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WORD 2016

ESSENTIALS

2 | W o r d 2 0 1 6 - E s s e n t i a l s V e r s i o n 1 . 0

WORD 2016 – ESSENTIALS AGENDA

Word Environment

Word Window

Create a New Document

New Document Dialog Box

Access Recently Opened Documents

Enter Text

Display hidden characters

Show/Hide the Ruler

AutoCorrect

Save a File

AutoSave

Save Options

Edit Text

Select Text

Document navigation techniques

Copy, Cut, and Paste

Use the Office Clipboard

Undo, Redo, and Repeat

Find and Replace

Open an existing File

Format Text

Font Formatting

Paragraph Formatting

Spelling and Grammar

Page Layout

Page Setup

Printing

Envelopes and Labels

Saving As a PDF or XPS Document

Close and Exit

Exercise


TABLE OF CONTENTS

WORD ENVIRONMENT ........................................................................................................................................ 6

WORD WINDOW ................................................................................................................................................ 6

The Ribbon ................................................................................................................................................... 6

Quick Access Toolbar .....................................................................................................................................7

Title Bar ........................................................................................................................................................7

Status Bar .....................................................................................................................................................7

View Toolbar ................................................................................................................................................ 8

Word Help .................................................................................................................................................... 8

Search Tools ................................................................................................................................................. 8

CREATE A NEW DOCUMENT ................................................................................................................................ 8

NEW DOCUMENT DIALOG BOX ............................................................................................................................ 8

ACCESS RECENTLY OPENED DOCUMENTS ............................................................................................................. 9

Pinning a Document to the List ................................................................................................................... 10

ENTER TEXT ....................................................................................................................................................... 10

Use Enter Key ............................................................................................................................................. 10

Click and Type ............................................................................................................................................ 10

DISPLAY HIDDEN CHARACTERS ........................................................................................................................... 10

DOCUMENT NAVIGATION TECHNIQUES ................................................................................................................. 11

Keyboard shortcuts to move cursor and select text ....................................................................................... 11

Select Text with the mouse .......................................................................................................................... 11

Delete Text ................................................................................................................................................. 12

Zoom ......................................................................................................................................................... 12

SHOW/HIDE THE RULER .................................................................................................................................... 12

SAVE A FILE ........................................................................................................................................................ 13

AUTOSAVE ....................................................................................................................................................... 13


SAVE OPTIONS ................................................................................................................................................ 14

EDIT TEXT ........................................................................................................................................................... 14

CUT, COPY AND PASTE ..................................................................................................................................... 14

Moving/Copying Content with Your Mouse – “Drag and Drop” ......................................................................15

USE THE OFFICE CLIPBOARD ............................................................................................................................... 15

UNDO, REDO, AND REPEAT ................................................................................................................................ 15

THE NAVIGATION PANE AND FIND AND REPLACE .................................................................................................. 16

OPEN AN EXISTING FILE ..................................................................................................................................... 17

FORMAT TEXT .................................................................................................................................................... 17

FONT FORMATTING ........................................................................................................................................... 17

Applying Font Styles ................................................................................................................................... 18

Applying Font Sizes .................................................................................................................................... 18

Apply Font Color ......................................................................................................................................... 18

Applying Bold, Italics or Underline Style To Text .......................................................................................... 18

Clear Formatting ........................................................................................................................................ 19

Mini Toolbar ............................................................................................................................................... 19

Format painter ........................................................................................................................................... 19

PARAGRAPH FORMATTING ................................................................................................................................ 19

Paragraph Group ........................................................................................................................................ 20

Paragraph Alignment ................................................................................................................................. 20

Line Spacing ............................................................................................................................................... 20

Bullets ........................................................................................................................................................ 21

Widow/Orphan Control ............................................................................................................................... 21

SPELLING AND GRAMMAR.................................................................................................................................. 22

RUN THE SPELL CHECK ..................................................................................................................................... 22

AUTOCORRECT ................................................................................................................................................ 22

Modify the AutoCorrect list ......................................................................................................................... 22


Exceptions .................................................................................................................................................. 23

PAGE LAYOUT ....................................................................................................................................................24

PAGE SETUP .................................................................................................................................................... 24

Margins ...................................................................................................................................................... 24

Page Orientation ........................................................................................................................................ 25

PRINTING .......................................................................................................................................................... 26

Print Preview Choices .................................................................................................................................. 27

ENVELOPES AND LABELS ................................................................................................................................... 27

Create an Envelope ...................................................................................................................................... 27

Create a label .............................................................................................................................................. 27

SAVING AS A PDF/XPS DOCUMENT .................................................................................................................... 28

CLOSE AND EXIT ................................................................................................................................................ 28

Close a document ....................................................................................................................................... 28

Exit Word ................................................................................................................................................... 28

EXERCISE .......................................................................................................................................................... 29


WORD ENVIRONMENT

Microsoft Word is software used to type, edit, and format textual documents.

WORD WINDOW

THE RIBBON

THREE BASIC COMPONENTS OF THE RIBBON:

1) Menu Tabs:

There are nine menu tabs across the top of the Ribbon in Word. They are File, Home, Insert, Design, Page

Layout, References, Mailings, Review and View. Additional tabs may display if other software is installed

that interacts with Word.

Tabs are organized similarly in Word, Excel, and PowerPoint, but also contain commands particular to each

software. The Ribbon is dynamic and will change with screen resolution. More commands appear on a

bigger screen or with a higher resolution.

Tip: The Ribbon is fully displayed by default when Word is opened. To minimize the Ribbon in order to get

maximum room on the screen, double - click on one of the tabs. To redisplay the full Ribbon, double - click on

one of the tabs. Or, click the Collapse Ribbon button, ^, on the bottom right of the Ribbon. The Ribbon display

options are located top right – click .


File tab – contains commands related to managing Word and Word documents as a whole (rather than

document content).

The Home tab is the default tab and is used to edit text, format text, find text, etc.

Some buttons have arrows, but not all arrows are alike. When pointing to a button and both the button and its

arrow are in the same box and of the same color, clicking the

button will display options for refining the action of the

button. However, when pointing to a button and the button is

in one box and its arrow is in a different box with a different

shade, clicking the button will carry out that action. The arrow

will provide additional options.

2) Groups:

Groups organize all the commands likely used for a particular type of task. In this example, the Font Group

is selected.

3) Dialog Box Launcher:

The dialog box launcher is located in the lower-right corner of a group.

When the dialog box launcher is clicked, less

commonly used commands not represented in the

group display for that particular group.

QUICK ACCESS TOOLBAR

Located at the top left of the Word window is a customizable toolbar that

contains a set of commands that are independent of the tab that is

currently displayed. Default buttons are Save, Undo,

and Repeat.

TITLE BAR

The title bar at the top middle of the screen shows the saved name of the active document.

STATUS BAR

The number of pages, words a document contains and the checker is visible in the status information bar

located bottom left of the Word screen. See Spelling and Grammar Errors for more info about the checker.

Font dialog box


VIEW TOOLBAR

Located at the bottom right, the View toolbar provides tools for adjusting the view of document content.

From left to right-- Read Mode zooms the page for easier reading on the screen; Print Layout

shows margins, headers/footers, columns, and is the default view; Web + shows how the document would look

as an HTML file on the Internet. Or, click the View tab to change the view of the document.

WORD HELP

Use Word Help for program information and instructions when working. Click the Microsoft Office Word Help

button in the upper-right hand corner of the document window or press F1 on your keyboard.

SEARCH TOOLS

Tell Me search box Type the word and Tell Me takes you directly to the

feature you need or shows you a list of commands that will help you complete that task. By selecting

something in your document Tell Me will show you commands specific to that object.

Insights Smart lookup – Located on the Review Tab or as a right click

option. Smart Lookup gives users all kinds of web information on whatever text is

highlighted.

CREATE A NEW DOCUMENT

In Word 2016, word processing features are abundant and more powerful than ever. There are several ways to

start a document. Choose File, New.

NEW DOCUMENT DIALOG BOX

When opened, Word displays the Start screen. Click Blank document to create a new document.


To open a blank document if Word is already

open, click the File tab, click New, click Blank

document.

The New Document dialog box or Start screen

gives access to a world of templates; built-in

templates, templates built by a user, and

Microsoft Office Online. Thousands of templates

are available in all ranges of topics. The dialog

box provides a preview area to help with the

selection process. Keywords can be entered to

search the extensive collection of templates by

typing in the search box at the top of the dialog

box. Microsoft Office Online also allows their customers to submit templates for use by everyone.

To open a new document based on any template shown in the New Document dialog box, double-click the

template icon. This goes for the Blank Document template, as well.

ACCESS RECENTLY OPENED DOCUMENTS

Click the File tab and click Open.

The Recent Documents list appears. 25 recent documents are listed in this rolling list, but that number can be

changed. Click the File tab, Options, Advanced, scroll to the Display section, and change the number in the

Show this number of recent documents.

Tip: to clear the Recent Document list, type 0 in the Show This Number of Recent Documents text box.


PINNING A DOCUMENT TO THE LIST

A document can be prevented from being removed from the recent list by pinning it to the list. Point to the

filename and click the pushpin to the right of the document listed.

ENTER TEXT

When typing, word wrap keeps text within the margins and makes pressing enter at the end of each line

unnecessary. Pressing the Enter key inserts a hard return in the document. Any text ended by a hard return is

considered a paragraph in Word. A hard return are a hidden character within the document .

Spelling Error: If a wavy red line appears below a word, a possible spelling error has occurred.

Grammar Error: A wavy blue line indicates a possible grammar error. See page 26 for Spell Checker Dialog

box.

Note: Right-click the wavy line under the word to see possible suggestions.

USE ENTER KEY

1. To end a short line such as a title 2. To enter a blank line 3. To end a regular paragraph as defined in English class 4. DO NOT press ENTER multiple times for a new page – USE CTRL + ENTER to create a new page

at the cursor.

CLICK AND TYPE

The Click and Type feature enables the user to double-click anywhere in an empty area of a page to position the

insertion point. This feature is enabled by default. To verify this, go to the File tab > Options > Advanced >

Editing > Enable Click And Type.

DISPLAY HIDDEN CHARACTERS

Formatting Characters such as hard returns, tabs, etc., can be displayed on the screen. Click the Home tab, in

the Paragraph group, click Show/Hide to turn this feature on or off.

Selecting text, copying, cutting, pasting, using the Clipboard, undoing, redoing, repeating changes – all are

skills that are needed when editing and formatting entered text, images, and objects.

Throughout the editing process, Word can track changes and comments made in a document, whether the

changes are made by the original author or by other participants. Proofing, commenting, tracking, and other

markup tools are kept on the Review tab.


DOCUMENT NAVIGATION TECHNIQUES

KEYBOARD SHORTCUTS TO MOVE CURSOR AND SELECT TEXT

To move the cursor Press To Select Text Press

Right one character right arrow One character to the right

Hold down Shift and press the right arrow.

Left one character left arrow One character to the left Hold down Shift and the left arrow.

next line down arrow To the beginning of a word

Hold down Ctrl+Shift and press the left arrow

previous line up arrow To the end of a word

Hold down Ctrl+Shift and press the right arrow.

end of the a line End To the beginning of a line Hold down Shift and press Home.

beginning of a line Home To the end of a line Hold down Shift and press End

next screen Page Down To the beginning of a document

Hold down Ctrl+Shift and press Home.

previous screen Page UP To the end of a document

Hold down Ctrl+Shift and press End.

next word Ctrl+right arrow To include the entire document

Ctrl+A or hold the Ctrl key and click in the left margin.

previous word Ctrl+left arrow

end of the document Ctrl+End

beginning of the

document

Ctrl+Home

SELECT TEXT WITH THE MOUSE

Selecting text using the

Mouse: Do this

Any amount of text Click and hold - drag over text

A Word Double-Click the word

A Sentence Hold down CTRL, then click anywhere in the sentence. (Beware of .)

A Paragraph Triple click anywhere in the paragraph, or double click in the left margin.

An entire Document Move the pointer to the left margin. When the pointer changes to a right-pointing arrow, triple-click.

A line Click in the left margin. (mouse changes to an arrow)


Multiple lines Drag down in the left margin.

Select text that is adjacent Position cursor – Hold down Shift key and then click at end of selection.

Select text that is not adjacent Hold down Ctrl key and select multiple text with the mouse.

Select text anywhere Hold down Alt key and select text by dragging the mouse.

DELETE TEXT

Press this To delete this

Backspace One character to the left of the insertion point. Also moves the insertion point back one space.

Delete One character to the right of the insertion point, without moving the insertion point.

Ctrl + Delete All of the characters in a word after the insertion point.

Ctrl + Backspace All of the characters in a word before the insertion point.

Select any text Press Delete or Backspace or Any key.

ZOOM

To Zoom (Magnify) the document use the scroll to increase or decrease the size. -

Shortcut to Zoom – Hold the Ctrl key and roll the mouse scroll.

SHOW/HIDE THE RULER

The ruler can be helpful when entering text.

1. Select the View tab.

2. Click the checkbox next to Ruler where it shows a checkmark or de-select to hide the ruler.


SAVE A FILE

Whenever a document is created or edited, the work needs to be saved and saved often. Hopefully, this is an

obvious statement, but it is definitely one worth emphasizing. It is not a matter of ‘if’ a computer will fail, but

‘when’. When saving a new document in Word 2016, Word will automatically save it as the latest version of

Word. If a document called Letter is saved, the file extension would be letter.docx. (compatible with version

2013).

NOTE: Consider if the recipient of a document uses a Word version of 97 thru 2003. If so, save the document as

Word 97-2003. The file extension would be .doc.

AUTOSAVE

Word will also automatically save a document every 10 minutes by default, even if the file has not yet been

saved. Change the minutes by clicking the File tab, Options, Save. See Save Options on page 14.

1. Click the Save button on the Quick Access toolbar or click the File tab, Save As or press Ctrl+S.

2. Browse to select and open a folder where the file will be saved. 3. Type a name for the file. 4. Choose a different file type, if necessary.


5. Click Save.

Once a file is saved for the first time, just click Save on the Quick Access toolbar to save the changes under

the same name.

SAVE OPTIONS

To change the default location to a more commonly used folder (i.e., the U: drive) for saving:

1. Click the File tab.

2. Click Options.

3. Click the Save option in the Options dialog box.

4. Click the Browse… button and go to the location that is to be the default.

5. Click OK twice to exit.

Note: As a Personal preference, Checking Backstage is an option that will not show the first saving or opening

screen but goes straight to your browser.

EDIT TEXT

After typing text, select the text to format, copy, move, delete a section, etc.

CUT, COPY AND PASTE

The copy, cut, and paste commands allow a user to copy or remove an item from one

place and put it into another.

1. Select the text to be manipulated.

2. Choose cut or copy in Clipboard group on the Home tab. Or, press Ctrl+C for copy or Ctrl+X for cut.

Additionally, Right-click the selected text and choose Cut or Copy from the shortcut menu.

3. Position the insertion point where the information is to be inserted.

4. Click Paste in the Clipboard group on the Home tab. Or, choose one of the commands found in the

drop-down list on the Paste button. The shortcut for Paste is Crtl + V or, right-click on the selected text

and choose Paste from the shortcut menu.


By default, the Paste Options button appears whenever a selection is pasted into the

document. The options on the drop-down arrow will change a bit according to the source

of the copied content, the destination, and whether or not the pasted material is coming

from another program. Keep Source Formatting will retain the format of the copied text.

Merge Formatting will use the format used at the location where pasted. Keep Text Only

removes any formatting from the text.

Tip: To set default paste actions, go to File tab, Options, Advanced section, Cut, Copy, and Paste options or use

Set Default Paste on the Paste Options button.

MOVING/COPYING CONTENT WITH YOUR MOUSE – “DRAG AND DROP”

Rather than cut/copy and paste an item, the mouse can be used to move/copy it. Select the content. Click

anywhere in the selected area, drag with the left mouse button to move the text and drop to a new location. To

copy perform the same steps except hold the Ctrl key down and then at your location let go of the mouse and

then the Ctrl key to copy.

USE THE OFFICE CLIPBOARD

Click the dialog box launcher in the Clipboard group to open the Clipboard task

pane. Up to 24 cut or copied items are stored on the Office Clipboard; text,

objects, and graphics. As soon as the 25th object is copied, the first item in the

list is removed.

The Office Clipboard task pane provides easy access to the items that exist on

the Clipboard. Position the cursor at the location in the document where the

information is to be placed, then click the item on the Clipboard. The item will

be placed at the cursor position. If everything on the Clipboard is to be placed

in the document, just use the Paste All button at the top of the Clipboard.

Likewise, to delete all the items from the Office Clipboard choose the Clear All

button. To delete the items individually, right-click an item and choose Delete or click the arrow that appears

when the pointer is hovered over an Office Clipboard item and choose Delete.

UNDO, REDO, AND REPEAT

One or many changes made to a document during the current session can be undone using the Undo feature.

To Undo one or more actions, use either of the following methods:

Click the Undo button on the Quick Access Toolbar or click the arrow beside it to display the

Undo list. Click the action to be undone, scrolling through the list if necessary. Note: when an action is

undone in the list, all the actions above it will be undone, as well.

Press CTRL+Z or ALT+Backspace to undo the last action.

The default Redo button on the Quick Access Toolbar is actually a combination of two commands:

Redo and Repeat. The Repeat command is visible in a new document until an action is undone; at that point,

the Redo command is activated. The main role of the Redo command is to enable an undone action to be

redone before any further changes are made. The Repeat feature allows the repeat of the last action

performed. (Ctrl+Y)


THE NAVIGATION PANE AND FIND AND REPLACE

Characters, words, phrases, and text elements can be found by typing a search string in the Search field of

Navigation task pane which will highlight and list locations where the text is found or in the Find and Replace

dialog box.

To open the Navigation pane, choose one of the following:

Click the Home tab, in the Editing Group,

Click the Find button

Press CTRL + F

To open the Find and Replace dialog box, click Replace in the Editing

group of the Home tab.

Additional functionality in the Find dialog box includes:

Reading Highlight button – highlights all instances of

the search string in the document.

Find In drop-down button - allows for targeted

searches; main document, headings, or text boxes in

the main document

More button - expands the dialog box to

display additional search options.

The Search Options found under the More button include:

Search – specify whether to search Down, Up, or through All of the document.

Match case – searches for text in upper- or lowercase, exactly as it has been entered

Find Whole Words Only – searches only for whole words, not parts of longer words

Use wildcards – turns on the ability to use wildcards in the Find what: field. If this is not checked, Word

treats wildcard characters as plain text

Sounds like (English) – searches for terms that sound like the word or words entered in the Find what:

field

Find all word forms (English) – searches for all forms of the word entered in the Find what: field

Match prefix – searches for all words that begin with the text entered in the Find what: field

Match suffix – searches for all words that end with the text entered in the Find what: field

Ignore punctuation characters – searches for matching text regardless of punctuation in the text


Ignore white-space characters – searches for matching text regardless of the number of spaces

between search string letters or words

Start at the top of the document - Replace will “Find what” existing

text/formats and “Replace with” text/formats. Choose Find Next and

determine if text/format should be replaced by clicking the Replace

button. If you are sure about Replacing ALL text/formats, click the

Replace All button.

Format button - Word can also find (and replace, if desired)

various formatting settings. To view the available formatting parameters

in the expanded Find tab of the Find And Replace dialog box, click the

Format button in the lower left corner. All of the options will display their corresponding formatting dialog box

with the exception of Highlight. Click the Highlight option once to find highlighted text, click it again to find

text that is not highlighted, and a third time to find all instances of the search text regardless of highlighting.

OPEN AN EXISTING FILE

1. Click the File tab and choose Open.

2. Select from the Recent list or open a folder where the file is located.

3. Double-click the filename or select it and click Open.

FORMAT TEXT

Formatting document content is one of the principal tasks in Word, and formatting commands are readily

found on the Home tab. The elements can be formatted individually or in groups – as discussed in this section.

FONT FORMATTING

Fonts are different character styles that can be applied to text. Within the Font Group, select a font style. Font

size from 8 points all the way up to 72 points with the drop-down arrow or type any size in the font size box.

The smaller the point size, the smaller the text. The larger the point size, the larger the text. 72 points =

approximately 1 vertical inch, depending on the font selected. (size between 1-1638)

10 pt. vs. 72 pt.

The basic font styles include italics, bold and underline. Emphasize a specific word or phrase by using these

styles. Additionally, applying a font style to text can greatly affect its readability. NOTE: Different kinds of

fonts are typically used for different purposes, such as for numbers.

In addition to the tools visible in the Ribbon, the dialog box launcher found in the lower right corner of the

group (see page 6) will open the Font dialog box, displaying extra tools.


APPLYING FONT STYLES

1. Select the text to which to apply the font style.

2. Select the Home tab.

3. Select the Font Style by clicking the down arrow.

4. Select a style. Live Preview will show how the font will look even before you click to select a font.

APPLYING FONT SIZES

1. Select the text to which to apply the font size.

2. Click the Home tab.

3. Select the Font Size by clicking the down arrow.

4. Select a point size.

APPLY FONT COLOR

1. Select the text to which to apply the font color.

2. Click the Home tab

3. Select the Font Color by clicking the down arrow.

4. Click a color.

APPLYING BOLD, ITALICS OR UNDERLINE STYLE TO TEXT

1. Select the text that to which to apply the style.

2. Click the Home tab

3. Click the choice needed:

Bold Underline Italics


CLEAR FORMATTING

There might be times when extra font styles need to be removed from text.

To remove all styles applied to text, select the text and select remove font

style button.

MINI TOOLBAR

By default, when content is selected in a Word document, the Mini Toolbar appears above the selected text.

This toolbar displays common formatting options; font, font size, bold, italicize, highlighter tool, font color, etc.

If the Mini Toolbar is distracting in its default state, it can be disabled.

1. Click the File tab.

2. Choose Options.

3. In the User Interface Options section, click the Show Mini Toolbar On Selection check box to clear it.

4. Click OK.

Once disabled, the Mini toolbar will not appear automatically when text is selected; however, it will appear

when the selected text is right-clicked.

FORMAT PAINTER

This button is located on the Home tab in the Clipboard group and will copy the

formatting of selected text from one area to another.

Single clicking the button only allows copying once. Double-clicking the button will allow

copying multiple times. Turn off the button by clicking it again or pressing Esc.

PARAGRAPH FORMATTING

The paragraph mark, at the end of a paragraph holds paragraph formatting, such as style, alignment,

indents, spacing between lines, spacing before or after the paragraph, tabs, line and page breaks,

and hyphenation. Each time Enter is pressed, a paragraph mark is inserted. Paragraph marks can be displayed

by clicking Show/Hide in the Paragraph group of the Home tab.

Tools designed for paragraph formatting can be found in the Paragraph group on the Home tab. In addition to

the tools visible in the Ribbon, the dialog box launcher found in the lower right corner of the group will open the

Paragraph dialog box, displaying extra tools.


PARAGRAPH GROUP

The Paragraph group on the Home tab is used for formatting paragraphs. Arranging information in lists,

whether it’s a bulleted or numbered list, can make things much easier to understand in addition to providing

good readability for the reader.

On the Home tab, under the Paragraph group, commands to

create/modify bullets, numbering, multi-level lists, text alignment, line

spacing, shading and borders are located.

PARAGRAPH ALIGNMENT

Paragraphs can be centered between margins, left-aligned with the left margin, right-aligned with the right

margin, or justified (aligned with both the left and right margins).

1. Select the paragraph to align.

2. On the Home tab in the Paragraph group, click the alignment needed.

LINE SPACING

The readability of your text can be improved by adjusting the spacing between the lines. Too little space makes the lines of text looked compressed together and difficult to read; too much space also makes the text difficult to read because the reader’s eyes has to search for the beginning of the next line. To space all lines evenly within a paragraph, use exact spacing and specify an amount of space that is large enough to fit the largest character or graphic in the line. If items appear cut off, increase the amount of spacing.

1. Select the paragraph where the line spacing needs to be changed.

2. On the Home tab, in the Paragraph group, click Line Spacing and select a choice.

Keyboard shortcuts include Single= Ctrl +1, Double= Ctrl +2 and 1.5 spacing= Ctrl + 5.


BULLETS

A great way to provide information clearly is to present it in a numbered or bulleted list. Not only does Word

add numbers or bullets to your list, with consistent spacing between the number or bullet and the text, but it

keeps track of your list so that if an item within a numbered list is moved, Word will renumber the list to keep

the items in the correct order. (Shortcut to start a numbered list - type the number + Period and space twice.)

1. Type the paragraphs. 2. Select the paragraphs. Or, perform the next step first before you start typing.

3. On the Home tab, in the Paragraph group, click the Bullets button 4. OR, click the arrow next to Bullets to choose a style.

5. Select the bullet style wanted. That style will be the default bullet the next time bullets are applied to a paragraph. Click Define New Bullet to select others not in the default list.

Numbers can be applied to the paragraph in the same way using the Numbering button in the Paragraph group. The easiest way to stop creating a list is to press Enter twice. Every time Enter is pressed at the end of the list a

new bullet or number appears. However, when pressing Enter a second time, the last bullet or number

disappears. A new paragraph can begin on a new line. Also, select a line and click the Bullets or Numbering

button to turn off the bullet or number.

Tip: To apply the formatting of one paragraph to another, simply select and copy the paragraph mark of the

original paragraph then select the paragraph mark of the second paragraph and Paste.

WIDOW/ORPHAN CONTROL

Page breaks sometimes leave individual lines that appear on a different page from their paragraphs. These

unintended and sometimes unwelcome ‘leftover lines’ are referred to as widows and orphans. A widow is the

last line of a paragraph at the top of a page and an orphan is the first line of a paragraph at the bottom of a

page. These single lines of text can make a document difficult to read, so by default Word specifies a two-line

minimum (Widow/Orphan Control). This option can be accessed by clicking the Paragraph dialog box

launcher > Line and Page Breaks tab. The options found on this tab are as follows:

Widow/Orphan Control is turned on by default as discussed in the previous paragraph and guarantees

that at least two lines of a paragraph will be left at the bottom or top of a page.

Keep with next controls whether Word will break a page between the selected paragraph and the next

paragraph.

Keep lines together controls whether Word will break a page within a paragraph.

Page break before controls whether Word will break a page before the selected paragraph.


SPELLING AND GRAMMAR

By default, Word checks for proofing errors whenever a document is opened or typed – this feature is referred

to as Automatic Proofing. Remember that if a word is spelled correctly but the incorrect word is used,

Microsoft Word cannot help with that. Ex: their vs there, here vs hear, etc.

RUN THE SPELL CHECK

1. Click the Review tab.

2. Click Spelling & Grammar .

A Spelling and Grammar task pane will appear to the right showing the

spelling or grammar error along with suggested words to correct it. The

misspelled word will be highlighted in the document.

3. To correct the misspelled word, select the word to use in the document.

4. Click Change. The next error will appear until all are corrected and this

message appears:

Both Spelling and Grammar options can be set by configuring Proofing settings

under File tab > Options > Proofing section.

Status Bar Checker - The Status bar contains the checker as another way to check your document. If the

checker is then there are no errors. If the checker is then click the checker and it will evoke the

Spelling or Grammar Navigation pane with suggestions and continues to the next error.

AUTOCORRECT

AutoCorrect was designed to aid in error correction by automatically correcting typographical errors while

typing. Some capitalization will also be automatic. There are many words already in the AutoCorrect dictionary

(more than 1,000) – such as replacing teh with the. If there are words that the user is constantly misspelling and

has to correct manually, the misspelling can be entered into AutoCorrect table along with the correct spelling,

and Word will correct it the next time it is used. AutoCorrect can also be used as a shorthand method for typing

repetitive phrases and complex spelling. It can be trained to learn new corrects as the user works. The best

thing of all is that AutoCorrect is shared across the Microsoft Office applications.

MODIFY THE AUTOCORRECT LIST

1. Click the File tab. 2. Click Options at the bottom of the list. 3. Click Proofing. 4. Click AutoCorrect Options.


5. Select an item in the list to delete it. 6. To add an item - type a 2 or 3 letter abbreviation in the Replace box and a word or phrase in the With

box. 7. Click Add. 8. Click OK when finished.

Note: AutoCorrect entries are case-sensitive. For example, if the misspelled word starts with a capital letter, the

only time that AutoCorrect makes the correction is when the word is typed starting with a capital letter. To avoid

this situation, instead use the AutoCorrect dialog box to add the entry – described below. AutoCorrect entries

cannot exceed 255 characters.

EXCEPTIONS

AutoCorrect is extremely helpful, but there will be times when it interferes with what is being done. There are

two options: AutoCorrect can be disabled temporarily, or an exception can be created specifying what

AutoCorrect should not change. To add an exception:

1. Display the AutoCorrect dialog box; click the Exception button

2. Add the exception to the respective tab in the AutoCorrect Exceptions dialog box.

The Automatically add words to list enables exceptions to be added while working by clicking Undo or

pressing CTRL+Z immediately after an undesired correction is made. This only applies to case changes and not

to the Replace Text As You Type option.


The three types of exceptions that can be added are:

First Letter controls the capitalization of words

immediately following abbreviations. For example,

there might be words following a phrase such as Hinds

Co. or Baker St. that do not need to be capitalized.

INitial CAps enables words and phrases that

have unusual capitalization to be added to the

exception list

Other corrections enable additional items like

names, locations, unusual spellings or phrases to be

added to the exception list.

PAGE LAYOUT

Page settings can be made at any time during the document creation process; however, it is best if the settings

are planned and implemented at the beginning of the process. Making changes to margins, page orientation,

headers/footers, etc., can make drastic changes to a document’s setup requiring a great deal of time and effort

to adjust text and graphics that have already been entered.

PAGE SETUP

In many cases, the options found in the Page Setup group on the Page Layout tab will be all that are needed to

make page setup changes. Additional options are found by selecting the Dialog box launcher in the right

bottom corner of the Page Setup group. All options are not all covered in this document, but a couple will be

mentioned:

MARGINS

Margins are the blank area at the

top/bottom/left/right of the document

that surrounds the printed text. Several

sample margins are available on the

drop-down arrow.


Or, select Custom Margins to set others.

Note: A Gutter margin setting adds extra space to the side margin or top

margin of a document that you plan to bind. Ensures that text will not be

obscured by the binding.

A single page document can be vertically aligned at the top, bottom, or justified on the page using the Layout

tab.

Note: Margins can also be set from the Ruler Bar by dragging the margins left or right or up or down.

PAGE ORIENTATION

Portrait – the normal orientation that prints down the length of the paper.

Landscape – prints across the width.


PRINTING

When preparing a document for printing, Word is always in contact with the default printer. Word uses the

print driver for various tasks, such as to obtain the available fonts that are displayed in the Font list and for

document pagination. A document viewed in Print Layout view is seen as it will print on the default printer.

For this reason, if the document being created is meant to be printed, make sure that printer is set as the

default prior to setting printing options or making any layout adjustments.

1. Click the File tab > Print.

2. Select another printer from the Name list, if needed.

3. Click print when all choices are made.

Portrait Landscape


PRINT PREVIEW CHOICES

Print multiple copies (collated or non-collated)

Set the print range

o Print All Pages – prints the entire document

o Print Selection – prints content that has been selected by the user. To use this option, text

must be selected in the document before displaying the Print dialog box and must be a

contiguous text selection. Ex. – to print pages 1 through 5; type; 1-5 or to print pages 1 and 5

only; type 1,5.

o Print Current Page – prints the page currently displayed on

the screen.

o Custom Print – prints only the pages, page ranges, and

sections specified in the Pages area.

Change Orientation from Portrait to Landscape

Change Paper Size

Set Margins

Set the number of pages per sheet.

ENVELOPES AND LABELS

Envelopes and/or labels can be created or printed instantly based upon the address contained in a letter.

CREATE AN ENVELOPE

1. Select the Mailings tab.

2. Select Envelopes

3. Type the delivery and return addresses in the Envelopes and Labels

dialog box. Or, click Options to select the size of the envelope.

4. Click Print

CREATE A LABEL

1. Select the Mailings tab.

2. Select Labels.


3. Type the delivery and return addresses in the Envelopes and Labels dialog box. It is possible to choose

to print just one label at a specified row and column or a full page of the same label.

4. Click Print

Note: See MailMerge handout at the TLC Learning Resources site.

SAVING AS A PDF/XPS DOCUMENT

At times a document needs to be sent to a recipient who doesn’t have Word 2013 or 2016, and a document may

contain necessary formatting within tables, newsletters, etc., for presentation purposes. In Word 2016, a

document can be saved as a .PDF/XPS file. This will in essence, take a snapshot of a document. The recipient

will be able to view the document in addition to not having the ability to modify its contents, even if they do not

have Word 2016 installed on their computer.

1. Click File tab.

2. Click Export

3. Click the PDF/XPS button and Save

OR

1. Click File tab.

2. Click Save As.

3. From the Save As dialog box -choose File Type - Click PDF

CLOSE AND EXIT

CLOSE A DOCUMENT

1. Click the File tab, click Close.

2. Or, add the Close button to the Quick Access Toolbar. Or, click the X in the top right corner of the

screen if more than one document is open.

EXIT WORD

Click the X in the top right corner until all documents are closed and Word closes.

https://intranet.umc.edu/sites/Administration/business_services/DIS/tlc/Documents/Word%202013%20Mail%20Merge.pdf


EXERCISE

1. Create a new, blank document

2. Type the following text:

Hi Susan,

3. Press the Enter key twice

4. Type the following text just as it appears, and press Enter only at the end of the paragraph:

i am in charge of the company picnic this year. I am loking for volunteers to help prepare the food,

set up tables and decorations, send invitations, and track people who will come. If you would be

willing to help, please let me know.

5. Press Enter again to insert a blank line below the paragraph

6. Type the following text:

Sincerely,

Linda Walker

7. Save the document as Annual Picnic

8. Click in front of company picnic and add the words twentieth annual.

9. Save the document again

10. At the end of the document insert a 3 x 8 table and type the heading in each column:

Name, Food Items, Kind of Decorations

11. Check the spelling and grammar

12. Print Preview the document

13. Use the Page Layout tab to change the top margin to 3

14. Print and Save the document

Start typing or copy and paste handout here.