Word 2016: Up To Speed

Copyright & License Notes

Word 2016: Up to Speed

By R.M. Hyttinen

Copyright © 2016 by R.M. Hyttinen.  All rights reserved.

Published by PCM Courseware, Milwaukee, Wisconsin.

http://pcmcourseware.com

ISBN: 978-0-9915186-8-5

Examples used in this book are fictional.  Any resemblance to actual persons living or dead, businesses, incidents, organization or events is purely coincidental.

All rights reserved.  No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, without the prior permission of the Publisher.  Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors and omissions.  Nor is any liability assumed for damages resulting from the use of information contained within.

If you found this book helpful, please consider leaving a review wherever you purchased this book.  Also consider telling your friends about it to help me spread the word about my book.

Thank you so much for supporting my work!

License Notes

This e-book is licensed for your personal enjoyment only. This e-book may not be re-sold, given away to other people or used in any type of training classes. If you would like to share this book with another person, please purchase an additional copy for each recipient. If you’re reading this book and did not purchase it, or it was not purchased for your use only, then please return to your favorite e-book retailer and purchase your own copy. Thank you for respecting the hard work of this author.

Trademark Acknowledgements

Microsoft, Windows and Microsoft Word are registered trademarks of the Microsoft Corporation.  All other known trademarks have been appropriately capitalized and are the property of their respective owners.

TABLE OF CONTENTS

Copyright & License Notes

Introduction

Lesson 1 - Word Basics

Starting Word

The Word Environment

Opening an Existing Document

Entering Text into a Document

Correcting Mistakes

Navigating a Document

Creating a New Document

Saving a Document

Moving Between Documents

Setting Word Options

Changing Document Views

Hiding the Ribbon

Using Tell Me to Obtain Help

Closing a Document and Exiting Word

Chapter 2 - Editing Text

Selecting Text

Copying and Pasting Text

Cutting and Pasting Text

Using Drag-and-Drop

Using the Office Clipboard

Finding Text using the Navigation Pane

Using Find and Replace

Checking Spelling and Grammar

Using the Thesaurus

Using Smart Lookup

Inserting Symbols

Using Undo, Redo & Repeat

Chapter 3 - Formatting Text

Using Formatting Tools

Using the Font Dialog Box

Using Format Painter

Using Character Effects

Using Text Effects

Adding a Drop Cap

Inserting the Date and Time

Chapter 4 - Working with Paragraphs

Adding Borders to a Paragraph

Adding Shading to a Paragraph

Aligning Text

Adjusting Line Spacing

Adjusting Spacing between Paragraphs

Indenting Paragraphs

Setting Tabs with the Ruler

Changing Tab Position

Setting Tabs using the Tabs Dialog Box

Creating a Bulleted List

Creating a Numbered List

Creating a Hanging Indent

Chapter 5 - Working with Pages

Creating a Header and Footer

Modifying a Header and Footer

Setting Margins

Setting Page Orientation

Setting Paper Size

Inserting/Modifying Page Numbers

Inserting and Removing Page Breaks

Inserting a Watermark

Jumping to a Specific Page

Chapter 6 - Printing a Document

Previewing a Document

Setting Printer Options

Printing an Envelope

Printing Labels

Chapter 7 - Templates and Styles

Using Existing Templates

Creating a Template

Modifying a Template

Applying Quick Styles

Changing the Style Set

Creating a Style Set

Creating a New Style

Modifying a Style

Managing Styles

Chapter 8 - Columns and Tables

Creating Columns

Adding a Column Break

Modifying Column Layout

Creating a Table

Inserting Rows and Columns

Deleting Rows and Columns

Modifying Table Borders

Adjusting Column Width in a Table

Adjusting Row Height in a Table

Formatting a Table

Merging and Splitting Cells

Changing Text Orientation and Alignment

Totaling Rows and Columns

Converting Text to a Table

Sorting Data in a Table

Applying Cell Shading to a Table

Chapter 9 - Working with Graphics

Adding a Picture from a file

Inserting Online Images

Adding Shapes

Formatting Drawing Objects

Resizing and Moving Objects

Adjusting Graphics

Cropping Images

Applying Picture Styles to Images

Applying Image Effects

Using the Background Removal Tool

Inserting SmartArt

Inserting an Organization Chart

Modifying an Organization Chart

Taking a Screenshot

Chapter 10 - Using Mail Merge

Setting up a Merge Letter

Selecting Recipients from a Data Source

Writing Your Letter

Previewing your Letter

Completing the Merge

Creating a Recipient List

Merging Labels

Merging Envelopes

Chapter 11 - Working with Document Sections

Inserting a Section Break

Setting Section Margins and Page Orientation

Modifying Section Headers and Footers

Modifying Page Numbers in a Section Footer

Removing a Section Break

Chapter 12 - Workgroup Collaboration

Track Changes to a Document

Accept/Reject Changes to a Document

Compare and Merge Changes

Inserting Comments into a Document

Web Page Preview

Saving a Document as a Web Page

Inspecting Documents

Checking Document Compatibility

Checking Document Accessibility

Password Protecting a Document

To Encrypt a Word Document

Marking a Document as Final

Adding Alt Text to Objects

Chapter 13 - Working with Charts

Creating a Chart

Resizing a Chart

Changing the Layout and Style

Labeling Chart Elements

Formatting Chart Text

Formatting Chart Elements

Changing the Chart Type

Showing or Hiding Gridlines

Customizing Axes

Changing a Chart’s Source Data

Saving a Chart Template

Chapter 14 - Working with Longer Documents

Creating a Document Outline

Creating a Table of Contents

Using Bookmarks

Adding Footnotes and Endnotes

Adding Cross-References

Creating an Index

Creating Captions

Creating a Table of Figures

Creating and Using Quick Parts

Creating a Master Document

Inserting Subdocuments into a Master Document

Viewing Documents Side by Side

Using Reading Mode

Using the Navigation Pane

Chapter 15 - Working with Forms

Creating a Form

Resizing a Form

Adding a Text Field to a Form

Adding a Date Picker Field to a Form

Adding a Check Box to a Form

Adding a Drop-Down List to a Form

Adding Help to Form Fields

Protecting a Form

Using a Form Template

Chapter 16 - Working with Macros

Recording a Macro

Running a Macro

Editing a Macro

Saving a Document with Macros

Opening a Document with Macros

Adding a Macro to the Quick Access Toolbar

Chapter 17 - Using Drawing Tools

Creating Drawing Objects

Formatting Drawing Objects

Aligning Objects

Rotating Objects

Ordering Objects

Grouping Objects

Drawing Free-Form

Creating a Favorite Pen

Using the Eraser

Drawing Simple Math Equations

Generating Complex Equations

Introduction

As the author and founder of PCM Courseware, I am delighted to bring you the next in our Up To Speed series of guides:  Word 2016 - Up To Speed.  Since 2003, PCM Courseware has been publishing innovative Print-On-Demand electronic courseware for both the PC and the Macintosh and beginning with the Up to Speed series, we are now creating software guides for everyone, not just for software trainers.

My mission is to create guides to make learning technology concepts easy, no matter what kind of learner you are. The guides are simple to use yet comprehensive in their effectiveness. Many students find the step-by-step approach of our manuals to be a valuable self-study resource.

You do not need to read the book sequentially, although this can certainly be helpful if you are just starting out with Microsoft Word.  I’ve written the book from scratch, starting with basic Word topics and moving on to more advanced features of the application, designed to help you to become more productive more quickly. 

If you are looking to accomplish a specific task, be sure to take advantage of the handy Table of Contents.

So let’s get started with Word 2016 – Up to Speed.

Lesson 1 - Word Basics

Starting Word

Welcome to Microsoft Word 2016!  Microsoft Word is a powerful and user-friendly word-processing application that allows you to create a variety of professional text-based documents.  You can create everything from simple letters to a jazzy newsletters complete with columns, graphics and tables.  Microsoft Word contains many powerful tools to make word-processing more efficient, such as a built-in spell and grammar checker, the ability to autocorrect your document, and much more.  In this lesson, we’ll begin by launching the Word Application.

To start Microsoft Word, follow these steps:

1. If you are using Windows 8 or Windows 10, click the Word tile on the Start screen (if you don’t see a Word tile, type: Word until the application is highlighted).  If using Windows 10, tap the Windows key and type:  Word until Word 2016 displays.  Press Enter.

2. If using Windows 7 or before, click the Start button on the lower-left corner of your screen to display the Start menu, select All Programs > Microsoft Office > Microsoft Word 2016 from the Start Menu to launch the application (this may vary, depending on your installation).

3. Click Blank Document in the right pane.

The Word Environment

When you first open a blank document, you see a white document area along with the parts of the Microsoft Word screen as shown in the screen shot below.  If you have worked with prior versions of Word, you’ll immediately notice that the user interface has been completely redesigned. 

The toolbar system of older Word versions have been replaced by the Ribbon.  The Ribbon is designed to help you quickly find the commands you need in order to complete a task.  On the Ribbon, you’ll find Command Tabs that relate to the tasks you wish to accomplish.  The default Command Tabs in Word are:  File, Home, Insert, Design, Layout, References, Mailings, Review and View.

Different command icons, called Command Sets appear under each Command Tab.  The commands that appear depend on the Command Tab that is selected.  Each Command Set is grouped by its function.  For example, the Insert tab contains commands to add tables, charts, illustrations, links and text objects into your document.  Contextual Commands only appear when a specific object is selected.  This helps in keeping the screen uncluttered.

Under the File tab on the Ribbon is what Microsoft refers to as Backstage view.  This view allows for quick access to permissions, meta-data, and common document management tasks such as opening, closing, printing and saving files.  If you’ve worked at all with Windows 8, you may notice that Backstage view is similar to many screens in Window 8.

On the bottom of many of the Command Sets is a Dialog Launcher, which when clicked, launches a dialog box for that set of commands.

On the top-left corner of the screen above the Ribbon is the Quick Access Toolbar.  This toolbar contains by default the Save, Undo, Redo and Touch/Mouse commands.  In addition, clicking the drop-down arrow to the right allows you to customize the Quick Access Toolbar and to add other tools that you use regularly.  You can choose which tools to display on the Quick Access Toolbar from the list or select More Commands to add commands that are not in the list.

If you are using Word on a touch device such as a tablet or smartphone, the handy Touch display mode makes viewing your data much more pleasant.  Located on the Quick Access Toolbar, this view displays extra space between commands making it easier to select via touch.  To display your Word documents in Touch mode, click the Touch/Mouse mode icon on the Quick Access Toolbar and choose Touch from the menu (if the Touch/Mouse command isn’t visible, click the arrow on the Quick Access toolbar and choose Touch/Mouse mode from the menu).  To switch back to standard mode, click the Touch/Mouse mode icon again and choose Mouse from the menu.

You can also customize the display of the Ribbon by clicking the Ribbon Display Options button on the top right of your screen and choosing the desired option.  The Auto-hide Ribbon command completely hides the Ribbon from view.  However, when you move your mouse to the top of the screen, it will temporarily appear.  The Show Tabs command will only display the Ribbon tabs and not the commands.  Click on any of the tabs to temporarily display its commands.  The Show Tab and Commands setting shows the Ribbon in its full state, with both tabs and commands displayed.

We will be working in detail with the various Word tabs, commands and components in subsequent lessons.

Let’s take a look at the Word Screen in more detail:

Backstage View

Located under the File tab, Backstage View allows for quick access to file commands such as opening, closing, saving and printing files.

Command Sets

Command icons, grouped by category, under each command tab.

Dialog Launcher

Launches dialog boxes or task panes for a particular set of commands.

Document Window

The white area where you type and edit your documents.  The document window contains the text, tables, graphics, etc. that you enter into your document.

Horizontal Scroll Bar

Allows you to move horizontally in your document.  To navigate horizontally, click the scroll bar with your left mouse button and drag to the left or to the right until the desired portion of the document is in view.

Insertion Point

The small flashing vertical bar which designates the location where you can begin typing or editing text.  To change the insertion point, click with your left mouse button in the desired new location of your document.

Quick Access Toolbar

Contains frequently used commands.  You can customize it to include tools and commands that you frequently use.

Ribbon

Commands and tools organized into command sets.

Status Bar

Displays information about the active document.

Tabs

To access the various command sets and tools.

Title Bar

Displays the name of the application you are currently using and the name of the file (the Microsoft Word document) on which you are working.

Vertical Scroll Bar

Allows you to move vertically in your document.  To navigate vertically, click the scroll bar with your left mouse button and drag upwards or downwards until the desired portion of the document is in view.

View Buttons

Allows you to display documents in several different document views (Print Layout, Full Screen Reading, Web Layout, Outline and Draft).

Zoom Slider

Allows you to increase or decrease the magnification of your document.

Opening an Existing Document

In Word 2016, file management commands are located under the File tab on the Ribbon.  This view is referred to as Backstage View.  From Backstage View, you can perform many file commands such as opening, closing, saving and printing files.  To open an existing document, click the File tab and then click Open to display the Open dialog box.  From there, navigate to the folder that contains that Word document you wish to open.  If you’ve recently opened a document, it may be listed in the right pane under the Recent Documents area.  Click the name of the document in the Recent Documents list to quickly open it.

With Microsoft Office 2016, you can save, view and open files from your OneDrive account (formerly called SkyDrive).  In fact, when opening or saving a document, your OneDrive account is the first option on the list.  Saving your items in your OneDrive cloud account ensures that you can access them from multiple devices as well as from other computers. 

Because students in this class may have not have yet set up their own OneDrive account, we will be working only with files