WORD PROCESSING – MS WORD 2016

Contents
Getting started with MS Word .................................................................................................................. 3
Creating a document ......................................................................................................................... 3
Enter Document Text ......................................................................................................................... 3
Saving a documemt............................................................................................................................ 3
Choosing a Different File Format...................................................................................................... 4
Touring the New Office 2016 interface ............................................................................................... 4
Software orientation........................................................................................................................... 5
Working with tools ............................................................................................................................. 5
Use the Quick Access Toolbar ........................................................................................................... 7
Formatting Basic text ................................................................................................................................. 8
Changing Fonts and Font Sizes ........................................................................................................ 8
Apply Character Attributes ................................................................................................................ 9
Setting Character Spacing ............................................................................................................... 11
Using Format Painter........................................................................................................................ 11
Applying Formatting to a Paragraph ..................................................................................................... 11
Setting Indents .................................................................................................................................. 11
Setting Line Spacing ......................................................................................................................... 13
Creating Bulleted and Numbered Lists .................................................................................................. 14
Creating a bulleted list ..................................................................................................................... 14
Change a Bulleted List...................................................................................................................... 14
WORKING WITH TEMPLATES .................................................................................................................. 14
Locating a Template Installed on Your Computer ....................................................................... 14
Finding Templates on the Internet ................................................................................................. 14
Saving and Removing Formatting .......................................................................................................... 15
Using the Clear Formatting Button ................................................................................................ 15
Proofing your Work .................................................................................................................................. 16
Check Your Language Settings ....................................................................................................... 16
Check Your Proofing Options ......................................................................................................... 16
Refining Word Documents ...................................................................................................................... 16
Create a Table of Contents .............................................................................................................. 16
Page Numbering, Headers and Footers ................................................................................................ 18
Add a Header with a Page Number ............................................................................................... 18
Using SmartArt Graphics ......................................................................................................................... 19
Inserting a Watermark ............................................................................................................................. 21
Remove a Watermark ....................................................................................................................... 22
Tables (Designing, Formatting Tables) .................................................................................................. 22
CREATING TABLES .............................................................................................................................. 22
Tables ................................................................................................................................................. 22
Insert a Table by Dragging .............................................................................................................. 23
Using the Insert Table Dialog Box .................................................................................................. 23
FORMATTING TABLES ........................................................................................................................... 24
Applying a Style to a Table .............................................................................................................. 24
Changes to Table Styles ................................................................................................................... 25
Footnotes and Endnotes.......................................................................................................................... 26
Create Footnotes and Endnotes ..................................................................................................... 26
Format Footnotes ............................................................................................................................. 26
Practice ............................................................................................................................................... 26
Protecting Documents (Track changes, Passwords)............................................................................. 27
Creating a cover Page with Themes ....................................................................................................... 28
Insert a Cover Page .......................................................................................................................... 28
Printing Documents.................................................................................................................................. 29
Choosing a Printer ............................................................................................................................ 29
Setting Print Options ........................................................................................................................ 29
Saving a Document .................................................................................................................................. 30
Saving a documemt.......................................................................................................................... 30
Choosing a Different File Format.................................................................................................... 31
Outputting to PDF .................................................................................................................................... 32
Getting started with MS Word
 Create document
 Display non printing character
 Hide whitespace
 Enter text

Creating a document
You can create a document from a blank page or use a template that is already
formatted. When you start typing text at the insertion point in a blank document, you
have begun to create a Word document. Word also has a number of tools and
automatic features to make creating a document easier, including nonprinting
characters, AutoComplete, and Word Wrap.

Enter Document Text

1. The insertion point should be positioned at the top of the page.
2. Start typing

Saving a documemt
Save a Document for the First Time
USE the document that is open from the previous exercise.
1. If necessary, connect your flash drive to one of the USB ports on your computer.

2. Click the File tab, and then click the Save As command. The Save As screen appears.
There are three options available to save your document: OneDrive, This PC, and + Add
a Place. Click This PC. The right side of the screen changes and displays Recent Folders
that have been opened, as shown below:

1. Click Browse. The Save As combo box appears. In the Windows 10 environment,
the Documents Library is the
default location for saving new
files. Change the location from the
default to your flash drive by using
the vertical scroll bar and scrolling
down until you see This PC.
Expand the This PC container and
select your flash drive.
2. Storage devices are given
a specific letter identified by the
operating system. For example, your flash drive might be labelled as Removable
Drive (I:).
3. Click the flash drive to select that as the location to save your document.
4. By default, the first few characters that you typed in your document appear in the
File
name box. Drag the mouse over the text and press Delete or begin typing over
the highlighted text. Then, type Tech Terrace Letter in the File name box and
click Save.
5. If a prompt appears to upgrade to the newest format click the OK button. This
action allows you to use the new features in Word 2016.

Choosing a Different File Format

Some individuals and companies might not have upgraded their Office suites to the
latest version and might still be working in an earlier version, such as Word 2003.
Changing the file format of a document enables those individuals and companies to
open and edit your document without losing its text formatting. In this exercise, you
learn to save a document in a format compatible with an earlier version of Word.

STEP BY STEP Choose a Different File Format

USE the document that is open from the previous exercise.

1. Click the File tab, and then click Save As to open the Save As screen.
2. Under Current Folder, click your flash drive. The Save As combo box appears.
3. In the Save as type box, click the drop-down arrow and choose Word 97-2003
Document (*.doc).
4. Type Tech Terrace 97-2003 in the File name box. Click Save. On the title bar, the new
file name appears, along with a Compatibility Mode designation. In the next exercise,
you learn about Compatibility Mode.

Touring the New Office 2016 interface

 About Word interface
 How to start Word
 How to use Quick Access toolbar
Software orientation

Working with tools

The Word 2016 window has many onscreen tools to help you create and edit
documents quickly
and efficiently. In this section, you learn how to locate and use the Ribbon and the Quick
Access
Toolbar to access Word commands. A command is an instruction based on an action
that you
perform in Word by clicking a button or entering information into a command box.
Using the ribbon
Practice
GET READY. Start with the File > New screen
open.

1. Click the Blank document icon to create

a new document file. The Ribbon is located
at the top of the Word screen. In your newly
opened document, the Home tab is the
default tab on the Ribbon, as shown in Figure
1-4. Note how the Ribbon is divided into
groups Clipboard, Font, Paragraph, Styles,
and Editing.

2. Review the other tabs on the Ribbon and review each group associated with the tab,
and identify the arrows that launch a dialog box (if present).

3. Click the Layout tab to make it the active tab. Notice that the groups of commands
change. The Layout tab contains three groups: Page Setup, Paragraph, and Arrange.
Notice that in the Page Setup and Paragraph group a small arrow appears in the
lowerright corner. Clicking on the arrow opens the dialog box with more options to
select or complete a command.

4. Click the Home tab.

5. Click the dialog box launcher in the lower-right corner of the Font group. The Font
dialog box, as shown in Figure 1-5, appears. The Font dialog box contains two tabs with
the Font tab being the active tab. There are many options to select within the Font
dialog box. You can click Cancel if you want to close the dialog box. We’ll continue
without clicking Cancel.
6. Click the drop-down arrow on the Font
command box in the Font group to
produce a menu of available fonts, as
shown below.

7. Click the arrow again to close the menu.

8. Double-click the Home tab. Notice that the command groups are now hidden, to
give you more screen space to work on your document.

9. Double-click Home again to redisplay the groups.

Use the Quick Access Toolbar

USE the document that is open from the previous exercise.
1. Click the Save button on the Quick Access Toolbar.
2. If this is the first time you’ve attempted to save this document, the Save As screen
opens in Backstage. You have three options for where to save your work: OneDrive, This
PC, or + Add a Place. For now, you are just exploring the Save command on the Quick
Access Toolbar.

3. Click the Return to Document icon, which is a circled left arrow located in the
upperleft corner, or press the Esc key to return to the document screen.

4. Click the drop-down arrow on the right side of the Quick Access Toolbar. A menu
appears as shown in Figure 1-7. Selecting one of the commands automatically places
the command on the Quick Access Toolbar or moves the Quick Access Toolbar to a
different location.
5. Click Show Below the Ribbon. Notice
that the toolbar is moved below the
Ribbon.

6. Click the drop-down arrow on the

right side of the Quick Access Toolbar
again. Click Show Above the Ribbon to
return the toolbar to its original position.

Formatting Basic text

CHARACTER FORMATTING

Changing Fonts and Font Sizes

A character is any single letter, number, symbol, or punctuation mark. When formatting
a character, you use a font to change the text appearance. A font is a typeface that
applies a style to characters. Each font has a unique name, such as Times New Roman,
Garamond, or Arial. The default font for Word is Calibri. Microsoft Word has a variety of
fonts, font sizes, and attributes to help you communicate your intended message in a
document.

Font sizes are measured in points. Point size refers to the height of characters, with one
point equaling approximately 1 72 of an inch. Point sizes in Word range from the very
small 8-point size
to 72 points or higher. Below are a few examples of fonts and sizes.

This is an example of Garamond 10 point.

This is an example of Arial 14 point.
This is an example of Comic Sans MS 14 point

Change Fonts and Font Sizes

GET READY. Before you begin these steps, be sure to LAUNCH Microsoft Word.

1. Within the document you are working on, select the first line.
2. In the Font group of the Home tab, click the Font drop-down arrow to display the
Font menu. The first line is formatted with the Theme Font, Calibri.
3. Scroll down the list and position the mouse pointer on any font of your choice.
Notice that as you point to each font in the list, the selected text changes with a live
preview of what it would look like in that font.
4. Click on the font of your choice.

5. With the text still selected, click the drop-down arrow

on the Font Size menu. The` menu appears..
6. With the text still selected, open the Font Size menu and
select 16.

Apply Character Attributes

1. In the Font command group, click the Bold button.
Notice that the Bold button in the
Font group is now selected.
2. Select the whatever text you want to apply the effect to, and click the Italic
button or Bold button or Underline button.
3. For the Underline Button With the text still selected, click the Underline button
on the Mini toolbar.
4. With the text still selected, click the drop-down arrow beside the Underline
button in
the Font group. A menu of underlining choices appears, as shown.

5. Hover over each option to see how the selected text will appear, and then click Thick
Underline, the third line down in the menu.
Before you click, a ScreenTip displays Thick
Underline.
6. In the Font group, click the Text Highlight
Color drop-down arrow. In the menu that
appears, select Teal. The selected text is
highlighted.
7. In the Effects section, select the All Caps
check box. Review the Preview area and notice
how the text is now in all caps.
8. Click the drop-down arrow on the Font
Color menu. A menu of colors appears.
9. A ScreenTip appears when you place your
insertion point over the colors; click Aqua,
Accent 5, Darker 50% from the Theme
Colors section at the top.

10. Click OK.

11. With the text still selected, click the
Text Effects drop-down arrow in the Font
group.
12. Hover over each of the options, and
then select Fill – White, Outline - Accent
5,
Shadow, as shown in Figure 3-5. Applying
the Text Effects to the selected text
changes it back to the original
capitalization.

13. With the title text still selected, right-click to access the shortcut menu, and then
select Font. Click the Text Effects button to open the Format Text Effects dialog box.
Notice that you have two options to select: Text Fill & Outline and Text Effects. You can
display additional options by clicking on an icon or an Expand button.
14. Click the Expand button by the Text Fill command.

15. Select the Gradient fill option button, and then click the drop-down arrow by the
Preset
gradients and select Medium Gradient – Accent 2.
16. Click the drop-down arrow to change the Direction and select Linear Diagonal –
Top Right to Bottom Left. The Angle changed from 270º to 135º. The position of the
gradient can be changed by using the Gradient stops slider. Position the middle slider to
26% by dragging the slider to the left or decreasing the percentage by clicking the
down arrow key by the Position command.
21. Click OK to close the Format Text Effects dialog box, and then click OK to close the
Font dialog box. Review the changes you made to the heading.

Setting Character Spacing

Character spacing refers to the spacing in and around each character of text. Character
spacing options in Word.

1. On the Home tab, click the dialog box launcher in the Font group. The Font dialog
box opens.
2. Click the Advanced tab.
3. OPEN the Scale drop-down list and click 90%.
4. OPEN the Spacing drop-down list and click Expanded.
5. Leave the By amount set to the default of 1 pt.
6. Click OK.
7. SAVE the document as Classes 2 in the lesson folder on your flash drive.

Using Format Painter

Format Painter is located in the Clipboard group on the Home tab. You use it to copy
attributes
and other formatting from one block of text and apply them to other selected text
within the
document.

Applying Formatting to a Paragraph

Applying Formatting to a Paragraph

PARAGRAPH FORMATTING

 Setting indents
 Setting line spacing
 Creating and changing a bullet list

Setting Indents
You can use indents to set paragraphs off from other text in your documents. Word
documents
can include first-line indents, hanging indents, and
negative indents. The commands for indenting
paragraphs are available in the Paragraph command
group on the Home tab, as well as in the
Paragraph command group of the Layout tab. Both
command groups have dialog box launchers
that give you access to additional commands. In this
exercise, you learn to set indents using the
dialog box and the ruler.

Set First-Line Indents

GET READY. Before you begin these steps, be sure

to LAUNCH Microsoft Word.
1. Open your document
2. Click the View tab. Then, in the Show group, select the Ruler checkbox.
3Select the paragraphs

4. On the Home tab, in the Paragraph group, click the dialog box launcher located in the
bottom right corner of the group. Verify that the Indents and Spacing tab is the active
tab.
5. In the Indentation section of this tab, change the Special selection by clicking the
dropdown arrow and selecting First line. The By box lists 0.5 inches by default, as shown
in below

6. Click OK. The first line of each paragraph is indented 0.5 inches from the left margin.
7. Figure 4-3 displays the ruler and the paragraphs with the first-line indent you just set.

8. Select the paragraphs

9. On the horizontal ruler, click and drag the First-line indent marker to 0.5 inches
10. On the Layout tab, in the Paragraph group, launch the Paragraph dialog box, and
change the Special selection to First line by clicking the drop-down arrow. Click OK to
accept the default setting of 0.5 inches.

Setting Line Spacing

Line spacing is the amount of space between the lines of text in a paragraph. In this
exercise,
you learn to set line spacing using a number of Word paragraph formatting tools. Line
spacing options are available on the Home and Layout tabs in the Paragraph group by
using the Line and Paragraph Spacing button. You can also access the line spacing
options through the Indents and Spacing tab of the Paragraph dialog box. In addition,
the Design tab includes Paragraph Spacing settings. Table 4-2 provides additional
information regarding line spacing options and descriptions.

GET READY.
1. Place the insertion point in the first paragraph under the Acknowledgement heading.
2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing
button
to display the Line Spacing menu and options to add and remove spacing before and
after paragraphs

3. Select 2.0 to double-space the text.

4. Place the insertion point in the second paragraph.
5. In the Paragraph group, launch the dialog box.
6. In the Spacing group, change the Line spacing by clicking the drop-down arrow and
selecting Double. Click OK. The paragraph is now double-spaced.
7. Place the insertion point in the third paragraph.
8. Press Ctrl+2 to double-space the paragraph.
9. Click the Design tab and, in the Document Formatting group, click the Paragraph
Spacing button to display the menu as shown.

10. Select Double. Notice that the remaining document is double-spaced. This feature
in Word 2016 changes spacing for the entire document to include new paragraphs.
Creating Bulleted and Numbered Lists
Creating a bulleted list
1. Select the two paragraphs
2. On the Home tab, in the Paragraph group, click the
Bullets button. Notice that solid circles appear before
the selected paragraphs.
3. Place the insertion point at the end of the second
bulleted paragraph.
4. Press Enter. Word automatically continues the
bulleted list by supplying the next bulleted line.

Change a Bulleted List

1. Select the entire bulleted list.
2. To change the format of the bulleted list, click the drop-down arrow next to the
Bullets button to display the menu.

3. Click the hollow circle in the Bullet Library.

WORKING WITH TEMPLATES

Locating a Template Installed on Your Computer
STEP BY STEP Locate a Template Installed on Your Computer

GET READY. USE the document that is open from the previous exercise.

1. Click the File tab, and then click New. The New screen displays the available
templates. Scroll down and review the accessible templates. First determine what type of
document you need to create. For this exercise, you select a blank template.

2. Click the Single spaced (blank) document, and then click the Create button.

3. Click the Show/Hide button (¶) to show paragraph marks.

Finding Templates on the Internet

Microsoft offers numerous templates online, and other templates are also available from
third party providers, as well as other users in the community. You can select from a
category using the Office.com Templates section or search for a template online by
specifying keywords in the Search bar. In this exercise, you select a template category
and view a listing of templates online.

STEP BY STEP Find Templates on the Internet

GET READY. Word should be open from the previous exercise.

1. Click the File tab, and then click New.

2. In the Search for online templates box, type forms, and then click the Start
Searching button. Additional templates appear. You can also filter the templates by
category to narrow your search. Preview by using the scroll bar and select any template.
Click Create.
3. CLOSE the forms template and do not save.
4. As the assistant to the Tech Terrace Real Estate manager, you are in the beginning
stages of gathering the materials together for the annual report. You decide to use one
of the available templates in Word 2016. Click the File tab, and then select New.
5. In the Search for online templates box, type Annual Report (Timeless design), and
then click the Start Searching button. Select the template with the image, and then
click Create. The template will download.
6. On the first page, click the drop-down arrow by the [Year] variable and select the
current date—note the year displays in the placeholder. As you gather information for
the report, you begin entering data into the document.
7. Click File, and then click Save As. In the Save As dialog box screen, click This PC and
select your flash drive.
8. In the File name box, type Annual Report.
9. Change the file type by clicking the drop-down arrow and select Word Template.

Note that you might need to select your flash drive again because Word automatically
saves templates to the Templates folder located on the computer.

10. Click SAVE.

Saving and Removing Formatting

Using the Clear Formatting Button
The Clear Formatting button is located in the Font group and the Styles gallery.
Proofing your Work
Check Your Language Settings
To check your language settings:
 Highlight your entire document (Ctrl+A).
 Go to the ‘Review’ tab.
 Click on the ‘Language’ dropdown menu and select ‘Set Proofing Language’. This
will bring up the Language box.
 Select the most suitable version of English, which will be ‘English (Australia)’ for
Australian writers submitting to an Australian university or journal.
 Ensure that the ‘Do not check spelling and grammar’ box is clear (i.e. unticked). If
you do not do this, some sentences may not be spell checked.
Check Your Proofing Options
It is also a good idea to check your Proofing Options:
 Go to ‘File’.
 Click on ‘Options’. This opens the Word Options window.
 In the menu on the left-hand side, choose ‘Proofing’.
 Under ‘When correcting spelling and grammar in Word’, check that ‘Grammar &
more’ (if using Word 2016, otherwise this will be ‘Grammar & Style’) is selected
from the dropdown menu.
 Check that the boxes are ticked that allow for errors to be pointed out as you
type and for grammar and spelling errors to be checked together.
 Under ‘Exceptions for’, you will need to check that spelling and grammar errors
are not being hidden.
Note: If you were checking the formatting of your reference list, you might like to check
it once for spelling and then turn off grammar and spell check so that you can check it
again closely for formatting. There are times when hiding the grammar and spell check
errors is useful.

Refining Word Documents

Create a Table of Contents
GET READY. USE the document open from the previous exercise.
1. Position the insertion point at the beginning of the document. On the Layout tab, in
the Page Setup group, click Breaks and, in the Section Breaks section, select Next Page.
Then, move the insertion point to the top of the first page. By inserting a section break,
you separate the Table of Contents from the rest of the document, because you may
need to insert page numbers differently.
2. Press Enter twice to create a blank line above the section break, and place the
insertion
point on the top line.
3. On the References tab, in the Table of Contents group, click the Table of Contents
button. A menu appears, containing a gallery of built-in styles.
4. Select the Automatic Table 2 style. The table of contents is inserted in the document.
When you click inside the table of contents, it is shaded in gray. Each entry is linked to a
heading in the document and has a ScreenTip instructing you to Ctrl+Click to advance
to that heading. This particular Table of Contents style contains headings and right tab
settings with dot leaders. The page numbers are automatically inserted for each
heading. When you select the table, the Table of Contents tab appears at the top,
enabling you to select the table, change the format, and update its contents.
5. Press Ctrl and click the mouse button to follow the link to the heading. Word jumps
to that section of the document. Press Ctrl+Home to go to the beginning of the
document.
Page Numbering, Headers and Footers
Add a Header with a Page Number
GET READY.
1. Place the insertion point anywhere on the first page.
2. On the Insert tab, in the Header & Footer group, click the Page Number button.
3. In the menu that appears, point to Top of Page to display a gallery of numbering
styles.
4. In the gallery, select Plain Number 3. Page numbers are inserted on all pages. The
page number is positioned on the
right side as stated in the MLA style
guidelines, and the Header & Footer
Tools - Design tab appears in the
ribbon.

5. Make sure the insertion point is

resting in front of the Page Number
field. Type the last name (DeLeon)
then press the Spacebar once. A page
header will be inserted on every page
in the document.

6. Click the Close Header and Footer

button in the Close group.

Inserting Graphical elements (Clip Art, Smart Art, watermarks)

Insert clip art

1. Select Insert > Online Pictures.
2. Type a word or phrase to describe what you're looking for, then press Enter.
3. Filter the results by Type for Clipart.
4. Select a picture.
5. Select Insert.
Using SmartArt Graphics
SmartArt graphics are visual representations of information that can help communicate
your message or ideas more effectively. SmartArt graphics and designer-quality
illustrations can contribute to eye-catching documents that draw the attention of the
target audience.

Use SmartArt Graphics

GET READY. OPEN a new, blank document.
1. On the Insert tab, in the Illustrations group, click the SmartArt button to open the
Choose a SmartArt Graphic dialog box.
2. Click the Relationship category and view the available options.
3. Use the scroll bar to locate the equation graphic. Then select Equation as shown in
Figure 8-16.
4. Click OK to insert the Equation SmartArt graphic into your document. The graphic
includes placeholders that are ready for you to type information. You can type text in
the placeholders or in the Text Pane.
5. Click the Text Pane button in the Create Graphic group on the Ribbon to enable the
Text
Pane. The pane appears and you are ready to begin typing text in each element of the
graphic equation. The first placeholder is selected by default and ready for you to type
text.
6. Type Cycling in the first placeholder. As you enter the text, Word automatically
adjusts the font size to fit in the graphic. If you press the Enter key, another element is
added to the equation.
7. Click the [Text] placeholder to move to the next element, and type Hiking.
8. Click the third [Text] placeholder and type Cardio Workout. The information should
appear as shown.

9. Click the Close button in the Text Pane or click the Text Pane button to close it.
10. On the SmartArt Tools - Design tab, in the Layouts group, click the More drop down
arrow to display the Layouts gallery.
11. select More Layouts. The Choose a SmartArt Graphic dialog box appears.
12. Select the Picture category; then select Bubble Picture List.
13. Click OK. The Equation’s graphic is replaced with the Bubble Picture List, and the text
is
carried over to the new layout as captions. In the middle of each circle, an image icon
appears—this is where you will insert a picture.
14. To add an image, click the first image icon for Cycling. The Insert Pictures dialog box
appears.

15. Click the Browse button next to From a file; then locate your lesson folder.
16. Click to select the Cycling image, then click Insert or double-click on the image. The
image is inserted in the first bubble and is automatically resized and adjusted. When
you use the Bing Image Search option to select an image from the Internet, you will
need to first save the image to a location on your computer or flash drive.
17. You can easily replace the text by typing in the placeholder. Replace Hiking with
Surfing.
18. Click the image icon by Surfing. The Insert Pictures dialog box appears.
19. Click Browse and select the Surfing picture. Then click Insert to insert the image in
the
bubble by the caption Surfing.
20. Before you add the final image, edit the caption Cardio Workout and replace it with
Hiking.
21. Click the Hiking image icon and insert the Tourist Hiker image. The document
should
resemble below.

Inserting a Watermark
In business, some documents might contain sensitive information, and the nature of a
document’s
status should be clearly conveyed on its pages. Word provides built-in text called
watermarks
that display lightly behind text as words, such as confidential, draft, or urgent. You can
customize
watermarks to include text or images, such as company logos. In this exercise, you learn
to insert
a watermark using text, an image, and a custom watermark.
Insert a Watermark
1. In the Page Background group of the Design tab, click the Watermark menu and
select
Confidential 1.
2. The watermark is placed behind the text and is semitransparent.
3. SAVE the document as Hosting Term 7 in the lesson folder on your flash drive.

Remove a Watermark
GET READY. USE the document that is open from the previous exercise.
1. OPEN the Watermark menu and select Remove Watermark. The watermark is
removed
from the document.

Tables (Designing, Formatting Tables)

CREATING TABLES
At the end of this week, students would have learnt:

 Inserting table with various methods

Tables
A table, such as the one shown, is an arrangement of data made up of horizontal rows
and vertical columns. Cells are the rectangles that are formed when rows and columns
intersect. Tables are ideal for organizing information in an orderly manner. Calendars,
invoices, and
contact lists are all examples of how tables are used every day. Word provides several
options for creating tables, including the dragging method, the Insert Table dialog box,
table drawing tools, and the Quick Table method.
Insert a Table by Dragging
GET READY. Before you begin these steps, LAUNCH Microsoft Word 2016 and OPEN a
new blank Word document.

1. On the Insert tab, in the Tables group, click the Table button. The Insert Table menu
appears.

2. Point to the cell in the fifth column, second row. The menu title should read 5x2 Table,
as shown in Figure 6-2. Click the mouse button to create the table. Once the table is
inserted in the document, you are ready to begin entering text.

3. Click below the table and press Enter twice to insert blank lines. When you insert
more
than one table in a document, you should separate them with a blank line to avoid
joining the tables.

Using the Insert Table Dialog Box

The Insert Table dialog box enables you to create large tables by specifying up to 63
columns and thousands of rows. Note that in the Insert Table dialog box, you can click
the spin box arrows or type in the number of columns and rows you need in a table. In
this exercise, you use the Insert Table dialog box to create a table.
Use the Insert Table Dialog Box
1. On the Insert tab, in the Tables group, click the Table button to open the Insert
Table menu.
2. On the menu, just below the rows and columns, select Insert Table. The Insert Table
dialog box appears.
3. In the Number of columns box, set the value to 9 .
4. In the Number of rows box, set the value to 3. The AutoFit behavior is shown in the
dialog box and is discussed later in the lesson.

5. Click OK to insert the table. You inserted a new table with 9 columns and 3 rows.

6. Click below the table and press Enter twice to insert blank lines.

FORMATTING TABLES
Once you have inserted a table into a document, you can apply a preformatted style
using the
Table Styles gallery. These styles add a professional appearance to the tables in your
documents.
In the Table Tools - Design tab, in the Borders group, you can manually format a table’s
borders.
The Borders group enables you to draw and apply styles to the table.

Applying a Style to a Table

With Table Styles, it is easy to quickly change a table’s formatting. You can apply styles
to tables
in much the same way you learned to apply styles to text in previous lessons, by
positioning the
insertion point in a table and selecting a style from the Table Styles gallery. You can
preview the
style before applying it and change the style as many times as needed. You can modify
an existing
Table Style or create a New Table Style and add it to the gallery, and then modify or
delete it, as
appropriate. In this exercise, you apply a Table Style to a table in your Word document.
Apply a Style to a Table
GET READY.
1. Position the insertion point anywhere in the table.
2. On the Table Tools - Design tab, in the Table Styles group, click the More button to
view
a gallery of Table Styles. There are three options available: Plain Tables, Grid Tables,
and List Tables.
3. Scroll down to the third row under the Grid Tables and select the Grid Table 3 –
Accent 3 style, as shown in
Figure 6-6.

Changes to Table Styles

Modifying styles in a table is
similar to what you have already
learned when modifying styles
for
text. You can apply changes to a
table style in an existing
document or as a new document
based
on a template. You can apply the
changes to the whole table or
specifically to one of the Table
Styles options such as in the
banded rows or columns. You
can apply formatting changes to
the
table properties, borders/shading, banding, font, paragraphs, tabs, and text effects. In
this exercise,
you learn to modify the font in a table style.
Modify the Table Styles
GET READY.
1. Make sure that the insertion point is still in the table. If you click outside the table, the
Design and Layout tabs will not be available.
2. On the Table Tools - Design tab, in the Table Styles group, click the More button.
3. Click Modify Table Style to open the Modify Style dialog box. Notice that in the
Name box, Grid Table 3 – Accent 3 is applied from a previous exercise.
4. In the Apply formatting to box, click the drop-down arrow and select First column.
For this exercise, you apply changes only to the first column.
5. Click the Format button in the Modify Styles dialog box and select Font to open the
Font dialog box. The Format button displays the menu of available options. Each menu
opens its own dialog box.

6. With the Font dialog box open, type Garamond in the font box. Notice that when you
type the first three characters, Word displays available fonts. Select Garamond.
7. In the Font style group, select Bold Italic, 12 pt for Size, and Olive Green, Accent 3,
Darker 50% for Font color.
8. Click OK to close the Font dialog box. Changing the attributes affects only the first
column. Click OK to close the Modify Style dialog box. Nothing happens to the table.
9. In the Table Style Options group, select the First Column checkbox. The style changes
you made appear in the table.

Footnotes and Endnotes

Create Footnotes and Endnotes
GET READY. OPEN the Research on First Ladies document you created earlier from
the
lesson folder.
1. Under the heading, Women in Politics,
position the insertion point at the end of the
second paragraph.
2. On the References tab, in the Footnotes
group, click the Insert Footnote button. A
superscript 1 appears after the paragraph and
at the foot of the page. You will be citing
the source in the footnote area.
3. Type Mayo, Edith and Denise Meringolo.
First Ladies: Political Role and Public Image.
Washington: Smithsonian Institute, 1994.
You have entered the book title source for
the footnote.

Format Footnotes
Practice

1. On page 2, select the two footnotes at the

bottom of the page.
2. Right-click the selected footnotes and, on the context menu, select Paragraph. The
Paragraph dialog box appears.
3. Change the Special drop-down list to Hanging and leave the By setting at the default
0.5”. The Line Spacing setting is already set to Single space.
4. Click OK.
5. Place the insertion point after the first footnote on page 2, open the Paragraph dialog
box, and increase the Spacing After setting to 12 pt. Then click OK. This action creates
the required spacing between the footnotes.

6. Format the footnote on page 3 by changing the Special

setting to a 0.5” Hanging indent
and set Spacing After to 12 pt.
7. Select the superscript 1 in the footnote at the bottom of the document on page 2.
8. On the References tab, in the Footnotes group, click the Footnote and Endnote
arrow.
The Footnote and Endnote dialog box appears.
9. In the Format section, in the Number format drop-down list, select the uppercase
Roman numerals.

10. Click Apply. The numbering format changes for all of the footnotes in the document.

11. SAVE the document Research on First Ladies 11 in the lesson folder on your flash
drive.

12. Select the first footnote superscript in the Women in Politics section. Delete the
footnote. Notice that the footnote itself disappears from the bottom of the page, and
the remaining footnotes are automatically renumbered.

13. Click Undo.

Protecting Documents (Track changes, Passwords)

Track changes in Word

Turning on Track Changes gives you and your coworkers a way to make changes that
are easy to spot. The changes are like suggestions that you can review, and then remove
them or make them permanent.

Turn Track Changes on and off

On the Review tab, go to Tracking and select Track Changes.

When Track Changes is on, deletions are marked with a strikethrough, and additions are
marked with an underline. Different authors' changes are indicated with different colors.

 When Track Changes is off, Word stops marking changes, but the colored underlines
and strikethrough from your changes remain in the document until they're accepted or
rejected.

Password

1. Go to File > Info > Protect Document > Encrypt with Password.
2. Type a password, then type it again to confirm it.
3. Save the file to make sure the password takes effect.

Creating a cover Page with Themes

Insert a Cover Page

1. Place the insertion point anywhere on the first page.

2. On the Insert tab, in the Pages group, click the Cover Page button. The thumbnail
gallery of built-in cover pages appears.

3. Scroll down in the thumbnail gallery and select the Ion (Light) cover page. The cover
page is inserted at the beginning of the document.
4. In the upper-right corner of the new cover page, click the Year field and type the
current
year.
5. Click the Document title field and type The Evolving Role of the First Lady.
6. Click the Document subtitle field.
7. In the Subtitle tab that appears, select the entire field by clicking the three dots and
then press the Delete key. The field disappears.
8. Click the Author field and then type Victoria DeLeon.
Printing Documents
The Print command is located on the File tab in Backstage. There you find the printing
options,
including printer properties and settings. The Preview pane gives you an opportunity to
see what
your printed document will look like, so you can correct errors before printing

Choosing a Printer
If your computer has access to multiple printers,
you might need to choose a destination printer
for your document. If your printer is already set up
and ready to print, as is the case in most
classroom environments, you do not need to
complete this exercise. Otherwise, follow this
exercise to choose a printer.

1. Click the File tab, and then click Print.

2. In the Printer selection area, click the drop-
down arrow to produce a list of all printers
connected to your computer

3. Select a printer, and then click the Print icon.

Setting Print Options

Print options enable you to select the number of copies to be printed; to print only
selected content, the current page, or a custom range of pages; and to select from a
number of other options for printing properties, collation, and page layout. Changes to
Settings options apply to the current document. In this lesson, you learn how to change
the Settings options before printing.

USE the document that is open from the previous exercise.

1. Click the File tab, and then click Print. Click the drop-down arrow on Print All Pages
to
produce the menu shown.
2. Select Print Current Page,
and then click the Print icon.
Selecting this option prints the
current page.
3. Return to the Print screen area.
In the Copies section of the Print
options area, click the up arrow
to select 2, and then click the
Print icon.
4. Place your insertion point at
the beginning of the first
paragraph, and then hold down
the left mouse button and drag
to the end of the paragraph to
select it.
5. Click the File tab, and then
click Print. Click the Print
Current Page drop-down arrow,
select Print Selection, and then
change the number of copies
from 2 to 1 by clicking the down
arrow. Next, click the Print icon.
The selected paragraph is printed.
6. Click the File tab, and then click Close to close the document.
7. The document should still be open from a previous exercise. Click the File tab, and
then click Print. Under Settings, click the drop-down arrow by 1 Page Per Sheet and
select 2 Pages Per Sheet, and then click the Print icon. This document is now printed
with two pages per sheet.
8. Click the Close button to close both the document and Microsoft Word.

Saving a Document
Saving a documemt
Save a Document for the First Time

1. If necessary, connect your flash drive to one of the USB ports on your computer.
2. Click the File tab,
and then click the Save
As command. The Save
As screen appears.
There are three options
available to save your
document: OneDrive,
This PC, and + Add a
Place. Click This PC.
The right side of the
screen changes and
displays Recent Folders
that have been
opened, as shown below:

3. Click Browse. The Save As combo box appears. In the Windows 10 environment, the
Documents Library is the default location for saving new files. Change the location from
the default to your flash drive by using the vertical scroll bar and scrolling down until
you see This PC. Expand the This PC container and select your flash drive. Storage
devices are given a specific letter identified by the operating system.

4. Click the Documents folder or any folder of your choice to select that as the
location to save your document.

5. By default, the first few characters that you typed in your document appear in the File
name box. Drag the mouse over the text and press Delete or begin typing over the
highlighted text. Then, type Tech Terrace Letter in the File name box and click Save.

6. If a prompt appears to upgrade to the newest format click the OK button. This action
allows you to use the new features in Word 2016.

Choosing a Different File Format

Some individuals and companies might not have upgraded their Office suites to the
latest version and might still be working in an earlier version, such as Word 2003.
Changing the file format of a document enables those individuals and companies to
open and edit your document without losing its text formatting. In this exercise, you
learn to save a document in a format compatible with an earlier version of Word.
Outputting to PDF
STEP BY STEP Choose a Different File Format

1. Click the File tab, and then click Save As to open the Save As screen.
2. Under Current Folder, click your flash drive. The Save As combo box appears.
3. In the Save as type box, click the drop-down arrow and choose Word 97-2003
Document (*.doc) PDF.
4. Type Tech Terrace 97-2003 in the File name box. Click Save.