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. 5 1 2 3 4 Copyright ©2016 ASCPL All Rights Reserved Page 2 of 12 MS Word 1 11/21/2016 DM 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. Copyright ©2016 ASCPL All Rights Reserved Page 3 of 12 MS Word 1 11/21/2016 DM 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. 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. Copyright ©2016 ASCPL All Rights Reserved Page 4 of 12 MS Word 1 11/21/2016 DM 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. 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 Copyright ©2016 ASCPL All Rights Reserved Page 5 of 12 MS Word 1 11/21/2016 DM 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. Copyright ©2016 ASCPL All Rights Reserved Page 6 of 12 MS Word 1 11/21/2016 DM 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.