Part 1: Microsoft Word 2016

MICROSOFT WORD PART 1 Office 2016

O F

Opening Word F I Double click the Word icon on the desktop. C E -OR- 2 0 If there is not a shortcut icon on the desktop: Click on the Start menu > All Apps> and select Word 2016 1 from the list 6

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.

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. If you want to browse more letters use the arrow on the left or right.

Click create on the blue curve letterhead. It will open on your screen.

Anywhere you see text, you can click on it and overtype your information.

Copyright ©2016 ASCPL All Rights Reserved Page 1 of 12 MS Word 1 11/21/2016 DM Now let’s open the Word Part 1 Example. To Open a document: 1. Click File. 2. Click on Open. 3. Click Computer (This PC). 4. Click Browse. 5. Click Word Folder 6. Click Word Part1 Example. 7. Click Open.

A document that was previously created will open. From here we 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– 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.

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On the left side of the status bar at the bottom of the screen, you will see the page count (Page 3 of 20).

When you click on this icon it will take you through any proofing errors you have made.

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 Read default. It shows the document as it would Mode Print appear if it were printed. Layout Webpage Layout Webpage Layout: this shows how your document would look as a web page.

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.)

QUICK ACCESS TOOLBAR:

Let’s look at the top left corner of the screen. This is the Quick Access Toolbar. When you first open Microsoft Word your Quick Access Toolbar, which is found above the Ribbon, will have a Save button, Undo button, and Redo button.

Save, Undo, and Redo: When you are working on a document and you want to save changes, this first button on the Quick Access Toolbar is the Save button. If you have never saved the document, when you click this button the save as screen will open. If you have save the document, this button will allow you to save changes. We will be discussing saving in depth more later in the hand out. If you make a mistake Word will let you undo your action. Click the Undo button on the Quick Access toolbar. If you used Undo and want to change your mind, you can use Redo by clicking the Redo button on the 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. On that toolbar, commands are always visible and near at hand.

To do this, click on the drop-down arrow next to the Quick Access Toolbar and select items to be added to the toolbar.

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 <

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.

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.

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 and go back to your document, 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

Compatibility mode When you open any document created in an earlier version of Microsoft Word (2007 or earlier), the document will appear in Compatibility mode, which disables certain features, so you are only able to access commands found in the version that was used to create the document originally.

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. A dialog box will appear. a. If you don’t want to see this message every time convert documents. Click the check box next to Do not ask me again about converting documents. 4. Click OK. 5. The document will be converted to the newest file type.

New: Just like the first time when you open Word 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.

If there are documents you use often, you can PIN that document to the Open screen so that you can find it all the times. You can choose to UNPIN it at any time too

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 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, also, 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.

Copyright ©2016 ASCPL All Rights Reserved Page 7 of 12 MS Word 1 11/21/2016 DM 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.

Export (Create a PDF): You can choose to export your document in another format, such as PDF/XPS. A PDF (Portable Document 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. Let’s create a PDF using the Word Part 1 Example.

 Click on Create PDF/XPS Document button.  A window will open allowing you to save the PDF wherever you choose.  You can also title it something different if you would like.  The click on the publish button in the lower righter corner of the box that is open.  A copy of your PDF will open. Click in the upper right hand corner to close it.

To edit a PDF: If you do need to edit a PDF, Word 2016 will convert the file into a Word document which will allow you to make changes. Sometimes the PDF will open a little differently than what it looked like due to formatting. You may need to do format fixes.

 Locate the PDF document you wish to open. o For class, click on File> Open > Browse > Documents > Word > Word Part 1 Example.pdf. o Right click on Word Part 1 Example.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 it in Word or as a PDF.

Copyright ©2016 ASCPL All Rights Reserved Page 8 of 12 MS Word 1 11/21/2016 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 double-sided printing, click the down arrow.  To change the way, the printer will collate the printed document, 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.

Now, let’s look at another way to set up your page in word using the ribbon. Click the back arrow in the left hand corner at the top of backstage view.

Choose the Layout tab.

From here, you can:

1. Change the margins.

Choose a preset option or click on Custom Margins… A window will open that resembles the 2007 version. Specify your margins at the top.

2. Change the Orientation. The default orientation is “portrait”. To turn paper “sideways” click on “landscape”.

3. Choose a different paper size. 4. Add columns.

If you want to double space your paragraph, you can do this from the Home Tab. Click on the Line Spacing button. Then click on the spacing increment you want.

If you want to set a spacing option that is not available from the list, click on Line Spacing Options… This will open the Paragraph window.

Set the spacing before and after paragraphs, and choose a spacing option from the drop-down list.

Click OK to save your changes.

Note on default settings: By default, Word 2016 comes with 1.08 line spacing and paragraph options preset for new documents. If you disagree with Microsoft’s choices, you can set your own default settings for new documents. This is done in the Paragraph window that was used for line spacing options.

Make sure ALL of the options on this screen are set for the way you would like them to be, and click on the Default button at the bottom of the screen.

Choose the best answer to the message that pops up.

(To get to this window if you do not have it open, already, click on the button in the bottom right corner of the Paragraph grouping on the Home tab.)

Copyright ©2016 ASCPL All Rights Reserved Page 11 of 12 MS Word 1 11/21/2016 DM If you don’t want the extra space between paragraphs, you can remove it by clicking on the Line Spacing button and then choosing Remove Space after Paragraph.

Alternatively, you can launch the paragraph dialog box and change the spacing here.

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.

Click on the X in the upper right corner of the window.