12/18/15 Downers Grove Public Library Page 1 of 38

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1 Objectives... 3 Overview of Word 2016 User Interface... 3 Formatting Headers and Footers... 4 Using Quick Parts... 7 Adding a Table of Contents Accessing Styles Changing Styles Applying Headings Generating a Table of Contents Updating the Table of Contents Adding Sources and Citations Adding New Source Adding Citations from Existing Sources Creating a Bibliography Adding Text Boxes to Documents Preformatted Text Boxes Creating and Formatting Text Boxes Adding a Text Box into a Shape Resources Finding Expressions Fonts Downloading and Installing Fonts Graphics Free Photos Free Clip Art Changing Paper Orientation from Portrait to Landscape Creating a Mail Merge /18/15 Downers Grove Public Library Page 1 of 38

2 This page is intentionally blank. Page 2 of 38 12/18/2015

3 By the end of class, you will know how to: Format different headers and footers Create a table of contents using styles Format a bibliography Adding text boxes to documents Generate documents using the Mailings tab Quick Access Toolbar Tell Me... Dialog Launcher Ruler Title Bar Status Bar Word Screen Elements Purpose Quick Access Toolbar Tell me... Dialog Launcher Scroll Bars Customize to view frequently-used tools. Interactive help A small box that appears in a group. Users click the box to open dialog boxes that provide options. Click the arrows or on the bar to view the entire document. 12/18/2015 Page 3 of 38

4 Word Screen Elements Status Bar Title Bar Purpose Relays the location of the flashing cursor (insertion point) in the document. Displays the name of an Open document Dialog Launcher 1. Click the Layout tab. 2. From the Page Set Up group, click the Dialog Launcher 3. A pop-up screen appears, click the Layout tab. 4. Click in the boxes next to Different odd and even and Different first page until checkmarks appear. 5. Click Page 4 of 38 12/18/2015

5 6. Click the Insert tab on the Ribbon. 7. Click either Header or Footer from the Headers & Footers group. 8. Click Edit Header. 9. See how Header & Footer Tools are displayed at the top of the screen. Notice that the rest of the document is grayed out. We will leave the first page blank. Scroll down to Even Page Header. 12/18/2015 Page 5 of 38

6 10. Click in the area above Even Page Header to see a flashing cursor. 11. Type your even-page header. 12. Click in the area under Even Page Footer to see a flashing cursor. 13. Click the Header & Footer Group/Page Number. 14. Scroll down the screen at the right to select the page number format. 15. Click the tab symbol until it looks like which is the symbol for right align tab. 16. Press the tab key on the keyboard. 17. Type today s date. 18. Click in the area above Odd Page Header to see a flashing cursor. 19. Type your odd-page header. 20. Click in the area under Odd Page Footer to see a flashing cursor. 21. Type today s date. 22. Click the tab symbol until it looks like which is the symbol for right align tab. 23. Press the tab key on the keyboard. 24. Click the Header & Footer Group/Page Number. 25. Scroll down the screen at the right to select the page number format. 26. After you ve formatted the headers and footers, click the red X above Close Headers and Footers. Page 6 of 38 12/18/2015

7 Note: Sometimes it s easier to add headers and footers after you ve typed at least three pages of your document. You can save some time and multiple keystrokes using Quick Parts which can be found under Header & Footer Tools and also under the Insert tab, Text group. 1. Click the Insert tab. 2. Click Header or Footer from the Header & Footer group. 3. Click Edit Header or Edit Footer from the drop-down menu. 12/18/2015 Page 7 of 38

8 4. Click 5. Click Field from the drop-down menu. 5. Click Page from the list of fields on the left. Page 8 of 38 12/18/2015

9 6. Hit the space bar type the word "of. 7. Click 8. Click Field from the drop-down menu. 9. Click NumPages from the field list on the left side of the screen. 10. Click 12/18/2015 Page 9 of 38

10 Your document will now have the Page Number and Number of Pages. If you add or delete pages your document will automatically be updated since you added a field to your document. When creating a document, headings are important. Not only do they break up and add interest to the copy, but you can use headings to generate a table of contents. Styles Click to see available styles Page 10 of 38 12/18/2015

11 To change styles, click the Page Layout tab, Themes group. Themes are fonts and colors that are designed to complement each other. Themes are available in Excel, PowerPoint, Publisher and Word. Here s how it works: one member of a team is working on a marketing plan using Word, and another member of the team is working on a budget using Excel. To make the plan and the budget look consistent and cohesive, apply the same theme to both documents. 12/18/2015 Page 11 of 38

12 1. Highlight the text that you wish to format. 2. Click a style, for example Heading Repeat steps 1 and 2 to add additional headings. To repeat a format, you can also use the Format Painter Click the format you wish to repeat. Click the Format Painter from the Home tab, Clipboard group. Highlight the text that you wish to reformat. Notice that the format repeats. You can do this with graphics, too. Page 12 of 38 12/18/2015

13 1. Position the flashing cursor where you d like to insert a table of contents. 2. From the Reference tab, Table of Contents group, click 3. Click the preferred formatting of your Table of Contents, for example, Automatic Table 1. 12/18/2015 Page 13 of 38

14 1. Click the table of contents. 2. Click Update Table. 3. If you ve added additional headings to the document, click in the circle next to Update entire table. 4. Click Page 14 of 38 12/18/2015

15 1. Click the References tab from the Fluid User Interface aka the Ribbon. 2. From the Citations & Bibliography group, click the down arrow next to Style: APA. 3. Click a style, for example, APA. 1. From the Citations & Bibliography group, click Manager Sources. 12/18/2015 Page 15 of 38

16 Copies the selected record into the Current List. Deletes the selected record. Opens the Edit Source screen. Opens the Create Source screen. Note: Sources used in other documents appear in the Master List. To add to the Current List, click the record and click 2. Click Click to see other formats Format Tips 3. Enter the information into the fields Note: To see all available fields, click in the box next to Show All Biography Fields until a checkmark appears. 4. Click Page 16 of 38 12/18/2015

17 1. Position the flashing cursor where you want the citation inserted. 2. Click 3. From the drop-down menu, click the correct citation, for example, Wright, Jennifer, et. al. 12/18/2015 Page 17 of 38

18 1. Click 2. From the drop-down menu, click either Bibliography or Works Cited. Page 18 of 38 12/18/2015

19 Text boxes float above the document and can be moved. 1. Click the Insert tab 2. Click Text Box from the Text group 3. Click a quote format from the drop-down screen 4. If you don t like where the text box appears, position your cursor until it looks like a four-headed arrow, hold down the LEFT mouse button and drag the text box to the correct position. 12/18/2015 Page 19 of 38

20 5. The text is highlighted type your message or quote. Page 20 of 38 12/18/2015

21 1. Click Draw Text Box. 2. The cursor will look like a cross. Position it where you want to insert the text box. Hold down the LEFT mouse button and drag. 3. Remember the text box floats above the paper, so you may have to move text or the text box. 4. Drawing Tools appears on the Ribbon. 5. Click Shape Fill. 6. Click No Fill from the drop-down menu. Selecting No Fill makes the text box transparent. 12/18/2015 Page 21 of 38

22 7. The text box will float and have no border. If you want your text box to have a border, select a color instead of No Outline. You can also change the weight, i.e., the size of the border. Page 22 of 38 12/18/2015

23 1. Click the Insert tab, Illustrations group. 2. Click a shape from the drop-down menu. 12/18/2015 Page 23 of 38

24 3. Move the cursor down to the document. It will look like a +. Hold down the LEFT mouse button and drag. 4. Drawing Tools appears. You can change the look for the shape. You can also rotate the shape. 5. Type what you wish to appear in the text box. About.com: Special Day Quotations BeingLive.com: Empowering Quotes Quotes.aspx Empowered Quotes Funny Little Sayings Greeting Card Messages The Phrase Finder: Christmas Card Sayings Office 2007 contains fonts. To get more fonts you may have to buy them or download them free from these sites: 1001 Free Fonts California Fonts dafont.com Font Squirrel Page 24 of 38 12/18/2015

25 1. Visit a free font site like 1001 Free Fonts. 2. Scroll down the page until you see a font that you d like to save. 3. Click 12/18/2015 Page 25 of 38

26 4. Click from the bottom left of the screen. It depends what browser software you are using. Firefox downloads appear on the top right. 5. Click Open from the pop-up screen. Page 26 of 38 12/18/2015

27 6. Click 7. Click 12/18/2015 Page 27 of 38

28 8. Double click on the file you wish to add to your fonts. 9. Click Page 28 of 38 12/18/2015

29 FreeDigitalPhotos.net Photos8 Stock.xchng Stockvault.net AAAClipArt.com Christmas Graphics Plus Christmas Gifts.com: Christmas Clip Art The Graphics Fairy Microsoft.com CM aspx A great place to get copyright-free clip art is Dover Publications You will have to pay for the clip art; however, it s high-quality and, in most cases, unique. 12/18/2015 Page 29 of 38

30 Dialog Launcher 1. Click the Page Layout tab. 2. Click the dialog launcher from the Page Setup group. 3. From the Margins tab, select Landscape under Orientation. 4. Click the down arrow next to Apply to. 5. Click This point forward. Repeat steps 1 through 5 to return the orientation to landscape. Page 30 of 38 12/18/2015

31 1. Click the Mailings tab. 2. Click Start Mail Merge. 3. Click Step by Step Mail Merge Wizard from the drop-down screen. Mail Merge Wizard 4. Click in the circle next to Letters. 5. Click Next: Starting document. 12/18/2015 Page 31 of 38

32 6. Click in the circle next to Use the current document. 7. Click Next: Select recipients. Page 32 of 38 12/18/2015

33 8. Click in the circle next to Type a new list. 9. Click Note: You can also use an existing list from Word or Excel. 12/18/2015 Page 33 of 38

34 10. Tab across to add names and addresses to your list. You can also customize the data fields by clicking 11. Click when you ve finished adding your name. You can always add more at a later time. 12. Give your contact list a name. Page 34 of 38 12/18/2015

35 13. Click 14. Click from the bottom of the Mail Merge task pane. 15. Write your letter. 16. Position the cursor where you want to put your address block 17. Click 12/18/2015 Page 35 of 38

36 18. If the address looks okay in the preview screen, click 19. Repeat steps 14 and 16 with other fields, for example, Greeting Line. 20. Click Page 36 of 38 12/18/2015

37 21. This is where you tweak your letters. Notice the spacing for the address line is too wide. Highlight the lines and click Home tab/paragraph group. 22. Preview the letters by clicking the back and forward arrows 23. Click 12/18/2015 Page 37 of 38

38 24. Click or Page 38 of 38 12/18/2015