Teach Yourself VISUALLY™ Word 2016
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Copyright © 2016 by John Wiley & Sons, Inc., Indianapolis, Indiana
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The Library of Congress Control Number: 2015952812
ISBN: 978-1-119-07466-3 (pbk); ISBN: 978-1-119-07458-8 (ebk); ISBN: 978-1-119-07499-1 (ebk)
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Media Credits
Border Collie image: Photo by Paul Englefield/CC-BY-SA. Page 245.
Boxer image: Photo by Donn Dobkin, Just a Moment Photography, from M. Book/CC-BY-SA. Pages 245, 256-257.
Eagle image: www.public-domain-image.com/free_images/fauna-animals/birds/eagle-birds-images/bald-eagle-pictures. Pages 78-80, 84, 86-89, 261, 266, 269-271.
National Archives video: www.archives.gov/press/press-releases/2012/nr12-67.html. Page 249.
Credits
Acquisitions Editor
Aaron Black
Project Editor
Sarah Hellert
Technical Editor
Donna L. Baker
Copy Editor
Scott Tullis
Production Editor
Joel Jones
Manager, Content Development & Assembly
Mary Beth Wakefield
Vice President, Professional Technology Strategy
Barry Pruett
About the Author
Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C., and train more than 600 employees to use these systems. This experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system.
Elaine spends most of her time writing; she has authored and co-authored more than 90 books about Microsoft Excel, Microsoft Word, Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Word for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Inside Peachtree and Inside QuickBooks.
Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., and Tampa, FL), where she basks in the sun with her PC, her cross-stitch projects, and her dog Jack.
Author’s Acknowledgments
Because a book is not just the work of the author, I’d like to acknowledge and thank all the folks who made this book possible. Thanks to Aaron Black for the opportunity to write this book. Thank you, Donna Baker, for doing a great job to make sure that I “told no lies.” Thank you, Scott Tullis, for making sure I was understandable and grammatically correct — it’s always a pleasure to work with you. And, thank you, Sarah Hellert, for managing all the players and manuscript elements involved in this book; that’s a big job, and you’re up to the task.
How to Use This Book
Who This Book Is For
This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.
The Conventions in This Book
Steps
This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.
Notes
Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.
Icons and Buttons
Icons and buttons show you exactly what you need to click to perform a step.
Tips
Tips offer additional information, including warnings and shortcuts.
Bold
Bold type shows command names, options, and text or numbers you must type.
Italics
Italic type introduces and defines a new term.
CHAPTER 1
Getting Familiar with Word
Are you ready to get started in Word? In this chapter, you become familiar with the Word working environment, including the Word Start screen and Backstage view, and you learn basic ways to navigate and to enter text using both the keyboard and the mouse. You also learn some basics for using Word on a tablet PC.
Open Word
Explore the Word Window
Work with Backstage View
Change the Color Scheme
Find a Ribbon Command
Select Commands
Using Word on a Tablet PC
Work with the Mini Toolbar and Context Menus
Enter Text
Move Around in a Document
Open Word
Office 2016 runs on a 1 gigahertz (GHz) or faster x86- or x64-bit processor with 1 or 2 gigabytes (GB) of RAM, based on your processor speed, and your system must be running Windows 7, Windows 8, Windows 10, Windows Server 2008 R2, or Windows Server 2012.
This section demonstrates how to open Word from Windows 10. After Word opens, the Word Start screen appears, helping you to find a document on which you recently worked or starting a new document. For other ways to open or start a new document, see Chapter 2.
Open Word
Click in the search box.
The Search menu appears.
Note: The Search menu displays popular news items from Bing, Microsoft’s search engine. You can use the buttons on the left side of the Search menu to, for example, establish search settings for Cortana, the Windows Search assistant.
Start typing the name of the program; for this example, type word.
A list of choices appears that match the letters you typed.
Click the choice matching the program you want to open.
The program opens and displays its Start screen, which helps you open new or existing documents; see Chapter 2 for other ways to open documents.
You can use this panel to open an existing document.
You can click a thumbnail in this area to start a new document.
This area indicates whether you have signed in to your Office 365 subscription, which enables you to work on your documents from anywhere.
Note: See Chapter 13 for details about signing in to Office 365.
To exit from the program, you can click the Close button ().
Explore the Word Window
All Office programs share a common appearance and many features, and Word is no different. These features include a Ribbon and a Quick Access Toolbar (QAT). The Ribbon contains most commands available in Word, and the QAT contains frequently used commands.
Quick Access Toolbar (QAT)
Contains buttons that perform common actions. To customize the QAT, see Chapter 11.
Ribbon
Contains buttons organized in tabs, groups, and commands.
Dialog Box Launcher
Appears in the lower right corner of many groups on the Ribbon. Clicking this button () opens a dialog box or task pane that provides more options.
Document Area
The area where you type. The flashing vertical bar, called the insertion point, represents the location where text will appear when you type.
Status Bar
Displays document information and the location of the insertion point. From left to right, this bar contains the number of the page on which the insertion point currently appears, the total number of pages and words in the document, and the Proofing Errors button ().
View Shortcuts
Contains buttons to switch to a different view of your document.
Zoom Controls
Changes the magnification of a document.
Office 365 Indicator
If your name appears, you are signed in to your Office 365 subscription. You can click to display a menu that enables you to manage your Microsoft account settings. If you are not signed in, this area shows a Sign In link. See Chapter 13 for details about signing in to Office 365.
Program Window Controls
These buttons enable you to control the appearance of the program window. You can minimize the Ribbon, and you can minimize, maximize, restore, or close the program window.
Title Bar
Shows the document and program titles.
Work with Backstage View
You can click the File tab to display Backstage view. Backstage is the place to go when you need to manage documents or change program behavior. In Backstage view, you find a list of actions that you can use to open, save, print, remove sensitive information, and distribute documents as well as set Word program behavior options. You can also use Backstage to manage the places on your computer hard drive, in your network, or in your OneDrive space that you use to store documents.
Work with Backstage View
Click the File tab to display Backstage view.
Commonly used file and program management commands appear here.
Buttons representing places you commonly use to open documents appear here.
Information related to the button you click appears here. Each time you click a button in the Open column, the information shown to the right changes.
Note: The New, Close, and Options commands behave differently; when you click any of them, Word takes the action you chose. For example, clicking Close closes the current document.
Click the Back button () to redisplay the open document.
Change the Color Scheme
You can use Office themes and background patterns to change the appearance of the program screen. Themes control the color scheme the program uses, and background patterns can add interest to the screen while you work. Color schemes can improve your ability to clearly see the screen, but be aware that background patterns might be distracting.
Office themes are available even if you are not signed in to Office 365, but to use background patterns, you must sign in to Office 365. For details on how to sign in and out of Office 365, see Chapter 13.
Change the Color Scheme
Note: Make sure you are signed in to Office 365. See Chapter 13 for details.
Click File to open Backstage view.
Click Account.
Click the Office Theme .
Click an Office theme.
The colors of your program change.
Note: Some theme changes are more subtle than others.
Click the Office Background .
Point the mouse () at a choice in the menu to highlight that choice.
A background pattern appears at the top of the window. The pattern remains as you work on documents.
Click the pattern you want to use or click No Background.
Click the Back button () to return to your document.
The Office theme and background you selected appear.
The background appears in the title bar and the tabs of the Ribbon.
Find a Ribbon Command
When you need to take an action that you do not take on a regular basis, you can use Word 2016’s new feature, the Tell Me What You Want To Do feature. The Tell Me What You Want To Do search feature helps you find commands on the Ribbon.
You can still use the Ribbon directly, as described in the next section, “Select Commands.” The Tell Me What You Want To Do search feature is most useful when you are not sure where on the Ribbon to find the command you need.
Find a Ribbon Command
Open a document.
Note: See Chapter 2 for details on opening documents.
Click here.
A list of commonly requested actions appears.
Type a brief description of the action you want to take.
The program lists possible commands you can use to complete your task.
Click a command to use it.
If you click a command that displays this arrow (), additional options appear.
The program performs the action you selected; in this example, Word places a border around the first paragraph of the document.
Select Commands
You can keep your hands on your keyboard and select commands from the Ribbon or the Quick Access Toolbar (QAT), or you can use the mouse.
The Ribbon contains buttons organized in tabs, groups, and commands. Tabs appear across the top of the Ribbon and contain groups of related commands. Groups organize related commands; the group name appears below the group. Commands appear within each group. The QAT appears above the Ribbon and by default contains the Save, Undo, and Redo commands. To customize the Ribbon or the QAT, see Chapter 11.
Select Commands
Select Commands with the Keyboard
If appropriate for the command you intend to use, place the insertion point in the proper word or paragraph.
Press on the keyboard.
Shortcut letters and numbers appear on the Ribbon.
Note: The numbers control commands on the Quick Access Toolbar.
Press a letter to select a tab on the Ribbon.
This example uses .
Word displays the appropriate tab and letters for each command on that tab.
Press a letter or letters to select a command.
If appropriate, Word displays options for the command you selected. Press a letter or use the arrow keys on the keyboard to select an option.
Word performs the command you selected, applying the option you chose.
Select Commands with the Mouse
Click in the text or paragraph you want to modify.
Note: If appropriate, select the text; see Chapter 3 for details.
Click the tab containing the command you want to use.
Point to the command you want to use.
Word displays a ScreenTip describing the function of the button at which the mouse () points.
Click the command.
Word performs the command you selected.
Note: If you selected text, click anywhere outside the text to continue working.