Word 2016 - Getting Started with Word

Microsoft Word 2016 is a word-processing application that allows you to create a

variety of documents, including letters, resumes, and more. In this lesson, you'll
learn how to navigate the Word interface and become familiar with some of its most
important features, such as the Ribbon, Quick Access Toolbar, and Backstage view.

Getting to know Word 2016

Word 2016 is similar to Word 2013 and Word 2010. If you've previously used either
version, then Word 2016 should feel familiar. But if you are new to Word or have
more experience with older versions, you should first take some time to become
familiar with the Word 2016 interface.

The Word Interface

When you open Word for the first time, the Start Screen will appear. From here, you
can create a new document, choose a template, and access your recently edited
documents. From the Start Screen, locate and select Blank document to access the
Word interface.
Click the buttons in the interactive below to learn more about the Word interface:

Working with the Word environment

Like other recent versions, Word 2016 continues to use features like the Ribbon and
the Quick Access Toolbar—where you will find commands to perform common tasks in
Word—and Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus.
The Ribbon contains multiple tabs, which you can find near the top of the Word window.

Each tab contains several groups of related commands. For example, the Font group on
the Home tab contains commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right corner that you can click for
even more options.
Showing and hiding the Ribbon
If you find that the Ribbon takes up too much screen space, you can hide it. To do this,
click the Ribbon Display Options arrow in the upper-right corner of the Ribbon, then
select the desired option from the drop-down menu:

 Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and

completely hides the Ribbon from view. To show the Ribbon, click the Expand
Ribbon command at the top of the screen.
 Show Tabs: This option hides all command groups when not in use, but tabs
will remain visible. To show the Ribbon, simply click a tab.
  Show Tabs and Commands: This option maximizes the Ribbon. All of the
tabs and commands will be visible. This option is selected by default when you
open Word for the first time.

Using the Tell Me feature

If you're having trouble finding the command you want, the Tell Me feature can help. It
works just like a regular search bar: Type what you're looking for, and a list of options will
appear. You can then use the command directly from the menu without having to find it
on the Ribbon.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it shows the Save, Undo,
and Redo commands, but you can add other commands depending on your needs.

To add commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you want to add from the menu.

3. The command will be added to the Quick Access Toolbar.

The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier
to adjust your document with precision. If you want, you can hide the Ruler to create
more screen space.

To show or hide the Ruler:

1. Click the View tab.

2. Click the checkbox next to Ruler to show or hide the Ruler.

Backstage view
The backstage view gives you various options for saving, opening a file, printing, and
sharing your document. To access the Backstage view, click the File tab on the Ribbon.
Click the buttons in the interactive below to learn more about using Backstage view.

Document views and zooming

Word has a variety of viewing options that change how your document is displayed. You
can choose to view your document in Read Mode, Print Layout, or Web Layout. These
views can be useful for various tasks, especially if you're planning to print the document.
You can also zoom in and out to make your document easier to read.

Switching document views

Switching between different document views is easy. Locate and select the
desired document view command in the bottom-right corner of the Word window.
 Read Mode: This view opens the document to a full screen. This view is great
for reading large amounts of text or simply reviewing your work.

 Print Layout: This is the default document view in Word. It shows what the
document will look like on the printed page.
 Web Layout: This view displays the document as a webpage, which can be
helpful if you're using Word to publish content online.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of
the Word window. You can also select the + or - commands to zoom in or out by smaller
increments. The number next to the slider displays the current zoom percentage, also
called the zoom level.

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Understanding OneDrive
Many of the features in Office are geared toward saving and sharing files
online. OneDrive is Microsoft’s online storage space that you can use to save,
edit, and share your documents and other files. You can access OneDrive from
your computer, smartphone, or any of the devices you use.

To get started with OneDrive, all you need to do is set up a free Microsoft
account if you don’t already have one.

If you don't already have a Microsoft account, you can go to the Creating a
Microsoft Account lesson in our Microsoft Account tutorial.

Once you have a Microsoft account, you'll be able to sign in to Office. Just
click Sign in in the upper-right corner of the Word window.

Benefits of using OneDrive

Once you’re signed in to your Microsoft account, here are a few of the things
you’ll be able to do with OneDrive:

 Access your files anywhere: When you save your files to OneDrive,
you’ll be able to access them from any computer, tablet, or
smartphone that has an Internet connection. You'll also be able to
create new documents from OneDrive.
 Back up your files: Saving files to OneDrive gives them an extra
layer of protection. Even if something happens to your computer,
OneDrive will keep your files safe and accessible.
Word 2016 - Creating and Opening Documents

Word files are called documents. Whenever you start a new project in Word, you'll need
to create a new document, which can either be blank or from a template. You'll also
need to know how to open an existing document.

Watch the video below to learn more about creating and opening documents in Word.

To create a new blank document:

When beginning a new project in Word, you'll often want to start with a new blank
document.

1. Select the File tab to access Backstage view.

2. Select New, then click Blank document.

 3. A new blank document will appear.

To create a new document from a template:

A template is a predesigned document you can use to create a new document quickly.
Templates often include custom formatting and designs, so they can save you a lot of
time and effort when starting a new project.

1. Click the File tab to access the Backstage view, then select New.
2. Several templates will appear below the Blank document option. You can also
use the search bar to find something more specific. In our example, we'll search
for a flyer template.
3. When you find something you like, select a template to preview it.
4. A preview of the template will appear. Click Create to use the selected
template.
 5. A new document will appear with the selected template.

You can also browse templates by category after performing a search.

To open an existing document:
In addition to creating new documents, you'll often need to open a document that was
previously saved. To learn more about saving documents, visit our lesson on Saving and
Sharing Documents.
1. Navigate to Backstage view, then click Open.
2. Select This PC, then click Browse. Alternatively, you can choose OneDrive to
open files stored on your OneDrive.

3. The Open dialog box will appear. Locate and select your document, then
click Open.
 4. The selected document will appear.
Most features in Microsoft Office, including Word, are geared toward saving and sharing
documents online. This is done with OneDrive, which is an online storage space for your
documents and files. If you want to use OneDrive, make sure you’re signed in to Word
with your Microsoft account. Review our lesson on Understanding OneDrive to learn
more.

To pin a document:
If you frequently work with the same document, you can pin it to Backstage view for
quick access.

1. Navigate to Backstage view, click Open, then select Recent.

2. A list of recently edited documents will appear. Hover the mouse over
the document you want to pin, then click the pushpin icon.
 3. The document will stay in Recent documents list until it is unpinned.
To unpin a document, click the pushpin icon again.

Compatibility Mode
Sometimes you may need to work with documents that were created in earlier versions
of Microsoft Word, such as Word 2010 or Word 2007. When you open these types of
documents, they will appear in Compatibility Mode.

Compatibility Mode disables certain features, so you'll only be able to access commands
found in the program that was used to create the document. For example, if you open a
document created in Word 2007 you can only use tabs and commands found in Word
2007.

In the image below, you can see how Compatibility Mode can affect which commands are
available. Because the document on the left is in Compatibility Mode, it only shows
commands that were available in Word 2007.

To exit Compatibility Mode, you'll need to convert the document to the current version
type. However, if you're collaborating with others who only have access to an earlier
version of Word, it's best to leave the document in Compatibility Mode so the format will
not change.
You can review this support page from Microsoft to learn more about which features are
disabled in Compatibility Mode.

To convert a document:
If you want access to all Word 2016 features, you can convert the document to the 2016
file format.

1. Click the File tab to access Backstage view, then locate and select
the Convert command.

2. A dialog box will appear. Click OK to confirm the file upgrade.

3. The document will be converted to the newest file type.

Converting a file may cause some changes to the original layout of the document.

https://www.youtube.com/watch?v=PafCMUVH_OA - Word: Creating and Opening Documents

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Word 2016 - Saving and Sharing Documents
When you create a new document in Word, you'll need to know how to save it so you can
access and edit it later. As with previous versions of Word, you can save files to
your computer. If you prefer, you can also save files to the cloud using OneDrive. You
can even export and share documents directly from Word.

Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in similar
ways, with a few important differences.

 Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you save a
file, you'll only need to choose a file name and location the first time. After
that, you can click the Save command to save it with the same name and
location.
 Save As: You'll use this command to create a copy of a document while
keeping the original. When you use Save As, you'll need to choose a different
name and/or location for the copied version.

About OneDrive
Most features in Microsoft Office, including Word, are geared toward saving and sharing
documents online. This is done with OneDrive, an online storage space for your
documents and files. If you want to use OneDrive, make sure you’re signed in to Word
with your Microsoft account. Review our lesson on Understanding OneDrive to learn
more.

To save a document:
It's important to save your document whenever you start a new project or make
changes to an existing one. Saving early and often can prevent your work from being lost.
You'll also need to pay close attention to where you save the document so it will be easy
to find later.
1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear in the
Backstage view.
3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer. Alternatively, you can
click OneDrive to save the file to your OneDrive.

4. The Save As dialog box will appear. Select the location where you want to save
the document.
5. Enter a file name for the document, then click Save.
 6. The document will be saved. You can click the Save command again to save
your changes as you modify the document.

You can also access the Save command by pressing Ctrl+S on your keyboard.

Using Save As to make a copy

If you want to save a different version of a document while keeping the original, you can
create a copy. For example, if you have a file named Sales Report, you could save it
as Sales Report 2 so you can edit the new file and still refer back to the original version.

To do this, you'll click the Save As command in the Backstage view. Just like when saving
a file for the first time, you'll need to choose where to save the file and give it a new file
name.
To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the
default location when saving. If you find this inconvenient, you can change the default
save location so This PC is selected by default.

1. Click the File tab to access Backstage view.

2. Click Options.
 3. The Word Options dialog box will appear. Select Save on the left, check the
box next to Save to Computer by default, then click OK. The default save
location will be changed.

AutoRecover
Word automatically saves your documents to a temporary folder while you are working
on them. If you forget to save your changes or if Word crashes, you can restore the file
using AutoRecover.

To use AutoRecover:
1. Open Word. If autosaved versions of a file are found,
the Document Recovery pane will appear on the left.
 2. Click to open an available file. The document will be recovered.

By default, Word autosaves every 10 minutes. If you are editing a document for less than
10 minutes, Word may not create an autosaved version.

If you don't see the file you need, you can browse all autosaved files from the
Backstage view. Select the File tab, click Manage Versions, then choose Recover
Unsaved Documents.
Exporting documents
By default, Word documents are saved in the .docx file type. However, there may be
times when you need to use another file type, such as a PDF or Word 97-2003
document. It's easy to export your document from Word to a variety of file types.

To export a document as a PDF file:

Exporting your document as an Adobe Acrobat document, commonly known as a PDF
file, can be especially useful if you're sharing a document with someone who does not
have Word. A PDF file will make it possible for recipients to view—but not edit—the
content of your document.

1. Click the File tab to access the Backstage view, choose Export, then
select Create PDF/XPS.
 2. The Save As dialog box will appear. Select the location where you want to
export the document, enter a file name, then click Publish.

If you need to edit a PDF file, Word allows you to convert a PDF file into an editable
document. Read our guide on Editing PDF Files for more information.

To export a document to other file types:

You may also find it helpful to export your document to other file types, such as a Word
97-2003 Document if you need to share with people using an older version of Word or as
a .txt file if you need a plain-text version of your document.

1. Click the File tab to access the Backstage view, choose Export, then
select Change File Type.
2. Select a file type, then click Save As.

3. The Save As dialog box will appear. Select the location where you want to
export the document, enter a file name, then click Save.
You can also use the Save as type drop-down menu in the Save As dialog box to save
documents to a variety of file types.

Sharing documents
Word makes it easy to share and collaborate on documents using OneDrive. In the past,
if you wanted to share a file with someone you could send it as an email attachment.
While convenient, this system also creates multiple versions of the same file, which can
be difficult to organize.

When you share a document from Word, you're actually giving others access to the exact
same file. This lets you and the people you share with edit the same document without
having to keep track of multiple versions.

In order to share a document, it must first be saved to your OneDrive.

To share a document:
1. Click the File tab to access Backstage view, then click Share.
 2. The Share pane will appear.

Click the buttons in the interactive below to learn more about different ways to share a
document.

https://www.youtube.com/watch?v=Az-i8sZHwcE -Word 2016: Saving and Sharing Documents

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Word 2016 - Text Basics

If you're new to Microsoft Word, you'll need to learn the basics of typing, editing, and
organizing text. Basic tasks include the ability to add, delete, and move text in your
document, as well as how to cut, copy, and paste.

Using the insertion point to add text

The insertion point is the blinking vertical line in your document. It indicates where you
can enter text on the page. You can use the insertion point in a variety of ways.

 Blank document: When a new blank document opens, the insertion point will
appear in the top-left corner of the page. If you want, you can begin typing from
this location.

 Adding spaces: Press the spacebar to add spaces after a word or in between
text.
 New paragraph line: Press Enter on your keyboard to move the insertion point
to the next paragraph line.

 Manual placement: Once you begin typing, you can use the mouse to move the
insertion point to a specific place in your document. Simply click
the location in the text where you want to place it.
  Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will
move between paragraph lines. You can also
press Ctrl+Left or Ctrl+Right to quickly move between entire words.

In a new blank document, you can double-click the mouse to move the insertion point
elsewhere on the page.

Selecting text
Before you can move or format text, you'll need to select it. To do this, click and drag
your mouse over the text, then release the mouse. A highlighted box will appear over the
selected text.

When you select text or images in Word, a hover toolbar with command shortcuts will
appear. If the toolbar does not appear at first, try hovering the mouse over the selection.

To select multiple lines of text:

1. Move the mouse pointer to the left of any line so it becomes a right slanted
arrow.
2. Click the mouse. The line will be selected.

3. To select multiple lines, click and drag the mouse up or down.

4. To select all of the text in your document, choose the Select command on the
Home tab, then click Select All. Alternatively, you can press Ctrl+A on your
keyboard.
Other shortcuts include double-clicking to select a word and triple-clicking to select an
entire sentence or paragraph.

To delete text:
There are several ways to delete—or remove—text:

 To delete text to the left of the insertion point, press the Backspace key on your
keyboard.
 To delete text to the right of the insertion point, press the Delete key on your
keyboard.
 Select the text you want to remove, then press the Delete key.

If you select text and start typing, the selected text will automatically be deleted and
replaced with the new text.

Copying and moving text

Word allows you to copy text that's already in your document and paste it in other
places, which can save you a lot of time and effort. If you want to move text around in
your document, you can cut and paste or drag and drop.

To copy and paste text:

1.
2. Select the text you want to copy.

3. Click the Copy command on the Home tab. Alternatively, you can press Ctrl+C on
your keyboard.

4. Place the insertion point where you want the text to appear.

5. Click the Paste command on the Home tab. Alternatively, you can press Ctrl+V on
your keyboard.

6. The text will appear.

To cut and paste text:
1.

2. Select the text you want to cut.

3. Click the Cut command on the Home tab. Alternatively, you can press Ctrl+X on
your keyboard.

4. Place your insertion point where you want the text to appear.
 5. Click the Paste command on the Home tab. Alternatively, you can press Ctrl+V on
your keyboard.

6. The text will appear.

1.

You can also cut, copy, and paste by right-clicking your document and choosing the
desired action from the drop-down menu. When you use this method to paste, you can
choose from three options that determine how the text will be formatted: Keep Source
Formatting, Merge Formatting, and Keep Text Only. You can hover the mouse over
each icon to see what it will look like before you select it.

To drag and drop text:

1.

2. Select the text you want to move.

3. Click and drag the text to the location where you want it to appear. A small rectangle
will appear below the arrow to indicate that you are moving text.

4. Release the mouse, and the text will appear.

If text does not appear in the exact location you want, you can press the Enter key on
your keyboard to move the text to a new line.

Undo and Redo

Let's say you're working on a document and accidentally delete some text. Fortunately,
you won't have to retype everything you just deleted! Word allows you to undo your most
recent action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick Access Toolbar.
Alternatively, you can press Ctrl+Z on your keyboard. You can continue using this
command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You can also access
this command by pressing Ctrl+Y on your keyboard.

Symbols
If you need to insert an unusual character that's not on your keyboard, such as
a copyright (©) or trademark (™) symbol, you can usually find them with
the Symbol command.
To insert a symbol:
1. Place the insertion point where you want the symbol to appear.

2. Click the Insert tab.

3. Locate and select the Symbol command, then choose the desired symbol from
the drop-down menu. If you don't see the one you want, select More Symbols.

4. The symbol will appear in the document.

https://www.youtube.com/watch?v=vmEzxQfVj5c - Word: Text Basics

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Word 2016 - Formatting Text

Formatted text can draw the reader's attention to specific parts of a document and
emphasize important information. In Word, you have several options for adjusting
text, including font, size, and color. You can also adjust the alignment of the text to
change how it is displayed on the page.

To change the font size:

1. Select the text you want to modify.
2. On the Home tab, click the Font size drop-down arrow. Select a font size from
the menu. If the font size you need is not available in the menu, you can click
the Font size box and type the desired font size, then press Enter.
3. The font size will change in the document.
You can also use the Grow Font and Shrink Font commands to change the font size.

To change the font:

By default, the font of each new document is set to Calibri. However, Word provides many
other fonts you can use to customize text.

1. Select the text you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font box. A menu of
font styles will appear.
3. Select the font style you want to use.
4. The font will change in the document.
When creating a professional document or a document that contains multiple
paragraphs, you'll want to select a font that's easy to read. Along with Calibri, standard
reading fonts include Cambria, Times New Roman, and Arial.

To change the font color:

1. Select the text you want to modify.
2. On the Home tab, click the Font Color drop-down arrow. The Font
Color menu appears.
3. Select the font color you want to use. The font color will change in the
document.
Your color choices aren't limited to the drop-down menu that appears. Select More
Colors at the bottom of the menu to access the Colors dialog box. Choose the color you
want, then click OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to help draw attention to
important words or phrases.

1. Select the text you want to modify.

2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.

3. The selected text will be modified in the document.

To change text case:
When you need to quickly change text case, you can use the Change Case command
instead of deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.

4. The text case will be changed in the document.

To highlight text:
Highlighting can be a useful tool for marking important text in your document.

1. Select the text you want to highlight.

2. From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.

3. Select the desired highlight color. The selected text will then be highlighted in
the document.
To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.

If you need to highlight several lines of text, changing the mouse to a highlighter may be
a helpful alternative to selecting and highlighting individual lines. Click the Text
Highlight Color command, and the cursor changes into a highlighter. You can then click
and drag the highlighter over the lines you want to highlight.
To change text alignment:
By default, Word aligns text to the left margin in new documents. However, there may be
times when you want to adjust text alignment to the center or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options from
the Paragraph group. In our example, we've selected Center Alignment.

3. The text will be realigned in the document.

Click the arrows in the slideshow below to learn more about the four text alignment
options.


Align Text Left: This aligns all selected text to the left margin. The Align
Text Left command is the most common alignment and is selected by
default when a new document is created.
 
Center: This aligns text an equal distance from the left and right margins.


Align Text Right: This aligns all selected text to the right margin.


Justify: Justified text is equal on both sides. It lines up equally to the right
and left margins. Many newspapers and magazines use full justification.

You can use Word's convenient Set as Default feature to save all of
the formatting changes you've made and automatically apply them to new documents.
To learn how to do this, read our article on Changing Your Default Settings in Word.

https://www.youtube.com/watch?v=ViGf0RKbCyA - Word: Formatting Text

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Word 2016 - Using Find and Replace

When you're working with longer documents, it can be difficult and time-consuming to
locate a specific word or phrase. Word can automatically search your document using
the Find feature, and it allows you to quickly change words or phrases using Replace.

To find text
In our example, we've written an academic paper and will use the Find command to
locate all instances of a particular word.

1. From the Home tab, click the Find command. Alternatively, you can
press Ctrl+F on your keyboard.

2. The navigation pane will appear on the left side of the screen.
3. Type the text you want to find in the field at the top of the navigation pane. In
our example, we'll type the word we're looking for.
4. If the text is found in the document, it will be highlighted in yellow and
a preview of the results will appear in the navigation pane. Alternatively, you
can click one of the results below the arrows to jump to it.

5. When you are finished, click the X to close the navigation pane. The highlight
will disappear.
For more search options, click the drop-down arrow next to the search field.

To replace text
At times, you may discover that you've made a mistake repeatedly throughout your
document—such as misspelling a person's name—or that you need to exchange a
particular word or phrase for another. You can use Word's Find and Replace feature to
quickly make revisions. In our example, we'll use Find and Replace to change the title of a
magazine so it is abbreviated.
1. From the Home tab, click the Replace command. Alternatively, you can
press Ctrl+H on your keyboard.

2. The Find and Replace dialog box will appear.

3. Type the text you want to find in the Find what: field.
4. Type the text you want to replace it with in the Replace with: field. Then
click Find Next.

5. Word will find the first instance of the text and highlight it in gray.
6. Review the text to make sure you want to replace it. In our example, the text is
part of the title of the paper and does not need to be replaced. We'll click Find
Next again to jump to the next instance.
7. If you want to replace it, you can click Replace to change individual instances
of text. Alternatively, you can click Replace All to replace every instance of the
text throughout the document.

8. The text will be replaced.

 9. When you're done, click Close or Cancel to close the dialog box.

For more search options, click More in the Find and Replace dialog box. From here, you
can select additional search options, such as matching case and ignoring punctuation.

When it comes to using Replace All, it's important to remember that it could find matches
you didn't anticipate and that you might not actually want to change. You should only
use this option if you're absolutely sure it won't replace anything you didn't intend it to.

https://www.youtube.com/watch?v=p3Ql9y3eEyo - Word: Using Find and Replace

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Word 2016 - Indents and Tabs

The indenting text adds structure to your document by allowing you to separate
information. Whether you'd like to move a single line or an entire paragraph, you can use
the tab selector and the horizontal ruler to set tabs and indents.

Indenting text
In many types of documents, you may want to indent only the first line of each
paragraph. This helps to visually separate paragraphs from one another.

It's also possible to indent every line except for the first line, which is known as
a hanging indent.

To indent using the Tab key

A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
 1. Place the insertion point at the very beginning of the paragraph you want to
indent.

2. Press the Tab key. On the Ruler, you should see the first-line indent
marker move to the right by 1/2 inch.
3. The first line of the paragraph will be indented.

If you can't see the Ruler, select the View tab, then click the check box next to the Ruler.

Indent markers
In some cases, you may want to have more control over indents. Word provides indent
markers that allow you to indent paragraphs to the location you want.

The indent markers are located to the left of the horizontal ruler, and they provide several
indenting options:

 First-line indent marker adjusts the first-line indent

 The hanging indent marker adjusts the hanging indent
 Left indent marker moves both the first-line indent and hanging indent
markers at the same time (this will indent all lines in a paragraph)

To indent using the indent markers

1. Place the insertion point anywhere in the paragraph you want to indent, or
select one or more paragraphs.
2. Click and drag the desired indent marker. In our example, we'll click and drag
the left indent marker.
3. Release the mouse. The paragraphs will be indented.
To indent using the Indent commands
If you want to indent multiple lines of text or all lines of a paragraph, you can use
the Indent commands. The Indent commands will adjust the indent by 1/2-inch
increments.

1. Select the text you want to indent.

 2. On the Home tab, click the Increase Indent or Decrease Indent command.

3. The text will indent.

To customize the indent amounts, select the Layout tab near the desired values in the
boxes under Indent.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you
press the Tab key, the insertion point will move 1/2 inch to the right. Adding tab stops to
the Ruler allows you to change the size of the tabs, and Word even allows you to apply
more than one tab stop to a single line. For example, on a resume you could left-
align the beginning of a line and right-align the end of the line by adding a Right Tab, as
shown in the image below.

Pressing the Tab key can either add a tab or create a first-line indent, depending on
where the insertion point is. Generally, if the insertion point is at the beginning of an
existing paragraph, it will create a first-line indent; otherwise, it will create a tab.

The tab selector

The tab selector is located above the vertical ruler on the left. Hover the mouse over the
tab selector to see the name of the active tab stop.

Types of tab stops:

 Left Tab left-aligns the text at the tab stop.
 Center Tab centers the text around the tab stop.
 Right Tab right-aligns the text at the tab stop.
 Decimal Tab aligns decimal numbers using the decimal point.
 Bar Tab draws a vertical line on the document.
 First Line Indent inserts the indent marker on the Ruler and indents the first
line of text in a paragraph.
 Hanging Indent inserts the hanging indent marker and indents all lines other
than the first line.

Although Bar Tab, First Line Indent, and Hanging Indent appear on the tab selector,
they're not technically tabs.

To add tab stops

1. Select the paragraph or paragraphs you want to add tab stops to. If you don't
select any paragraphs, the tab stops will apply to the current paragraph and
any new paragraphs you type below it.
2. Click the tab selector until the tab stop you want to use appears. In our
example, we'll select Right Tab.

3. Click the location on the horizontal ruler where you want your text to appear
(it helps to click on the bottom edge of the Ruler). You can add as many tab
stops as you want.
 4. Place the insertion point in front of the text you want to tab, then press
the Tab key. The text will jump to the next tab stop. In our example, we will
move each date range to the tab stop we created.

Removing tab stops

It's a good idea to remove any tab stops you aren't using so they don't get in the way. To
remove a tab stop, first select all of the text that uses the tab stop. Then click and drag it
off of the Ruler.

Word can also display hidden formatting symbols such as spaces ( ), paragraph marks (
), and tabs ( ) to help you see the formatting in your document. To show hidden
formatting symbols, select the Home tab, then click the Show/Hide command.
https://www.youtube.com/watch?v=vJGYWVe52T4 - Word: Indents and Tabs

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Word 2016 - Line and Paragraph Spacing
As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing. You can increase spacing to improve readability
and reduce it to fit more text on the page.

About line spacing

Line spacing is the space between each line in a paragraph. Word allows you to
customize the line spacing to be single-spaced (one line high), double-spaced (two lines
high), or any other amount you want. The default spacing in Word is 1.08 lines, which is
slightly larger than single-spaced.

In the images below, you can compare different types of line spacing. From left to right,
these images show default line spacing, single spacing, and double spacing.

Line spacing is also known as leading (pronounced to rhyme with wedding).

To format line spacing

1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command, then
select the desired line spacing.

3. The line spacing will change in the document.

Fine tuning line spacing
Your line spacing options aren't limited to the ones in the Line and Paragraph
Spacing menu. To adjust the spacing with more precision, select Line Spacing
Options from the menu to access the Paragraph dialog box. You'll then have a few
additional options you can use to customize spacing.

 Exactly: When you choose this option, the line spacing is measured in points,
just like font size. For example, if you're using 12-point text, you could use 15-
point spacing.
 At least: Like the Exactly option, this lets you choose how many points of
spacing you want. However, if you have different sizes of text on the same line,
the spacing will expand to fit the larger text.
 Multiple: This option lets you type the number of lines of spacing you want.
For example, choosing Multiple and changing the spacing to 1.2 will make the
text slightly more spread out than single-spaced text. If you want the lines to be
closer together, you can choose a smaller value, like 0.9.
Paragraph spacing
Just as you can format spacing between lines in your document, you can adjust spacing
before and after paragraphs. This is useful for separating paragraphs, headings, and
subheadings.

To format paragraph spacing:

In our example, we'll increase the space before each paragraph to separate them a bit
more. This will make it a little easier to read.

1. Select the paragraph or paragraphs you want to format.

2. On the Home tab, click the Line and Paragraph Spacing command.
Click Add Space Before Paragraph or Remove Space After Paragraph from
the drop-down menu. In our example, we'll select Add Space Before
Paragraph.

3. The paragraph spacing will change in the document.

From the drop-down menu, you can also select Line Spacing Options to open the
Paragraph dialog box. From here, you can control how much space there
is before and after the paragraph.
You can use Word's convenient Set as Default feature to save all of
the formatting changes you've made and automatically apply them to new documents.
To learn how to do this, read our article on Changing Your Default Settings in Word.

https://www.youtube.com/watch?v=mXWvKHWe2Co - Word: Line and Paragraph Spacing

https://edu.gcfglobal.org/en/word2016/line-and-paragraph-spacing/1/
Word 2016 - Lists
Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text. In this lesson, you will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets, and format multilevel
lists.

To create a bulleted list:

1. Select the text you want to format as a list.

2. On the Home tab, click the drop-down arrow next to the Bullets command. A
menu of bullet styles will appear.

3. Move the mouse over the various bullet styles. A live preview of the bullet style
will appear in the document. Select the bullet style you want to use.
 4. The text will be formatted as a bulleted list.

Options for working with lists

 To remove numbers or bullets from a list, select the list and click
the Bulleted or Numbered list command.
 When you're editing a list you can press Enter to start a new line, and the new
line will automatically have a bullet or number. When you've reached the end
of your list, press Enter twice to return to normal formatting.
 By dragging the indent markers on the Ruler, you can customize the indenting
of your list and the distance between the text and the bullet or number.
To create a numbered list:
When you need to organize text into a numbered list, Word offers
several numbering options. You can format your list with numbers, letters, or Roman
numerals.

1. Select the text you want to format as a list.

2. On the Home tab, click the drop-down arrow next to
the Numbering command. A menu of numbering styles will appear.

3. Move the mouse over the various numbering styles. A live preview of the
numbering style will appear in the document. Select the numbering style you
want to use.

4. The text will format as a numbered list.

To restart a numbered list:
If you want to restart the numbering of a list, Word has a Restart at 1 option. It can be
applied to numeric and alphabetical lists.

1. Right-click the list item you want to restart the numbering for, then
select Restart at 1 from the menu that appears.
2. The list numbering will restart.
You can also set a list to continue numbering from the previous list. To do this, right-click
and select Continue Numbering.
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items
and personalize the design of your list. Word allows you to format bullets in a variety of
ways. You can use symbols and different colors, or even upload a picture as a bullet.

To use a symbol as a bullet:

1. Select an existing list you want to format.

2. On the Home tab, click the drop-down arrow next to the Bullets command.
Select Define New Bullet from the drop-down menu.
3. The Define New Bullet dialog box will appear. Click the Symbol button.

4. The Symbol dialog box will appear.

5. Click the Font drop-down box and select a font.
The Wingdings and Symbol fonts are good choices because they have many
useful symbols.
6. Select the desired symbol, then click OK.
7. The symbol will appear in the Preview section of the Define New Bullet dialog
box. Click OK.

8. The symbol will appear in the list.

To change the bullet color:
1. Select an existing list you want to format.

2. On the Home tab, click the drop-down arrow next to the Bullets command.
Select Define New Bullet from the drop-down menu.
3. The Define New Bullet dialog box will appear. Click the Font button.

4. The Font dialog box will appear. Click the Font Color drop-down box. A
menu of font colors will appear.
5. Select the desired color, then click OK.
6. The bullet color will appear in the Preview section of the Define New Bullet
dialog box. Click OK.
 7. The bullet color will change in the list.

Multilevel lists
Multilevel lists allow you to create an outline with multiple levels. Any bulleted or
numbered list can be turned into a multilevel list by using the Tab key.

To create a multilevel list:

1. Place the insertion point at the beginning of the line you want to move.
 2. Press the Tab key to increase the indent level of the line. The line will move to
the right.

To increase or decrease an indent level:

You can adjust the organization of a multilevel list by increasing or decreasing the indent
levels. There are several ways to change the indent level.

 To increase the indent by more than one level, place the insertion point at the
beginning of the line, then press the Tab key until the desired level is reached.

 To decrease the indent level, place the insertion point at the beginning of the
line, then hold the Shift key and press the Tab key.
  You can also increase or decrease the levels of text by placing the insertion
point anywhere in the line and clicking the Increase Indent or Decrease
Indent commands.

When formatting a multilevel list, Word will use the default bullet style. To change the
style of a multilevel list, select the list, then click the Multilevel list command on
the Home tab.
https://www.youtube.com/watch?v=tyXahko-tX8 - Word: Lists

https://edu.gcfglobal.org/en/word2016/lists/1/
Word 2016 - Hyperlinks
Adding hyperlinks to text can provide access to websites and email addresses directly
from your document. There are a few ways to insert a hyperlink into your document.
Depending on how you want the link to appear, you can use Word's automatic link
formatting or convert text into a link.

Understanding hyperlinks in Word

Hyperlinks have two basic parts: the address (URL) of the webpage and the display text.
For example, the address could be http://www.popsci.com, and the display text could
be Popular Science Magazine. When you create a hyperlink in Word, you'll be able to
choose both the address and the display text.

Word often recognizes email and web addresses as you type and will automatically
format them as hyperlinks after you press Enter or the spacebar. In the image below, you
can see a hyperlinked web address.

To follow a hyperlink in Word, hold the Ctrl key and click the hyperlink.
To format text with a hyperlink:
1. Select the text you want to format as a hyperlink.

2. Select the Insert tab, then click the Hyperlink command.

Alternatively, you can open the Insert Hyperlink dialog box by right-clicking
the selected text and selecting Hyperlink... from the menu that appears.
 3. The Insert Hyperlink dialog box will appear. Using the options on the left
side, you can choose to link to a file, webpage, email address, document, or
a place in the current document.
4. The selected text will appear in the Text to display: field at the top. You can
change this text if you want.
5. In the Address: field, type the address you want to link to, then click OK.

6. The text will then be formatted as a hyperlink.

After you create a hyperlink, you should test it. If you've linked to a website, your web
browser should automatically open and display the site. If it doesn't work, check the
hyperlink address for misspellings.
Editing and removing hyperlinks
Once you've inserted a hyperlink, you can right-click the hyperlink to edit, open, copy,
or remove it.

To remove a hyperlink, right-click the hyperlink and select Remove Hyperlink from the
menu that appears.

https://www.youtube.com/watch?v=mNJZo8ESMp0 - Word 2016: Hyperlinks

https://www.youtube.com/watch?v=mNJZo8ESMp0
Word 2016 - Page Layout
Word offers a variety of page layout and formatting options that affect how content
appears on the page. You can customize the page orientation, paper size, and page
margins depending on how you want your document to appear.

Page Orientation
Word offers two-page orientation options: landscape and portrait. Compare our
example below to see how orientation can affect the appearance and spacing of text and
images.

 Landscape means the page is oriented horizontally.

 Portrait means the page is oriented vertically.

To change page orientation:
1. Select the Layout tab.
2. Click the Orientation command in the Page Setup group.

3. A drop-down menu will appear. Click either Portrait or Landscape to change

the page orientation.
 4. The page orientation of the document will be changed.

Page size
By default, the page size of a new document is 8.5 inches by 11 inches. Depending on
your project, you may need to adjust your document's page size. It's important to note
that before modifying the default page size, you should check to see which page sizes
your printer can accommodate.

To change the page size:

Word has a variety of predefined page sizes to choose from.

1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.
 3. The page size of the document will be changed.

To use a custom page size:

Word also allows you to customize the page size in the Page Setup dialog box.

1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down
menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.
 4. The page size of the document will be changed.

Page margins
A margin is the space between the text and the edge of your document. By default, a new
document's margins are set to Normal, which means it has a one-inch space between the
text and each edge. Depending on your needs, Word allows you to change your
document's margin size.

To format page margins:

Word has a variety of predefined margin sizes to choose from.

1. Select the Layout tab, then click the Margins command.

2. A drop-down menu will appear. Click the predefined margin size you want.

3. The margins of the document will be changed.

To use custom margins:

Word also allows you to customize the size of your margins in the Page Setup dialog box.
1. From the Layout tab, click Margins. Select Custom Margins from the drop-
down menu.

2. The Page Setup dialog box will appear.

3. Adjust the values for each margin, then click OK.
 4. The margins of the document will be changed.

Alternatively, you can open the Page Setup dialog box by navigating to the Layout tab
and clicking the small arrow in the bottom-right corner of the Page Setup group.
You can use Word's convenient Set as Default feature to save all of
the formatting changes you've made and automatically apply them to new documents.
To learn how to do this, read our article on Changing Your Default Settings in Word.

https://www.youtube.com/watch?v=jgNpoksYOLE - Word: Page Layout

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Word 2016 - Printing Documents
Once you've created your document, you may want to print it to view and share your
work offline. It's easy to preview and print a document in Word using the Print pane.

To access the Print pane:

1. Select the File tab. Backstage view will appear.

2. Select Print. The Print pane will appear.

Click the buttons in the interactive below to learn more about using the Print pane.
You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a document:
1. Navigate to the Print pane, then select the desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.
Custom printing
Sometimes you may find it unnecessary to print your entire document, in which
case custom printing may be more suited for your needs. Whether you're
printing several individual pages or a range of pages, Word allows you
to specify exactly which pages you'd like to print.

To custom print a document:

If you'd like to print individual pages or page ranges, you'll need to separate each entry
with a comma (1, 3, 5-7, or 10-14 for example).

1. Navigate to the Print pane.

2. In the Pages: field, enter the pages you want to print.

3. Click Print.
If your document isn't printing the way you want, you may need to adjust some of the
page layout settings. To learn more, check out our Page Layout lesson.

https://www.youtube.com/watch?v=7bLQFTCsH8Y - Word: Printing

https://edu.gcfglobal.org/en/word2016/printing-documents/1/
Word 2016 - Breaks
When you're working on a multi-page document, there may be times when you want to
have more control over how exactly the text flows. Breaks can be helpful in these cases.
There are many types of breaks to choose from depending on what you need,
including page breaks, section breaks, and column breaks.

To insert a page break:

In our example, the section headers on page three (Monthly Revenue and By Client) are
separated from the table on the page below. And while we could just press Enter until
that text reaches the top of page four, it could easily be shifted around if we added or
deleted something in another part of the document. Instead, we'll insert a page break.

1. Place the insertion point where you want to create the page break. In our
example, we'll place it at the beginning of our headings.

2. On the Insert tab, click the Page Break command. Alternatively, you can
press Ctrl+Enter on your keyboard.
 3. The page break will be inserted into the document, and the text will move to the
next page.

By default, breaks are invisible. If you want to see the breaks in your document, click
the Show/Hide command on the Home tab.
Section breaks
Section breaks create a barrier between different parts of a document, allowing you to
format each section independently. For example, you may want one section to have two
columns without adding columns to the entire document. Word offers several types of
section breaks.

 Next Page: This option inserts a section break and moves text after the break to
the next page of the document.
 Continuous: This option inserts a section break and allows you to continue
working on the same page.
 Even Page and Odd Page: These options add a section break and move the text
after the break to the next even or odd page. These options may be useful when
you need to begin a new section on an even or odd page (for example, a new
chapter of a book).
To insert a section break:
In our example, we'll add a section break to separate a paragraph from a two-column list.

1. Place the insertion point where you want to create the break. In our example,
we'll place it at the beginning of the paragraph we want to separate from two-
column formatting.
2. On the Page Layout tab, click the Breaks command, then select the desired
section break from the drop-down menu. In our example, we'll
select Continuous so our paragraph remains on the same page as the columns.

3. A section break will appear in the document.

4. The text before and after the section break can now be formatted separately. In
our example, we'll apply one-column formatting to the paragraph.
 5. The formatting will be applied to the current section of the document. In our
example, the text above the section break uses two-column formatting, while
the paragraph below the break uses one-column formatting.

Other types of breaks

When you want to format the appearance of columns or modify text wrapping around an
image, Word offers additional break options that can help:

 Column: When creating multiple columns, you can apply a column break to
balance the appearance of the columns. Any text following the column break
will begin in the next column. To learn more about how to create columns in
your document, visit our lesson on Columns.
 Text wrapping: When text has been wrapped around an image or object, you
can use a text-wrapping break to end the wrapping and begin typing on the line
below the image. Review our lesson on Pictures and Text Wrapping to learn
more.
To delete a break:
By default, breaks are hidden. If you want to delete a break, you'll first need to show the
breaks in your document.

1. On the Home tab, click the Show/Hide command.

2. Locate the break you want to delete, then place the insertion point at the
beginning of the break.
 3. Press the Delete key. The break will be deleted from the document.

https://www.youtube.com/watch?v=78fvQ9Ks8DA - Word: Breaks

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Word 2016 - Columns
Sometimes the information you include in your document is best displayed in columns.
Not only can columns help improve readability, but some types of documents—like
newspaper articles, newsletters, and flyers—are often written in column format. Word
also allows you to adjust your columns by adding column breaks.

To add columns to a document:

1. Select the text you want to format.

2. Select the Layout tab, then click the Columns command. A drop-down menu
will appear.
3. Select the number of columns you want to create.
 4. The text will format into columns.

Your column choices aren't limited to the drop-down menu that appears. Select More
Columns at the bottom of the menu to access the Columns dialog box. Click the arrows
next to Number of columns: to adjust the number of columns.
If you want to adjust the spacing and alignment of columns, click and drag the indent
markers on the Ruler until the columns appear the way you want.

To remove columns:
To remove column formatting, place the insertion point anywhere in the columns, then
click the Columns command on the Layout tab. Select One from the drop-down menu
that appears.

Adding column breaks

Once you've created columns, the text will automatically flow from one column to the
next. Sometimes, though, you may want to control exactly where each column begins.
You can do this by creating a column break.

To add a column break:

In our example below, we'll add a column break that will move text to the beginning of
the next column.

1. Place the insertion point at the beginning of the text you want to move.
2. Select the Layout tab, then click the Breaks command. A drop-down menu will
appear.
3. Select Column from the menu.
 4. The text will move to the beginning of the column. In our example, it moved to
the beginning of the next column.

To learn more about adding breaks to your document, visit our lesson on Breaks.

To remove column breaks:

1. By default, breaks are hidden. If you want to show the breaks in your document,
click the Show/Hide command on the Home tab.

2. Place the insertion point to the left of the break you want to delete.
 3. Press the delete key to remove the break.

https://www.youtube.com/watch?v=X1n2VG1yxFs - Word: Columns

https://edu.gcfglobal.org/en/word2016/columns/1/
Word 2016 - Headers and Footers
The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin. Headers and
footers generally contain additional information such as page
numbers, dates, an author's name, and footnotes, which can help keep longer
documents organized and make them easier to read. Text entered in the header or footer
will appear on each page of the document.

To create a header or footer:

In our example, we want to display the author's name at the top of each page, so we'll
place it in the header.

1. Double-click anywhere on the top or bottom margin of your document. In our

example, we'll double-click the top margin.

2. The header or footer will open, and a Design tab will appear on the right side of
the Ribbon. The insertion point will appear in the header or footer.
3. Type the desired information into the header or footer. In our example, we'll
type the author's name and the date.

4. When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

5. The header or footer text will appear.

To insert a preset header or footer:
Word has a variety of preset headers and footers you can use to enhance your
document's design and layout. In our example, we'll add a preset header to our
document.

1. Select the Insert tab, then click the Header or Footer command. In our
example, we'll click the Header command.

2. In the menu that appears, select the desired preset header or footer.
3. The header or footer will appear. Many preset headers and footers contain text
placeholders called Content Control fields. These fields are good for adding
information like the document title, author's name, date, and page number.

4. To edit a Content Control field, click it and type the desired information.
 5. When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

If you want to delete a Content Control field, right-click it and select Remove Content
Control from the menu that appears.
Editing headers and footers
After you close the header or footer, it will still be visible, but it will be locked. Simply
double-click a header or footer to unlock it, which will allow you to edit it.

Design tab options

When your document's header and footer are unlocked, the Design tab will appear on
the right side of the Ribbon, giving you various editing options:

 Hide the first-page header and footer: For some documents, you may not
want the first page to show the header and footer, like if you have a cover page
and want to start the page numbering on the second page. If you want to hide
the first-page header and footer, check the box next to Different First Page.
 Remove the header or footer: If you want to remove all information contained
in the header, click the Header command and select Remove Header from the
menu that appears. Similarly, you can remove a footer using
the Footer command.

 Page Number: You can automatically number each page with the Page
Number command. Read our Page Numbers lesson to learn more.
  Additional options: With the commands available in the Insert group, you can
add the date and time, document info, pictures, and more to your header or
footer.

To insert the date or time into a header or footer:

Sometimes it's helpful to include the date or time in the header or footer. For example,
you may want your document to show the date when it was created.

On the other hand, you may want to show the date when it was printed, which you can
do by setting it to update automatically. This is useful if you frequently update and print
a document because you'll always be able to tell which version is the most recent.

1. Double-click anywhere on the header or footer to unlock it. Place the insertion
point where you want the date or time to appear. In our example, we'll place
the insertion point on the line below the author's name.
2. The Design tab will appear. Click the Date & Time command.

3. The Date and Time dialog box will appear. Select the desired date or time
format.
4. Check the box next to Update Automatically if you want the date to change
every time you open the document. If you don't want the date to change, leave
this option unchecked.
5. Click OK.
 6. The date will appear in the header.

https://www.youtube.com/watch?v=lNdjuIYuB3o - Word: Headers and Footers

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Word 2016 - Page Numbers
Page numbers can be used to number each page in your document automatically. They
come in a wide range of number formats and can be customized to suit your needs. Page
numbers are usually placed in the header, footer, or side margin. When you need to
number some pages differently, Word allows you to restart page numbering.

To add page numbers:

Word can automatically label each page with a page number and place it in a header,
footer, or side margin. If you have an existing header or footer, it will be removed and
replaced with the page number.

1. On the Insert tab, click the Page Number command.

2. Open the Top of Page, Bottom of Page, or Page Margin menu, depending on
where you want the page number to be positioned. Then select the desired style
of header.
3. Page numbering will appear.
 4. Press the Esc key to lock the header and footer.

5. If you need to make any changes to your page numbers, simply double-click the
header or footer to unlock it.

If you've created a page number in the side margin, it's still considered part of
the header or footer. You won't be able to select the page number unless the header or
footer is selected.

To add page numbers to an existing header or footer:

If you already have a header or footer and you want to add a page number to it, Word has
an option to automatically insert the page number into the existing header or footer. In
our example, we'll add page numbering to our document's header.

1. Double-click anywhere on the header or footer to unlock it.

2. On the Design tab, click the Page Number command. In the menu that appears,
hover the mouse over Current Position and select the desired page
numbering style.
3. Page numbering will appear.

4. When you're finished, press the Esc key.

To hide the page number on the first page:
In some documents, you may not want the first page to show the page number. You
can hide the first page number without affecting the rest of the pages.

1. Double-click the header or footer to unlock it.

2. From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can type
something new in the header or footer, and it will only affect the first page.

If you're unable to select Different First Page, it may be because an object within the
header or footer is selected. Click in an empty area within the header or footer to make
sure nothing is selected.

To restart page numbering:

Word allows you to restart page numbering on any page of your document. You can do
this by inserting a section break and selecting the number you want to restart the
numbering with. In our example, we'll restart the page numbering for our
document's Works Cited section.
1. Place the insertion point at the top of the page you want to restart page
numbering for. If there is text on the page, place the insertion point at
the beginning of the text.

2. Select the Layout tab, then click the Breaks command. Select Next Page from
the drop-down menu that appears.

3. A section break will be added to the document.

4. Double-click the header or footer containing the page number you want to
restart.
5. Click the Page Number command. In the menu that appears, select Format
Page Numbers.

6. A dialog box will appear. Click the Start at: button. By default, it will start
at 1. If you want, you can change the number. When you're done, click OK.
 7. The page numbering will restart.

To learn more about adding section breaks to your document, visit our lesson on Breaks.

https://www.youtube.com/watch?v=JDqPR98mIZM - Word: Page Numbers

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Word 2016 - Pictures and Text Wrapping

Adding pictures to your document can be a great way to illustrate important
information and add decorative accents to existing text. Used in moderation, pictures
can improve the overall appearance of your document.

To insert a picture from a file:

If you have a specific image in mind, you can insert a picture from a file. In our example,
we'll insert a picture saved locally on our computer. If you'd like to work along with our
example, right-click the image below and save it to your computer.
1. Place the insertion point where you want the image to appear.

2. Select the Insert tab on the Ribbon, then click the Pictures command.
3. The Insert Picture dialog box will appear. Navigate to the folder where your
image is located, then select the image and click Insert.

4. The image will appear in the document.

To resize an image, click and drag one of the corner sizing handles. The image will
change size while keeping the same proportions. If you want to stretch it horizontally or
vertically, you can use the side sizing handles.

Page Break
Changing text wrapping settings
When you insert a picture from a file, you may notice that it's difficult to move it exactly
where you want. This is because the text wrapping for the image is set to In Line with
Text. You'll need to change the text wrapping setting if you want to move the image
freely, or if you just want the text to wrap around the image in a more natural way.

To wrap text around an image:

1. Select the image you want to wrap text around. The Format tab will appear on
the right side of the Ribbon.

2. On the Format tab, click the Wrap Text command in the Arrange group.
Then select the desired text wrapping option. In our example, we'll select In
Front of Text so we can freely move it without affecting the text.
 Alternatively, you can select More Layout Options to fine tune the layout.

3. The text will wrap around the image. You can now move the image if you want.
Just click and drag it to the desired location. As you move it, alignment
guides will appear to help you align the image on the page.

Alternatively, you can access text wrapping options by selecting the image and clicking
the Layout Options button that appears.
If the alignment guides do not appear, select the Page Layout tab, then click the Align
command. Select Use Alignment Guides from the drop-down menu that appears.

Using a predefined text wrapping setting

Predefined text wrapping allows you to quickly move the image to a specific location on
the page. The text will automatically wrap around the object so it's still easy to read.
Inserting online pictures
If you don't have the picture you want on your computer, you can find a picture
online to add to your document. Word offers two options for finding online pictures.

 OneDrive: You can insert an image stored on your OneDrive. You can also link
other online accounts with your Microsoft account, such as Facebook and
Flickr.
 Bing Image Search: You can use this option to search the Internet for images.
By default, Bing only shows images that are licensed under Creative
Commons, which means you can use them for your own projects. However,
you should click the link to the image's website to see if there are any
restrictions on how it can be used.

To insert an online picture:

1. Place the insertion point where you want the image to appear.
2. Select the Insert tab, then click the Online Pictures command.

3. The Insert Pictures dialog box will appear.

4. Choose Bing Image Search or your OneDrive. In our example, we'll use Bing
Image Search.
5. Press the Enter key. Your search results will appear in the box.
6. Select the desired image, then click Insert.

7. The image will appear in the document.

When adding images, videos, or music to your own projects, it's important to make sure
you have the legal rights to use them. Most things you buy or download online
are protected by copyright, which means you may not be allowed to use them. For more
information, visit our Copyright and Fair Use lesson.

https://www.youtube.com/watch?v=jh9IQuu8J_s - Word 2016: Pictures and Text Wrapping

https://edu.gcfglobal.org/en/word2016/pictures-and-text-wrapping/1/

Word 2016 - Formatting Pictures

There are many ways to format pictures in Word. For instance, you can change the size
or shape of an image to better suit your document. You can also enhance
its appearance using Word's image adjustment tools.

To crop an image:
When you crop an image, part of the picture is removed. Cropping can be useful if you're
working with an image that's too big and you want to focus on only part of it.

1. Select the image you want to crop. The Format tab will appear.
 2. From the Format tab, click the Crop command.

3. Cropping handles will appear on the sides and corners of the image. Click and
drag any handle to crop the image. Because the cropping handles are near the
resizing handles, be careful not to drag a resizing handle by mistake.

4. To confirm, click the Crop command again. The image will be cropped.

The corner handles are useful for simultaneously cropping the

image horizontally and vertically.
To crop an image to a shape:
1. Select the image you want to crop, then click the Format tab.
2. Click the Crop drop-down arrow. Hover over Crop to Shape, then select the
desired shape from the drop-down menu.

3. The image will be cropped to the chosen shape.

To add a border to a picture:
1. Select the picture you want to add a border to, then click the Format tab.
2. Click the Picture Border command. A drop-down menu will appear.
3. From here, you can select a color, weight (thickness), and whether the line
is dashed.

4. The border will appear around the image.

Making image adjustments

With Word's image adjustment tools, you can easily fine tune properties like color,
contrast, saturation, and tone. Word also offers built-in picture styles, which can be used
to add a frame, drop shadow, and other predefined effects.

When you're ready to adjust an image, simply select it. Then use the options below,
which can be found on the Format tab.
Corrections
From here, you can sharpen or soften the image to adjust how clear or blurry it appears.
You can also adjust brightness and contrast, which affect the image's lightness and
general intensity.

Color
Using this command, you can adjust the image's saturation (how vibrant the colors
appear), tone (the color temperature of the image, from cool to warm), and coloring (the
overall tint of the image).

Artistic Effects
Here, you can apply special effects to your image, such as pastel, watercolor, or glowing
edges. Because the results are so bold, you may want to use these effects sparingly
(especially in professional documents).
Picture Styles group
This group contains many different predefined styles that make image formatting even
easier. Picture styles are designed to frame your image without changing its basic
settings or effects.
Compressing pictures
If you plan to email a document that contains pictures, you'll need to monitor its file size.
Large, high-resolution images can cause your document to become very large, which may
make it difficult to attach to an email. Additionally, cropped areas of pictures are saved
within the document by default, which can add to the file size.

Thankfully, you can reduce your document's file size by compressing your pictures. This
will lower their resolution and delete cropped areas.

Compressing a picture may noticeably affect its quality (for instance, the image may
become blurry or pixelated). Therefore, we recommend saving an extra copy of your
document before you compress pictures. Alternatively, be prepared to use the Undo
command if you're dissatisfied with the results.
To compress a picture:
1. Select the picture you want to compress, then navigate to the Format tab.
2. Click the Compress Pictures command.

3. A dialog box will appear. Check the box next to Delete cropped areas of
pictures. You can also choose whether to apply the settings to this picture
only or to all pictures in the document.
4. Choose a Target output. If you are emailing your document, you may want to
select Email, which produces the smallest file size.
5. Click OK.

https://www.youtube.com/watch?v=eC4bRXx9k6g - Word: Formatting Pictures

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Word 2016 - Shapes
You can add a variety of shapes to your document, including arrows, callouts, squares,
stars, and flowchart shapes. Want to set your name and address apart from the rest of
your resume? Use a line. Need to create a diagram showing a timeline or process? Use
flowchart shapes. While you may not need shapes in every document you create, they
can add visual appeal and clarity.

To insert a shape:
1. Select the Insert tab, then click the Shapes command. A drop-down menu of
shapes will appear.
2. Select the desired shape.

3. Click and drag in the desired location to add the shape to your document.
If you want, you can enter text in a shape. When the shape appears in your document,
you can begin typing. You can then use the formatting options on the Home tab to
change the font, font size, or color of the text.

To change the order of shapes:

If one shape overlaps another, you may need to change the ordering so the correct shape
appears in front. You can bring a shape to the front or send it to the back. If you have
multiple images, you can use Bring to Front or Send to Back to fine-tune the ordering.
You can also move a shape in front of or behind the text.

1. Right-click the shape you want to move. In our example, we want the heart to
appear behind the ribbon, so we'll right-click the heart.
2. In the menu that appears, hover over Bring to Front or Send to Back. Several
ordering options will appear. Select the desired ordering option. In this
example, we'll choose Send to Back.

3. The order of the shapes will change.

In some cases, the ordering option you select will not affect the ordering of the shapes. If
this happens, try selecting the same option again or try a different option.

If you have several shapes placed on top of each other, it may be difficult to select an
individual shape. The Selection pane allows you to select a shape and drag it to a new
location. To access the Selection pane, click Selection Pane on the Format tab.

To resize a shape:
1. Select the shape you want to resize. Sizing handles will appear on the corners
and sides of the shape.

2. Click and drag the sizing handles until the shape is the desired size. You can
use the corner sizing handles to change the shape's height and width at the
same time.

3. To rotate the shape, click and drag the rotation handle.

Some shapes also have one or more yellow handles that can be used to modify the
shape. For example, with banner shapes you can adjust the position of the folds.

Modifying shapes
Word allows you to modify your shapes in a variety of ways so you can tailor them to your
projects. You can change a shape into a different shape, format a shape's style and
color, and add various effects.
To change the shape style:
Choosing a shape style allows you to apply preset colors and effects to quickly change
the appearance of your shape.

1. Select the shape you want to change.

2. On the Format tab, click the More drop-down arrow in the Shape
Styles group.

3. A drop-down menu of styles will appear. Select the style you want to use.
4. The shape will appear in the selected style.
To change the shape fill color:
1. Select the shape you want to change.

2. On the Format tab, click the Shape Fill drop-down arrow. Select the color you
want to use. To view more color options, select More Fill Colors.
 3. The shape will appear in the selected fill color.

If you want to use a different type of fill, select Gradient or Texture from the drop-down
menu. You can also select No Fill to make it transparent.

To change the shape outline:

1. Select the shape you want to change.
2. On the Format tab, click the Shape Outline drop-down arrow. The Shape
Outline menu will appear.
3. Select the color you want to use. If you want to make the outline transparent,
select No Outline.

4. The shape will appear in the selected outline color.

From the drop-down menu, you can change the outline color, weight (thickness), and
whether it is a dashed line.
To add shape effects:
1. Select the shape you want to change.

2. On the Format tab, click the Shape Effects drop-down arrow. In the menu that
appears, hover the mouse over the style of effect you want to add, then select
the desired preset effect.
3. The shape will appear with the selected effect.
To further adjust your shape effects, select Options at the end of each menu. The Format
Shape pane will appear, allowing you to customize the effects.

To change to a different shape:

1. Select the shape you want to change. The Format tab will appear.
2. On the Format tab, click the Edit Shape command. In the menu that appears,
hover the mouse over Change Shape, then select the desired shape.
 3. The new shape will appear.

https://www.youtube.com/watch?v=uJLhMtlypbQ - Word: Shapes

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Word 2016 - Text Boxes
Text boxes can be useful for drawing attention to specific text. They can also be helpful
when you need to move text around in your document. Word allows you to format text
boxes and the text within them with various styles and effects.

To insert a text box:

1. Select the Insert tab, then click the Text Box command in the Text group.

2. A drop-down menu will appear. Select Draw Text Box.

3. Click and drag anywhere on the document to create the text box.
4. The insertion point will appear inside the text box. You can now type to create
text inside the text box.

5. If you want, you can select the text and then change the font, color, and size by
using the commands on the Format and Home tabs. To learn more about using
these formatting commands, see our Formatting Text lesson.
 6. Click anywhere outside the text box to return to your document.

You can also select one of the built-in text boxes that have predefined colors, fonts,
positions, and sizes. If you choose this option, the text box will appear automatically, so
you will not need to draw it.
To move a text box:
1. Click the text box you want to move.
2. Hover the mouse over one of the edges of the text box. The mouse will change
into a cross with arrows.
3. Click and drag the text box to the desired location.
To resize a text box:
1. Click the text box you want to resize.
2. Click and drag any of the sizing handles on the corners or sides of the text box
until it is the desired size.

Modifying text boxes

Word offers several options for changing the way text boxes appear in your document.
You can change the shape, style, and color of text boxes or add various effects.

To change the shape style:

Choosing a shape style allows you to apply preset colors and effects to quickly change
the appearance of your text box.

1. Select the text box you want to change.

2. On the Format tab, click the More drop-down arrow in the Shape
Styles group.

3. A drop-down menu of styles will appear. Select the style you want to use.
4. The text box will appear in the selected style.
If you want to have more control over text box formatting, you can use any of the shape
formatting options such as Shape Fill and Shape Outline. To learn more, see
our Shapes lesson.

To change the text box shape:

Changing the shape of a text box can be a useful option for creating an interesting look in
your document.

1. Select the text box you want to change. The Format tab will appear.
2. From the Format tab, click the Edit Shape command.
 3. Hover the mouse over Change Shape, then select the desired shape from the
menu that appears.

4. The text box will appear formatted as the shape.

https://www.youtube.com/watch?v=slateuunUhY - Word: Text Boxes

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Word 2016 - Tables

A table is a grid of cells arranged in rows and columns. Tables can be used to organize any
type of content, whether you're working with text or numerical data. In Word, you can quickly
insert a blank table or convert existing text to a table. You can also customize your table using
different styles and layouts.

To insert a blank table:

1. Place the insertion point where you want the table to appear.
2. Navigate to the Insert tab, then click the Table command.

3. This will open a drop-down menu that contains a grid. Hover over the grid to
select the number of columns and rows you want.
 4. Click the grid to confirm your selection and a table will appear.
5. To enter text, place the insertion point in any cell, then begin typing.

To navigate between cells, use the Tab key or arrow keys on your keyboard. If the insertion point is in the last
cell, pressing the Tab key will automatically create a new row.

To convert existing text to a table:

In the example below, each line of text contains part of a checklist, including chores and days of the week. The
items are separated by tabs. Word can convert this information into a table, using the tabs to separate the data
into columns.

1. Select the text you want to convert to a table. If you're using our practice file,
you can find this text on page 2 of the document.
2. Go to the Insert tab, then click the Table command.
3. Select Convert Text to Table from the drop-down menu.

4. A dialog box will appear. Choose one of the options under Separate text at.
This is how Word knows what to put into each column.
 5. Click OK. The text will appear in a table.

Modifying tables
You can easily change the appearance of your table once you've added one to your document. There are several
options for customization, including adding rows or columns and changing the table style.

To add a row or column:

1. Hover outside the table where you want to add a row or column. Click the plus
sign that appears.
 2. A new row or column will be added to the table.

Alternatively, you can right-click the table, then hover over Insert to see various row and column options.

To delete a row or column:

1. Place the insertion point in the row or column you want to delete.
 2. Right-click, then select Delete Cells from the menu.

3. A dialog box will appear. Choose Delete entire row or Delete entire column,
then click OK.

4. The row or column will be deleted.

To apply a table style:

Table styles let you change the look and feel of your table instantly. They control several design elements,
including color, borders, and fonts.

1. Click anywhere in your table to select it, then click the Design tab on the far
right of the Ribbon.
2. Locate the Table Styles group, then click the More drop-down arrow to see the
full list of styles.

3. Select the table style you want.

 4. The table style will appear.

To modify table style options:

Once you've chosen a table style, you can turn various options on or off to change its appearance. There are six
options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

1. Click anywhere in your table, then navigate to the Design tab.

2. Locate the Table Style Options group, then check or uncheck the desired
options.
 3. The table style will be modified.

Depending on the Table Style you've chosen, certain Table Style Options may have a different effect. You
might need to experiment to get the look you want.

To apply borders to a table:

1. Select the cells you want to apply a border to.

2. Use the commands on the Design tab to choose the desired Line Style, Line
Weight, and Pen Color.
 3. Click the drop-down arrow below the Borders command.
4. Choose a border type from the menu.

5. The border will be applied to the selected cells.

Modifying a table using the Layout tab

In Word, the Layout tab appears whenever you select your table. You can use the options on this tab to make a
variety of modifications.

Click the buttons in the interactive below to learn more about Word's table layout controls.

https://www.youtube.com/watch?v=XNBrCEgzddw - Word: Tables

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