MICROSOFT WORD PART 1 Office 2016 Opening Word Double click the Word icon on the desktop. -OR- If there is not a shortcut icon on the desktop: Click on the Start menu > All Apps> and select Word 2016 from the list. The Word 2016 Window When Word is started, the Word Start Screen appears. From here, if you click on Blank document you'll be able to create a new document. You can access your recently edited documents from the left hand side of the screen. You will have access to roughly eight items you have recently opened. You can choose a template such as a business letter. If you type business letter in the Search for online template box and click on the magnifying glass. Word will perform a search to look for Business Letters. Once you find the one you like click on it and a pop up box will show you a larger preview of said business letter. Click create if you are happy with this choice. It will open on your screen. If you want to browse more letters use the arrow on the left or right. For class: Click on Word1Example to begin. Copyright 2016 ASCPL All Rights Reserved Page 1 of 13 MS Word 1 11/21/2016 JC/DM
A new blank document will open. From here you can explore the window and the ribbon. 1. Title Bar - located at the top of the window and states the file name and the program you currently have open. 2. Ribbon - rows of buttons that perform various actions used in creating and editing your document. See more on the Ribbon on page 4. 3. Ruler - directly below the ribbon is a ruler. You can use the ruler to set tabs, indents, and margins. If the ribbon is not visible. Click on the View tab. Then click the checkbox next to Ruler to show the ruler. 4. Scrollbars - are located on the right side and on the bottom of the screen. By clicking on the arrows at the ends of the scrollbars, you can move up and down or left and right through your document. 5. File Button (fka Microsoft Office Button) located in the upper left hand corner. It is the menu button where you will find new, open, print, etc. See more about the File button on page 5. 5 1 2 3 4 count (Page 3 of 20). On the left side of the status bar at the bottom of the screen, you will see the page You can see how many words are in the document. If you left click on the number of words, a box will appear and it will tell you how many pages, words, characters, paragraph, and lines. [MD1] When you click on this icon it will take you through any proofing errors you have made. Copyright 2016 ASCPL All Rights Reserved Page 2 of 13 MS Word 1 11/21/2016 JC/DM
There are three ways to view a document. Simply click to select the desired view: Read Mode: this mode displays your document in full screen mode. Print Layout: this mode is selected by default. It shows the document as it would appear if it were printed. Webpage Layout: this shows how your document would look as a web page. Read Mode Print Layout Webpage Layout Next to these buttons is the zoom in and out which allows you to move in and out on the document so that you can see a larger view. (This does not affect print size.) Undo and Redo: If you make a mistake Word will let you undo your action. Click the Undo button on the toolbar. If you used Undo and want to change your mind, you can use Redo by clicking the Redo button on the toolbar. QUICK ACCESS TOOLBAR: If you often use commands that are not as quickly available as you would like, you can easily add them to the Quick Access Toolbar, which is above the Ribbon when you first start Word 2016. On that toolbar, commands are always visible and near at hand. For example, if you want to easily access the new, open, or print, buttons, you can add them to the Quick Access Toolbar. To do this, click on the drop-down arrow next to the Quick Access Toolbar and select items to be added to the toolbar. OR Right-click on the File Button then click on Customize Quick Access Toolbar. Copyright 2016 ASCPL All Rights Reserved Page 3 of 13 MS Word 1 11/21/2016 JC/DM
To add items that are not on this list, click on More Commands from the bottom of the list. (See next page.) Select an item from the list on the left. Then click on the Add>> button to add the item to the Quick Access Toolbar. To remove an item from the toolbar, simply click on the item from the list on the right and click on <<Remove. Ribbon: The ribbon, located near the top of the window below the title bar, is the control center in Word and other Office apps. It provides easy central access to the tasks you perform while creating a document. The ribbon consists of tabs, groups and commands. All apps have a HOME tab, which contains the more commonly used commands for working with Word 2016, including copying and pasting, formatting, aligning paragraphs, and choosing document styles. The Home tab is selected by default whenever you open Word. Tabs: The button used to choose the active ribbon that gives you access to the particular options. Groups: Some groups on the ribbon have a small arrow in the lower-right corner, called a Dialog Box Launcher, that when clicked, displays a dialog box or a task pane with additional options for the group. Commands: The buttons on the ribbon located in groups that are used to complete tasks in each of the Microsoft products. Some are toggle switches which you click to turn on and click again to turn off. Copyright 2016 ASCPL All Rights Reserved Page 4 of 13 MS Word 1 11/21/2016 JC/DM
To show/hide the ribbon: Sometimes you want to hide the ribbon so you can focus more on your typing. Sometimes mistakenly you will collapse the ribbon when you didn t want to. To choose whether you want to collapse or expand the ribbon click on this button located in the upper right hand corner. Auto-hide Ribbon: To hide Ribbon completely. To see the ribbon again click at the top of the application. Show Tabs: Tabs only will display. Click on a tab to see the commands. Show Tabs and Commands: This will show the entire Ribbon both tabs and commands all the time. Backstage View: allows you to save, open a file, print, and share your document. Click the File tab on the Ribbon. Backstage view will appear. Click on the different options on the left-hand sidebar to perform different commands. To leave the backstage view, click on the arrow in the left corner at the top of the pane to return to your word document. Info: The information pane will appear by default whenever you access backstage view. It contains information such as the author, who last modified, etc. the current document. You can inspect the document, use compatibility mode, and set protection controls Copyright 2016 ASCPL All Rights Reserved Page 5 of 13 MS Word 1 11/21/2016 JC/DM
Compatibility mode When you open any document created in an earlier version of Microsoft Word, the document will appear in Compatibility mode, which disables certain features, so you'll you are only able to access commands found in the version that was used to create the document originally. NOTE: You won t see compatibility mode when you open a document created in 2013 because Word 2013 and Word 2016 are compatible. In order to exit Compatibility mode, you'll need to convert the document to the current version type. To convert a document: 1. Click File. 2. On the Info tab, select the Convert command. 3. [MD2]A dialog box will appear. Click OK. 4. The document will be converted to the newest file type. Protect Document: There are many types of protection that you can apply to your document depending on what you need. In the window that appears, click on the Protect Document button. Decide which kind of protection you want. o Mark as Final: makes the document readonly ; no further edits can be made. o Encrypt with Password: allows you to create a password that must be entered to open the document. o Restrict editing: this allows you to set parameters on what kind of editing can be done. o Restrict Access: Only allow certain people access to view your document. o Add a Digital Signature: Ensures the authenticity of the document between sender and receiver. Copyright 2016 ASCPL All Rights Reserved Page 6 of 13 MS Word 1 11/21/2016 JC/DM
Inspect Workbook: Office may add certain personal information to a file automatically whenever you create or edit a document. Click on the button Check for Issues and choose from one of the three options below. Document Inspector removes this kind of information before sharing a document with others. Note: Some changes may be permanent, it's a good idea to save an additional copy of your document before using the Document Inspector to remove information. Check Accessibility will check for content that people with disabilities may have a hard time understanding. Check Compatibility will check your current document created in the newest version of Word for items that are not compatible in earlier versions. Check compatibility is different from compatibility mode (see page 5). Manage Documents: Recover Unsaved Documents: Word saves your documents while you are working on them. If you forget to save your changes or if Word crashes, you can restore the file using AutoRecover. By default, Word saves every 10 minutes. Note: You should practice saving often to be safe. To Recover Documents: 1. Open Word from the desktop. 2. Any autosaved versions of a file should be found in the Document Recovery pane on the left. 3. Click to open the file and the document will be recovered. 4. If you don't see the file you need, you can browse all unsaved files from Backstage view. Under the Info function, click Manage Versions, then choose Recover Unsaved Documents. Copyright 2016 ASCPL All Rights Reserved Page 7 of 13 MS Word 1 11/21/2016 JC/DM
New: Just like the first time when you open Word 2016 for the first time. You can access the New option from the backstage view where you can access a blank document, template, etc. Open: From here, you can open recent documents, as well as documents saved to your OneDrive and locally on your computer. To Open a document: 1. Click on Open. 2. Click Computer (This PC). 3. Click Browse. 4. Click Word Folder. 5. Click Business Letter. 6. Click Open. To Pin a document: If you frequently use the same document, you can pin it to the backstage view under open for quick access. 1. Click on Open. 2. A list of recently used document will be listed. Rest your mouse over the document you want to pin, click on the pushpin icon. 3. Once you click on the pushpin icon it will stay in Recent documents until it is unpinned. To unpin just click the pushpin icon again. Copyright 2016 ASCPL All Rights Reserved Page 8 of 13 MS Word 1 11/21/2016 JC/DM
Save/Save As: Word offers two ways to save a file: Save and Save As. Save As: When you save a file the first time, you'll only need to choose a file name and location. You'll use this command also to create a copy of a document while keeping the original. Save As allows you to save to a different name and/or location. Save: When you create or edit a document, you'll use the Save command to save your changes. You'll use this command most of the time. You can just click the Save command to save it with the same name and location. Saving the first time: Select the File button and Save As. You'll then need to choose where to save the file and give it a file name. To save the document to your computer, select Computer, and then click Browse. Alternatively, you can click OneDrive to save the file there. The Save As dialog box will appear. Select the location where you wish to save the document. Enter a file name for the document, then click Save. Once you have saved your document for the first time you can save further revisions by selecting the File button and choosing Save, or by clicking on the Save button on the Quick Access Toolbar. NOTE: If you plan to use this document on a computer that does not have Office 2016 you must change the Save as type to say Word 97-2003 Document by clicking on the down arrow and choosing Word 97-2003 from the drop down menu. Copyright 2016 ASCPL All Rights Reserved Page 9 of 13 MS Word 1 11/21/2016 JC/DM
Export (Create a PDF): You can choose to export your document in another format, such as PDF/XPS. A PDF (Portable Document File) file is created to be able to be opened on any computer. This comes in handy when you're not sure what program the recipient is using. PDF files are created for opening and viewing rather than allowing the recipient to edit. They are great for situations where you are sending a final version of a document. To edit a PDF: If you decide you do need to edit a.pdf file, Word 2016 will convert the file into a Word document which will allow you to make changes. Locate the.pdf document you wish to open. o For class, click on File> Open > Browse > Documents > Word > Business Letter.pdf. o Right click on BusinessLetter.pdf o Choose open with Word. The following dialogue box will appear. Click OK. An editable version of the document will open. Once you are finished editing you will need to decide if you are saving in Word or.pdf. Copyright 2016 ASCPL All Rights Reserved Page 10 of 13 MS Word 1 11/21/2016 JC/DM
Print: From the Print pane, you can change the print settings and print your document. You can also see a preview of your document. To see what your document would look like on a page before it prints, preview your document by going to File on the Ribbon and then Print. A full page preview will show up in the right-hand side of the screen. To Print: Hitting the Print button will send the print job to the printer. Change the number of copies that you want to print by using the up and down arrows. If you are connected to more than one printer, use the down arrow next to the printer name to find the one that you want to print from To Change Print Settings: If you don t want to print all pages in the document, click the down arrow to choose specific pages to print. To switch to printing double-sided, click the down arrow. To change the way, the printer will collate the printed document, click the down arrow. To change stapling options, click the down arrow. Change the orientation between portrait and landscape. Change the paper size. Change the margins. to print more than one page per sheet, hit the down arrow and choose how you want the printed document to appear. Or, to launch the settings dialog box, click Page Setup at the bottom and you can change all the items on one screen. Copyright 2016 ASCPL All Rights Reserved Page 11 of 13 MS Word 1 11/21/2016 JC/DM
Share: The Share pane allows you to connected to OneDrive to view and collaborate on your document. You can also share your document by emailing it, presenting it online, or posting it to your blog. ONEDRIVE/MSN ACCOUNT: Saving files on OneDrive (cloud storage) provides more portability options than are available from storing files in the Documents library. OneDrive also provides services such as Office Web Apps. You will have to create a MSN account first before using OneDrive. To sign up for an OneDrive account: Use your browser to navigate to OneDrive.live.com Create a Microsoft account by tapping or clicking the Sign up now link and then entering your information to create the account. Sign into OneDrive using your new account or use it in Office to save your files to OneDrive. TO SAVE A FILE ON ONEDRIVE: Click FILE on the ribbon to open the Back stage view. Click the Save As tab to display the Save As gallery. Click OneDrive to display OneDrive saving options or a Sign In button, if you are not signed in already to your Microsoft Account. Sign into MSN account. Click your OneDrive to select it as the storage location. Click the browser button to contact the OneDrive server and display the Save as dialog box. Click the Save button to save the file to OneDrive. Copyright 2016 ASCPL All Rights Reserved Page 12 of 13 MS Word 1 11/21/2016 JC/DM
Getting Help Word offers excellent and extensive online help which can be accessed by selecting the help button on the menu bar. Click a question in the menu bar. For example, how close the program. You can pick an option from the list or you can click Get help on your question. A box will appear on your screen with a list of suggestions on your topic. Click on the topic that best answers your question or type something in the search box to perform a new search. How to Quit: Save your document before you quit! To close Word 2016 completely, choose the File Button and Close. OR Click on the X in the upper right corner of the window. Copyright 2016 ASCPL All Rights Reserved Page 13 of 13 MS Word 1 11/21/2016 JC/DM