the next instance of the item.
Step 5: When Word highlights the item, select Replace to delete the find item
and paste the replace item.
Step 6: Select Close when you have finished. Or select Cancel to close the dialog
box without making any replacements.
Step 1: Open the Find and Replace dialog box by selecting Replace from the
Ribbon.
Step 2: Enter the exact text you want to find in the Find what field.
Step 3: Enter the replacement text in the Replace with field.
Step 5: Select Close when you have finished. Or select Cancel to close the dialog
box without making any replacements.
Word replaces all instances of the item. If your cursor was not at the beginning
of the document, or if you have text selected, Word asks if you want to continue
searching at the beginning. When finished, Word displays a message indicating
how many replacements were made.
Step 1: Select the Paste command from the Clipboard group of the Home tab on
the Ribbon.
Step 1: Select Spelling from the Proofing group on the Review tab of the
Ribbon.
The Ignore All button allows you to ignore the misspelling for the whole
document.
The Add to Dictionary button allows you to add the word to your dictionary for
all Word documents.
The Suggestions area lists possible changes for the misspelling. There may be
many choices, just one, or no choices, based on Words ability to match the
error to other possibilities.
Click the Word once to make a change to the current highlighted word or select
the arrow next to the word to see additional options. The Change All button
allows you to change the misspelled word to the highlighted choice in the
Suggestions area for all instances of the incorrect spelling. You can also add the
word to the AutoCorrect options through this menu.
Chapter 5
Word 2016 allows you to enhance your text in many ways. In this chapter, we
will discuss the different types of formatting, as well as cover the most basic
types of formatting your words. This includes the font face, size, and color, as
well as highlighting and enhancing the text.
The Font and Paragraph groups on the Home tab of the Ribbon.
To change the font face and size using the Ribbon tools, use the following
procedure.
Step 3: Use the scroll bar or the down arrow to scroll down the list of fonts.
Step 5: With the text still selected, select the arrow next to the current font size
to see a list of common font sizes.
Step 6: Use the scroll bar or the down arrow key to scroll to the size you want
and select it. You can also highlight the current font size and type in a new
number to indicate the font size you want.
The font context list that appears when you select text, use the following
procedure.
Step 2: A very faint context menu appears. Move your mouse over the menu to
make sure it stays visible. If you do not see it, you can always right-click the
mouse to make it appear.
Step 3: Select the new font face or font size just as you would on the Ribbon.
To select a color for their fonts from the gallery, use the following procedure.
Step 2: Select the arrow next to the Font Color tool on the Ribbon to display the
gallery. Or select the same tool from the context menu (appears when you select
text or by right-clicking).
Step 3: Select the color to change the font color.
Step 2: Select the arrow next to the Font Color tool on the Ribbon to display the
gallery. Or select the same tool from the context menu (appears when you select
text or by right-clicking).
Highlighting Text
To highlight text they have already selected, use the following procedure.
Step 2: Select the Text Highlight tool from the Ribbon or the formatting context
menu. Or select the arrow next to the Text Highlighting tool to choose a
highlighting color.
To turn on the highlighting tool to highlight different areas of text, use the
following procedure.
Step1: Select the Text Highlight tool from the Ribbon or the formatting context
menu. Or select the arrow next to the Text Highlighting tool to choose a
highlighting color.
Step 2: Select the text you want to highlight. Word will continue highlighting as
many different unconnected pieces of text as you like.
Step 3: To stop highlighting, select the Text Highlight tool again and choose
Stop Highlighting. Or just click the Text Highlight tool again.
Bold
Italic
Underline
Strikethrough
Subscript
Superscript
Clearing Formatting
Step 1: Select the text that has been formatted with the formatting properties that
you want to remove.
Step 2: Select the Clear Formatting tool.
Chapter 6
FORMATTING PARAGRAPHS
Paragraph formatting controls the look and feel of an entire paragraph. In this
chapter, we will discuss how to change the spacing of your text, both the line
spacing and the space in between paragraphs. We will also address setting the
alignment and using tabs and indents. We will also practice using bullets and
numbering the document and learn how to add borders and shading to the text.
Finally, we will look at the Paragraph dialog, where you can format many
aspects of your paragraph at once.
Changing Spacing
To adjust the line spacing using the Line Spacing tool on the Ribbon, use the
following procedure.
Step 1: With your cursor, anywhere in the paragraph you want to adjust (the text
does not have to be selected), select the Line and Paragraph spacing tool from
the Ribbon.
To add or remove space before or after a paragraph, use the following procedure.
Step 3: With your cursor, anywhere in the paragraph you want to adjust (the text
does not have to be selected), select the Line and Paragraph spacing tool from
the Ribbon.
Step 4: The Paragraph spacing options listed are based on your current settings.
You can choose one of the following to add or remove space before or after your
paragraph:
The amount added by default is usually 12 points. To add more, you will need to
use the Paragraph dialog box.
To adjust the alignment for the paragraph, use the following procedure.
Step 1: With your cursor, anywhere in the paragraph you want to adjust (the text
does not have to be selected), select the desired alignment tool from the Ribbon.
You can also select multiple paragraphs by selecting the text.
Step 1: With your cursor, anywhere in the paragraph you want to adjust (the text
does not have to be selected), select the Indent tool from the Ribbon. You can
also select multiple paragraphs by selecting the text.
Adding Bullets and Numbering
Step 1: Select the paragraphs you want to turn into a bulleted or numbered list.
Step 1: Select the arrow next to the Bullets tool or the Numbering tool on the
Ribbon to view the library options.
To open the Define New Bullet dialog box, use the following procedure.
Step 1: Select the arrow next to the Bullets tool on the Home Ribbon.
Step 2: Select the Define New Bullet option, the Define New Number Format, or
the Set Numbering Value option from the menu.
Step 3: Select the bullet options. You can choose a symbol, picture, or font and
then select the alignment.
Step 1: Select the arrow next to the Numbering tool on the Home Ribbon to view
the library options.
To open the Set Numbering Value dialog box, use the following procedure.
Step 1: Select the arrow next to the Numbering tool on the Home Ribbon.
To open the Set Numbering Value dialog box, use the following procedure.
Step 1: Select the arrow next to the Numbering tool on the Home Ribbon.
The Shading and Border tools on the Ribbon are illustrated below.
Step 1: Select the paragraphs you want to shade. If you only want to shade one
paragraph, your cursor can be anywhere in the paragraph without selecting it.
Step 2: Select the color from the Shading tool on the Ribbon. The Shading tool
includes the same gallery of colors as previously introduced.
Step 1: Select the paragraphs you want to border. If you only want to put borders
on one paragraph, your cursor can be anywhere in the paragraph without
selecting it.
Step 2: Select the border you want to use from the Borders tool on the Ribbon.
The Borders tool includes several options for borders. Some of the options only
apply for tables.
The Borders and Shading dialog box.
Step 1: Open the Borders and Shading dialog box by selecting Borders and
Shading from the Borders tool on the Ribbon.
The Borders tab of the Borders and Shading dialog box is illustrated below. The
Borders tab allows you to format a board around a range of text or an image on a
page.
The Page Border tab of the Borders and Shading dialog box is illustrated below.
Page Borders allows you to place a boarder around an entire page or the entire
document.
The Shading tab of the Borders and Shading dialog box is illustrated below. The
Shading tab allows you to set shading elements around a block of text.
Chapter 7
This chapter introduces some of the more advanced formatting tasks for
formatting your text in Word 2016. This chapter covers changing the case
(capitalization) of words. You will also learn to use the format painter, to quickly
format words to match others. This chapter introduces the Font dialog box for
formatting several properties of your font at once. Finally, you will learn how to
clear your formatting choices if you change your mind about the formatting.
Changing Case
Step 2: Select the Case tool from the Font group of the Home tab on the Ribbon.
Step 1: Select the text that has been formatted with the formatting properties that
you want to copy.
The cursor returns to normal after applying the formatting properties once. You
can always repeat the process to format more text with the same properties.
If you double-click the format painter tool before applying it to text, you can use
it several times in a row. Just click the format painter tool when you are finished.
Step 1: Select the Multilevel list tool from the Home tab on the Ribbon.
Step 2: Select the type of list that you would like to use from the gallery.
Step 3: Begin typing the list. In this example, you can use simple text, like level
1 and level 2.
Step 2: Select the square at the bottom right corner of the Font group in the
Ribbon.
Review the Text Effects dialog box options. Click the icons at the top or the
arrows to expand the available options for each item.
Using the Paragraph Dialog
Step 1: With your cursor, anywhere in the paragraph you want to adjust (the text
does not have to be selected), select the Line and Paragraph spacing tool from
the Ribbon.
Step 2: Select the square at the bottom right corner of the Paragraph group in the
Ribbon.
The Special field allows you to select a first line only or hanging indent. Enter
the measurement for the special indent in the By field. Check the Mirror indents
to have the indent on both the left margin and the right margin by the same
amounts.
You can use the up and down arrows to adjust the indentation and spacing
options. The arrows adjust the points in typographical increments. You can also
enter any number to adjust the spacing more precisely.
The Line Spacing field allows you to select from several line spacing options. If
you select At Least, Exactly, or Multiple, enter the measurement (points or
lines) in the At field.You can preview your selections at the bottom of the
dialog box.
Click the Tabs button to format the tab stops and positioning
Chapter 8
Styles are a powerful formatting tool to take your Word 2016 document to the
next level. Styles help provide consistency. They are also useful if you want to
use certain advanced features like generated tables of contents. This chapter
introduces styles and themes to help make your documents look great.
About Styles
The implications of using styles may not be apparent in shorter documents, but
they are a great time saver for longer documents. They also help ensure that your
document is consistently formatted. Styles also provide an easy way to easily
change the look of the whole document if styles have been applied appropriately.
Once you have applied Heading styles to your document, the Navigation pane
will also help you to quickly access different parts of the document based on the
heading styles. Styles are a great time saver!
Applying a Style
Step 1: Select the text you want to format, or simply place your cursor in the
word or paragraph you want to format.
Step 2: Open the Style Gallery by clicking the down arrow next to the styles
shown in the Styles group.
Step 3: Select the desired style to apply it to the current word or paragraph.
Step 1: Select the text you want to format, or simply place your cursor in the
word or paragraph you want to format.
Step 2: Open the Apply Styles dialog box by clicking the down arrow next to the
styles shown in the Styles group, and selecting Apply Styles from the menu.
Step 3: To apply a style using the Apply Styles dialog box, simply begin typing
the name of the style and press Enter when the desired style is displayed. Or use
the drop-down list to select the style.
Changing the Theme
Step 2: Select the Themes tool from the Ribbon to see the options.
Step 3: Select a Theme from the list.
Step 2: Select the Colors tool or the Fonts tool from the Ribbon to see the
options.
Step 3: Select an option from the menu to change the color set or font set for the
document.
Chapter 9
You have your text and paragraphs looking great, but what about the page? This
chapter covers the basics of page formatting. You will learn how to format text
into columns, how to change the orientation from portrait to landscape, how to
add a page color or border, and how to add headers and footers.
Step 3: Select the number or layout of columns that you want to use.
Step 4: Click More Columns to open the Columns dialog box.
Changing Page Orientation
The Gradient tab of the Fill Effects options allow you to apply gradients to a
shape or document component.
The Texture tab of the Fill Effects options allow you to apply textures to a shape
or document component.
The Pattern tab of the Fill Effects options allow you to apply a pattern to a shape
or document component.
The Picture Tab of the Fill Effects option allows you to apply a picture to a
shape or other document compnent.
Adding a Page Border
Chapter 10
Now that your document is ready, it is time to share it! First, you will learn how
to preview and print your document. When you have saved your document to the
cloud, you can invite people, which sends a link so that you can share the
document. You can also get a link to share the people, which send groups of
people (such as when you do not know everyones email address). Finally, you
will learn how to email the document.
Previewing and Printing Your Document To open the Print tab of the
Backstage View to preview the document, use the following
procedure.
Step 1: Select the File tab on the Ribbon.
The Print button allows you to print the document using the current settings.
The Copies field allows you to print one or more copies of the document.
The Printer allows you to select a different printer. The printer properties link
allows you to set the properties for that printer.
The Settings tool allows you to select different pages of your document. You
can even print document properties, such as a list of styles used in the
document.
The pages field allows you to specify a custom page range to print.
The other settings control additional settings for print, such as one or two-sided
printing, whether multiple copies are collated, the orientation, the paper size,
the default page margins, and how many pages to print per page.
There is also a link to the Page Setup dialog box.
Step 4: Click the Save to Cloud button. Note, you may need to log in to your
account to share your document via the cloud.
Step 5: Save the document to the cloud drive and then share the file with other
recipients.
Step 6: Enter the names or email addresses for the people that you want to invite.
Step 8: If desired, check the require user to sign-in before accessing document
box to enhance the security of your document.
Step 4: Select the Create Link button next to View Link or Edit Link (or both),
depending on what type of editing rights you want to provide. You can copy the
link and paste it to another location, such as an email or a blog page.
Step 5: If you want to remove the sharing rights, select Disable Link.
If you select Send as Attachment, the name of the document is used as the
subject and the document is already attached to the email. Enter the email
addresses and any personal message you want to include.
If you select Send a Link, the name of the document is used as the subject and
the link is included in the body message of the email. Enter the email addresses
and any personal message that you want to include.
Chapter 11
Click to Zoom out (down to 10% or small enough to see many pages at once).
Drag the slider toward the + to zoom in or toward the to zoom in.
To modify and review the options of the Zoom dialog box, use the following
procedure.
Step 2: Select the Zoom button in the Zoom menu to open the Zoom dialog box.
Whole page scales the view to show the whole page in one screen.
Many Pages allows you to select how many pages to view in the screen. Click
the arrow to select the number of pages to include.
Step 4: Select OK to apply the zoom. Or select Cancel to close the Zoom dialog
box without changing the zoom.
The Print Layout view makes the screen look exactly like the document will
look when it prints. To switch to Print Layout view, select the View tab from the
Ribbon. Select Print Layout. Or select the Print Layout icon from the Status Bar.
The third view available in Word 2016 is the Web Layout view. This view
simulates what your document would look like on the Internet. To switch to Web
Layout view, select the View tab from the Ribbon. Select Web Layout. Or select
the Web Layout icon from the Status Bar.
The fourth view available in Word 2016 is the Outline view. Outline view is a
special view for working with levels (or paragraphs that have a Heading level
style applied). This view can help you get a handle on the structure and
organization of your document.
Click the View tab and click Outline to switch to Outline view.
While in Outline mode, the Outlining Ribbon will open which gives you options
for outlining the document.
The fifth view available in Word 2016 is the Draft view. Draft view removes all
extra white space (such as margins) and pictures. Draft view allows you to scroll
much more quickly through a long document. It also allows you to see more on
the screen at one time without having to adjust the zoom too small. Select the
View tab and then click Draft to switch to Draft view.
Step 2: Select the View tab from the Ribbon. Select Arrange All.
Word resizes the windows to each take a percentage of the screen; depending on
how many documents you have open. The original document is on top.
Select the Maximize icon from the top right corner of one of the windows to
return the window to its previous size and position.
Step 1: Select the View tab from the Ribbon. Select Split.
Step 2: Word splits the view into two windows. You can drag the resize line to
make one window smaller or larger.
Step 3: The two windows include separate rulers and scroll bars, but not a
separate Ribbon. Place your cursor in the appropriate window to apply a
command to that section of the document. All the commands will work in either
window.
Step 4: To remove the split, select the View window from the Ribbon. Select
Remove Split.
Using the Navigation Pane To open the Navigation pane, use the
following procedure.
Step 1: Select the View tab from the Ribbon. Check the Navigation Pane box.
To navigate to another section using the Navigation pane, use the following
procedure.
Step 3: Click a heading in the Navigation pane and drag it to the new location.
To review the options and settings in the Navigation pane context menu, use the
following procedure.
Step 1: Right click a section heading in the Navigation pane to see the context
menu.
Customizing the Ribbon and the Quick Access Toolbar To customize
the Ribbon, use the following procedure.
Step 1: Select the File tab from the Ribbon to open the Backstage View.
In the left column, under Choose Commands From, Word lists the commands
available in the application. You can choose a different option from the Choose
Commands From drop down list to change which options are shown or how they
are sorted.
Step 1: To customize the Ribbon, select the command that you want to change
on the left column. Select Add. You may need to create a Custom Group before
you can add a command.
The procedure is similar when adding a command to the Quick Access Toolbar,
except that you do not need to add a custom group for commands.
Chapter 12
This chapter will help you understand some more sophisticated tools to format
your text, such as the character borders and shading, enclosing characters, and
text effects and typography options. You will also learn how to use the phonetic
guide to help you readers with pronunciation. First, we will start off with
introducing the Office Clipboard to help you with multiple copy and paste tasks.
Step 1: The Home tab of the Ribbon, select the icon next to Clipboard.
The Clipboard pane opens, displaying any items you have cut or copied in this
Word 2016 session (or the 24 most recent). A sample is illustrated below.
To paste using the Office Clipboard Task pane, use the following procedure.
Step 1: Place the cursor where you want to paste text from the clipboard.
Step 2: Click the item in the Clipboard task pane that you want to paste.
Step 2: Select the Phonetic Guide icon from the Font group on the Home tab of
the Ribbon.
Step 4: There are additional options to change the ruby text alignment, offset,
font, and size. You can group the word or illustrate the pronunciation using
Mono to separate the letters.
Step 5: Select OK when you have finished. The word is highlighted in the
document with the ruby text above.
Step 2: Select the Character Border tool or the Character Shading Tool.
The following example has both borders and shading applied to the selected text.
Enclosing Characters
To enclose characters, use the following procedure.
Step 1: Select the character that you want to enhance.
Step 2: Select the Enclose Characters command from the Font group on the
Home tab of the Ribbon.
Step 3: In the Enclose Characters dialog box, select the Style of symbol you
want to use.
Step 4: The character you selected is the default option under Text. You can
select another item from the list, if desired.
Step 2: Select the Text effects command from the Font group on the Home tab of
the Ribbon.
This chapter will help you learn how to insert and work with pictures and other
illustrations in your document. We will cover pictures from files as well as
online pictures, WordArt, shapes, and screenshots. You will also learn how to
move and delete the illustrations.
Step 3: Navigate to the location of the file and highlight the file you want to
insert.
Step 3: In the Insert Pictures dialog box, select the place where you want to
search for images.
Adding WordArt
To insert WordArt, use the following procedure.
Step 4: Word inserts the text box with the placeholder text highlighted. Enter
your own text to replace the placeholder text.
Notice the icon to the right of the text box. Click it to see your layout options.
Drawing Shapes
To insert a built-in shape, use the following procedure.
Step 3: The freehand drawing tools are in the Lines section. Select either the
closed freehand shape (Freeform) or the open freehand shape (Scribble).
Step 4: Begin drawing. If you are using the Freeform tool, Word will close the
shape when you click close to your starting point. If you are using the Scribble
tool, Word will finish the shape when you stop dragging the mouse.
Inserting a Screenshot
To insert a full-size screenshot, use the following procedure.
Word inserts the image and may scale it to the width of your document.
Step 1: Make sure that the area of the screen you want in your document is ready
to capture. Word will automatically return to the previous window for a screen
clipping.
Step 6: When you release your mouse, Word inserts the screen clipping into the
document at the current cursor position.
Chapter 14
Using the Picture Tools Tab To use the Picture Tools tab, use the
following procedure.
Step 1: With a picture selected on the document, select the Picture Tools/Format
tab from the Ribbon. You can use the other tabs while working with a picture,
and this tab will still be available.
Step 4: Select a color from the gallery to use or select More Outline Colors to
choose a Standard or Custom color as youve seen in other Word color galleries.
Step 5: Select Picture Border again to select a line weight. Select Weight. Select
the point size line you want to use. Remember that you can preview the border
for selecting it by hovering your mouse over that option.
Step 6: Select Picture Border again to select a line style. Select Dashes. Select
the line style you want to use.
Removing a Pictures Background To remove the background from a
picture, use the following procedure.
Step 1: Select the picture you want to change.
Step 2: On the Picture Tools tab of the Ribbon, select Remove Background.
Step 2: On the Picture Tools tab of the Ribbon, select Artistic Effects.
Step 3: Select the effect you would like to apply.
Step 1: Select Artistic Effects Options from the Artistic Effects gallery.
Step 2: Select the Artistic Effect from the drop-down list.
Step 3: Depending on which effect you select, there are different options to
adjust, such as transparency, pressure, or brush size. Use the up and down arrows
or enter the amounts for each option.
Step 4: Select the Reset button to return to the default settings for the selected
option.
Step 3: Select the Position that you want to use. You can use the Layout dialog
box to refine it later, if needed.
Use the following procedure to set the text wrapping for a picture.
Step 2: On the Picture Tools tab of the Ribbon, select Wrap Text.
Step 3: Select the wrapping option that you want to use. You can use the Layout
dialog box to refine it later, if needed.
Use the following procedure to use the Layout dialog box.
Step 2: On the Picture Tools tab of the Ribbon, select Wrap Text or Position.
Chapter 15
ADDING SMARTART
This chapter will show you how to add SmartArt graphics anywhere in your
document. You will learn more about the SmartArt Tools tabs, and how to add
text to a SmartArt graphic. You will also learn how to move and delete SmartArt
graphics. Finally, we will look at the SmartArt Layout options.
Inserting SmartArt
To insert SmartArt, use the following procedure.
Step 3: In the Choose a SmartArt Graphic dialog box, select the category on the
left. Then you select the item in the middle. The right shows a preview of the
item. Select OK to insert the content.
Word inserts the selected SmartArt graphic in the document at the current cursor
position.
Step 1: To the left of the SmartArt graphic you inserted, there is a small
rectangle with an arrow. Click this arrow to open the Text Pane.
Word opens the Text Pane.
Step 2: Click the first line and begin typing. Each line represents a new item in
the graphic.
The SmartArt text adjusts to fit the graphic. The more text you enter in each
graphic element, the smaller the text will become.
Step 3: When you have finished, click anywhere on the slide, and the Text Pane
will close automatically. Or you can click the X in the top right corner.
In the Design tab, the Create Graphic tools allow you to customize the SmartArt
by adding a shape, adding a bullet point, promoting and demoting or moving a
shape right to left, moving a shape up or down and changing the layout. You can
also open the Text pane. The change colors option allows you to use the same
graphic with different colors.
The reset graphic option removes any changes you have made and returns the
selected SmartArt graphic to the default settings. It does not remove your text.
In the Format tab, the tools specific to Smart art allow you to change a selected
shape or make it smaller or larger.
Step 2: Drag the mouse to the desired location. Word displays a small rectangle
by the cursor to show an object is being moved. There is a small line showing
where the diagram will be moved. Release the mouse to drop the diagram in the
new location.
Step 2: On the SmartArt Tools Design tab of the Ribbon, select the down arrow
next to the Layout group to see the Layout options.
Step 4: To change the style, select the arrow next to the Style group too see the
options.
ADDING TABLES
This chapter will explain how to work with tables. You will learn how to add
tables to your document and add text to the table. You will also learn about the
Table Tools tab. This chapter explains how to modify rows and columns and
how to format a table, so that it looks just like you want it to. Finally, you will
learn about Quick tables, an easy way to get a table that is already formatted into
your document.
Inserting a Table
To insert a table, use the following procedure.
Step 3: Highlight the number of rows and columns that you want to insert.
Word inserts the table in the document at the current cursor position. You can
also see a preview before you insert the table.
The Design tab has several options to help you apply style to your table,
including borders and shading. The Layout tab has other tools to modify your
table.
Step 1: Hover your mouse over a row or column divider. The mouse changes to a
divider with arrows pointing to the left and to the right.
Step 2: Drag the column to the new size.
Step 1: Select the row below where you want the new row to appear.
Step 3: Select a Table style to create a new look for the table. You can see a
preview by hovering the mouse over the option before selecting it.
Step 1: Highlight the table that you have inserted and customized.
Chapter 17
This chapter will explain how to work with other objects to enhance your
documents even further. You will learn how to add a cover page and text boxes
to your document. You will also learn about the new features in 2016 to insert an
app or online media. Finally, you will learn how to insert the data from a
database, using Query Options and Table AutoFormat options.
Step 4: For each of the elements on the page, click the field and enter the new
text. For example, in the above illustration, when you click anywhere on [Type
the document title], the entire field is selected. Begin typing to enter the Title.
Step 1: Place your cursor where you want the text box to appear in the
document. Some built-in styles appear to the left or right. However, all text
boxes have an anchor somewhere in the text of the document.
Step 4: Select one of the text box gallery objects, or select Draw Text box.
Word inserts the text box. If you selected Draw Text Box, draw the text box just
like a shape.
Inserting an Add-in
Apps for Office has been replaced with My Add-ins in Microsoft Word 2016.
To get an Add-in for Office 2016, use the following procedure.
Step 5: Click Add to import the Add-in to your version of Word 2016. The Add-
ins will be installed to the Add-in ribbon.
Step 4: If you entered a search term, Word displays videos that match your
search term. Select the video that you want to use, and select Insert.
Step 5: Word inserts the video into the document.
Inserting a Database
To insert data from a database into the document, use the following procedure.
Step 4: Navigate to the location of the database file you want to use. Highlight
and select Open.
Step 5: If your database includes more than one table, the Select Table dialog
box is displayed. Select the table that you want to use and select OK.
Step 6: You can use a query to narrow the data that you insert into your
document. Select Query Options from the Database dialog box.
Step 7: The Filter Records tab allows you to select a Field, a Comparison term,
and the details for the filter.
Step 8: The Sort Records tab allows you to select how to sort the data.
Step 9: The Select Fields tab allows you to choose which fields to show.
Step 10: Select OK when you have finished setting your Query Options.
Step 11: You can use an automatic format for the table Word will insert. Select
Table AutoFormat. You can choose a Format and see a Preview. The checkboxes
allow you to choose which formats and special formats to apply to your table.
Select OK when you have finished.
Step 12: The Insert Data dialog box allows you to choose all records or from a
select set. To choose a select set, enter the Start and End records. You can
choose to insert data as a Word field. Select OK.
This chapter explains how to use Words reference tools. First, we will discuss
how to add a caption to an illustration. You can add an automatically generated
table of contents. Word makes it easy to add footnotes, endnotes, and other
citations. Once you have added references, the Manage Sources tool helps you to
keep track of those sources, which can be especially helpful in a long document
or when sharing references across multiple documents. This chapter will explain
how to insert a bibliography. We will end with a discussion on creating an index.
Inserting a Caption
To add a caption, use the following procedure.
Step 4: To change the Label, select a new option from the Label drop down list.
You can also select New Label to create a custom label. Just enter the text and
select OK, and it will be added to the drop-down list of options for Labels. You
can select Delete Label to remove it from the list.
Step 5: You can select a new Position for the caption by selecting an item from
the drop-down list.
Step 6: Select Numbering to choose the format for the caption number.
To review the options and settings of the Table of Contents dialog box, use the
following procedure.
You can select whether to show the page numbers, and what kind of tab leader
to use between the headings and page numbers.
You can select what kind of style to use and how many heading levels to
include.
Select Options to open the Options dialog box. Here you can indicate which
paragraph styles to include in the table of contents at each TOC level. Select
OK when you have finished.
Select Modify to change the appearance of the table of contents entries. Select
OK when you have finished.
To update a table of contents, use the following procedure.
Step 4: If the headings have changed, make sure to select Update entire table.
Step 1: Place your cursor where the notation for the footnote needs to go.
Step 1: Place your cursor where the notation for the endnote needs to go.
Step 5: In the Placeholder Name dialog box, enter a tag name to help you
remember the source. The name cannot include any spaces or special characters.
Select OK.
Step 6: To enter a source, select Add New Source from the Insert Citation
command on the Ribbon. In the Create Source dialog box, enter the bibliography
information. Select OK.
Managing Sources
To use the Source Manager, use the following procedure.
The Search fields allow you to narrow the list in the Sources available in area.
Select the Sort By option from the drop-down list and begin typing the name in
the Search field. Word automatically narrows the list displayed to any matching
options.
Word includes a master citation list for your computer. To open the list for
another document, select Browse. Navigate to the location of the source file (in
XML format), highlight it, and select Open.
The left list includes the citations in the selected citation file or the Master List.
You can Copy, Delete, Edit, or create a New citation for the current list or the
Master List.
To copy a citation from one list to the other, highlight the citation and select
Copy.
To edit a citation, highlight it and select Edit. Word opens the Edit Source
dialog box, which includes the same information as the Create Source dialog
box from the previous topic.
To create a new citation, select New. Word opens the Create Source dialog box.
The bottom area of the source manager dialog box displays the preview for how
the currently highlighted citation will look in the bibliography.
Select Close when you have finished working with the sources.
Inserting a Bibliography
To insert a bibliography, use the following procedure.
Step 1: Place your cursor in the location where you want to add the bibliography.
Step 4: Select the desired style of Bibliography from the Bibliography gallery.
Word inserts the bibliography, including tools to change the style of the
bibliography and update the citations.
Creating an Index
To mark an index entry, use the following procedure.
Step 1: If desired, highlight the text you want to include in the index from your
document. Or simply place your cursor in the line where the index entry should
point.
Word opens the Mark Index Entry dialog box. If you highlighted text, that text
appears as the Main Entry.
Step 4: Enter the text for the Main entry and the subentry (if desired).
Step 5: Select whether to refer to a cross reference (enter the text), the current
page, or a page range (select a bookmark from the drop-down list).
Word inserts an index marker, which you can see if you have the paragraph
markers visible. Note that these markers are not visible in the printed document.
Step 8: The dialog box will stay open if you need it. Select Close when you have
finished marking index entries.
Step 1: After you have marked at least some of your index entries, place your
cursor where you want the index to appear.
Chapter 19
This chapter explains how to use Words advanced research tools. The
dictionary, thesaurus and Word count tools are proofing tools that each opens a
separate task pane or dialog box. The Translation tools allow you to translate a
document or selected text. You can also use the mini translator to obtain a quick
translation that is only temporarily visible. Finally, we will discuss the language
tools to help you set your proofing language and other language preferences.
The Dictionary feature in Microsoft Word 2016 has been replaced with Smart
Lookup, a more advanced reviewing tool. This tool is not on the Review ribbon
by default, but you can still access the tool. To use Smart Lookup, use the
following procedure.
Step 2: Right-click the word and select Smart Lookup from the pop-up menu.
Step 3: The Smart Lookup window has two options: Explore and Define.
Step 7: Select All Commands from the Choose Command From drop-down.
Step 8: Scroll down and select Smart Lookup and click Add to add the command
to the ribbon.
Step 4: To replace the selected word in the document with one of the words
listed in the Thesaurus pane, right click the word you want to use and select
Insert from the context menu.
Step 6: Select Translate Document to translate the entire document. You may see
a message that reads To translate your document, text will be sent over the
Internet in a secured format to Microsoft or a third-party translation service. Do
you want to proceed? Click Yes or No. You can place a check in the box next to
Do not show again to prevent this message from popping up every time you
request a translation.
Step 7: Select Translate Selected text to see a translation of just a few words. The
Research task pane opens with the current translation settings and your
translated text.
Setting Proofing Language and Language Preferences
To set Language Preferences in the Word Options dialog box, use the following
procedure.
Step 3: In the Word Options dialog box, select the Editing Language you want
to use for dictionaries, spell check and sorting.
Step 4: Select OK.
Chapter 20
The Comment window closes when you click somewhere else in the document.
You can also close it by clicking the X at the top right corner. To open it again,
click the Comments bubble near the right margin.
Step 3: Use the Next and Previous tools to move from one comment to the next.
Tracking Changes
Use the following procedure to track changes.
Step 3: Make edits to the document. Word places a line next to any area with
changes. It marks insertions, deletions, moves, and formatting changes according
to the settings in the Change Tracking Options dialog box. However, you may
not see all markups, depending on your settings.
Reviewing Changes
To open the Reviewing Pane, use the following procedure.
Step 3: Select the orientation you would like to use for the Reviewing pane.
Word displays the Revisions Pane. The different authors who have made changes
are indicated with a description of the change. When you click an item in the
Revisions Pane, Word automatically scrolls to the corresponding location in the
document.
Select Previous or Next to move to another tracked change. Select Accept or
Reject to accept or reject the current change.
Word opens the Compare Documents dialog box to determine which documents
to use.
Step 3: Under Original Document, select the document considered the original
from the drop-down list. If the document is not listed, select the folder icon to
navigate to the document and select Open. To label this documents changes,
enter the label in Label change with field.
Step 4: Under Revised Document, select the document considered the revised
document from the drop-down list. If the document is not listed, select the folder
icon to navigate to the document and select Open. To label this documents
changes, enter the label in Label change with field.
Step 5: Select More to indicate which Comparison settings you want to mark.
You can check or clear any of the boxes to control which items are compared.
You can select whether to show changes at a character level or a word level. You
can show changes in the Original, the Revised document, or a New document.
You will need to save the comparison document if you want to keep it.
Step 3: Under Original Document, select the document considered the original
from the drop-down list. If the document is not listed, select the folder icon to
navigate to the document and select Open. To label this documents changes,
enter the label in Label change with field.
Step 4: Under Revised Document, select the document considered the revised
document from the drop-down list. If the document is not listed, select the folder
icon to navigate to the document and select Open. To label this documents
changes, enter the label in Label change with field.
Step 5: Select More to indicate which Comparison settings you want to mark.
You can check or clear any of the boxes to control which items are combined.
You can select whether to show changes at a character level or a word level. You
can show changes in the Original, the Revised document, or a New document.
Word combines the document. Note the Revisions pane, the combined
document, the original document, and the revised document open in different
panes.
You will need to save the comparison document if you want to keep it.
The Combine documents process is the same procedure. If there are changes,
Word can only store one set.
You will need to save the combined document if you want to keep it.
Chapter 21
CUSTMIZING WORD
In this chapter, youll understand how to control the environment where you
create documents, as well as specialized information about those documents.
Well start with customizing your Word options to make the environment
perfectly suited to your use. Then, youll learn how to protect a document. Youll
also learn how to check for issues when working with others who are using
earlier versions of Word. This module also explains how to manage different
versions of a document. Finally, youll learn the basics of the document
properties and information.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Here is the General tab in the Word Options dialog box. The General tab allows
you to change the user interface options. You can enter your name and initials to
personalize your copy of Word. You can also control Start up options.
Here is the Display tab in the Word Options dialog box. The Display tab controls
the Page display, the formatting marks, and the printing options.
Here is the Proofing tab in the Word Options dialog box. The Proofing tab
allows you to control how Autocorrect works for spelling, grammar, and
formatting.
Here is the Save tab in the Word Options dialog box. The Save tab allows you to
control how documents are saved.
Here is the Typography tab in the Word Options dialog box. The Typography tab
allows you to control character sets, character spacing, and kerning.
Here is the Language tab in the Word Options dialog box. The Language tab
allows you to choose a language for use while editing your documents, which
controls the spell checker and grammar. You can also change the language of the
help files.
Here is the Ease of Access tab in the Word options dialog box. In the Ease of
Access tab, you can set accessibility options.
Here is the Advanced tab in the Word Options dialog box. In the Advanced tab,
you can change many editing options, including the default paste option.
Protecting a Document
Use the following procedure to password protect a document.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Step 5: Enter a password and select OK. Make sure to keep the password safe,
because the file cannot be recovered if you lose the password.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Step 2: Select Info, if it isnt already selected.
Step 5: In the Document Inspector dialog box, check the boxes for the types of
issues you want to check for.
Step 6: Select Inspect.
Step 7: The Document Inspector dialog box indicates any issues with the
document. You can select Remove All to remove the features from the
document.
To review the Accessibility Checker, use the following procedure.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Managing Versions
To use the Manage Versions feature, use the following procedure.
Step 1: Select the File tab from the Ribbon to open the Backstage view.
Step 2: Select Info, if it isnt already selected.
Step 5: The Open dialog box displays a list of your unsaved files. Highlight the
file and select Open.
Step 1: Select the File tab on the Ribbon to open the Backstage View.
Step 2: It should open to the Info tab. If not, select it from the left side of the
screen.
Step 3: Select the Show All Properties link at the bottom to see additional
information.
Step 4: You can chance the Title, Tags, Status, Categories, Subject, Hyperlink
Base, and Company information.
Step 1: To view an author or last modified person, click on the name. You can
see the Microsoft Office contact card for that person.
Step 2: To add an author or manager, click on the Specify the Manage or Add an
Author field. Enter the name. You can use the icons to verify the information or
use the Address book to find the name.
To open the Advanced Properties dialog box, use the following procedure.
The General tab includes information about the type, location, and size of the
document file. You can also see when the document was created, modified, and
accessed.
The Summary tab includes details about the document title, subject, author, etc.
You can enter information in any of the Summary fields.
The Statistics tab includes information about the document revisions and other
statistics.
The Contents tab includes information about the document Metadata contained
in the file.
The Custom tab allows you to add custom properties to your document. To add a
custom property, complete the following steps.
Step 1: Select a Name from the list or enter your own name.
Chapter 22
Microsoft Word has many ways to reuse content, such as small snippets of text
or even images and whole pages of formatting. This chapter will start by looking
at Autotext, which is a type of Quick Part in Word. Then youll learn how to
insert a Quick Part. This module also explains how to create customized building
blocks to really help save you time. Finally, youll learn how to edit a building
block.
Step 6: In the Create New Building Block dialog box, enter a Name for the
AutoText entry.
Step 8: Select a Category from the drop-down list. You can also create a new
category to help organize your AutoText entries.
Step 9: Enter a Description, if desired, to explain the purpose of your AutoText
entry.
Step 10: Select the template where you would like to save the AutoText entry
from the Save in drop down list. Remember that Normal is the template used
when you create a new blank document.
Step 11: Select an item from the Options drop down list. In most cases, youll
use Insert Content Only.
Step 1: Place your cursor where you want the reusable content to appear.
Step 4: Select the Quick Part that you want to use from the Gallery. Or select
AutoText and select the AutoText entry that you want to use from the AutoText
Gallery.
Step 1: Find the item you want to save as a building block and select it.
Step 4: Select Save Selection to Quick Part Gallery from the drop-down list.
Step 5: In the Create New Building Block dialog box, enter a Name for the
Building Block.
Step 6: Select a Gallery from the drop-down list. For example, if your building
block is a footer, you can place it in the Footers gallery. However, in most cases,
the default setting of Quick Parts is fine.
Step 7: Select a Category from the drop-down list. You can also create a new
category to help organize your Building Blocks.
Step 9: Select the template where you would like to save the Building Block
from the Save in drop down list. Remember that Normal is the template used
when you create a new blank document.
Step 10: Select an item from the Options drop down list. In most cases, youll
use Insert Content Only.
The Building Blocks Organizer lists all the Building Blocks that are associated
with the template you are using for the current document. There are many built-
in Building Blocks associated with themes and other items.
You can click on the headers at the top of the list to sort the items by Name,
Gallery, Category, or Template. When you select a Building Block the right side
of the window displays a preview of the Building Block.
To delete a Building Block, highlight it in the list and select Delete.
Step 1: In the Building Blocks Organizer window, highlight the Building Block
you want to edit, and select Edit Properties.
Step 2: In the Modify Building Blocks dialog box, edit the Name, Gallery,
Category, Description, Template location, or Options.
Step 3: To create a new Category, select the Category drop down list. Select
Create New Category.
Step 4: In the Create New Category dialog box, enter a new Name for the
Category. Select OK.
Step 5: In the Modify Building Block dialog box, select OK.
Step 6: Word displays a warning message to make sure that you want to redefine
the Building Block. Select Yes to continue.
To correct a Building Block by saving over the original, use the following
procedure.
Step 1: Insert the Quick Part you want to change into your document.
Step 2: Make the content and/or formatting changes that you want to make.
Step 6: Select Save Selection to Quick Part Gallery from the drop-down list.
Step 7: In the Create New Building Block dialog box, enter a Name for the
Building Block. Make sure that the name is the same as the item you are
correcting.
Step 8: Select the Gallery, Category, Description, Save in location, and Options
as when you created the Building Block originally.
Step 9: Select OK.
Step 10: Word displays a warning message to make sure that you want to
overwrite the Building Block entry. Select Yes to continue.
Chapter 23
Templates can be a huge time saver for occasions when you need to make many
documents with the same types of formatting. In this module, youll learn about
using templates in Word 2016. Then youll learn how to modify an existing
template. Youll also learn how to create a new template. This module explains
how to apply a template to an existing document so that you can quickly
reformat a document. Finally, youll learn how to manage your templates.
About Templates
Templates provide a consistent, familiar look to your documents. It is a
convenient, time-saving way to create documents rather than modifying another
document or starting from scratch each time. You may already be familiar with
using the templates provided by Word.
Did you know that these templates could be modified so that you can create
multiple documents from the modified template? You may want to start with a
design from an Office.com template, but customize it for your purposes. Then
you can create multiple documents from the modified template.
You can also create your own template. This allows you to completely customize
the blueprint for the documents that will be based on your template. You can
customize everything about the template, creating placeholders for styles,
spacing and other design elements instead of adding content to the document.
Finally, you can even reformat a document that has already been created by
applying a new template to the document. In this way, you can use different
branding for different scenarios for the same document.
Here are some important tips to remember to maximize the benefit of using
templates.
Use Global settings instead of local ones. Global settings are the settings that
affect the entire document (or most of it), such as themes and styles. Local
settings are those that you have applied to a single object or paragraph. Just
remember that you can quickly reformat a document by changing a style if
styles were used consistently throughout the document. If the style is in the
template from the beginning, it makes the formatting (or reformatting) that
much easier.
Similarly, use alignment and indents for paragraph spacing instead of using tabs
or spaces. Tabs and spaces can cause problems when you replace placeholder
text in a template with other content.
Use tables for positioning items like graphics. Again, your spacing can be
changed when you replace placeholder content with real content. Use a table
with no borders instead and the spacing will stay the same for every document
based on that template.
Step 1: Open the file that you want to modify. The templates are stored in the
following location:
C:\Users\user name\App Data\Roaming\Microsoft\Templates
Step 2: If there are not any files listed, select the Files drop down list and select
Document Templates.
Step 3: Highlight the file you want to modify and select Open.
Step 4: Make the changes you want to have applied to future documents based
on this template, including styles, page layouts, placeholder content, etc.
Step 2: Make the changes you want to have applied to future documents based
on this template, including styles, page layouts, placeholder content, etc. You can
control any settings for the template to create consistency in future documents
based on this template.
Step 3: Select the File tab from the Ribbon to open the Backstage View.
Step 2: Open the Options dialog box by selecting Options from the Backstage
View.
Step 4: Select the Manage drop down list. Select Templates from the list of
options.
Step 7: In the Attach Template dialog box, navigate to the location of the
template you want to apply. Highlight it and select Open.
Step 8: In the Templates and Add-ins window, check the Automatically update
document styles box to reformat the document using the templates styles.
Step 9: Select OK.
The document is reformatted according to the themes, styles, and page layouts
applied in the document and available in the template.
Managing Templates
To load additional template items to the current document, use the following
procedure.
Step 2: Open the Options dialog box by selecting Options from the Backstage
View.
Step 7: In the Add template dialog box, select the template that contains the
items you want to load to the current document. Select OK.
Step 8: The item is listed in the Templates and Add-ins window. Select OK to
continue working in your document using the newly loaded items.
To use the Organizer, use the following procedure.
The Organizer window includes two files at a time. The left side lists the styles
available in the file listed in the Styles available in drop down list. The right side
lists the styles available in the file listed in the Styles available drop-down list on
the right side. On either side, you can select a new file from the list. You can also
close a selected file. When all the files are closed, you can open a new one.
To copy styles from one file to another, highlight the style on the left side, and
select Copy. You can also highlight a style and delete it or rename it. Select
Close when you have finished working in the Organizer window.
Chapter 24
In this chapter, youll learn some powerful uses for sections. First, well take a
general look at sections and learn how to enter a section break. Next, well cover
how to customize page numbers in a document using sections. Then well look
at using multiple page formats in a document. This module also explains how to
use different headers and footers in a document. Finally, well look at how to
link and unlink text boxes.
Using Sections
To insert a section into a document, use the following procedure.
Step 1: Place the cursor in the location where you want to split the document.
The new section will begin where the cursor is located.
Step 3: Select the type of Section Break from the drop-down list.
Next Page select this option to start the section on the next page. Youll need
this one if you want to use the section to create different page layouts within the
document.
Continuous select this option to start the section immediately. You might use
this one if you want to include different column layouts within the same page.
Even Page select this option if you are using a two-page layout and you want
the next section to start on an even page. A blank page will be inserted if
necessary.
Odd Page select this option if you are using a two-page layout and you want
the next section to start on an add page. A blank page will be inserted if
necessary.
Step 3: Enter the page number in the desired location by selecting Page Number
and select the desired option from the drop-down list.
Step 4: Select Format Page Numbers from the Page Number drop down list to
open the Page Number Format dialog box.
Step 5: Select the Number Format from the drop-down list.
Step 6: Select Start at and enter the starting page number for this section.
Step 7: Select OK.
Step 8: Make sure there is a section break at the end of the current section. Move
to the next sections footer. If the Link to Previous option is active (in the
Navigation group), select it to turn it off. You may need to unlink each section
separately.
Step 9: Select Format Page Numbers from the Page Number drop down list to
open the Page Number Format dialog box for this section.
Step 10: Choose the Number format and the Page numbering start location for
this and select OK to apply the formatting to this sections page numbering.
Step 5: Making sure that the cursor is located AFTER the section break, open the
Layout dialog box by selecting the small square in the Page Setup group of the
Layout tab on the Ribbon.
Step 2: In this example, the Title Page should not have headers or footers, so
well check the Different First Page box. Select Go to Footer and check the
Different First Page box for it.
Step 3: If the Link to Previous option is active (in the Navigation group), select it
to turn it off. It is highlighted if it is active. The Link to Previous option makes
the active header or footer the same as the previous sections header or footer.
Youll need to unlink headers and footers separately.
Step 4: Make sure there is a section break at the end of the current section. Move
to the next sections header or footer. If the Link to Previous option is active (in
the Navigation group), select it to turn it off. You may need to unlink each
section separately.
Step 5: Enter the header and/or footer information that is different from the
previous section.
Linking and Breaking Links for Text Boxes Use the following
procedure to link text boxes.
Step 1: Scroll to the text box on the page.
Step 2: Click the text box to select it and open the Text Box Tools.
Step 3: Select the Format tab on the Text Box Tools Ribbon.
Notice how the cursor changes to a pitcher. This indicates that you are creating a
text box link, and there is text to flow to an empty text box.
Step 5: Click on the empty text box where you want the text to flow. Notice how
the cursor changes to a pouring pitcher when you mouse over an empty text box.
Step 6: The text boxes are now linked. Extra text from the first text box flows
into the second text box.
To break a link, return to the first text box. When you select the text box, the
Break Link option becomes available.
Chapter 25
Word 2016 has some great features to help you work with your documents. If
you need to go back to an earlier version, you can use the auto save feature to
help you restore an earlier version. This module explains how to configure your
auto save settings so that previous versions of your documents will be available.
It also explains how to review, compare, and restore previous versions. Youll
also learn how to work with tracked comments and changes from multiple
authors. First, youll learn how to combine the changes and comments into one
document. Then, you can use that compilation to review all the comments at one
time.
Step 1: Select the File tab from the Ribbon to display the Backstage view.
Step 3: In the Word Options dialog box, select the Save tab.
Step 4: Check the Save AutoRecover information every __ minutes box to
enable the auto save feature.
Step 5: Enter a number of minutes in between auto saves in the box, or you can
use the up and down arrows to adjust the number of minutes.
To view the Versions on the Backstage view, select the File tab on the Ribbon.
Make sure that the Info tab on the Backstage view is selected.
You can click on a version to open it as a separate file. A message appears at the
top of the file that indicates it is an AutoSaved version.
Select Compare to open a new file with changes marked between the version
you selected and the original file you have open.
Select Restore to return the selected version to the original file you have open.
Step 1: Select the File tab from the Ribbon to display the Backstage view.
Step 2: Select Manage Document on the Info menu, and then select Recover
Unsaved Documents.
Step 3: In the Open dialog box, any auto-saved files that can be recovered are
shown in the default location. Select the one you want to recover and select
Open.
Tracking Comments in a Combined Document
To merge comments and changes from several documents into one document,
use the following procedure.
Step 1: The file where you want to combine your changes should be open.
Step 3: Select the Compare expanded menu and then select Combine from the
drop-down list.
Step 4: In the Original document area, select the name of the document where
you want to combine the changes from multiple sources. If it isnt open, select
the folder to open the file.
Step 5: Make sure that any changes in this document are marked with a name or
initials by entering the desired Label.
Step 6: Under Revised document, select the name of the document where the
changes are from the drop-down list (if the file is open). Otherwise, select the
folder to open the file.
Step 7: Make sure that any changes in this document are marked with a name or
initials by entering the desired Label.
Step 8: If you need to switch the documents (you have the document with
revisions as the original), select the double arrow icon.
Step 10: Check the boxes to indicate which items to include in the comparison.
Step 11: Indicate whether you want to show changes at the Character or Word
level. For example, if the word cat is changes to cats, Word shows the entire
word changed instead of just the letter s by default.
Step 12: Indicate whether to show the changes in the original document, the
revised document, or a new document.
Step 14: For multiple authors, repeat steps 1-13 until you have merged all the
changes into a single document.
Step 1: In the document where the comments have been combined, select the
Review tab from the Ribbon.
Step 2: Select Reviewing Pane. Select Reviewing Pane Vertical to see the
comments on the left side of the Word window. Select Reviewing Pane
Horizontal to see the comments on the bottom of the Word window.
Step 3: The Revisions pane color codes the comments, with the name or initials
of the author on the right side of the comment/change heading. Each change or
comment is marked with the type of change requested, such as Deleted, Inserted,
or Comment. You can make edits right in the Revisions pane.
Step 4: You can also see the comments in bubbles on the right side of the Word
window. Remember that you can respond to comments right in the Comments
window.
Chapter 26
In this chapter, youll learn how to use cross references to guide your reader to
other information in your document. First, well learn about the different types
of cross references. Then, youll learn how to insert a bookmark to use as a cross
reference. This module explains how to insert a cross reference to a bookmark or
to heading text. Youll also learn how to update a cross reference. Finally, well
look at some advanced tools to use in formatting your cross references.
Inserting a Bookmark
To insert a bookmark, use the following procedure.
Step 1: Place your cursor in the location where you want to insert the bookmark.
Step 4: In the Bookmark dialog box, enter a Bookmark Name for your location.
This name will help you find this location later.
Step 4: In the Cross-reference dialog box, select the Reference type from the
drop-down list. In this example, well choose the Bookmark we created in the
previous lesson.
Step 5: Select the bookmark you want to use from the for which bookmark list.
Step 6: Select the type of information you want to reference from the Insert
reference to drop down list. In this case, we want to use the page number.
To insert a cross reference that includes heading text, use the following
procedure.
Step 1: Place your cursor in the location where you want to insert the cross
reference.
Step 4: In the Cross-reference dialog box, select the Reference type from the
drop-down list. In this example, well choose a heading.
Step 5: Select the heading you want to use from the for which Heading list.
Step 6: Select the type of information you want to reference from the Insert
reference to drop down list. In this case, we want to use the heading text.
Step 3: If the document has a Table of Contents or other special types of fields,
you may get a confirmation message to clarify how you want to update the
fields.
Note that using this method does not update fields in the header or footer. You
will need to select cross references placed there separately.
The current Field Name is selected with the Field properties, such as the location
it references. The Field options include additional ways you can control the field,
including:
Number separator
The Format drop down list allows you to control the case of the reference.
The Field Options are different, depending on what type of field you are editing.
Select Field Codes to open the Advanced field properties area where you can
edit the actual coding.
The Field Specific Switches tab includes additional options, based on what type
of field you have selected. When you select an option, you can see the
description at the bottom. Select Add to Field to include the switch with the field
code.
Select OK to close the Field Options dialog box.
Chapter 27
This chapter explains how to use mail merges to create customized letters,
emails and labels. Youll learn how to create a mail merge with an external data
source. Then youll learn how to create a custom merge by entering a new list of
data for barcodes. This module also explains how to create return address labels
using the Labels option. Finally, youll learn about using Avery Label Templates.
Step 1: Open the document that contains the letter you want to personalize in a
mail merge.
Step 3: Select Start Mail Merge. Select Step by Step Mail Merge Wizard from
the drop-down list.
Step 4: The Mail Merge pane opens on the right side of the screen.
Step 5: Indicate the Document Type you want to use. In this example, well keep
Letter selected. Note that you can create emails, envelopes, letters, or a directory.
Step 6: Select Next at the bottom of the Mail Merge pane.
Step 7: Indicate which Starting Document you want to use. In this example,
well use the Current Document.
Step 9: Select the Recipients. In this example, well use an existing Excel file.
Step 10: Select Browse to open the file.
Step 11: Select the location of the file and select Open.
Step 15: The Write Your Letter step on the wizard allows you to add the
personalized details to your letter. Place your cursor in the location on the letter
where you want the address to appear. Select Address Block to add the contacts
address block to the letter.
Step 16: The Insert Address Block dialog box appears. You can specify address
elements and preview what those details will look like. Select OK when you
have finished.
Step 18: Now lets add a personalized greeting. Move your cursor to the location
where you want the greeting. Select Greeting Line from the Mail Merge pane.
Step 19: The Insert Greeting Line dialog box appears. You can specify the
formats and preview what those details will look like. Select OK when you have
finished.
Step 20: Now select Next to preview the results. Notice the Tools in the Mailings
ribbon to help you navigate through the list. You also can navigate using the
Mail Merge pane.
Step 23: The Merge to Printer dialog box allows you to select All, the Current
record, or a page range. Select OK.
Step 24: The Print dialog allows you to control the printing options. Select OK
when you are ready to print.
Note: The Print dialog pulls from the printer driver installed on your computer.
This screen will vary based on this driver.
Step 3: Check the Use Return Address box to display the return address you
have previously saved (or if you want to enter a new address and save it as the
default return address). You can also just enter the address you want to use in the
Address box. You can also choose the Address Book icon to select an address
from Outlook.
Step 4: To create a sheet of return address labels, make sure that Full page of the
same label is selected.
Step 5: Select Options to choose the type of label you are using. In the Label
Options dialog box, select the Printer Information, the Label Vendor, and the
Product Number.
Step 6: You can also customize label dimensions or create your own by selecting
Details or New Label. You can enter new measurements in any of the margin or
dimension fields. Select OK when you have finished.
Step 7: Select OK to close the Label Options dialog box.
Step 8: In the Envelopes and Labels dialog box, you can select either Print to
send the plain labels directly to the printer, or you can select New Document to
create a document with the appropriate dimensions and information.
If you select a New Document, you can format the labels as desired with font
changes or even add small images or other embellishments.
Chapter 28
Master documents allow you to keep track of a few related documents and
combine them in a single place to control page numbering, printing, and other
activities. In this module, youll learn how to create a master document and
create subdocuments. Youll also learn how to insert a subdocument. Then well
cover how to work with subdocuments, including expanding and collapsing the
subdocuments in the master document, unlinking a subdocument, and merging
and splitting subdocuments. Finally, well look at how to lock a master
document so that changes are not saved in the subdocuments accidentally.
Creating Subdocuments
To create subdocuments in a master document, use the following procedure.
Step 1: On the Outlining tab of the Ribbon, select Show Document to show the
tools for working with subdocuments.
Step 2: Enter some simple headings in your outline view of the sample
document, such as:
Chapter 1
Heading 1
Heading 2
Chapter 2
Heading 1
Heading 2
When you save the master document, each subdocument is saved as its own file.
The files are named with the text of the heading used at level one for each
subdocument.
Note that when you make changes to the text from the master document, those
changes are also saved in the affected subdocument file.
Inserting a Subdocument
To insert a subdocument, use the following procedure.
Step 1: On the Outlining tab of the Ribbon, select Show Document to show the
tools for working with subdocuments.
Step 3: In the Insert Subdocument dialog box, navigate to the location of the file
you want to use as a subdocument. Highlight it and select Open.
Step 4: If the master document and the subdocument use different templates, you
will get a warning message. Select OK. Or if they should use the same template,
then you will need to go back and use the appropriate template when creating
your master document.
Step 5: If the master document and the subdocument use different templates, and
they include styles with the same name, but different formatting, you will get an
additional warning message. Select Yes to All to rename the styles, or No to All
to keep the same names, which will help with reformatting if you are applying a
new template.
The collapsed view shows the document reference instead of the contents.
Step 1: Select the subdocuments in your master document that you want to
merge. Notice the small square in the top of each subdocument box. If you click
there, it will select the entire subdocument. Hold down the SHIFT or CTRL key
to select multiple subdocuments.
Step 3: Notice that the subdocument icon has been removed from the second
subdocument. When you save the master document, the affected subdocuments
are also saved.
Step 1: Select the text in your master document that you want to split from its
subdocument into a different subdocument.
Unlinking a Subdocument
To unlink a subdocument from a master document, use the following procedure.
Step 1: Select the subdocument that you want to unlink from the master
document. Use the little icon at the top left of the subdocument to easily select
the whole subdocument.
Step 1: Select Lock Document from the Outlining tab on the Ribbon.
Step 2: Notice the lock icon shown with each subdocument icon.
Chapter 29
Macros allow you to automate frequently used tasks. You can use macros to
speed up routine editing and formatting or combine multiple commands. You can
even use a macro to make an option in a dialog box more accessible. This
module focuses on learning how to record a macro and how to run a macro.
Well also cover how to apply macro security. Finally, well learn how to assign
a macro you have recorded to a command button so that it is available from the
Ribbon.
Recording a Macro
To record a macro, use the following procedure.
Step 4: Enter a Name for your macro. The name cannot contain spaces.
Step 5: Select the location where you would like to Store your macro from the
drop-down list.
From this point, every keystroke or command that you perform is recorded.
Keep that in mind, so you dont accidentally record things that you dont want
performed repetitively. You can type text, perform formatting or insert things
like pictures or tables. Just about anything you can do in Word can be recorded
in a macro.
Your cursor changes to an icon that looks like a cassette tapea relic from the
first days of macros in previous versions of Word.
Step 9: When you have finished recording your actions, select the View tab from
the Ribbon again. Select Macros. Select Stop Recording.
Note that you can also Pause Recording to correct something that you dont want
as part of your macro, then Resume Recording when you are ready.
Running a Macro
To run a macro, use the following procedure.
Step 4: In the Macros dialog box, select the Macro that you want to run. You can
see the Description at the bottom to make sure its the right one.
Step 5: In the Macro settings area, select the setting you want to use.
Step 6: Select OK.
Step 1: Enter a Name for your macro. The name cannot contain spaces.
Word opens the Word Options dialog box, open to the Quick Access Toolbar tab.
Your Macro is shown in the left list, you can add it to the Quick Access Toolbar
by highlighting the macro and selecting Add. To change the icon or name, select
Modify.
Step 1: Select an icon from the list of Symbols.
Now you are recording your macro, as previously learned. Notice the icon you
selected in the Quick Access Toolbar.
Step 1: With the Word Options dialog box open (as in the procedure above),
select Customize Ribbon.
Step 2: Select Macros from the Choose Commands from drop down list.
Your Macros are shown in the left list. You must add a custom group where you
will place the button for your macro.
Now add the macro to the group. Select it in the list on the left and make sure
you have your custom group selected on the right.
Step 3: Select an icon for the macro from the list of Symbols.
Step 4: Enter a Name for your macro. The name cannot contain spaces.
To run the macro, youll only need to press the shortcut key combination you
selected.
Chapter 30
In this chapter, youll learn about forms, where you can make it easy for users to
enter specific data without changing the look or spacing of your document. In
the first lesson, youll learn about the Developer tab and creating a form from a
template. Then, youll learn about the form controls, which allow you to add
different types of controlled content. This module also explains how to lock a
form and add or remove fields. Finally, youll learn how to insert data from a
database onto a form.
Step 1: Open the Options dialog box by selecting Options from the Backstage
View.
To review the Developer tab hover the mouse over the commands to see the
screen tips.
Step 2: Place your cursor in the document template where you want to text
control to appear.
Step 3: Select Rich Text Content Control (to allow users to format their text) or
the Plain Text Content Control. Word inserts the content control on the document
template.
Step 4: Make sure to turn off Design Mode when you have finished. Save your
changes to the template.
Have the students practice changing items in the sample form to content
controls, such as text boxes and check boxes. Turn off Design Mode and practice
filling out the form.
Investigate the difference between checking each of the Locking option boxes.
Adding and Removing Fields
To add a field, use the following procedure.
Step 5: Adjust the Field Properties and Field Options, depending on the field that
you selected.
Step 3: In the Choose Commands From list, select Command Not in the Ribbon
from the drop-down list.
Step 5: On the Customize the Ribbon list, select the Custom Group where you
want to include the command. See the previous module for information on
creating a custom group.
Step 2: In the Select Data Source dialog box, navigate to the location of the
database you want to use. Highlight it and select Open.
Step 3: If your database contains more than one table, the Select Table dialog
box appears. Highlight the table you want to use and select OK.
Step 4: Select Insert Data in the Database dialog box to choose records to
include if you do not want to include all the records.
Step 5: The Insert Data dialog box appears. Select All or indicate the records that
you want to include. You can check the Insert Data as Field checkbox if desired.
Chapter 31
Step 1: Place the cursor at the location in the file where you want to insert the
link.
Step 4: Choose and click a file from the list. If you do not see the file you want
to insert, click Insert Link at the bottom of the gallery and then navigate to the
file you want to insert.
Icon Library
You can add visual impact to a document by inserting icons. You can choose for
over 500 icons related to various topics.
Step 3: Click the category you are looking for and then select the desired icon.
Making changes to Provide Feedback with Sound in Word 2016 will change the
settings in all the Microsoft Office programs.
Step 4: Select or clear the checkbox next to Provide feedback with Sound. You
can also adjust the sound theme from the Sound theme drop down menu.
The new tools give you the option to draw with a digital pen, your finger, or a
mouse. If your device is touch enabled, this ribbon is on by default. If the device
is not touch enabled, you will need to turn on the ribbon in the Options menu.
Step 3: Add a check mark next to the check box labeled Draw in the box on the
right side of the dialog box.
The pen is portable and customizable. You define the pens they are then
available in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
Step 2: Open the pen menu to set the Thickness and Color options for the pen.
Select the preferred color and size.
Five predefined pen thicknesses from .25 mm to 3.5 mm. Select a thickness or
use the minus or plus sign to make the pen thinner or thicker.
Sixteen solid colors are available on the menu,
Tap More Colors to see more options for colors
Step 3: Write or draw on the touch screen. Once you draw an ink shape, it
behaves like a shape you are used to working with in Office. You can select the
shape, move or copy it, change its color, and pivot its position.
Erase ink
Step 1: Click the Draw ribbon select the Eraser in the Tools menu.
Step 2: Drag the eraser over the ink you want to remove with your pen, mouse,
or finger.
When the Equation Tools ribbon is activated, you will be able to select LaTeX in
the conversions menu.
Ink to Math Convert
On touch and pen enabled devices you can write equations using a stylus,
mouse, or your finger.
Learning Tools
Learning Tools help you improve your ability to pronounce words correctly
thereby boosting your reading skills. You do this by improving your ability to
pronounce words correct (decoding), your ability to read quickly and accurately
(fluency), and the ability to understand what you read (comprehension).
Learning Tools in Word 2016 provides the following tools: Read Aloud - lets
you hear your document in the default speech language of the computer, while
simultaneously highlighting each word in the document.
Text Spacing increases the spacing between words, characters, and lines,
improving scan ability of the content.
Page color can be set to sepia (print feel), inverse (white text on black
background), or None Access Learning Tools
You can make the following changes using the Learning Tools ribbon.
Column width changes the width of the line length to one of four options: very
narrow, narrow, moderate, or wide.
Page color Changes the page color to one of the following options: sepia (print
feel pale yellow page), inverse (white text with a black background), or none.
Text Spacing changes the amount of space between letters, words, and
paragraphs.
Read Aloud you can hear the document read aloud while each word is
simultaneously highlighted. If you type while Read Aloud mode is engaged, the
narration will pause while you make edits and then resume when the edits have
been completed.
Read-Aloud
This feature allows the text to be read aloud while simultaneously highlighting
the words in the document.
Step 1: Click the Review tab.
Use the following buttons that appear in the top right corner of the screen to
control the reading.
Next - The narrator skips the current sentence and starts reading from the next
paragraph.
Previous - The narrator skips the current sentence and start reading from the
previous paragraph.
Settings menu - Change the reading speed and the voice Close - Stops the
narration and exits the Read Aloud mode Narration starts reading from the
position of the cursor in Word's editing views or the top of the page in Word's
Read Mode by default. If you have selected a word, it will start reading from the
selected word. Select a block of text before starting Read Aloud to will limit the
narrator to only that selection.
To do this Press
Learning Tools in Read Mode can be used only while reading a document.
Step 1: Click the View tab from the ribbon.
Step 3: Do any or all the following from the View menu while in Read Mode.
View a Page Side by Side
If you would like to read through a document more like a book, instead of using
the continuous scrolling.
While looking at side by side view, a zoom menu will activate enabling you to
look at the pages as thumbnails. Use thumbnails to quickly navigate through the
document.
You also have shortcuts for getting to thumbnails which are available when the
side by side option is selected. Use CTRL + the mouse wheel or on a
touchscreen pinch to zoom out to thumbnails.
Tell Me
Instead of searching the online help or in Word, you can use the Tell Me feature
to look for the solution you need. Click in the tell me what you want to do area
and type your request.
Chapter 32
To Do This Press
Go to a page, bookmark,
footnote, table, comment, CTRL + G
graphic, or other location
Refresh F9
To Do This Press
Extend selection to
CTRL + SHIFT + Home
beginning of a document
Extend selection to
CTRL + SHIFT + Left Arrow
beginning of a word
Extend selection to
CTRL + SHIFT + Up Arrow
beginning of a paragraph
Extend a selection 1
SHIFT + Left Arrow
character to left
Extend a selection 1
SHIFT + Right Arrow
character to right
To Do This Press
Select entire table ALT + 5 on the numeric
keypad (with Num Lock
off)
To Do This Press
Remove paragraph
CTRL + Q
formatting
To Do This Press
Choose Go To command
F5
(Home tab)
Go to previous pane or
SHIFT + F6
frame (after pressing F6)
To Do This Press
(1) ATL + N + M
(2) Arrow keys to select graphic
type
Insert SmartArt graphics
(3) Tab, Arrow keys to select
graphic
(4) Enter
To Do This Press
To Do This Press
To Do This Press
To Do This Press
To Do This Press
Run GOTOBUTTON or
MACROBUTTON from field ALT + SHIFT + F9
that displays field results
To Do This Press