Quick Start Guide - Contents. Opening Word Locating Big Lottery Fund Templates The Word 2013 Screen... 3

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1 Quick Start Guide - Contents Opening Word... 1 Locating Big Lottery Fund Templates... 2 The Word 2013 Screen... 3 Things You Might Be Looking For... 4 What s New On The Ribbon... 5 The Quick Access Toolbar... 5 Backstage View... 6 How do I Open my files?... 7 How do I Save my files?... 8 Exporting a File... 8 Sending Files... 9 Where Has Print Preview Gone To? How to I set Word Options? Views Navigation Pane Tables Screenshots Inserting ClipArt Inserting Videos Document Formatting Page Layout Tab Comments Tracking How To Work With People Who Don t Yet Have Word

2 OPENING WORD Upon opening Word you will be presented with the following window where you can choose from creating a blank document, using a template or open an existing document: Search for online templates Type keywords into the search box to find templates online at Office.com. Suggested searches Click on the words below the search box to find some of the most popular templates. Open recent files The Recent list provides easy access to your most recently used documents Open other files Click here to open an existing document Template Preview Scroll down to see thumbnail previews of templates. Click an image to see a larger preview. Create a new document To start with an empty page, click Blank Document Tip To skip this screen and go straight to a blank document, hit Enter or press Esc. Page 1

3 LOCATING BIG LOTTERY FUND TEMPLATES Click File New Shared: Click the template that you wish to use: Click the Folder that contains the templates: Page 2

4 THE WORD 2013 SCREEN Quick Access Toolbar Commands here are always visible. Right-click a command to add it here. Ribbon tabs In Word 2013, we are introduced to a new Design Tab which makes it easier to use themes, styles and other formatting features. Need help? Click here or press F1 for help Show / Hide Ribbon Click here to show the Ribbon Display Options Manage your files Click File to open, save, print and manage your Word files Minimize the ribbon Click here to close the ribbon and show only the tab names. Switch views Word count Switch to Read views, Print view or Web view Look here to see the Word count. Select some text to see the word count in the selection. Zoom in or out Move the slider to adjust the view magnification Page 3

5 THINGS YOU MIGHT BE LOOKING FOR Use the list below to find some of the more common tools and commands in Word To Click And then look in the. Open, save, print, preview, protect, send, convert files or connect to locations to save your documents to the cloud File Backstage view (click the links on the left side in this view). Change line spacing, apply formatting and styles to text Home Font, Paragraph, and Styles groups. Insert blank pages, tables, pictures, hyperlinks, headers and footers, or page numbers Quickly change the look of your document, change the page background colour, add a border to the page, or add a watermark Set margins, add page breaks, create newsletter-style columns, change spacing between paragraphs, or rotate a page to landscape Insert Design Page Layout Pages, Tables, Illustrations, Links, and Header & Footer groups. Document Formatting and Page Background groups. Page Setup group. Create a table of contents, or insert footnotes and endnotes References Table of Contents and Footnotes groups. Create envelopes or labels, or do a mail merge Mailings Create and Start Mail Merge groups. Check spelling and grammar, get a word count, or track changes Switch between document views, open the Navigation pane, or show the rulers Review View Proofing and Tracking groups. Views, Show, and Window groups. Page 4

6 WHAT S NEW ON THE RIBBON The new Design tab in Word 2013 makes it easier to use themes, styles, and other formatting features and to understand how they relate to one another: THE QUICK ACCESS TOOLBAR This little toolbar sits on the Title Bar and comes with a few standard icons Save, Undo and Repeat. This is where you can add any favourite or frequently used icons so that they are always available. ADD ICONS TO THE QUICK ACCESS TOOLBAR Do one of the following to add icons to the Quick Access Toolbar: You can easily customise the ribbon to suit your needs by creating new tabs and filling them with the commands you use the most. To begin customizing ribbon commands, click File > Options > Customize Ribbon. 1. Click the arrow at the end of the toolbar and either choose one of the presented commands i.e Open or select More Commands to browse all available commands that could be added to the toolbar. 2. Right-click a command on the Ribbon and select Add to Quick Access Toolbar REMOVE ICONS FROM THE QUICK ACCESS TOOLBAR Right-click on the icon and select Remove from Quick Access Toolbar. REPOSITION THE QUICK ACCESS TOOLBAR To reposition the Quick Access Toolbar, click the arrow at the end and select Show Below/Above the Ribbon. Page 5

7 BACKSTAGE VIEW The File tab on the Ribbon is not a normal tab as you can tell by the fact that it is coloured. Clicking on the File tab launches a miniprogram within Microsoft Word known as Backstage View. The whole underlying purpose of the Backstage View is to allow you to protect your data, share it with others, and to provide you with valuable information both about your data and the application you are working in. Click here to get back to your document At the left of the Backstage View is a menu which, when clicked, will display more options and information to the right of the screen. Info New Open Save Save As Print Share Export Close Account Options Provides Status information about the current file and allows you to manage permissions Allows you to create a new file and provides access to a huge gallery of templates Opens a previously saved file Saves the Current File Allows you to save the current file under a different name or location Allows you to print the current file and also preview it Allows you to share your file with other people Allows you to create a PDF/XPS Document and/or change the file type Closes the current file Allows the user to log in using their Microsoft Account so that incoming s etc. are displayed in the top right corner of the screen whilst working Provides access to options that allow you to control how the application looks and works Page 6

8 HOW DO I OPEN MY FILES? Click the File Tab select Open or Press Ctrl O on the keyboard. Locate and select the required location choose Browse if the location is not displayed within Recent Folders OPEN A RECENTLY CLOSED FILE 1. Click the File Tab and select Open, and then select Recent Documents. Names of the recently opened files are displayed on the right of the presented menu: Locate and select the required file name. Click Open: 2. Click the required filename to open. Note: to permanently add the document to the recent documents list, click the pushpin next to the file name: Page 7

9 HOW DO I SAVE MY FILES? Click on the File Tab and select Save As. Select the location of the file from the Save As list or, if it is not displayed, click Browse: EXPORTING A FILE Exporting a file will allow you to save the file as a PDF. 1. Click File Tab and then selecting Export: Navigate to the drive/folder where you wish to save the document: 2. This will bring up the dialogue box for publishing the document at a PDF. 3. Type a filename in the File name: box - click Publish Type a name for the file and click Save. Page 8

10 SENDING FILES You can send a file you have been working on via directly from the application you are using. The two most common forms of this are as an Attachment and as a PDF SENDING A FILE AS AN ATTACHMENT If you want to send a file you have been working on as an Attachment you can do this by clicking on the File Tab and then selecting Share. This will bring up a number of further options, ensure you select if you aren t already on this. Clicking on Send as Attachment will generate a new in Outlook with the file attached in its current format i.e. Word Document or Excel File and the Subject will be the name of the document. SENDING A FILE AS A PDF Sending a file as a PDF works the same way as sending a file as an attachment, the only difference is that the file attached to the will be in a PDF format rather than the format you were editing it in i.e. Word Document or Excel File. Page 9

11 WHERE HAS PRINT PREVIEW GONE TO? Click File > Print to see a print preview of the current document to the right of other useful print-related settings. HOW DO I SET WORD OPTIONS? Click File > Options to open the Word Options dialog box. This is where you can customise Word settings and preferences. The right side of the window previews how the document will look when printed. Use the left side of the window to choose a printer or fine-tune settings for example, to change from Portrait to Landscape, to change the paper size, or to print only the current page. To set more print options, click the Page Setup link at the bottom of the left side of the window, below Settings. Some setting in the Word Options dialog box apply only to Word. But some preferences (for example, choosing Light Grey or Dark Grey for your Office Theme) will apply to all of your installed Office programs. Page 10

12 VIEWS The Status bar displays information while you are working on a document. For example, the page numbers, CAPS and NUM show whether Caps Lock and Num Lock respectively are on. You can also switch how you view your document, and the three main views are available here: NAVIGATION PANE Within the Show group on the View tab there is an option to display the new Navigation Pane. This enables you to search for words, headings and pages within a file. Print View Web Layout View Zoom Headings - This will list any headings that have been added within the Read Mode document. Clicking an entry will move the document to its location. READ MODE Pages - This will display thumbnails of all the pages within a document. In Word 2007 this option was called Full Screen Reading. Read Mode removes utilities such as the toolbar, the ribbon and the scrollbar from view so you can focus on reading the document. The screen fills with text horizontally and the margins are widened to make it easier to read. Once you want to go back to editing the document, click View and Edit Document to exit the Read Mode. Clicking an entry will move the document to its location. Results - This allows you to search the document for specific words or objects within the document. Any that are found will be listed within the Navigation Page and highlighted in yellow. Clicking an entry will move the document to its location. Page 11

13 TABLES INSERTING COLUMNS / ROWS TO YOUR TABLE Inserting columns and rows into your tables with Word 2013 just got easier. Now all you need to do is hover your mouse next to where you want to add a column / row and a + will appear. Click on this and a column / row will be added: TABLE TOOLS After inserting a table into your Word document, you will then have additional tabs on your ribbon to do with your table. Within the Design tab you will have a section to do with Borders for your table; this is where you can change the appearance of your table. Click the new Border Painter and then select your pen colour. Click the parts of the table you wish to change the colour of and then click Border Painter again when you are done. This replaces the Draw Table icon in Word You can also insert multiple columns / rows at the same time. Highlight the number to columns / rows you want to add and then hover over where you would like to add them so the + appears and click. The additional number of columns / rows will then be added. Page 12

14 SCREENSHOTS You can add a snapshot of any window that is currently open on your desktop to your document in just a couple of clicks. Under the Insert tab and within the Illustrations group you will find the new Screenshot icon: INSERTING CLIPART While ClipArt is available in Word 2013 there isn t a specific icon for this. In order to insert ClipArt you will need to click on the Online Pictures button under the Insert tab: Clicking on this will bring up all of the windows that are currently open on your desktop that you can choose from. Clicking on any one of these will paste a screenshot of that window into your document. Alternatively, click Screen Clipping to take a snap shot of any part of your screen and quickly insert it into your document. A window will then appear where you can search for the images you are looking for: Page 13

15 INSERTING VIDEOS You can also insert videos via the Internet into your document. To do this click the Online Video button within the Insert Tab, which is under the Media group. This will bring up a window where you can search for videos that you need for your document: PAGE LAYOUT TAB Previously there were 5 groups under this tab within Word 2007, now there are 3 as some of the icon groups were moved into the Design tab in Word The Selection Pane is a new feature for Word 2013 which can be found under the Arrange group: This allows you to easily select objects that have been inserted into your document. DOCUMENT FORMATTING Within Word 2013 there is a new tab called Design. This replaces some icons that were formally found on the Word 2007 Page Layout ribbon such as adding a border around the page or a watermark, or changing the page colour completely. Note: This only displays objects on the current page. It does not show all objects within the document. From here you can select the objects and format them accordingly. These options are found under the Page Background group. Page 14

16 COMMENTS If you want to add notes to a document without affecting the content then you can add Comments to the document. These will be displayed as a small icon to the right of the file. TRACKING By clicking the Track Changes icon within the Tracking group on the Review tab, you can keep track of any changes that you make to the document you are working on. 1. Highlight the text you want to make a comment about 2. On the Review tab click New Comment: Any changes that are made will then be highlighted with a red line to the left of the text. If you are happy with these changes, you can then click Accept to keep the changes, or if you are not happy with the changes you can Reject them. Use the Show Comments icon on the Review tab to toggle how the Comments are displayed to the right of your document. Page 15

17 HOW TO WORK WITH PEOPLE WHO DON T YET HAVE WORD 2013 Here are some of the things to keep in mind when sharing or exchanging files with people who are using an older version of Word. In Word 2013 What happens? What should I do? You open a document that was created in an earlier version of Word. You save your document as a Word 2013 file. In Word 2013, you ll see the words [Compatibility Mode] next to the file name on the title bar. Compatibility Mode makes sure that no new features in Word 2013 are available in the document, so that people using earlier versions of Word can work with it. If someone opens the document in an earlier version of Word, they may not be able to change some items that were created using Word 2013 features. Word 2003 users will need the free Compatibility Pack. A prompt to download the pack appears when Word 2003 user opens the document. You can work in Compatibility Mode or you can convert your document to the new format. To convert the document, click File > Info > Convert. Converting your document lets you use the new features, but people using earlier versions of Word might have difficulty editing certain parts of the document. If you need to share a Word 2013 document with someone using an earlier version of Word, run the Compatibility Checker tool to make sure the file will work for them. Click File > Info > Check for Issues > Check Compatibility. This tool tells you which new features in Word 2013 won t work in older versions. You save your document as a Word 2003 file. If you ve used new Word features or formatting in your document, Word 2003 users may see warnings about unsupported features, or the formatting or feature may not appear in the file. You don t have to do anything, necessarily. When you save your file in the older Word 2003 file format, the Compatibility Checker will run automatically and warn you about any unsupported features. Then you can choose to make any changes to your document. Page 16

18 SAVING A FILE FOR OLDER VERSIONS OF OFFICE If you know that a file you are creating will be used by someone who is using an older version of Office (pre-2007), then it would be best for the file to be saved in the older format. To save a file in an older format: 1. Click the File Tab and select Save As The Save As dialog box will be displayed 2. Select the location of the file from the save as list or, if it is not displayed, click Browse. CONVERTING AN OLDER VERSION TO BE COMPATIBLE WITH OFFICE 2013 If you have a file that has been saved for an older version of Office, but you find that you need to convert it to be compatible with Office 2013 then this can easily be done using your application. 1. Open the file you need to convert 2. Click the File Tab 3. Select Info if you aren t already on it 4. Click on Convert under Compatibility Mode: 3. Type a filename in the File name: box. 4. Click the drop down box in the Save as type box and select Word Document: 5. A pop-up will appear advising you that your document will be upgraded. If you want to proceed click OK 5. Click Save. Note: If you are saving an existing file as an older version, then once this has been done you will have 2 versions of the document - one as a.doc (older version) and the other as a.docx. 6. Your file will now have access to the latest features of Word. Page 17