6Reviewing, Viewing & 2Word Basics. 3More Word Basics. 5Reference Tools & 4Graphics, Tables & Word 2016 T ABLE O F C ONTENTS

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1 The Original Quick Reference Guides Microsoft Word 2016 Microsoft Word helps you create robust text documents with the inclusion of tables, graphics, headers and borders, reference and navigation sections, and much more. Collapsible Document Headings let you manage large documents, a Research Panel provides word definitions, synonyms, and translations, Quick Access Toolbar and Read Mode offers a clean reading layout with clickable images and other graphics. Word 2016 s real-time co-authoring feature lets you see your colleague s changes as they are typed into your document, so your team can literally stay on the same page! The Tell me... intelligent search field (see below). Remove Background tool. See Working with Graphics, page 4. The Share button.see Sharing, below. Click to show tracked changes. See Tracking Document Changes, page 6. The Navigation Pane. See Working with the Navigation Pane, page 3 Page header. See Creating Headers & Footers, page 3. Spelling mistake or unknown word. See Spelling & Grammar, page 6. Section header. See Using Styles, page 3. The Status Bar (right-click for options). Browsing and Sharing Files Made Easier Word 2016 organizes your files in more detail, and allows you to share your cloud-based files while setting access permissions for your colleagues. Click File Open to see a history of your opened files. Word 2016 now timestamps your files with the last time they were opened and organizes your local files in a convenient Windows-style directory structure. To share your document: click. In the Share panel, enter addresses or click to browse your Outlook Address Book. Set viewing or editing privileges, add a message as necessary, and click Share. Alternatively, to produce a link to send to anyone, click Get a sharing link and follow the prompts. T ABLE O F C ONTENTS Document info at a glance. Click on a section for more details. Selected image. See Working with Graphics, page 4. The Document View area: Read Mode, Print Layout, Web Layout. Note: To share your document with permissions, it must be saved to the cloud (e.g., OneDrive). To access program preferences: click File Options. Tell me... and Smart Lookup Click the Tell Me... field and type a keyword or natural-language question (e.g., How do I make a header? ). As you type, relevant options will populate a drop-down menu. Select one to access the associated Office 2016 Help topic, or click Smart Lookup to bring up the Insights panel with a listing of related web-based answers or information (powered by Microsoft Bing). Click Define for helpful definitions of terms or concepts. Tip: Select a word, phrase, or chart content in a document, right-click, and select Smart Lookup to research individual elements in your work. 2Word Basics Setting Up Documents Page & Section Breaks Collapsible Document Headings Tabs Selecting, Copying & Pasting Formatting Text & Paragraphs 3More Word Basics Using Styles The Navigation Pane Find & Replace Headers & Footers Page Numbers Bookmarks & Hyperlinks 4Graphics, Tables & Quick Parts Inserting & Formatting Images Text Wrap SmartArt Tables Quick Parts 5Reference Tools & Mail Merge Table of Contents Footnotes & Endnotes Citations Bibliography Setting Up a Mail Merge 6Reviewing, Viewing & Protecting Documents Spelling & Grammar The Research Panel Tracking Changes Protecting Documents Saving in Other File Formats Info Flap: Printing, Collaboration, and Shortcuts!

2 Word 2016 Basics 2 Setting Up Documents Click the Page Layout tab to view page setup options. To set margins: click Margins in the Page Setup group. Choose a margins setup from the menu, or click Custom Margins to open the Page Setup dialog box. Enter your custom margin values and click OK. To set columns: click Columns in the Page Setup group. Choose a column layout from the menu, or click More Columns. Set column options (e.g., Number of columns, Width, Spacing) and click OK. Tip: Click the icon in the lower-right corner of any Ribbon group to open a dialog box with more options. Inserting Page & Section Breaks To insert a break: click the location in the document where you want to insert a new break. On the Page Layout tab, click in the Page Setup group. Choose a break option from the menu. Tip: Individual sections can have different margins, page numbering, headers and footers, and other custom formatting (see Working with Sections, page 3). Collapsible Document Headings Collapsible document headings allow you to easily navigate large, complex documents by collapsing or expanding sections as needed. Click the triangle to the left of a heading style to collapse or expand that section. Tip: Apply heading levels consistently throughout your document for best results. Use the Style gallery on the Home tab to quickly apply headings. To collapse/expand all headings: right-click a heading, click Expand/Collapse and choose an option from the fly-out menu. To ensure a desired heading is collapsed by default: right-click the heading and choose Paragraph from the menu. In the dialog box, check Collapsed by default. Click OK. Working with Themes Themes are font, color, and effect sets that can be applied to an entire document instead of formatting each element individually. You can also create your own custom themes. To apply a default theme: click Themes on the Design tab. Mouse over a default theme to preview it. Click to apply. To create a custom theme: on the Design tab, click Colors. Mouse over a palette to preview it in your document, and click to apply it, or click Customize Colors to choose colors manually. Click Fonts and choose a font theme, or click Customize Fonts to set fonts for headings and body text. Finally, click and choose an effects package (e.g., borders, shadows). Working with Tabs Press the TAB key to indent a single line of text. To indent an entire paragraph or set up custom tab stops, use the ruler. To display a document s formatting, including tabs, click the Home tab, then click the Show/Hide icon in the Paragraph group. Click the tab selector to change the active tab marker. Double-click to open the Tabs dialog box. Click on the ruler to place a tab marker. To display rulers: on the View tab, check the Ruler box in the Show group. To indent a paragraph using the ruler: place the cursor in the paragraph you want to indent. Click and drag the Left Indent marker on the ruler to where the paragraph will begin. Your paragraph will shift to reflect your changes. Tip: You can click and drag any tab marker on the ruler to reposition it. To remove a tab marker: click and drag it off the ruler. Working with Text Click the Home tab to view common text editing and formatting options. Selecting, Copying, & Pasting To select text, click a starting point in the document and drag the mouse to highlight text. To select text using the keyboard, place the cursor at a starting point, hold SHIFT, and use the arrow keys to expand the selection. Hold CTRL as well to expand the selection more quickly. Copy selection...ctrl+c Cut selection...ctrl+x Paste...CTRL+V To preview paste options: copy the text to be pasted. Right-click the destination area in the document and, in the Paste Options area of the menu, mouse over an icon (e.g., Keep Text Only). You will see a preview of what the pasted text will look like in your document. Click to apply the paste. Formatting Text Select the text you want to format. A formatting options window will appear above your selection. Alternatively, on the Home tab, choose an option from the Font group. Press CTRL+D for advanced font options. Apply bold text...ctrl+b Apply italic text...ctrl+i Apply underline... CTRL+U Tip: On the Home tab, click to choose different underline styles. Increase font size...ctrl+] Decrease font size...ctrl+[ To change font color: click to apply the current color (e.g., red) to the selected text, or click to choose a new color. To apply text effects: select your text and click. Choose an effect from the gallery, or use the categories (e.g., Glow) to browse specific effects. Click an effect to apply it. Tip: Customize effects by clicking the Options menu item (e.g., Glow Options) at the bottom of each effects category gallery. To remove all formatting: select the text and click Clear All Formatting. Formatting Paragraphs You can access text and paragraph formatting options on the Home tab, in the Paragraph group. Align text left... CTRL+L Center text...ctrl+e Align text right...ctrl+r Justify text...ctrl+j To create a list: select the text you want to turn into a list. Choose from the window appearing above your selection, or click the icon for the list you want to create: Bulleted lists Numbered lists After you have pasted text, press CTRL or click to choose exactly what is pasted (e.g., text only, formatting). Multilevel lists Click the drop-down arrows to further customize your list. To adjust line spacing (e.g., double-space): select the text you want to adjust, click Line and Paragraph Spacing, and choose an option from the menu (e.g., 2.0 for double-spacing).

3 More Word 2016 Basics 3 Using Styles Styles define sections of your document (e.g., headings, quotes, emphasis) in a way that Word can use for other tasks, such as generating a table of contents. Modifying a style changes every instance of that style in your document, saving you the time of modifying each instance yourself. To choose a Style Set: click the Design tab. In the Document Formatting group, click the More button at the bottom-right corner of the Styles strip for a complete list. Mouse over a style to preview it, and click a style to apply it. Tip: On the Home tab, clicking the icon in the lower-right corner of the Styles group opens the Styles Pane, which lets you manage document styles. To choose custom paragraph spacing: on the Home tab, in the Document Formatting group, click Paragraph Spacing. In the Built-In menu, mouse over an option (e.g., Compact, Double) to preview it. Click to apply. To apply a style to text: select your text. On the Home tab, in the Styles group, mouse over an option (e.g., Normal, Heading 1, Title) to preview it in your document. Click to expand the gallery. Click a style to apply it. To modify a style: on the Home tab, right-click the style you want to update and choose Modify from the menu. Make changes to the style as needed (click for more options), and click OK. Working with the Navigation Pane The Navigation Pane makes it easy to search/replace text in a document, jump to a specific page, or rearrange document headings. Press CTRL+F to open the Navigation Pane or, on the View tab, check the Navigation Pane box in the Show group. To search using the Navigation Pane: type search terms into the Navigation Pane Search box and press ENTER. Results are generated as you type. If necessary, click RESULTS to view results. Clicking a result jumps to it in your document. Tip: Select part of a document before searching to search only that selection. To search for specific objects (e.g., tables, graphics): click the drop-down arrow beside the Search box, and choose an object type from the menu. To find and replace text: click the drop-down arrow beside the Search box, and choose Advanced Find from the menu. Alternatively, press CTRL+H. Headings Search box Click to manage headings and subheadings. Click for more search options. Click for a page thumbnail view. Click to jump to this text in your document. Click HEADINGS in the Navigation Pane to view a list of all headings and subheadings in a document (see Using Styles, above, to designate headings). Right-click on a heading or subheading for a menu of available actions. Clicking and dragging a heading to a new place in the Navigation Pane list will also move that section of text in your document. Creating Headers & Footers Headers and footers display information such as section titles and page numbers above and/or below the main document content on each page. 1. On the Insert tab, click Header or Footer in the Header & Footer group. Choose a built-in header or footer from the gallery, or click Blank to create your own. 2. Double-click your header or footer to edit it using options available on the Header & Footer Tools Design tab. You can also add new design elements from the Insert tab. To return to normal editing, double-click anywhere in the document body. To remove a header or footer: on the Insert tab, click Header or Footer in the Header & Footer group. Choose Remove Header or Remove Footer from the menu. Working with Sections If a document is divided into sections (see Inserting Page & Section Breaks, page 2), each section can have its own header and footer. On the Header & Footer Tools Design tab, use the buttons in the Navigation group to move between various header and footer areas. Toggle Link to Previous to switch from continuous to unique sections so you can give them unique headers/ footers. If a document features a cover page that does not need headers or footers, check the Different First Page box in the Options group. Inserting Page Numbers On the Insert tab, click Page Number in the Header & Footer group. Choose a location (e.g., Top of Page) from the menu, then choose a built-in page number style from the gallery. To change page number formatting: on the Insert tab, click Page Number in the Header & Footer group. Choose Format Page Numbers from the menu. Make changes as desired and click OK. To remove page numbers: on the Insert tab, click Page Number in the Header & Footer group. Choose Remove Page Numbers from the menu. Linking within Documents Insert a bookmark to mark a location within a document. You can then create a hyperlink that points to your bookmark, and readers can click the link to quickly jump to the bookmarked location. Inserting a Bookmark Click the place in the document where the bookmark will be inserted. On the Insert tab, click Bookmark in the Links group. In the Bookmark dialog box, type a name for the bookmark and click. The bookmark is placed and added to the list. Note: Bookmark names cannot contain spaces. Use underscore ( _ ) instead. Inserting a Hyperlink 1. Select the text or object that will become a hyperlink. On the Insert tab, click Hyperlink in the Links group. 2. In the Insert Hyperlink dialog box, choose a link type from the left-side Link to pane. 3. Bookmarks appear under Place in This Document. Choose the location to link to, and click OK. To follow a hyperlink: hold the CTRL key and click the link. To edit a hyperlink: right-click the link and choose Edit Hyperlink from the menu. Make changes as desired and click OK. Tip: Click to add a note that will appear when readers hover their mouse cursor over the link. To remove a hyperlink: right-click the link and choose Remove Hyperlink from the menu.

4 Graphics, Tables, & Quick Parts 4 Working with Graphics Inserting an Image File From Your Computer In the document, click to select where the image will appear. On the Insert tab, click Pictures in the Illustrations group. In the Insert Picture dialog box, locate your graphic file on your computer and click. Inserting Online Video & Images Word 2016 lets you embed online videos and images in your documents. To insert a video from a website: find the online video you want to insert and copy its embed code. Click the location in your document where you want your video. On the Insert tab, click Online Video in the Media group. Paste the embed code into the From a Video Embed Code box. Click. To insert an image from a website: click in your document where you want to insert the image. On the Insert tab, in the Illustrations group, click Online Pictures. Use one of the search options, or click the Sign in link below for other online services through your Microsoft account. To capture and insert a screenshot: open the program or window you want to take a screenshot of. On the Insert tab, click Screenshot in the Illustrations group. Click an option under Available Windows to insert a full screenshot, or click Screen Clipping to click and drag a box around the area you want to capture. Your selection is inserted at your current document location. To format an image: click an image to display the Picture Tools Format tab on the Ribbon. Right-click on an image and choose Format Picture for advanced formatting options. To remove the background from an image: 1. On the Picture Tools Format tab, click Remove Background in the Adjust group. Click and drag the corner handles of the box that appears to make sure the part of the picture you want to preserve is inside the box. 2. On the Background Removal tab, click Mark Areas to Remove, then click on various areas in the image background to provide reference points for what to remove. Click Keep Changes to remove the background. To apply an artistic effect to an image: on the Picture Tools Format tab, click Artistic Effects in the Adjust group. Mouse over an effect to preview it, click to apply it. Artistic effects can only be used for certain images (e.g., photos). To remove formatting changes made to an image: on the Picture Tools Format tab, in the Adjust group, click the Reset Picture icon. Click and drag to rotate the image. Click and drag a handle to resize the image. To manage Image Position and Text Wrap: click to select the image. On the Picture Tools Format tab, click Position in the Arrange group. Mouse over gallery options to preview them; click to apply. Click the Layout Options button, or Wrap Text to fine-tune how text will flow around the picture. Click the Align icon to make further adjustments if needed. Inserting SmartArt SmartArt adds visual aids like flow charts and diagrams to your documents. To insert SmartArt: click to select where the SmartArt will appear. On the Insert tab, click SmartArt in the Illustrations group. Choose a category (e.g., List, Process) from the left-side pane, then select the SmartArt you want to insert. Click OK. Use options on the SmartArt Tools Design and Format tabs to change layout and formatting. Tip: Click the text entry button to enter content. Right-click any element in your SmartArt for more options for that element. Layout Options button (see below). Click and drag to move the image. Working with Tables Inserting a Table Click the place in the document where your table will appear. On the Insert tab, click Table Insert Table. Choose the number of columns and rows you want, and how content will fit within cells. Click OK. To insert a built-in Quick Table: on the Insert tab, click Table Quick Tables, and choose a table from the gallery. Table Design Click and drag to select rows, columns, or multiple cells. Header row Click to quick-add a row or column. Total row To insert new columns or rows: Mouse over the top or left edge of your table, and click to add a row or column. Alternatively, select a cell adjacent to where you want to insert a new row or column. On the Table Tools Layout tab, choose an option (e.g., Insert Above) from the Rows & Columns group. To delete a cell, column, row, or entire table: select the table or part of the table you want to delete. On the Table Tools Layout tab, click Delete in the Rows & Columns group and choose an option (e.g., Delete Rows). To AutoFit a table to its cell contents: on the Table Tools Layout tab, click AutoFit in the Cell Size group and choose AutoFit Contents from the menu. To add a table style: select the table. On the Table Tools Design tab, choose a style from the Table Styles gallery. For advanced customization, click to expand the gallery and choose Modify Table Style (or New Table Style to start from scratch). Check the boxes in the Table Style Options group to add emphasis to parts of your table (e.g., Header Row). Working with Quick Parts Quick Parts are pre-designed Word elements (e.g., cover pages, headers, and watermarks) that you can add to a document. Quick Parts can be accessed through the Building Blocks Organizer. To open the Building Blocks Organizer: on the Insert tab, click Quick Parts in the Text group. Choose Building Blocks Organizer from the menu. Click a heading to sort the list of Quick Parts. Click to add selected Quick Part to current document page. Click to select entire table. Click and drag to resize. Click to select entire column. Banded rows Click and drag to resize. To add a new Quick Part: select the Word element you want to save as a Quick Part. On the Insert tab, click Quick Parts Save Selection to Quick Part Gallery. Enter property details and click OK.

5 Reference Tools & Mail Merge 5 Table of Contents Before generating a table of contents, make sure your document is formatted with heading styles (see Using Styles, page 3). 1. Click the place in the document where the table of contents will appear. On the References tab, click Table of Contents. 2. Select an option from the Built-In gallery, or click Custom Table of Contents to make your own: Mail Merges A mail merge lets you create a set of personalized letters combining a standard form letter with a recipient list (e.g., customer list) which can be taken from an external database (e.g., Microsoft Access or Excel), your Outlook contact list, or created within Word itself. Preview Choose a leader mark to connect heading entries with page numbers. Choose how many levels of headings to display, and how they will appear. Click to choose which document styles will be table of contents entries. 3. Make changes as needed and click OK to insert the table of contents. To update a table of contents: select the table. On the References tab, click Update Table in the Table of Contents group. Choose whether to update page numbers or the entire table, and click OK. Note: Updating a table of contents will overwrite any manual changes or edits. Footnotes & Endnotes Footnotes and endnotes are numbered references that point to notes at the bottom of a page or end of a document, respectively. To create a footnote: click the place in the document where you want to insert a footnote. On the References tab, click Insert Footnote. Alternatively, press Ctrl+Alt+F. Type the note text at the bottom of the page. To create an endnote: click the place in the document where you want to insert a footnote. On the References tab, click Insert Endnote, or press Ctrl+Alt+D. Type the note text in the section added to the end of the document. To change footnote and endnote formatting: click the icon in the lowerright corner of the Footnotes group. Make changes as needed and click Apply. To delete a footnote or endnote: select the reference mark (e.g., 1 ) in the document body text and press DELETE. Citations & Bibliography Citations are references to quoted or paraphrased sources in formal documents. A bibliography lists these sources at the end of a document. To insert a citation: click the place in the document where the citation will appear (usually after a quote or paraphrase). On the References tab, click Insert Citation Add New Source. Enter details and click OK. To edit a citation: click to select the citation, then click the drop-down arrow. Choose Edit Citation. Make changes as needed and click OK. To insert a bibliography: click to select where the bibliography will appear in the document. On the References tab, choose a reference Style to use (e.g., APA, MLA). Click Bibliography, and choose an option from the gallery. Click to change heading style appearance (when Formats is set to From template ). These fields will be replaced by personalized information from the recipient list. Step-by-Step Mail Merge Wizard Setting Up a Mail Merge 1. Click the Mailings tab, then click Start Mail Merge. 2. Choose a document type from the menu (e.g., Letters). For envelopes and labels, you ll need to set up print size and other options in a dialog box. Note: For a step-by-step guide to setting up a mail merge choose Start Mail Merge Step-by-Step Mail Merge Wizard. 3. Set up your recipient list. If you have an existing list, click Select Recipients Use Existing List or Choose from Outlook Contacts and follow the prompts. To create a new recipient list from scratch, choose Select Recipients Type New List. To edit an existing data source: click Edit Recipient List in the Start Mail Merge group. Select the data source file in the Data Source area, and click Edit. Click to select an entry. Click to edit a field. Click for sorting options. Click to edit column categories for your recipient list. 4. Type the contents of your document and insert merge fields as needed. Click Address Block to customize and insert a section that draws on your recipient list for name and contact information. Click Greeting Line to create a custom greeting (e.g., Dear Mr. Lee, ). Click Insert Merge Field to add a section that draws on a specific category from your recipient list. 5. Click Preview Results in the Preview Results group to see what the document looks like when merge fields are replaced with data from your recipient list. 6. When you are finished, click Finish & Merge and select an output option (e.g., Print Documents) for the merged files.

6 Reviewing, Viewing, & Protecting Documents 6 Reviewing Documents Spelling & Grammar To set automatic spell check preferences: click File Options. Click Proofing in the Word Options pane, and check the Check spelling as you type box. Set other options as needed, then click the AutoCorrect Options button to choose how Word will autocorrect mistakes. Click OK to save your preferences. To check spelling and grammar in a document: on the Review tab, click Spelling & Grammar in the Proofing group, or press F7. Moves to the next word without making changes. Changes the word to the selected suggestion. List of synonyms for the highlighted suggestion. To find a synonym for a word: right-click on the word. In the menu, select Synonyms to display a fly-out menu of alternative words. Click one to insert it. The Research Panel The Research Panel displays dictionary definitions, synonyms, and translations for a selected word. Click on a word while pressing Alt to open the Research Panel. Tip: Click Research Options to select alternate dictionaries, thesauruses, and other resources. Tracking Document Changes When reviewing a document, you can keep a record of any changes you make. Modified text appears differently until the changes are accepted. To track changes: on the Review tab, click Track Changes. All changes made to the document from this point on are recorded. Click changes made. Click Adds the word to the default dictionary. Suggested words Click to hear a pronunciation of the highlighted suggestion. Click the red markup indicator to view changes. Reviewing Pane for a list of all Show Markup to choose which kind of changes to display. Click Track Changes again to stop tracking changes. Word s Simple Markup mode unobtrusively marks changed sections in your document with a red margin line. To lock Document Tracking: on the Review tab, click Track Changes Lock Tracking to password-protect tracking so other users cannot disable it in your document. To unlock, click Lock Tracking again and enter the password. To accept or reject changes: select the first change in the document. On the Review tab, click Accept or Reject in the Changes group. Clicking the drop-down arrow on the Accept or Reject icon and choosing Accept/Reject and Move to Next cycles faster through changes. To compare changes in two versions of a document: on the Review tab, click Compare Compare. In the Compare Documents dialog box, locate your documents using the Original Document and Revised Document areas. Click OK. Tracked changes in either document will be highlighted. To add a comment: select the text or object you want to comment on. On the Review tab, click New Comment. Type your comment in the space provided. Click to add comment information or reply to existing comments. Use Previous and Next to cycle through multiple comments. To delete a comment: click your comment to select it, then click Delete in the Comments tab. To delete all comments in a document, click the drop-down menu and select Delete All Comments in Document. Document Views Use the toolbar at the bottom-right corner of the Word interface to quickly switch between different views and zoom levels. Document view icons Click for Read Mode (see below). Tip: For information on each view, click the View tab and mouse over the various options in the Views group. Read Mode Word s Read Mode view provides a clean and simple full-screen document view in two columns, with easy and intuitive controls for navigating pages and expanding documents. Click the Read Mode button on the status bar, or press Alt+W, then F. To set Read Mode display options: click the View tab to set display options (e.g., Column Width, Page Color, Layout), and to display document comments. To navigate pages in Read Mode: use the arrow keys, click (or tap) the arrows on either side of the page, or scroll with the mouse wheel. Tip: Press Alt+W, then P to return to Print Layout (or normal ) view. To zoom in on an object in Read Mode: double-click a table, a chart, or an image to enlarge that item in the center of the screen. Click the Zoom button beside the item to expand it even further. When finished, click outside of the item or press ESC to return to the document. Viewing Multiple Documents Options on the View tab in the Window group let you view and compare multiple documents in several different ways. To arrange open documents and view them all at once: click Arrange All. To view open documents side-by-side: click View Side by Side. To restore a document s full screen view: double-click the document s title bar. The Status Bar The Status Bar provides lots of helpful information about your document (e.g., word count, spelling errors) and Word environment (e.g., Caps Lock on/off, Track Changes on/off). To customize the Status Bar: right-click anywhere on the Status Bar. In the Customize Status Bar menu, check desired options. Click in your document to return to it; the Status Bar will display your choices. Tip: Mouse over elements in the Status Bar for more information and options. Protecting Documents Click File. The Info screen will appear. Zoom out/in Click and drag to adjust zoom. Click to adjust zoom level. To inspect a document for privacy issues: click Check for Issues and choose Inspect Document. Choose what to inspect, and click Inspect to display a report. Take action if desired, and click Close when finished. To password encrypt a document: click the Protect Document button and choose Encrypt with Password. Type a password and click OK. Retype the password and click OK. A password is now required to open and view the file, and the file cannot be previewed in the Windows Preview Pane. To remove password encryption from a document: open your document and enter its password. Click File, then click the Protect Document button and choose Encrypt with Password. Clear the password field and click OK. Your document is now viewable by everyone.

7 Printing, Collaboration, & Shortcuts 7 Printing Documents Press CTRL+P, or click File Print to access print settings. Print preview pane Shortcuts In addition to the shortcuts listed below, you can use KeyTips to quickly execute commands. Press ALT to reveal available KeyTips, then press the applicable letter or number to execute the command. Click to print. Printer Properties Configure print settings with these drop-down menus. Page Setup Tip: Be sure to double-check print options in the Printer Properties and Page Setup dialog boxes before printing your document. Saving Documents in Other File Formats To reduce file size or share documents with other applications, you can save documents in other formats (e.g., PDF, HTML). Click File Save As and choose a location or click Browse. The Save As window will appear. To create a PDF: choose PDF in the Save as type drop-down menu. Select file size optimization (e.g., Minimum size). Click for more options. When finished, click Save. Tip: Word lets you open, edit, and re-save PDF documents, and convert PDFs into fully editable Word documents. Real-time Co-authoring and Collaboration With Word 2016, you can collaborate in real-time, watching your colleagues make changes to your document before your eyes. To enable real-time co-authoring: Share your cloud-based document with your colleagues (see Sharing Files, page 1). The Share panel will list the names of everyone you have authorized to view or edit your document. The Share button will reflect the number of people sharing a document. By default, you will receive notification and a prompt to share changes as they happen (see right). Click Yes. The changes your colleagues make to your document will transpire in real-time on your screen, accompanied by a color-coded flag with the name of your colleague. Note: Real-time functionality may depend on internet connectivity. Real-time Comments Word 2016 also updates comments and comment replies in real-time! Click Comment icons in a document to display them. Click the reply button in a Comment box to respond to a comment. Interface & General Operations Move forward/backward through dialog box options...tab / SHIFT+TAB Open Help window...f1 Create new document...ctrl+n Open Print screen... CTRL+P Open Navigation Pane...CTRL+F Open Research Pane... SHIFT+F7 Open Spelling and Grammar dialog box...f7 Open Find and Replace dialog box...ctrl+h Save document...ctrl+s Save As... F12 Undo / Redo action(s)...ctrl+z / CTRL+Y Keyboard Navigation Move to beginning / end of document... CTRL+HOME / CTRL+END Move to top of next page...ctrl+page UP Move to top of previous page...ctrl+page DOWN Working with Documents Select entire document...ctrl+a Copy / cut / paste text... CTRL+C / CTRL+X / CTRL+V Paste Special...CTRL+ALT+V Show / hide formatting marks...ctrl+shift+* Insert line break... SHIFT+ENTER Insert page break...ctrl+enter Insert a footnote...ctrl+alt+f Working with Text Open Font dialog box... CTRL+SHIFT+F Open Apply Styles dialog box... CTRL+SHIFT+S Remove selected paragraph or character formatting... CTRL+SPACE Make selected text bold / italic / underlined... CTRL+B / CTRL+I / CTRL+U Decrease or increase selected font size... CTRL+] or CTRL+[ Apply Heading 1 / Heading 2 style... ALT+CTRL+1 / ALT+CTRL+2 Insert copyright symbol... ALT+CTRL+C Insert trademark symbol... ALT+CTRL+T Insert current time... ALT+SHIFT+T Working with Paragraphs Align paragraph left / right...ctrl+l / CTRL+R Paragraph centered / justified...ctrl+e / CTRL+J Make selected text into a bullet list... CTRL+SHIFT+L Change to single / double/ 1.5 line spacing...ctrl+1 / CTRL +2 / CTRL+5 Increase / decrease indent... CTRL+M / CTRL+SHIFT+M For information on Quick Clips, visit our website at To order other guides in our series, please contact us by fax ( ) or by (info@nlearnseries.com) Microsoft Word 2016: Quick Reference Guide copyright 2016 Nevada Learning Series USA, Inc. We assume no responsibility for errors or omissions in this guide. Word is a registered trademark of Microsoft. ISBN: Printed in Canada