WORD PROCESSING USING

MICROSOFT WORD 2016

ISTN101

University of KwaZulu-Natal
Discipline of Information Systems & Technology
Contents
Word 2016 User Interface ............................................................................................................................. 3
The Ribbon in Word 2016 .............................................................................................................................. 5
Starting Word 2016 ....................................................................................................................................... 7
Entering and Editing Text .............................................................................................................................. 9
Saving a Document...................................................................................................................................... 10
Opening and Closing Documents ................................................................................................................ 11
To open a new blank document: ........................................................................................................ 11
To close a document: .......................................................................................................................... 11
To open an existing document: .......................................................................................................... 11
Getting Help in Word 2016.......................................................................................................................... 12
Spelling and Grammar Checks..................................................................................................................... 13
Selecting and Formatting Text .................................................................................................................... 14
Changing the Position of Text ..................................................................................................................... 17
Creating Lists ............................................................................................................................................... 18
Copying or Moving Text .............................................................................................................................. 18
To copy text: ....................................................................................................................................... 19
To move text: ...................................................................................................................................... 19
Finding and Replacing Text ......................................................................................................................... 20
Printing a Document ................................................................................................................................... 22
Document Formatting ................................................................................................................................. 22
Working with Graphics ................................................................................................................................ 25
Inserting a Picture ............................................................................................................................... 25
Selecting and Modifying a Picture ...................................................................................................... 26
Text Boxes ........................................................................................................................................... 27
Creating Tables ............................................................................................................................................ 28
Insert a table ............................................................................................................................................... 28
Enter text into a table ......................................................................................................................... 28
Select a table, column, row or cell...................................................................................................... 28
To modify the structure of the table .................................................................................................. 29
Templates .................................................................................................................................................... 29
Using Mail Merge ........................................................................................................................................ 30

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Word processing software is used to create documents for a variety of tasks like letters, reports,
newsletters and memos. When complete the documents are often printed or can be e-mailed. The
application Word 2016 has many features to make the creation of documents simple and fast. Documents
can be enhanced to make them visually appealing.

Word 2016 User Interface

The Word 2016 interface is shown below with the main Office 2016 features labelled.

Quick Access
Toolbar (QAT) Title bar Help feature
Ribbon

Tab
Vertical scroll bar

Status bar

There are the usual buttons at the top right of window (Minimise, Maximise and Close). The Title bar at
the top of the window displays the name of the application and the title of the document. Below this is
the Ribbon with seven tabs and the Home Tab selected. At the bottom of the window, is the Status bar
displaying document information, the View commands and Zoom slider? At the right side and bottom of
the blank work area are the scroll bars.

The scroll bars are used to show different portions of the document in the document window and to
move round the document. On the scroll bar is a scroll box and its position reflects the portion of the
document displayed. There is a scroll arrow at each end of the scroll bar and these can be clicked or the
scroll box dragged to show different portions of the document window. The File button (at the top left
corner) when clicked displays the Office menu as shown below. This contains commands relating to the
entire document like saving, opening and printing. Some commands on this menu open a dialog box. 3

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The keyboard shortcut to display the Office menu is Alt+f (press the Alt and f keys together).

The Quick Access Toolbar (QAT) contains buttons

for frequently used commands like saving,
undoing and redoing an action. This toolbar is
available at all times.

You can customise the QAT to include further

commands (click on drop-down arrow at right
end of QAT to select other commands or to
minimise the Ribbon to give more available space
on screen).

The Undo command is very useful as if you change your mind about some editing or formatting
that you have just done, you can reverse your recent actions. To activate this reversal, click the
Undo button on the QAT or use the keyboard shortcut Ctrl+z.

Clicking the Undo button repeatedly continues to reverse recent actions or clicking the down arrow
beside the command will display a list of your recent actions. If you click on an action in the list then Word
will cancel all the actions from that action to the top of the list.

Similarly, the Redo command on the QAT reverses an Undo action but no list of actions can be
displayed. The Redo command only appears on the QAT once you have used the Undo command.

Until then the Repeat command is shown on the QAT and when clicked this command will repeat
the most recent action. If the Repeat command is visible but dimmed then this means that you
cannot repeat your most recent action. The keyboard shortcut for Redo or Repeat is Ctrl+y.

The Ribbon organises commands in a large strip across the screen. The commands are organised in logical
groups. The Ribbon gives access to all the functions of an application.
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The Ribbon in Word 2016

Review Tab (click to

Home Tab
display it) Command

Font group Dialog Box Launcher Styles Gallery

Groups organise related commands together on each Tab. For example, on the Home Tab there are Font,
Paragraph, Styles & Editing groups. The Font group contains related commands like Font, Font Size, Bold,
Italic, Underline, Highlight and Font Color.

Commands appear as icons or buttons within each group. The icon gives you a visual clue as to the
command’s purpose. Clicking the command will perform the designated task.

In the lower-right corner of a group, a Dialog Box Launcher may be seen.

Clicking this small icon will display a dialog box that gives further options and requires input from the
user.

A Gallery is a set of options that appear as thumbnail graphics and provide visual alternatives.

Live Preview works with the galleries to show you how a change will influence your document. As you
move your mouse over the thumbnails, you can see how your selected object will change. This saves the
user from choosing an option and then having to undo it if it is not quite right. Contextual tab

A Contextual tab provides specialised commands that are displayed only when an object that they affect
is selected. For example, when a table is selected, the contextual tab called Table Tools is displayed. If
this tab is clicked then table commands are shown.

The Status bar at the bottom of the Word window shows details of the document like the number of
pages, total number of words etc. It also includes the View commands from the View Tab for easy access.
These commands change the way the document appears on the screen.

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The Zoom level button and slider allow you to see a reduced or enlarged display of the document in the
window. This makes it easy to zoom in on a document detail or to view the layout of the document as a
whole. You can click and drag the slider to increase or decrease the zoom. By clicking the Zoom level
button or the Zoom command in the View Tab, you can also set a precise value in the Zoom dialog box.

Document Information Zoom Slider

Eight tabs on the Ribbon each containing related commands are shown below:

Home Tab - this contains basic editing and formatting functions.

Insert Tab – this allows you to insert objects like tables, graphics, charts, headers and footers.

Design Tab – this contains commands related to paragraph and page design.

Layout Tab – this contains commands related to page appearance and setup.

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References Tab – this provides commands for automatic references in a document.

Mailings Tab – this provides commands used in bulk mailing.

Review Tab – this contains tools like spelling and grammar check, comments and protection

View Tab – this contains basic and more advanced view settings.

Starting Word 2016

1. Click the Start button on the Desktop’s taskbar to display the Start menu
2. Point to All Programs on the Start menu to display the All Programs submenu
3. Point to MS Office 2016 and then on the submenu click Word 2016

A blank document will then be displayed similar to the one shown below:

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 Vertical ruler Horizontal ruler

Insertion point

The insertion point is a vertical blinking line that indicates where text and other objects like graphics will
be inserted. As you type the insertion point moves to the right and when you reach the end of a line, it
will move down to the beginning of the next line.

You can navigate the document by scrolling or by using the mouse. The four arrow keys plus the Page Up
and Page Down keys can also be used to move around a document. Similarly, Ctrl+Home or Ctrl+End will
take you to the beginning or end of a document. Note that scrolling does not change the location of the
insertion point but using the keyboard or mouse to navigate does move the insertion point.

When you move your mouse pointer into the document window, it looks like an uppercase letter I.
However, when the pointer is moved out of the document window towards the Ribbon, scroll bars or
Status bar, it turns into an arrow to allow you to point and click buttons. The pointer changes into other
shapes when performing certain other tasks.

Word Wrap is the feature that automatically moves words to the next line if they do not fit onto the
current line. Therefore, you should not press the Enter key at the end of every line. It should only be
pressed at the end of a paragraph or when you want to move to a new line. Word Wrap decides where
to end a line based on the margin settings. If the margins are changed, the text on each line is
automatically adjusted to fit the new margin settings.

There are five Document Views; that is five different ways to view a
document on the screen. To switch views, click the View Tab and then in
the Document Views group select the view required. Alternatively, click
one of the View buttons on the Status bar.

 Print Layout view shows how a document will appear when printed. Headers, footers, margins etc.
are all shown and can easily be edited.
 Read Mode view shows text on the screen in an easy to read format. The Ribbon is replaced by a small
toolbar with limited commands.
 Web Layout view simulates the way a document will appear when it is viewed as a web page.

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 Outline view displays headings and text in outline form so the structure of the document can easily
be seen and reorganised.
 Draft view shows only the text of a document not headers, footers, margins and graphics.

Entering and Editing Text

Typing causes text to be entered into the document starting at the insertion point. If you make a mistake,
pressing the Backspace key will erase the previously entered character to the left of the cursor.

The Shift key when pressed with a letter key gives an uppercase letter. The Shift key pressed with a
number or symbol creates the symbol shown in upper part of key.

The Delete key erases the character to the right of the insertion point.

The Tab key can be used to position a set distance to the right. If you press the Enter key then the insertion
point will move to a new line leaving a blank line after the existing text.

Sometimes you may wish to replace or type over existing text instead of inserting text. This can be done
by either selecting the text to be replaced and then typing or switching to the Overtype mode. In normal
Insert mode, typing causes existing text to be moved to the right and down to make room for more
characters, whereas in Overtype mode, any new characters you type replace existing characters.

To change to Overtype mode, select the File tab, and then select Options and the Word Options dialog
box will display. Then choose Advanced and in the Editing section, click the ‘Use overtype mode’ option.
To return to Insert mode, deselect this option in the dialog box.

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For frequent changes between Insert and Overtype modes, select the ‘Use the Insert key to control
overtype mode’ check. You can then simply use the Insert key to switch between modes.

Sometimes special characters are needed within your text and this is achieved by using the Symbol button
in the Symbols group on the Insert Tab. Here there are several special characters to choose from and
many more symbols are available by clicking the More Symbols button.

The current date can be inserted using the Date

& Time command within the Text group on the
Insert Tab. Various styles for your date display
can be selected.

If you want the date to be automatically updated

whenever the document is opened, check the
‘Update Automatically’ option.

Saving a Document
You should always frequently save the document you are working on so that it will be available for future
use. There are two commands that save a file (Save and Save As) and both are available from the Office
menu. The first time you save a file, you should use the Save As command however if you instead use the
Save command, Word 2016 will open the Save As dialog box as if you had used the Save As command.

1. Click the File tab and select the Save As option to display the Save As dialog box.
2. In the Save As dialog box find the location where you wish to save the file.
3. If necessary, you can create a new folder by clicking ‘New Folder’.
4. In the File name, type a suitable name for your document.
5. You can choose to save in a previous format like Word 2003 by choosing the required option in the
‘Save as type’ box. You can also save the document as a web page with .html file extension.
6. Click the Save button.

Once you have used the Save As command then it is only necessary to use the Save command.
This will then replace the old version of your file with the new version. The easiest way to activate
the Save command is to click the Save button on the Quick Access Toolbar or you can use the keyboard
shortcut Ctrl+s.

Remember to always use the Save As command when:

 Saving a previously unsaved file
 Saving a file with a different name
 Saving a file in a different location
 Saving the file in a different format

The file extension is .docx for a Word 2016 document.

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Opening and Closing Documents

Create Click arrow

New to select
Folder the
button drive/folder
where your
file is to be
saved

Type
suitable
filename
here

Choose
suitable
Save
format
button

To open a new blank document:

1. Click the New command on the Office button menu to open the New Document dialog box.
2. In the Templates list on the left, select the Blank and recent option.
3. Choose the Blank document command that appears in middle pane.
4. Click the Create button to close the dialog box and a new, blank document will be displayed.
Alternatively, you can use the keyboard shortcuts Ctrl+n to display a new blank document.

To close a document:
Click the Close command on the Office button menu. You will be prompted to save the file if it is
unsaved.

To open an existing document:

1. Click the Office button and from the Office menu, click Open.
2. The Open dialog box as shown below will appear and you use this to find the file.

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 Use drop-down
arrow to select a
Address bar location

View button

My Places

g Word 2016
File list for current
File name can be location
typed instead of
selected Open button

The address bar provides a hierarchical view of your drives, folders and subfolders. Click the drop-down
arrow to select a location or use the navigation pane commands. These are:

1. Back and forward buttons return you to the folder previously viewed
2. Up One Level button moves up one level in the folder structure
3. New Folder button creates a new folder within the current folder
4. Views button changes the way the file list is displayed

The My Places bar provides a list of shortcut links to specific folders. Click a link to select it and the file list
will change automatically to display the new location’s files and subfolders.

Once you have located and selected the correct file using Look in or My Places click the Open button to
display the file on the screen.

Alternatively, you can use the keyboard shortcut Ctrl+o to display the Open dialog box.

If you have recently used a document then it may be in the

backstage list on the Open menu and you can just click on its link
instead of using the Open dialog box.

Getting Help in Word 2016

To access Word 2016 Online Help, press the function key F1 on
your keyboard (Note: you will require Internet access for this
feature.

In the Help dialog box as shown, you can type a keyword in the
Search box to display information on that topic. In the lower part
of the window, there are also links to further information.

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A third source of help is to use the Word Tell me feature that is located just above the Ribbon. This allows
you to browse the entire list of Help topics. Dialog boxes also have Help buttons to provide information
on the options available.

Enhanced ScreenTips also provide help on commands. These are shown when you rest your mouse
pointer over a command. They give the name of the command, a brief description and a link to get further
help. These ScreenTips are context sensitive. For example, when the mouse pointer is over the Font Color
command, the enhanced ScreenTip appears.

Spelling and Grammar Checks

When you enter text, the Spelling and Grammar Check icon will appear on the Status bar. If all of
your typed words are in the Word dictionary and the grammar is correct, then the Check icon will
be a blue tick.

If there are potential errors, in your typing then the blue tick mark will change to a red cross and
the potential errors underlined in red or green. A red wavy underlined word indicates possible
spelling mistakes and a green wavy underlined text indicates possible grammar errors.

You can correct these errors as they appear on the screen or you can check the
entire document.

Any red wavy underlined word can be right-clicked and a shortcut menu will
appear with suggested corrections and options. These options are:
 Ignore (Word ignores the incorrect spelling of the word for this occurrence
only)
 Ignore All (Word ignores the incorrect spelling throughout the document)
 Add to Dictionary (the word is added to the custom dictionary and so the
spelling is accepted as correct and it will be recognised in future spellchecks)

One of these suggestions can be clicked to replace your word or if the word for example is a proper
name, the Ignore or Ignore All command can be selected.

In the screenshot shown, the word Cbt has been typed and then the
word right-clicked to display the shortcut menu. The correct word, in
this case Cat can then be selected. The Mini-toolbar also appears in
case you wish to format the word.

If the Spelling command is selected on the shortcut menu then the

Spelling dialog box is displayed with more information.

Similarly, green wavy underlined text can be right-clicked and

suggestions for correcting the grammar will be shown or the Grammar
command can be chosen.

Clicking the Status bar red cross icon will take you through the errors
one by one in your text.

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Alternatively, you can click the Spelling & Grammar command on the Review Tab and then to
begin the spelling and grammar check from the insertion point.

Word 2016 has the further option of contextual spelling checks. This feature attempts to find words that
are spelt correctly, but used incorrectly. For example, words like ‘there’ and ‘their’ or ‘two’, ‘too’ and ‘to’
that are easily used incorrectly.

AutoCorrect is an automated feature offered by MS Word and corrects common capitalization, spelling,
grammar and typing errors as you type.

For example, if you type Potentialy then AutoCorrect

will automatically correct this word to be Potentially.
The automatic correction happens only when you have
pressed the spacebar or the Enter key after typing the
text. Highlight the corrected text to see a small box
appearing. When pointed to, it changes to the
AutoCorrect Options button. Clicking the button opens
a menu with options to undo the correction or to change how MS Word handles this type of corrections
in the future.

The AutoCorrect dialog box can be displayed by clicking the Office button, then Word Options and
AutoCorrect Options. For example, in this dialog box you can specify that when you type ‘pmb’ it will
always be replaced with ‘Pietermaritzburg’.

Sometimes when entering text, a ScreenTip appears suggesting the remaining characters to complete the
word. If the Enter key is then pressed, the suggested characters are inserted. To reject the suggestion,
just continue typing. This feature is called AutoComplete.

If you want to replace a word with a synonym (one with a similar meaning) then the Word
Thesaurus can be used. Right-click a word and choose Synonyms from the shortcut menu. A
list of alternatives will be displayed and clicking one of these will replace your original word.
Alternatively, you can select Thesaurus from the shortcut menu or from the Review Tab to
open the full Thesaurus giving more options.

Selecting and Formatting Text

Selecting text means that the text is highlighted ready for some action to be applied to it.

To select text, position the mouse pointer to left of the first character drag the mouse holding down left
mouse button to the right and down until all the text is highlighted.

A single word can be also be selected by double-clicking it and a paragraph selected by triple clicking it.
A sentence can be selected by holding down the Crtl key and clicking somewhere in it.

A large block of text can be selected by clicking at the beginning of the selection, holding down the Shift
Key and then clicking at the end of the selection.

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The entire document can be selected by holding down the Ctrl+a key.

To select non-adjacent pieces of text, select the first piece of text and then hold down the Ctrl key whilst
selecting the next piece of text.

Formatting changes the appearance of text and Word provides many ways to make your document more
attractive and easier to understand. Once you have typed some text, you need to select it before choosing
the type of format required. Alternatively, choose a format command and then type the text.

The Mini toolbar automatically appears when you select text. It initially appears transparent and close to
the selected text. It will disappear if not used. If it is used then it loses its transparency.

This toolbar allows you quick access to common formatting commands like bold, italic etc., which might
not be on the currently selected Ribbon Tab.

You can click on the Mini toolbar option required and the selected text will then appear in the new format.
A wider range of formatting options is found on the Home Tab in the Font group:
 Font - defines the appearance of the text and clicking the drop-down arrow displays
a variety of fonts
 Font Size – defines the size of text and clicking the drop-down arrow displays many different
font sizes
 Grow Font – clicking this enlarges the size of font
 Shrink Font – clicking this reduces the size of font
 Clear Formatting – clears any formatting from the text
 Bold – makes text heavier, often used for headings
 Italic – makes text slanted, often used for emphasis
 Underline – gives a single line under the text
 Strikethrough – displays a horizontal line through the middle of the text
 Subscript – here text is smaller in size and lowered below the line
 Superscript – here text is smaller in size and raised above the line
 Change Case – this changes text to a different case like uppercase, lowercase, capital case
 Text Highlight Color – this makes the text appear as if it were marked with a highlighter pen
 Font Color – changes the colour of the text
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 Clicking the Font Dialog Box Launcher opens the Font dialog box,
which also offers you the same features plus more formatting
options.
Dialog box launcher

A style is a set of pre-defined formatting options. Using styles can save time and makes a document
consistent. This is important in long documents with for example many headings. A style can be defined
for one heading and then applied to all other headings.

Word comes with several built-in Quick Styles. To apply one of these, click in the Styles gallery in the
Styles group on the Home Tab. A Live Preview will be shown once the cursor hovers over a style.

A theme is a set of coordinated fonts, styles and

colours. On the Design tab in the Document
Formatting group, click the Themes command to see a
gallery of themes. A Live Preview will be shown when
you point to a theme.

You can use the Format Painter command in the

Clipboard group on the Home Tab to copy a format
from one part of your document to another. The
Format Painter command is also available on the Mini
toolbar.

Click the text containing the

desired format and then click
the Format Painter command. Move the mouse pointer to where you wish to
apply formatting and the mouse pointer becomes a paintbrush. Drag the mouse
across the text to be formatted and the text will take on the copied format.

To apply the same format to several non-adjacent blocks of text, select the formatted text and then
double-click the Format Painter command. The Format Painter tool then will remain active until the
command is clicked again.

As you type text Word inserts non-printing symbols or formatting marks. These affect the
appearance of your document but are not displayed on the printout. For example, the symbol ¶
is called the paragraph mark and is inserted at the end of each paragraph. Note that when you copy a
paragraph to another location then this paragraph mark should be included in the copy so that the
formatting of the paragraph remains the same.

To view the formatting marks in a document, click the Show/Hide ¶ command in the Paragraph group on
the Home Tab. Clicking the command again will hide all the formatting marks.

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Another example of a non-printing character is the symbol, which is inserted every time the Tab
key is pressed.

Changing the Position of Text

You can use alignment, indenting and spacing to change the position of text in a
document. Horizontal alignment refers to the placing of text between the left and right
margins. The Paragraph group on the Home Tab offers four alignment options:
 Align Text Left – this is the default for many documents as is the easiest to read
 Center – this is often used for headings
 Align Text Right – aligns against the right-hand margin
 Justify – both left and right aligned so that lines are equal in length with the spacing between words
adjusted to align with margins. Used in newspapers and books

To apply an alignment option, select the text and then click the desired option.

Indenting is the positioning of a paragraph at a

specified distance in from the left and/or right
margins.

To indent a paragraph, select it and then click the

Paragraph Dialog Box Launcher. Special indents can
also be selected here:
 First line indent – this positions only the first line
of a paragraph at a greater distance in from the
left margin.
 Hanging indent – here all lines except the first one
are indented.

Changing indentation can also be achieved by

dragging an indent marker on the ruler to a new
location.

Adding space before/after a paragraph or between

lines can make a document easier to read and
improve the document’s appearance.

Line spacing refers to the vertical space between

lines within a paragraph of text and between
paragraphs.

Clicking the Line Spacing command in the Paragraph group of the Home Tab provides various spacing
options like single, line and a half, double etc. Line spacing can also be set from the Paragraph dialog
box.

Paragraph spacing is the amount of space before or after a paragraph. Sometimes you might wish to have
extra spacing between paragraphs and this can be set from the Line Spacing command or the Paragraph
dialog box.

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Creating Lists
Lists are good ways to organise information in a document.

A bulleted list is used when

the order of items is not
critical and the bullet
character can take various
shapes.
A numbered list is used when
the order of items is
important. Each item is given
a number in sequence and the
numbers are automatically
updated if items are added or
removed from the list.

Once you have typed your list of items, select the type of list required from
the Paragraph group on the Home Tab and then choose the number/bullet
format.

Clicking on the arrow beside the Bullets command will display several options
in the Bullet library and you can choose your preferred bullet character. If you
want to see what a particular style will look like in your document, position
your mouse over one of the bullet styles and a preview will be displayed in
your document. If you want something different from the bullet library styles
then click Define New Bullet option to choose something else.

Clicking the arrow beside the Numbering command will similarly display
options for a numbered list. There is an extra option called Set Numbering 17
Value. This allows you to continue the numbering from a previous list instead
of starting from the beginning.

A multilevel list extends a numbered list to several levels and can be created using the Multilevel List
command. This enables you to create an outline to organise the structure of your lists. Each list can have
its numbering continued or restarted.

You can use the Increase Indent Level command from the Home Tab or Mini toolbar to demote
items to a lower level of importance.

Similarly, the Decrease Indent Level command promotes items to a higher level in the outline.

Copying or Moving Text

The Clipboard is a temporary storage area and is used when copying or moving
text from one location to another in your document.

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To copy text:
1. Select the text
2. On the Home Tab in the Clipboard group, select the Copy command
3. Move the insertion pointer to where the copy of the text is needed
4. On the Home Tab in the Clipboard group, select the Paste command

Note that when copying the text will remain in its original position and a copy of the text is placed in the
new position.

To move text:
1. Select the text
2. On the Home Tab in the Clipboard group, select the Cut command
3. Move the insertion pointer to where the text is needed
4. On the Home Tab in the Clipboard group, select the Paste command

Note that here the text is removed from its original position and is placed in the new position.

Selected text can also be moved by dragging it to a new location using the mouse. This is called Drag and
Drop.

When you use the Paste command, the Paste Options button appears to the right and below the pasted
text. Clicking this button will open a menu offering various formatting options. If you ignore this button
then it will disappear.

Keyboard shortcuts can be used for copying, cutting and pasting text:
 Press the Ctrl+c keys for the Copy command
 Press the Ctrl+x keys for the Cut command
 Press the Ctrl+v keys for the Paste command

A further way of accessing the Copy, Cut and Paste commands is to right-click the selected text and choose
the commands from the shortcut menu that is displayed.

The System Clipboard is available to all programs on your computer but

only holds one selection. Each time you copy/cut the new selected text
replaces the previous selection.

The Office Clipboard can accommodate up to 24 selections so you can

copy or cut multiple items. This Clipboard is only active within Office
applications. On exiting from Office applications, all items on the
Clipboard are deleted.

To enable the Office Clipboard to store multiple selections, it must first be displayed by clicking the Dialog
Box Launcher in the Clipboard group on the Home Tab. This opens the Clipboard task pane on the left
side of window. Then each cut or copied item is placed on this pane to a maximum of 24 items. To paste
an item from the Clipboard, you need to point to the required item and then click on the displayed down-
arrow to choose Paste from the menu.

To remove all items from the Clipboard, click the Clear All button.

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Using the Split feature to divide the document window into two panes makes
copying/moving items in a long document much easier. To split a window, click the
Split command in the Window group on the View Tab. Then drag the horizontal split
bar that appears to the location where you want to split the window and click.

The split bar can be dragged to resize the panes and the scroll bars in each pane can be used to display
different parts of the document. Text can then be copied/cut and pasted or dragged from one pane to
the other.

To restore the window to a single pane, double-click the split bar or click the Remove Split command.

Similarly, copying/moving items between different Word documents can be made easier. By clicking the
Arrange All or the View Side by Side buttons in the Window group on the View Tab, both documents are
displayed on the Desktop

Finding and Replacing Text

The Find and Replace feature are used to quickly find specific words in your document and
then if you wish replace them with new words. Both commands are found on the Home Tab
in the Editing group. Clicking on either command will open the Find and Replace dialog box.

Using the Find tab, you can type in a word or phrase in the ‘Find what’ box. Then click the Find Next button
and the insertion point will be moved to the next occurrence of that word or phrase. Clicking the Find
Next button again will find the next occurrence of the word or phrase.

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Clicking the Reading Highlight button and then clicking the ‘Highlight All’ option will highlight all
occurrences of the word or phrase in the document.

The Find command locates the exact text and this could be in the middle of another word. For example,
if you ask to find the word board, the words clipboard and keyboard will also be found. Capitalization is
also ignored when searching for words.

To refine your search criteria further, click the More button and choose from the various options.

 The ‘Match case’ option can be used to search for words but not ignoring capitalization.

 The ‘Find whole words only’ option will find exact matches to your word so that words containing the
search criteria will not be found.

 The Use wildcards option makes it possible to search using special characters called wildcards that
represent other characters. Two wildcards are ? and *. The first of these represents any one character
and the second represents any number of characters.

For example, using c?? as the search criteria will find all three-letter words beginning with the letter c.
Whereas using c* will find all words of any length beginning with the letter c.

Wildcards can be used in any position of a word so using *ing as the search criteria will find all words
ending in ing.

The Replace dialog box is similar but there is the added option of replacing each occurrence of the found
word or phrase with some new word or phrase. Using the Replace All button will replace all occurrences
at once.

Navigating through a long document can be done quickly by using the Go To feature. Clicking the Page
button on the Status bar opens the Go To tab of the Find and Replace dialog box. Here the required page
number can be entered and that page will then be displayed.

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Printing a Document
When you are ready to print your
document, click on File tab and then the
Print command to see the different print
options available.

You should always see Print Preview first

as this would show you what your
document would look like when printed.
This saves you time and paper as it may
prevent printouts containing errors.

In the Print Preview window, you can

change settings to magnify the page on
screen, display multiple pages and change
the page layout. Once you are satisfied
with the document then you can display
the Print dialog box direct from the
preview window.

Orientation is the direction in which the

page is printed. By default, Word is set to
print in portrait orientation but it can be
changed to landscape orientation. This can
be changed on the Page Layout Tab or in
the Page Setup group in the Print Preview
Tab.

Clicking the Page Setup link in Print Preview will display a dialog box allowing you to change various
options on the Margins, Paper and Layout Tabs.

The Quick Print option sends the document straight to the default printer without giving you the
option of changing printers.

The Print Preview and Print option displays the Print options in backstage view. You can print only
certain pages, print several pages on one sheet of paper, print more than one copy and choose the
printer if you have more than one printer.

Document Formatting

This refers to changing how each page of text appears. A document looks more professional if there is
consistency throughout.

The rulers along the top and left margins are present to help you format your document. If the rulers are
not visible, click the View Ruler command located at the top of the vertical scroll bar.

Margins are the blank areas on all sides of the document. There are default sizes for these margins but
the settings can be changed.

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Click the Margins command on the Page Layout Tab.
You can select from one of the pre-set margin settings
or clicking Custom Margins will display the Page Setup
dialog box. Here you can specify the exact margins.

Page numbers can be inserted into a document using the Page Number button on the Insert Tab. This
command provides many options for different positioning and styles of the page numbers.

Tab stops mark the place where the insertion point will move to when the Tab key is pressed. Tab stops
allow you to align text vertically at a specific location in a document. Their use will improve the
appearance of the information in your document. Using tabs on successive lines of text makes the text
appear to be in columns. Tables can also be used to create this effect. Tabs are often used to position
small amounts of text such as an address at the top of a letter.

Tab selector Left tab Decimal tab Centre tab Right tab

Default tab stops are set at every half inch from the left margin. However, they can be customised in new
positions.

To select a left tab stop (text will run to the right of this position), first select the paragraph and then click
the ruler at the position you wish to set the tab. A tab stop marker will appear on the ruler. To set other
(like right, decimal and center) tabs, click the tab selector at end of ruler until it changes to the required
type of tab. Tab stops can be moved by dragging and removed by dragging off the ruler.

Headers and footers are used to include

the same information (text or graphics) at
the top and bottom of every page. Page
numbers are often inserted into a
header/footer.

Headers and footers can be inserted by

clicking the Header or Footer command on
the Insert Tab. A gallery of pre- designed
headers or footers will be displayed.

To edit a header or footer, the header or

footer area must be opened by clicking the
Header or Footer command and then
choosing the Edit Header/Footer
command.

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 The contextual Header & Footer Tools
Design Tab will also appear when either
area is activated. This tab allows you to
insert page numbers, the date and time.
Formatting options can be selected and
the header/footer can be removed from
the first page of the document.

In a document consisting of multiple pages, the place

where one page ends and another begins is called a page
break. Word automatically inserts page breaks, but a
page break can be inserted manually if you want to force
the next section onto a new page.

To insert a page break manually, click the Page Break

command in the Pages group on the Insert Tab or press
the Ctrl+Enter keys. If the formatting marks are displayed
then a dotted line with the words Page Break will appear.
To delete a page break, select the page break line and
press the Delete key.

Decorative borders can be used to enhance your document. A page border can be added by clicking the
Page Borders command in the Page Background group on the Page Layout Tab. Word offers a range of
border types.

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Working with Graphics
Adding pictures to a document can help illustrate the meaning of the
text and make the document more attractive. You can add different
sorts of graphics like photographs, pre-defined shapes, diagrams and
drawings. Word has drawing tools so you can create your own
graphics and collections of Clip Art (standard images) that can be
used in documents.

All graphical objects can be manipulated as a whole and can be inserted, modified, resized, repositioned
and deleted. Like text, you can copy, cut and paste objects in the same way by using appropriate
commands.

Inserting a Picture
Clip Art can be inserted by clicking the Online pictures command in the Illustrations group on the Insert
Tab. This opens the task pane and here you can search for an image based on the entered keyword, but
you need to be connected to the Internet. Word will search for the required Clip Art and display images
that you can choose to be inserted.

Digital images created using a digital

camera or images from a scanner are
often added to documents. To insert a
previously saved graphic file as a
picture in a document, click the
Picture command in the Illustrations
group. The Insert Picture dialog box
will be shown and you can navigate to
find the required image. Pictures can
also be inserted by copying and
pasting them from another
document.

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Another source of graphics is to use the Word drawing tools. Click
the Shapes button in the Illustrations group on Insert Tab and
then select the required shape from the menu. The pointer
changes to the crosshairs pointer. Drag the pointer on the
document to insert the shape.

Selecting and Modifying a Picture

To select a graphic object, position the pointer over the object and click. The graphic is now surrounded
by a selection rectangle. A small circle appears at the corners and a small square appears on each side
of the object. These are the sizing handles and can be dragged to resize the object. A green circular
rotation handle also appears at the top and when dragged the object will be rotated.

When resizing an object it is preferable to drag the corner handles as this will keep the height and width
of the object in proportion. The size can also be altered using the Shape Height and Width boxes in the
Size group. To delete a graphic, select it and press the Delete key.

To deselect a graphic, click outside the object. When a graphic is selected, the Picture Tools contextual
tab will appear and this contains commands for modifying graphics.

Colour can be added to your drawings by using Shape Fill command on the contextual Format Tab to fill
the object with a specified colour. The Shapes Styles gallery can also be used to add colour to your
drawings.
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When an object is inserted, it is inserted as an inline object positioned in the
text at the insertion point. It can be formatted using for example the align
commands.

Inline objects can be changed to floating objects and these are in a different
layer to the text and can be moved independently of it. Text can be wrapped
round a floating object. To change an object to be floating, click the Text
Wrapping command in the Arrange group. Here, there are several options,
such as In Line with text (changes a floating object to an inline object) and
Tight (wraps text around sides of object).

The Position command in the Arrange group when clicked will display a menu
with options so that a floating object can be positioned on the page.

In the Adjust group there are commands allowing you to change the
brightness, contrast or colour of an image.

Sometimes it is necessary to trim the edges or portions from the

graphic. This is called cropping and is performed using the Crop command in the Size group.

Text Boxes
Text is often needed as labels for drawings and this can be inserted in
the form of a text box (a shape designed to hold text). Click the Text
Box command in the Text group of the Insert Tab and then click the
‘Draw Text Box’ option. Position the pointer where the text box is
required, click and drag until the desired size is reached. Text can then
be typed into the box.

Changes to the appearance of a text box can be made using the Drawing Tools contextual tab.

WordArt is stylised text that is treated as an object and can be

created using the WordArt command in the Text group on the Insert
Tab. A gallery of WordArt styles is then shown and when one style is
chosen, the Edit WordArt Text dialog box appears.

Here you can type the required text and once the OK button is clicked, the WordArt appears as an inline
object in the document. Changes to the object can be made using the various commands in the WordArt
Styles group on the Format Tab.

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Creating Tables
A table is a grid, an organised arrangement of rows and columns that can contain text, graphics and
numbers. The intersection of a row and column is called a table cell. The lines that divide the rows and
columns are known as borders.

Insert a table
To insert a table into a document, click the Tables command in the Tables group on the Insert Tab. A
menu appears with a grid in the upper portion. Moving the pointer over the grid will change the orange
outline of cells. The label at top shows the dimensions of the selected table. At the same time, a table
appears in your document and clicking will confirm insertion of the chosen table.

Enter text into a table

To enter text into a table cell, click the cell and type the text. As you type text into a cell, the cell expands
vertically to hold each new line. The Tab key will move the pointer to the next cell to the right. To move
back one cell, use the Shift+Tab keys or the arrow keys.

Select a table, column, row or cell

To select a single cell, position the cursor over the left edge of the cell and the cursor will change to a
thick arrow. Then click to select the cell.

To select a row, position the cursor over the left edge of the first cell in the row and when the cursor
changes to a thick arrow, double-click.
Move handle
To select a column, position the cursor
at the top edge of the column and
when the cursor becomes a thick
down arrow, click.

To select the entire table, position the cursor anywhere within the table and then click the Move handle
at the top left of the table.

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Alternatively, you can use the Selection command on the Table Tools Layout Tab to
select all or part of a table.

To modify the structure of the table

You can use the commands on the Table Tools Layout Tab to insert or delete rows and
columns. The width of columns and the height of rows can also be changed. Cells can
be split into two or more cells or several cells merged to become one cell.

The quickest way to format a table is to use one of the pre-designed formats in the Table Styles group on
the Table Tools Design Tab. The first and last rows/columns can also be formatted differently. Shading
can also be added to alternate rows/columns using the Banded Rows/Columns check box.

Templates
Word templates provide models for creating documents. A template is a document that contains many
predefined settings that can be used as the basis for your new document. A template can store built-in
text and graphics like your organisation’s logo and address. In addition, text positioning, pre-set
formatting and page settings like indents, tab stops, font sizes and margins can be stored. Templates are
very useful if you regularly have to create a document with new information but in the same format as
previous documents. For example, an employee who has to give his Sales Manager every month a report
on sales could use a template.

To open an existing template file, choose the New command from the File button and then select a
template from the many templates. Word will open a new document with the settings and text
specified by the template already in place. Then after adding your own text, you can save the document
with a new filename.

The file extension for a Word template is .dotx and a template can be created from your Word document
by using the Save As command and choosing the Word Template option. When using a template, the
original will not be overwritten, as the edited document will be saved as a new file.

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Using Mail Merge
This feature combines a document with some specific data so that it is personalised. It can be used for
bulk mailing as each standard letter can have different names and addresses added to it.

The document with the information that does not change is called the main document and the data
source is the file with the information that varies in each document, such as names and addresses. The
commands for mail merging are on the Mailings Tab:

Click the Start Mail Merge command in the Start Mail Merge group and select the type of merge required.
This is usually a letter. Next, choose the data source by clicking the Select Recipients command. If you do
not already have a list of recipients then a new one can be created by choosing the ‘Type New List’ option
to open the New Address List dialog box.

Then select the Insert Merge Field command; placeholders are then inserted and these are replaced with
the data from the data source when the merge is performed.

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When the merge fields have been inserted, clicking the Preview Results command in the Preview Results
group will show you how your resultant merged letters will appear. To perform the merge, click the Finish
& Merge command in the Finish group. On the menu, the Print Documents command will print the
merged documents.

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