Microsoft® Office 365 & 2019 Series

Microsoft®

Word
Expert Certification Guide

Exam MO-101
January 2020
© CCI Learning Solutions Inc.
Preface About This Courseware

Microsoft® Office 365 & 2019

Expert Certification Guides
This courseware is one in a series prepared by CCI Learning Solutions Inc. for use by students and instructors
in courses on computer software applications. CCI designed these materials to assist students and instructors
in making the learning process both effective and enjoyable.

This courseware is copyrighted and all rights are reserved by CCI Learning Solutions Inc. No part of this
publication may be reproduced, transmitted, stored in a retrieval system, modified, or translated into any
language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical,
chemical, manual or otherwise without written permission of CCI Learning Solutions, Canada: 1-800-668-
1669.

The information in this courseware is distributed on an “as is” basis, without warranty. While every precaution
has been taken in the preparation of this courseware, neither the author nor CCI Learning Solutions Inc. shall
have any liability to any person or entity with respect to any liability, loss, or damage caused or alleged to be
caused directly or indirectly by the instructions contained in this courseware or by the computer software
and hardware products described therein.

Courseware Team: Kenneth Kozakis, Irina Heer, Kelly Hegedus, Sue Wong
Copyright © 2020 CCI Learning Solutions Inc.
ISBN: 978-1-55332-542-0
All rights reserved.
Printed in Canada.
CCI Courseware#: 3271-1
Any brand name or product mentioned in this publication is a trademark or registered trademark of their
respective companies and are used for identification purposes only.

ii 3271-1 v1.00 © CCI Learning Solutions Inc.

About This Courseware Preface

What is the Microsoft Office Specialist Certification?

Microsoft Office Specialist (MOS) certification is the leading IT certification in the world. More than 1 million MOS exams are taken
every year in over 140 countries.

The Microsoft Office Specialist Program enables students to demonstrate the knowledge, skills, and abilities to productively use
Microsoft Office. The MOS Program enables students to tap into the full functionality of the Microsoft Office programs, resulting in
higher levels of individual performance and confidence, which can help those with MOS certifications distinguish themselves in the
workplace from those who are not certified. To learn more about these and other certifications, please visit www.certiport.com.

The Microsoft Office Specialist (MOS) certification exams validate skills within the applicable Microsoft Office programs. The Office 365
& Office 2019 exams are powerful tools for assessing student skills and preparing students for real-world application. Skill assessments
include performance-based formats, revised instructions, multiple projects, and questions integrated with objective domains.
The available Microsoft Office Specialist Program 2019 exams include:
• Microsoft Office 365 & Office 2019 Word
• Microsoft Office 365 & Office 2019 Excel
• Microsoft Office 365 & Office 2019 PowerPoint
• Microsoft Office 365 & Office 2019 Outlook
• Microsoft Office 365 & Office 2019 Access Expert
• Microsoft Office 365 & Office 2019 Word Expert
• Microsoft Office 365 & Office 2019 Excel Expert

The Microsoft Office Specialist Program consists of two levels:

Associate and Expert.

Students earn a certification for each exam they pass; however, if

students earn any three of the four available associate
certifications, they will become Microsoft Office Specialist -
Associates and earn an additional credential for this
accomplishment. If students want to advance even further and
earn Associate certifications and any two of the three available
Expert certifications, they will become Microsoft Office Specialist
- Experts and achieve the highest credential within the Microsoft
Office Specialist Program.*

*This certification replaces the Microsoft Office Master credential.

For more information:

Visit www.ccilearning.com/store-ca/product-category/microsoft/ to learn more about the Microsoft Office 365 & 2019 books.
Microsoft, Access, Excel, the Office Logo, Outlook, and PowerPoint are either registered trademarks or trademarks of Microsoft Corporation in the United
States and/or other countries. The Microsoft Office Specialist logo is used under license from Microsoft Corporation.

3271-1 v1.00 © CCI Learning Solutions Inc. iii

Preface About This Courseware

Table of Contents
About This Courseware
Course Description ......................................................................................................................................................................................... vii
Course Series .......................................................................................................................................................................................... vii
Course Prerequisites ............................................................................................................................................................................ vii
System Requirements ......................................................................................................................................................................... vii
Classroom Setup ............................................................................................................................................................................................. viii
Downloading the Exercise Files ................................................................................................................................................................ viii
Course Design ................................................................................................................................................................................................... ix
Course Objectives ............................................................................................................................................................................................ ix
Conventions and Graphics............................................................................................................................................................................. x

Lesson 1: Using Advanced Design Elements

Lesson Objectives .............................................................................................................................................................................................. 1
Customizing Templates .................................................................................................................................................................................. 1
Sharing Template Tools .................................................................................................................................................................................. 3
Working with Styles.......................................................................................................................................................................................... 8
Creating Styles ......................................................................................................................................................................................... 9
Modifying Styles................................................................................................................................................................................... 10
Styles, Structure, and Navigation .................................................................................................................................................. 12
Customizing Document Design Elements............................................................................................................................................ 13
Customizing Themes .......................................................................................................................................................................... 13
Customizing Color Sets ..................................................................................................................................................................... 16
Customizing Font Sets ....................................................................................................................................................................... 18
Customizing Style Sets ...................................................................................................................................................................... 19
Managing Multiple Font Options.................................................................................................................................................. 20
Searching for Specific Information .......................................................................................................................................................... 24
Searching with Wildcards ................................................................................................................................................................. 24
Finding and Replacing Formatting ............................................................................................................................................... 27
Controlling the Text Flow ............................................................................................................................................................................ 30
Text Flow Options ................................................................................................................................................................................ 30
Using Hyphenation ............................................................................................................................................................................. 31
Using Line Numbers ........................................................................................................................................................................... 32
Lesson Summary............................................................................................................................................................................................. 35
Key Terms .......................................................................................................................................................................................................... 35
Quiz Questions ................................................................................................................................................................................................ 36

Lesson 2: Managing Documents

Lesson Objectives ........................................................................................................................................................................................... 39
Importing and Linking to External Content ......................................................................................................................................... 39
Importing External Data as an Object ......................................................................................................................................... 40
Importing External Data as Text .................................................................................................................................................... 41

iv 3271-1 v1.00 © CCI Learning Solutions Inc.

About This Courseware Preface

Comparing and Combining Documents ............................................................................................................................................... 43

Combining Documents ..................................................................................................................................................................... 45
Resolving Style Conflicts ................................................................................................................................................................... 48
Managing Document Versions ...................................................................................................................................................... 50
Protecting Documents ................................................................................................................................................................................. 52
Encrypting a Document with a Password .................................................................................................................................. 53
Restricting Editing ............................................................................................................................................................................... 57
Lesson Summary............................................................................................................................................................................................. 65
Key Terms .......................................................................................................................................................................................................... 65
Quiz Questions ................................................................................................................................................................................................ 66

Lesson 3: Using Productivity Tools

Lesson Objectives ........................................................................................................................................................................................... 67
Customizing Global Settings ..................................................................................................................................................................... 67
Customizing the Quick Access Toolbar ...................................................................................................................................... 67
Displaying Hidden Ribbon Tabs .................................................................................................................................................... 70
Setting the Default Font.................................................................................................................................................................... 71
Setting Up Forms............................................................................................................................................................................................ 73
Creating Online Forms....................................................................................................................................................................... 73
Inserting Content Controls .............................................................................................................................................................. 74
Configuring Content Control Properties .................................................................................................................................... 75
Adding Help Tips ................................................................................................................................................................................. 77
Locking the Form ................................................................................................................................................................................. 77
Working with Building Blocks ................................................................................................................................................................... 81
Using Quick Parts................................................................................................................................................................................. 81
Using the Building Blocks Organizer ........................................................................................................................................... 85
Creating Macros.............................................................................................................................................................................................. 89
Configuring Security for Macros ................................................................................................................................................... 89
Recording Macros ............................................................................................................................................................................... 93
Editing and Organizing Macros ................................................................................................................................................................ 97
Editing in the Visual Basic Editor ................................................................................................................................................... 97
Organizing Macros ............................................................................................................................................................................ 100
Lesson Summary........................................................................................................................................................................................... 102
Key Terms ........................................................................................................................................................................................................ 102
Quiz Questions .............................................................................................................................................................................................. 102

Lesson 4: Working with Advanced References

Lesson Objectives ......................................................................................................................................................................................... 105
Accommodating a Global Audience..................................................................................................................................................... 105
Configuring Language Options ................................................................................................................................................... 106
Adding Document References ................................................................................................................................................................ 108
Using Captions .................................................................................................................................................................................... 108
Inserting a Table of Figures ........................................................................................................................................................... 110
Creating Indexes ........................................................................................................................................................................................... 114
Index Entry Types ............................................................................................................................................................................... 114
Marking Index Entries ...................................................................................................................................................................... 115
Generating an Index ......................................................................................................................................................................... 118

3271-1 v1.00 © CCI Learning Solutions Inc. v

Preface About This Courseware

Understanding Mail Merge ...................................................................................................................................................................... 121

Understanding Recipient Lists ...................................................................................................................................................... 122
Managing Recipient Lists ............................................................................................................................................................... 125
Understanding Main Documents ................................................................................................................................................ 130
Inserting Merge Fields ..................................................................................................................................................................... 131
Finishing the Merge .......................................................................................................................................................................... 138
Lesson Summary........................................................................................................................................................................................... 142
Key Terms ........................................................................................................................................................................................................ 142
Quiz Questions .............................................................................................................................................................................................. 143

Appendices
Appendix A: Courseware Mapping ....................................................................................................................................................... A 2
Appendix B: Glossary of Terms ............................................................................................................................................................... A 4
Appendix C: Index ........................................................................................................................................................................................ A 5

vi 3271-1 v1.00 © CCI Learning Solutions Inc.

About This Courseware Preface

Course Description
This Microsoft® Office 365 & 2019 Word Expert Certification Guide teaches the skills necessary to create and
format business documents including forms and personalized mailings, manage multiple documents, create
and use macros, and customize various Word elements.

Students who complete this course will have reviewed all the exam objectives and be prepared to take the
Microsoft Office Specialist Word Expert Exam #MO-101. Successful completion of the certification exam
validates the knowledge and skill sets for individuals seeking employment or advancement in their careers.

Suggested Course Length: 20-35 Hours

Course Series
This guide is one of seven courses in CCI’s Microsoft Office 365 & 2019 series. The courses available in the
series include:
• Word Associate • PowerPoint Associate • Word Expert
• Excel Associate • Outlook Associate • Excel Expert
• Access Expert

Course Prerequisites
This course is designed for students who are familiar with the Microsoft Windows operating system, personal
computers, using a keyboard, and using a mouse. The course assumes that students have completed the
Microsoft Word Associate course or have equivalent knowledge and experience. Students should be able to:

 Start and run Windows.  Create documents and navigate within Word.
 Use the taskbar.  Manipulate text.
 Use the Start button.  Format text and paragraphs.
 Use the Help feature.  Format documents.
 Use Minimize, Restore Down/Maximize, or Close.  Manage documents.
 Use the left and right mouse buttons.  Use tables.
 Understand file management techniques.  Work with illustrations.
 Navigate between files, folders, or drives.  Use references, comments, and track changes.

System Requirements
This courseware was developed using specific software and hardware configurations. To complete this
courseware, you should have the following for each student:
• A desktop or laptop system running Microsoft® Windows 10 and Microsoft® Office 365 or 2019
• Mouse or comparable pointing device
• 101-key enhanced keyboard
In the materials contained in this courseware, we assume that you have met these criteria, and that you have
successfully installed both Windows and Office on your computer.

Note: This course was written using Microsoft Office 365 Version 1902; if you subscribe to Office 365,
features may be added or updated without notice.

3271-1 v1.00 © CCI Learning Solutions Inc. vii

Preface About This Courseware

Classroom Setup
The features and exercises shown in this courseware were developed using the standard installation of the
Microsoft Office 365 Version 1902 Desktop applications on a system with Windows 10. If your computers
have another version of Windows or Office 365 installed, you will need to adjust accordingly to accommodate
for the differences in dialog boxes or command sequences.

It is likely your teacher set up the classroom computers based on the system requirements to run the software
for this course. Most software configurations on your computer are identical to those on your teacher's
computer. However, your teacher may use additional software to demonstrate network interaction or related
technologies.

Teacher Resources are available and are produced specifically to assist an educator in preparing to deliver
the course using the CCI materials. Contact your coordinator or administrator or call your CCI Account
Manager for information on how to access these resources.

Downloading the Exercise Files

The exercises in this courseware require you to use the exercise files provided for the course. To download
the exercise files for this course, perform the following steps.
1. Launch your browser and navigate to the Student Data Files page on CCI Learning’s website, located at
http://www.ccilearning.com/data.

2. Type: 3271 in the Courseware # field, then click Find Data.

3. Depending on the browser you are using, the ZIP file may be automatically saved in your Downloads
folder, or you may be prompted to open or save the file. Save (or move) the downloaded ZIP file to your
Desktop.

4. Right-click the ZIP file on your Desktop, then click Extract All to display the Extract Compressed (Zipped)
Folders dialog box.

5. Click the Browse button, navigate to the Desktop, click the Select Folder button to confirm the Desktop
as the location for extracting the files, then click the Extract button. A folder named 3271 Exercise Files
should now reside on your Desktop.

6. Within the 3271 Exercise Files folder, you will find a StarterFiles, ResourceFiles, and MyProjects folder. The
StarterFiles folder contains data file(s) you are directed to open at the beginning of an exercise. The
ResourceFiles folder contains supplemental files that you will be directed to access during an exercise.
The MyProjects folder will be empty. As you perform the exercises for a lesson, you will be directed to
save your work in the MyProjects folder.

viii 3271-1 v1.00 © CCI Learning Solutions Inc.

About This Courseware Preface

Course Design
This course book was developed for instructor-led training and will assist you during class. Together with
comprehensive instructional text and objectives checklists, this course book provides easy-to-follow hands-
on exercises and a glossary of course-specific terms. This course book is organized in the following manner:

 Microsoft Word Expert

 Table of Contents
 Lessons
 Lesson Objectives
 Narrative Text
 Graphics
 Tips, Tricks and Tech Notes
 Exercises
 Graphics
 Tips, Tricks and Tech Notes
 Lesson Summary
 Key Terms
 Quiz Questions
 Appendices
 Courseware Mapping
 Glossary of Terms
 Index
When you return to your home or office, you will find this course book to be a valuable resource for reviewing
exercises and applying the skills you have learned. Each lesson concludes with questions that review the
material. Lesson quiz questions are provided as a study resource only and in no way guarantee a passing
score on a certification exam. Appendices in the back of this course book provide additional information.

Course Objectives
This course book teaches the skills you will need to successfully complete the Microsoft Word Expert Exam
MO-101. These skill sets are introduced using multiple types of business and personal documents.

After completing this course, you will be able to:

 Customize templates and document  Customize global settings.
design elements.  Set up forms.
 Work with styles.  Work with building blocks.
 Search for specific information.  Create, edit, and organize macros.
 Control the flow of text.  Work with document references.
 Import and link to external content.  Create indexes.
 Compare and combine documents.  Use mail merge.
 Protect documents.

3271-1 v1.00 © CCI Learning Solutions Inc. ix

Preface About This Courseware

Conventions and Graphics

The following conventions are used in CCI learning materials.

Folder Names – Names of folders and specific locations are indicated in italic font style.
File Names – Names of files are indicated in bold font style.
Exercise Text Entry – Content to be entered by the student during an exercise appears in Times New Roman,
10pt, bold font.
Key Terms – Vocabulary terms that are presented in the narrative appear in bold, italic font style.
Procedures – Procedures and commands you are instructed to activate are indicated in bold font style.
Objective 1.1.1, 1.1.2 – This indicates the numbered objective from the Microsoft Office exam being covered
in the topic. Refer to the Appendix for a complete listing of exam objectives.

Technical Notes point out exceptions or special circumstances that you may find when working through a
particular process, or may indicate there is another method to complete the task.

Learn to Exercise
Learn to headings signal the start of step-by-step, hands-on exercises or other activities.

x 3271-1 v1.00 © CCI Learning Solutions Inc.

 Microsoft® Office 365 & 2019 Series

Word
Microsoft ®

Expert Certification Guide

Lesson 1: Using Advanced

Design Elements
Lesson Objectives
In this lesson, you will customize templates, work with styles, use advanced find and replace features, and use
advanced formatting options to control the flow of text in a document. Upon completion of this lesson, you
will be able to:

 Customize templates.  Use wildcards in searches.

 Share template tools.  Find and replace formatting.
 Create and modify styles.  Use hyphenation options.
 Customize design elements.  Use line numbering.

Customizing Templates
Objective 1.1.1
A template determines the basic formatting for a document. Templates contain document settings such as
fonts, styles, page layout, special formatting, shortcut keys, macros and menus. All Word documents are
based on a template.

When you launch Word, or click New in the Backstage, Word displays several different templates. The most
common (it is also the default) template used for document creation is the Normal template. In fact, when
you click Blank document or press CTRL+N, Word creates a new document based on the Normal template.

Every macro, style, building block, or general formatting option (such as the default margin settings or font
size) available to you in the new blank document is saved in the Normal template.

3271-1 v1.00 © CCI Learning Solutions Inc. 1

Lesson 1 Using Advanced Design Elements

To create a document using a template, click File, and then click New to view a list of available templates
(Figure 1-1).

Note: You can access templates from the Microsoft Office website if you have a live, non-restricted Internet
connection. If you do not, you may not see any suggested templates in the New page. You can still use
templates if you obtain them from another source. Any templates required for this course will be provided
to you.

Figure 1-1: New page in the Backstage

Click a template once to preview its contents in a separate window and click Create if you decide to create a
new document based on the selected template. You can also double-click a template to create the new
document.

You can easily modify a template and save those modifications as a new template. To do so, create a new
document based on the template you want to use as a starting point. Modify the elements you want to
change in the new document, then save the modified document as a Word template.

To save a document as a template, click File, click Save As, select the location in which to save the file, then,
in the Save as type field, select Word Template. Templates are saved with the .dotx (Document Template)
extension (or the .dot extension for Word 2003 and earlier versions). If you want your custom templates to
display in the template gallery, save them in the Documents\Custom Office Templates folder. Once you have
saved a custom template in the default location, a link named PERSONAL displays in the template gallery.
Click the link to view your custom templates.

Note: You can also open a built-in Office template directly; by default they are stored in the following
location on a Windows system: C:\Program Files (x86)\Microsoft Office\root\Templates\1033. You must open
the template using the Open command within the application – if you navigate to and double-click the
template file, you will open a document based on the template. Keep in mind that built-in template
documents are opened in Read-Only mode. If you want to save your changes, you must give the template
a new name and save it in a different location.

2 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Learn to customize templates

In this exercise, you will modify an existing template and save it as a new template.

1. Open the Becky’s Coffee Shop (Template).docx document located in the 3271 Exercise
Files\StarterFiles folder.

2. Save the document as My Coffee Shop Business Plan.docx in the 3271 Exercise Files\MyProjects folder.

3. Change the title from Business Plan Title to: Becky’s Coffee Shop.

4. Change the subtitle from Business Plan Subtitle to: Best Cup of Coffee Since 1956.

5. Click in the title, and then on the Home tab, in the Styles group, click the Styles dialog box launcher. In
the Styles pane, click TOC Heading to apply this style to the title text, then close the Styles pane.

6. Scroll through the document and notice the possibilities for customizing this pre-designed template to
include graphs, content layout, and table of contents. Then return to the top of page 1, and double-click
the replace with LOGO icon. On the Picture Tools Format tab, in the Adjust group click Change Picture.

7. In the drop-down menu, click From a file to open the Insert Picture dialog box. Navigate to the 3271
Exercise Files\ResourceFiles folder, click the CoffeeLogo file, then click Insert. On the Picture Tools
Format tab, in the Size group, change the height to: 1.1” (2.8 cm).

8. Scroll to the bottom of the first page and change the following:
Street Address: 12345 Coffee Avenue
New York, New York 10021
Telephone: (800) 555-2565
Fax: (800) 555-2500
Email: [email protected]
Web address: www.beckyscoffee.com

9. Save the document as a Word Template named My Coffee Template.dotx in the 3271 Exercise
Files\MyProjects folder, and then close it.

Note: Before you click Save, double-check that the file type is set to Word Template (*.dotx). Depending on
the sequence of steps you take to save the file, Word may change the file type back to Word Document as
you navigate your folder structure.

Sharing Template Tools

Objective 2.3.3
Templates help ensure a consistent look and feel among a collection of documents. This is especially
applicable in work situations; most companies want their documents to have a consistent, uniform look and
feel. You can quickly and easily copy items from one document to another, including styles and macros.

To access template options, you must first activate the Developer tab in the Ribbon. To do so, click File, then
click Options to open the Word Options dialog box. Several tabs display down the left side of the dialog box.
Click the Customize Ribbon tab to view options for working with the Ribbon (Figure 1-2).

3271 v1.00 © CCI Learning Solutions Inc. 3

Lesson 1 Using Advanced Design Elements

Figure 1-2: Word Options dialog box – Customize Ribbon tab

In the Main Tabs section on the right side of the dialog box, select the Developer check box, and then click
OK. The Developer tab will appear in the Ribbon as shown in Figure 1-3.

Figure 1-3: Developer tab

To see the template attached to the current document, on the Developer tab, click Document Template to
open the Templates and Add-ins dialog box (Figure 1-4).

4 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Figure 1-4: Templates and Add-ins dialog box

• Document template – Displays the name of the template currently attached to the document.
• Attach – Use this button to attach a different template to the document.
• Automatically update document styles – Select this option if you want Word to automatically update
the styles in the document to those of the attached template.
• Attach to all new e-mail messages – Select this option if you want Word to automatically apply the
template attached to the current document to new email messages.
• Global templates and add-ins – If there are other templates containing styles, macros, or Quick Parts
that you want to use in the current document, you can add them here.

Note: The Templates and Add-Ins dialog box also includes tabs that contain options for working with XML
schemas and expansion packs, and for linking cascading style sheets (CSS). These options are useful if you
plan to use Word for creating Web documents.

If you want to share styles and other items (such as macros) among documents or among templates, click
the Organizer button to open the Organizer dialog box (Figure 1-5).

Figure 1-5: Organizer dialog box

3271 v1.00 © CCI Learning Solutions Inc. 5

Lesson 1 Using Advanced Design Elements

Word displays items for the current document on the left side of the Styles tab in the Organizer dialog box.
By default, the Normal template displays on the right side of the dialog box. If you want to share elements
between the document on the left side and another template or document, you can click the Close File button
to close the Normal template. Click the Open File button and navigate to (and select) the file that contains
the elements (styles or macros) that you want to share with the document on the left side of the dialog box.

You can then select styles (or macros) in either the left or right side in preparation for copying them to the
other side, as shown in Figure 1-6.

Figure 1-6: Organizer dialog box – copying styles

With the elements selected, click Copy to copy them into the document (or template) on the other side of
the Organizer dialog box.

Click the Macro Project Items tab in the Organizer dialog box to copy macros between documents and
templates (Figure 1-7).

Figure 1-7: Organizer dialog box – Macro Project Items tab

Notice that the Macro Project Items tab includes the same buttons (and provides the same functionality) as
the Styles tab.

6 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Note: You can also access the Macro Project Items tab in the Organizer dialog box from the View tab in the
Ribbon. On the View tab, in the Macros group, click the Macros arrow, click View Macros to open the
Macros dialog box, then click Organizer.

To copy building blocks to a document or template you must first open the template into which you want
to copy the building blocks. Any building blocks that are created in Word are saved by default in a template
file named BuildingBlocks.dotx. On the Insert tab, in the Text group, click Quick Parts, and then click Building
Blocks Organizer to open the Building Blocks Organizer dialog box (Figure 1-8).

Figure 1-8: Building Blocks Organizer dialog box

In the Building Blocks Organizer dialog box, select the entry for the building block you want to copy and then
click Edit Properties to open the Modify Building Block dialog box (Figure 1-9).

Figure 1-9: Modify Building Block dialog box

In this dialog box, display the Save in menu and select the template into which you would like to copy the
building block.

3271 v1.00 © CCI Learning Solutions Inc. 7

Lesson 1 Using Advanced Design Elements

Learn to share items among templates

In this exercise, you will copy styles to a document.

1. Open the Lyrics.docx document located in the StarterFiles folder and save it as My Lyrics.docx in the
MyProjects folder.

2. In the document, click in the Public Domain heading, then on the Home tab, in the Font group, notice
that the font for the heading is Century Gothic.

3. In the document, click in the Take Me Out to the Ballgame heading. This heading also uses the Century
Gothic font.

4. In the document, click anywhere in the lyrics (not in either of the headings). Then on the Home tab, in
the Styles group, click the Styles dialog box launcher, then point at the Normal style in the Styles pane.
Notice that the font shows as FONT (Default) Segoe UI.

5. In the Styles pane, click the Manage Styles button. Then click the Import/Export button to open the
Organizer dialog box.

6. In the list on the right side of the Organizer dialog box for Normal.dotm (global template), click the
Normal style.

7. Click the Copy button to copy the style from the Normal template into the Lyrics document.

8. Click Yes to confirm that you want to overwrite the existing Normal style in the Lyrics document.

9. In the Organizer dialog box, click the Close File button beneath Normal.dotm (global template).

10. Click the Open File button and navigate to the ResourceFiles folder. Click the arrow for the file type field
and click All Files. Then double-click Courseware Mapping. The styles in this document now display in
the list on the right side of the Organizer dialog box.

11. In the list on the right, click Heading 1, press CTRL, and then click Heading 2.

12. Ensure both heading styles are selected in the list on the right, then click the Copy button to copy these
styles from the Courseware Mapping document into the Lyrics document.

13. Click Yes to All to overwrite the existing styles in the Lyrics document, and then click Close to close the
Organizer dialog box.

Notice that the copied heading styles have been automatically applied to the headings in the Lyrics
document.

14. Save, then close the document.

Working with Styles

A style is a combination of character and paragraph formatting that you save with a unique style name.

The two most commonly-used types of styles are:

• Paragraph − Affects the appearance and position of the entire paragraph.
• Character − Affects a selected block of text (such as several words within a sentence) and can include
any of the formatting attributes found in the Font dialog box (such as font, size, font style, and so on).

8 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Creating Styles
Objective 2.3.1
To create a style, determine what formatting you want, then generate a naming structure for the various
styles you design.

Consider the following when naming a style:

• You can use up to 253 characters for the style name, including any combination of characters and spaces,
except for the backslash (\), semicolon (;) or brace ({}) characters.
• Style names are case-sensitive in Word. For example, Word regards quotations and Quotations as
different styles.
• Each style name within a single document must be unique (that is, you cannot save a new style called
Heading 3 because Word provides a built-in style called Heading 3).
To create a style, use one of the following methods:

• On the Home tab, in the Styles group, click the More

button, and then click Create a Style to open the
Create New Style from Formatting dialog box (Figure
1-10).
Type a name for the new style, then click the Modify
button to display all the properties you can
configure when creating a new style; or
Figure 1-10: Create New Style from Formatting dialog box –
opened from the Styles gallery

• on the Home tab, in the Styles group, click the Styles dialog box launcher to display the Styles pane, and
then click the New Style button at the bottom of the Styles pane (Figure 1-11).

Figure 1-11: Create New Style from Formatting dialog box – opened from the Styles pane

3271 v1.00 © CCI Learning Solutions Inc. 9

Lesson 1 Using Advanced Design Elements

Use the options in the dialog box to configure the appropriate properties for the new style.

Name – Enter a name for the new style.

Style type – Choose the type of style you want to create: Paragraph, Character, Linked (paragraph and
character), Table, or List.
Style based on – Choose a style to use as a foundation or starting point for the new style.
Style for following paragraph – Specify a style to apply to the paragraph following the one formatted
with this style.
Formatting – Specify formatting options for the new style.
Add to the Styles gallery – Choose whether to include this new style in the Quick Styles list. All styles
are accessible from the Styles pane.
Automatically update – Choose this option if you want Word to automatically update the style
whenever you add manual formatting to a paragraph or selection to which the style has been applied.
Generally, this option is not selected.
Only in this document – Select this option if you want the new style to be available for the current
document only; this is useful if the style has the same name as a style used in other documents.
New documents based on this template – Choose this option if you want to make the style available
to all documents. Unless you specify otherwise, the default template where styles are saved is the Normal
template (set by Word).
Format – Click to access additional formatting attributes such as text effects, borders, language, and so
on.
When you have configured the settings for the new style, click OK to add it to the styles stored in the
document.

Once you have created a style, you can apply it to any text in the document. Use one of the following methods
to apply the new style to selected text:

• Click the new style in the Quick Styles gallery; or

• click the new style in the Styles pane; or
• open the Apply Styles window, click the arrow for the list of styles, and then click the new style.

Modifying Styles
Objective 2.3.2
One of the major advantages of using styles becomes apparent when you need to make formatting changes.
When you redefine the formatting of a selected style, Word automatically updates all paragraphs formatted
with that style throughout the document. New styles are commonly based on the Normal style. If you change
the Normal style, all styles based on it will also reflect that change.

To modify a style, use one of the following methods:

• On the Home tab, in the Styles group, click the Styles dialog box launcher to display the Styles pane.
Point at the style you want to change, click the arrow for the style, and then click Modify to open the
Modify Style dialog box (Figure 1-12); or

10 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Figure 1-12: Modify Style dialog box

• on the Home tab, in the Styles group, click More in the Quick Styles gallery, and then click Apply Styles
to open the Apply Styles pane, as shown in Figure 1-13.

Figure 1-13: Apply Styles pane

Note: You can also press CTRL+SHIFT+S to open the Apply Styles pane.

In the Apply Styles pane, display the Style Name drop-down list and select the name of the style you
want to modify, then click Modify to open the Modify Style dialog box.

When the Modify Style dialog box opens, you can make the required changes and then click OK to save
the changes to the style.

• Select and format text in the document to which a style has been
applied, then in the Styles pane, click the arrow for the style and
click Update [Style Name] to Match Selection to automatically
update the style; or
• select and format text in the document to which a style has been
applied, then in the Quick Styles gallery, right-click the style and
click Update [Style Name] to Match Selection.

3271 v1.00 © CCI Learning Solutions Inc. 11

Lesson 1 Using Advanced Design Elements

Note: If you change the theme in a document in which heading styles have been applied, the formatting of
the heading styles will adjust per the theme, but the styles will remain applied. Even if you change a style
manually in a document, the style remains applied to the selected text, and only the formatting changes.

Styles, Structure, and Navigation

Aside from helping to maintain consistency throughout a document, the application of styles (particularly
heading styles) helps to show the hierarchy of topics in a document.

The hierarchy of heading styles is clearly visible in the Navigation pane

and allows you to navigate a long document with ease by clicking the
heading to which you want to move. Additionally, heading styles are
extremely useful when you want to generate a table of contents.

Learn to create and modify styles

In this exercise, you will apply, create, and modify styles.

1. Open the Presentation Tips.docx document located in the StarterFiles folder and save it as My
Presentation Tips.docx in the MyProjects folder.

2. Click in the Presentation Tips text at the top of the document if necessary, then click Heading 1 in the
Quick Styles gallery to apply this style to the title.

3. Apply the Heading 2 style to all the subheadings that end with an ellipsis, such as Make sure …

4. Click anywhere in the first paragraph below the document title. Then on the Home tab, in the Styles
group, click the Styles dialog box launcher.

5. Click the New Style button at the bottom of the Styles pane.

6. Type: Body2 as the new style name.

7. Ensure that the Style type setting is set to Paragraph.

8. Ensure that the Style based on setting is set to Normal.

9. Click the Style for following paragraph arrow, and click Normal.

10. In the Formatting area, click the Increase Indent button.

12 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

11. Click the Format button, click Paragraph and change the Left indentation to 0.3” (0.8 cm). Click OK
twice to exit the dialog boxes.

Word has now applied this new style to the paragraph of text.

12. Click in the next paragraph that is not a heading, then click Body2 in the Styles pane.

13. Apply the Body2 style to the remaining paragraphs in the document which are not headings.

14. Point at the Heading 1 style in the Styles pane and click the arrow, then click Modify.

15. Click the Format button, and then click Font to open the Font dialog box.

16. Change the font color to Green, Accent 6, Darker 50%. Change the font size to 20 pt.

17. Click OK to exit the Font dialog box.

18. Click the Format button, and then click Paragraph to open the Paragraph dialog box.

19. Change the Spacing Before to 6 pt and the Spacing After to 12 pt.

20. Click OK twice to exit all dialog boxes.

21. Select the Make sure heading.

22. Click the Layout tab and, in the Paragraph group, change the Spacing Before to 6 pt, and the Spacing
After to 12 pt.

23. Click the Home tab and, in the Font group, click the Increase Font Size button twice to change the font
size to 16 pt.

24. In the Styles gallery, right-click the Heading 2 style and then click Update Heading 2 to Match
Selection.

25. Save and close the document.

Customizing Document Design Elements

Design elements include such items as the document theme, color set, font set, and style set. These elements
are designed to work together to help you create documents with a consistent and "tied-together" look, and
they affect the options available in galleries and drop-down menus.

Customizing Themes
Objective 3.2.3
The document theme includes color sets and font sets. Word includes a live preview of each theme and its
options so you can easily decide whether the theme is appropriate for the message in the document. To
apply a theme to a document, on the Design tab, in the Document Formatting group, click Themes to display
the Themes gallery, then click a theme.

You can modify theme elements independently within a document, or you can
save them as a custom theme which you can then apply to other documents.
Use the options in the Document Formatting group on the Design tab of the
Ribbon to customize theme elements to your preferences.

3271 v1.00 © CCI Learning Solutions Inc. 13

Lesson 1 Using Advanced Design Elements

Changing the Color Set

You can change a theme’s color set by using a color set from another theme.

To choose a different color set, click the Colors menu in the Document Formatting group on the Design tab
(Figure 1-14).

Figure 1-14: Colors menu

Point at a color set to preview the colors in the document. Click to change the color set.

When you change the document color set, you affect the colors of shapes, headings, SmartArt objects,
backgrounds and other design elements (such as table styles). You also change the theme colors that appear
in drop-down menu color palettes, such as those for font color and paragraph shading.

For example, in Figure 1-15, the font color palette on the left is available when the Office color set is applied;
the font color palette on the right is available when the Violet II color set is applied.

Figure 1-15: Font color palette with different color sets applied

14 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Changing the Font Set

The font set used in a theme affects the font used for heading styles and body text in the document.

For example, in Figure 1-16, the document shown on the top has the (default) Office font set applied. This
font set uses Calibri Light for headings, and Calibri for body text. The document shown on the bottom has
the Times New Roman-Arial font set applied. This font set uses Times New Roman for headings and Arial for
body text.

Figure 1-16: Examples of different Font Sets

Consequently, the font set affects the +Body and +Heading fonts. Instead of specifying an individual font
face, the +Body and +Heading fonts are generic references to the current body and heading fonts
determined by the applied theme.

To change the font set used in a theme, click the Fonts menu in the Document Formatting group on the
Design tab (Figure 1-17).

Figure 1-17: Fonts menu

Point at a font set to preview the fonts in the document. Click to change the font set.

3271 v1.00 © CCI Learning Solutions Inc. 15

Lesson 1 Using Advanced Design Elements

Saving a Customized Theme

Although you cannot create your own theme from scratch, you can make changes to an existing theme by
changing the color set and font set, and then save the modified theme with a new name.

To save a customized theme, click Themes on the Design tab, then click Save Current Theme and type a name
for your custom theme in the Save Current Theme dialog box (Figure 1-18).

Figure 1-18: Save Current Theme dialog box

When you save a theme with a new theme name, it appears in the Custom section at the top of the Themes
gallery (Figure 1-19).

Figure 1-19: Themes gallery – Custom section

To delete a custom theme, display the Themes gallery, right-click the custom item, then click Delete.

Customizing Color Sets

Objective 3.2.1
You can create your own custom color set to include colors of your choice, such as those used in your
company logo. To create a custom color set, on the Design tab, in the Document Formatting group, click
Colors, then click Customize Colors to open the Create New Theme Colors dialog box (Figure 1-20).

16 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Figure 1-20: Create New Theme Colors dialog box

When choosing specific theme colors, the sample on the right will show how the altered selection will appear
in your document.

To change the color of a specific element, click that element’s color drop-down menu. For example, Figure
1-21 shows the color specification for Accent 1.

Figure 1-21: Theme colors gallery for Accent 1 element

Select a new color in the palette or click More Colors to create a new color.

If you know the exact values for the desired color, select the color model you want to use (RGB or HSL) and
enter the values for the appropriate fields, as shown in Figure 1-22. Once you click OK, the new color will be
applied to the selected item.

3271 v1.00 © CCI Learning Solutions Inc. 17

Lesson 1 Using Advanced Design Elements

Figure 1-22: Colors dialog box – Custom tab

When you have finished defining the custom color set, specify a name for the
color set if you have not already done so and save the custom color set. The
custom color set will appear in the Custom section at the top of the color set
gallery.

To delete a custom color set, display the gallery, right-click the custom item,
and then click Delete.

Customizing Font Sets

Objective 3.2.2
Word includes several pre-defined font sets; however, you can also create your own custom font sets. To
create a custom font set, on the Design tab, in the Document Formatting group, click Fonts, then click
Customize Fonts to open the Create New Theme Fonts dialog box (Figure 1-23).

Figure 1-23: Create New Theme Fonts dialog box

Make the appropriate selections for the heading and body fonts, enter a name for the customized font set,
then click Save. The new theme font set will appear in the Custom section at the top of the Fonts gallery.

To delete a custom font set, right-click the item in the gallery, and then select Delete.

18 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Customizing Style Sets

Objective 3.2.4
Document style sets are simply collections (or groups) of styles.

The active style set in a document determines which styles are shown in the Quick Styles gallery on the Home
tab of the Ribbon. If you change the document style set, you change the styles that are readily accessible in
the Quick Styles gallery.

For example, in Figure 1-24, the styles in the Quick Styles gallery shown at the top of the figure are those
available when the default Office style set is applied. The styles in the gallery shown at the bottom of the
figure are those available when the Shaded style set is applied.

Figure 1-24: Quick Styles gallery – Office Style Set and Shaded Style Set

The built-in style sets appear in the large gallery in the Document Formatting group on the Design tab of the
Ribbon (Figure 1-25). As you point to each style set in the gallery, you can preview how your document will
look when the style set is applied.

Figure 1-25: Style Set gallery

Click a style set to apply it. If you want to revert to the original style set, click Reset to the Default Style Set.

You can create a custom style set that includes particular styles. For example, suppose you really like the
styles in the Lines (Stylish) style set, but you want to change the font for two of the styles. You can modify
the styles in the document (and/or you can create new styles in the document) and then save the entire style
set as a custom collection. By doing so, you can simply access the custom style set from any document.

To save a custom style set, click the More button in the gallery, click Save as a New Style Set, then specify a
name for the custom style set in the Save as a New Style Set dialog box.

3271 v1.00 © CCI Learning Solutions Inc. 19

Lesson 1 Using Advanced Design Elements

Managing Multiple Font Options

Objective 1.3.2
The fonts that correspond with the built-in styles in Word are set by the document’s theme. The theme's
fonts also determine the fonts used in the style sets. As you have seen, themes, styles, and style sets allow
you to apply and change document formatting with a few clicks. This ability is made possible through the
+Body and +Heading fonts.

Even though the +Body and +Heading fonts are generic, you can still define specific formatting for them.
For example, if you are certain that you want all body text to appear in purple, you can format the +Body
style appropriately, and then no matter which theme you apply, the body text will be purple.

To view or modify the +Body or +Heading fonts for a document, click the Home tab and, in the Font group,
click the Font dialog box launcher. The Font dialog box opens (Figure 1-26).

Figure 1-26: Font dialog box with +Body and +Headings fonts

You can apply formatting (style, size, color settings, effects, and so on) to one of these generic fonts just as
you can to a named font. Notice that the Font dialog box offers effects such as Small Caps and All Caps,
which are not available on the ribbon.

Notice the Set As Default button at the bottom of the Font dialog box. You can select any font in the Font
dialog box (including the +Body font) and then click Set As Default to view options for specifying a default
font (Figure 1-27).

Figure 1-27: Options for specifying a default font

20 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

The options in this dialog box allow you to choose whether the changes should be applied to the current
document or all documents based on the same template.

You can also set default values for the +Body and +Heading styles using the Manage Styles dialog box. On
the Home tab, in the Styles group, click the Styles dialog box launcher, then click the Manage Styles button
(third from the left) at the bottom of the Styles pane to open the Manage Styles dialog box. Click the Set
Defaults tab (Figure 1-28).

Figure 1-28: Manage Styles dialog box – Set Defaults tab

Notice that you have the option to save the changes for the current document or for all new documents
based on the current or Normal template.

Learn to customize themes, colors, fonts, and style sets

In this exercise, you will work with themes and styles to customize colors and fonts.

1. Open the Trade Show Brochure Draft.docx document located in the StarterFiles folder and save it as
My Trade Show Brochure.docx in the MyProjects folder.

2. Scroll through the document and notice the green colored headings. The Facet theme has been applied
to this document.

3. Click the Design tab and, in the Document Formatting group, click the More button, and then click
Shaded to apply the style set.

The headings in the document now include green colored bars.

4. Click the Home tab. Select the New Tour Offering title, and then select Heading 1 from the Styles
gallery on the Home tab.

3271 v1.00 © CCI Learning Solutions Inc. 21

Lesson 1 Using Advanced Design Elements

5. With the New Tour Offering title still selected, click the Font dialog box launcher (or press CTRL+D) to
open the Font dialog box.

6. In the Effects section, select Small caps, and then click OK.

7. On the Home tab, in the Quick Styles gallery, right-click Heading 1, and then click Update Heading 1
to Match Selection.

All Heading 1's in the document now appear with the Small caps font.

8. Click the Design tab and, in the Document Formatting group, click the More button, and then click Save
as a New Style Set.

9. Click in the File name field, type: TA Brochures as the name for the new style set, and then click Save.

10. On the Design tab, click Colors, scroll through the list of color schemes, then click Green.

11. Assume none of the pre-defined color schemes match what you would like to use; click Colors, then
click Customize Colors.

12. In the Create New Theme Colors dialog box, click the Accent 1 arrow, and then click Green, Accent 1,
Darker 25%.

Suppose this color still isn’t quite what you want.

13. Click the Accent 1 arrow and then click More Colors.

14. Click the Custom tab if necessary, ensure that the Color model is set to RGB, then enter the following
values – Red: 76, Green: 142, Blue: 50. Click OK.

15. Click the Hyperlink arrow, and then click Dark Teal, Accent 4, Darker 25%.

16. Click in the Name field, delete the existing text, type: TA Brochures as the name for the new color
scheme, and then click Save.

Notice that the web site address on page 1 is now dark teal.

17. On the Design tab, in the Document Formatting group, click Fonts and point at the various font sets in
the list to see how these affect the document. Then click Customize Fonts.

18. Click the arrow for the Heading font field and click Forte.

19. Click the arrow for the Body font field and click Corbel.

20. Type: TA Brochures as the name of the custom theme font, and then click Save.

The new font set is applied and is most easily observable in the body font.

21. On the Design tab, in the Document Formatting group, click Themes, then click Save Current Theme.

22. Type: TA Brochures as the name for the new theme, then click Save.

23. Open the Using the Public Drive.docx document located in the ResourceFiles folder and save it as My
Using the Public Drive.docx in the MyProjects folder.

24. With the cursor at the beginning of the title, on the Design tab, in the Document Formatting group, click
Colors and click TA Brochures.

The headings should now have the colors you specified for this color set.

25. Click Fonts and click TA Brochures.

22 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

The heading and body fonts are adjusted to those defined in the font set, even though you created the
font set using a different document.

26. In the Design tab, click Fonts.

Notice that the custom theme font appears at the top of the list as TA Brochures.

27. Right-click TA Brochures and click Delete. Click Yes in the dialog box to confirm that you want to delete
the theme font.

Notice that even though you deleted the custom font set, the fonts from that font set are unchanged in
the document.

28. Click Colors, right-click TA Brochures and click Delete. Click Yes to confirm the deletion.

29. Click the More button for the Document Style sets, right-click TA Brochures (in the Custom area), and
click Delete. Click Yes to confirm the deletion.

30. In the Design tab, click Themes, then click Reset to Theme from Template.

The document's original font and color sets are restored.

31. In the Design tab, click Themes, then click TA Brochures (in the Custom area at the top of the list).

The document acquires the formatting of the custom theme.

32. In the Design tab, click Themes, right-click TA Brochures (in the Custom area at the top of the list), then
click Delete.

33. Click Yes to confirm the deletion.

34. Save and close both documents.

3271 v1.00 © CCI Learning Solutions Inc. 23

Lesson 1 Using Advanced Design Elements

Searching for Specific Information

Word provides specialized features to assist you in searching for specific information. You can search for any
alphanumeric characters including special characters and you can search for specific formatting features. You
can also utilize wildcards in your searches.

You can search using the Search box in the Navigation pane, or you can use the fields in the Find and Replace
dialog box.

Searching with Wildcards

Objective 2.1.1
Wildcards are special symbols you can use to represent one or more characters in a search term.

If you want to use wildcards to search in Word, you must select the Use wildcards check box using one of the
following methods:

• On the View tab, click Navigation Pane, then in the Navigation pane, click the arrow for the search field,
click Options to open the Find Options dialog box (Figure 1-29), select Use wildcards, and then click OK;
or

Figure 1-29: Find Options dialog box

• in the Navigation pane, click the arrow for the search field, click Advanced Find to open the Find and
Replace dialog box (Figure 1-30), click More, and then select Use wildcards.

24 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Figure 1-30: Find and Replace dialog box

The following list of wildcards is recognized in Microsoft Word:

? – Locates any single character. You can enter additional question marks to alter the search. For instance,
entering h?d would find three-letter words such as had or hid, whereas entering h??d would find four-letter
words such as head, heed, or hood.
* – Locates a string of any number of characters. For instance, typing h*d would find words such as had, heed,
heard, heaved, or hesitated.
< – Locates characters at the start of a word. For instance, typing <(flo) would find words such as flour, flower,
florescent, flow, or floating.
> – Locates characters at the end of a word. For instance, typing (mon)> would result in found words such
as lemon, common, salmon or backgammon.
[ ] – Locates one of the characters entered in the square brackets. For instance, typing p[ao]ts would find
results such as pats, or pots, but not pits or pets.
[n-n] – Locates any single character that exists within the range specified. For instance, typing [r-t]ight would
find results such as right, sight, or tight. Note the range must be listed in ascending order.
[!n-n] – Locates any single character except the characters in the range you specified. For example, typing
bl[!a-l] would find words such as blot, blur, or bloom.
{n} – Locates the specified number of instances of the previous character or expression. For instance, fe{2}d
would result in a word such as feed, but not fed.
{n,} – Locates at least the specified number of instances of the previous character entered in the search
criteria. For example, typing fe{1,}d would result in words such as fed and feed.
@ − Locates one or more occurrences of the preceding character. For example, lo@t will find lot or loot.

Wildcards can also be combined to help you find specific text. For example, ful@> will find “full” and the
appropriate part of “willful” but will not find “willfully”.

3271 v1.00 © CCI Learning Solutions Inc. 25

Lesson 1 Using Advanced Design Elements

Learn to use wildcards in searches

In this exercise, you will find specific text using various wildcard options.

1. Open the Last Will.docx document located in the StarterFiles folder.

2. Press CTRL+F to activate the Find command and open the Navigation pane.

3. Click the arrow at the right of the search field in the Navigation pane and click Options.

4. In the Find Options dialog box, select Use wildcards, then click OK.

5. Click in the search field in the Navigation pane, type: tr*es and press ENTER.

The search results should be similar to the following:

Notice that Word found all items starting with tr and ending with es, regardless of the length of the
result. In an instance such as this, you will want to narrow the search criteria, especially if you are looking
for just a specific word or a variation of that word.

6. In the search field in the Navigation pane, type: tr????es as the new search criterion and press ENTER.

Notice how Word has narrowed the search to look for words that include only four characters between
the beginning and ending characters you specified in the search field.

7. Press CTRL+HOME to move to the beginning of the document.

8. Click the arrow for the search field and click Advanced Find to open the Find and Replace dialog box.

9. Ensure that Use Wildcards displays below the search box, then click More and click the Special button.

10. Click Page / Section Break. Word inserts the ^m code in the Find what field.

11. Click Find Next.

Word finds and selects the first page/section break it discovers in the document.

26 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

12. Click Find Next once again.

13. Click OK to close the message box.

14. Close the Find and Replace dialog box and the Navigation Pane.

15. Close the document without saving.

Finding and Replacing Formatting

Objective 2.1.2
You can use the Find and Replace feature to locate specific formatting in your document, and (optionally)
replace it with other formatting or with specific text.

To replace an item:
• On the Home tab, in the Editing
group, click Replace; or
• press CTRL+H; or
• if the Find and Replace dialog box
is open, click the Replace tab
(Figure 1-31).

Figure 1-31: Find and Replace dialog box – Replace tab

Format – Click this button to find text with particular formatting attributes applied to it, as shown in
Figure 1-32. For example, you could search for bold text or text that is colored blue. You can specify font,
paragraph, tab, language, frame, style, and highlight attributes.

Figure 1-32: Find and Replace dialog box – Format button

3271 v1.00 © CCI Learning Solutions Inc. 27

Lesson 1 Using Advanced Design Elements

Special – Click this button to search for special characters such as paragraph marks, page breaks, or tab
characters, as show in Figure 1-33. If you have activated the Use wildcard option, the wildcards will appear
on this menu as a reference.

Figure 1-33: Find and Replace dialog box – Special button without and with the Use wildcard option activated

No Formatting – Click this button to clear any formatting options previously specified.

Learn to find and replace formatting

In this exercise, you will find and replace formatted text and styles.

1. Open the Song.docx document located in the StarterFiles folder and save it as My Song.docx in the
MyProjects folder.

2. Press CTRL+H to open the Find and Replace dialog box. The Replace tab displays. You will use the Find
and Replace feature to change the key of the song in this document from the key of C to the key of D.

3. If necessary, delete any text in the Find what field and click the More button, then in the Search Options
section, ensure the Use wildcards option is turned off.

4. Click in the Find what field and type: C.

5. Click the Format button, then click Font.

6. Display the Font color drop-down list, then click Red in the Standard Colors at the bottom of the palette.

7. Click OK. You have specified to search for instances of the letter C that display in red text.

8. Click in the Replace with field and type: D.

9. Click the Format button, then click Font.

28 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

10. Display the Font color drop-down list, then click Purple in the Standard Colors at the bottom of the
palette.

11. Click OK. You have specified to replace instances of the red letter C with a purple letter D.

12. Click Replace All. Word makes 7 replacements.

13. Click OK to close the message box.

14. Select the text in the Find what field, then type: G. Notice that the formatting specification remains intact.

15. Press TAB to select the text in the Replace with field, then type: A. You are specifying to replace instances
of a red letter G with a purple letter A.

16. Click Replace All. Word makes 5 replacements.

17. Click OK to close the message box.

18. Replace all instances of a red letter A with a purple letter B. Word should make 3 replacements.

19. Replace all instances of a red letter D with a purple letter E. Word should make 4 replacements.

20. Replace all instances of a red letter F with a purple letter G. Word should make 1 replacement.

The chords have all been transposed. Do not worry about the 7's or the minor (m) chords.

21. Delete the value in the Find what field.

22. Click the Format button, then click Font.

23. Display the Font color drop-down list, click Purple, then click OK.

24. Delete the value in the Replace with field.

25. Click the Format button, then click Font.

26. Display the Font color drop-down list, click Red, then click OK. You are specifying to replace all instances
of purple letters with red letters.

27. Click Replace All. Word makes 20 replacements.

28. Click OK to close the message box.

29. Click in the Find what field, then click No Formatting to remove any formatting specifications for the
field. Next, you will do the same for the Replace with field.

30. Click in the Replace with field, then click No Formatting to remove any formatting specifications for the
field.

31. Click in the Find what field, click Format, then click Style.

32. Scroll in the Find Style dialog box, click Heading 2, then click OK.

33. Click in the Replace with field, click Format, then click Style.

34. Scroll in the Replace Style dialog box, click Heading 3, then click OK.

35. Click Replace All. Word makes one replacement.

36. Click OK to close the message box, then close the Find and Replace dialog box so that you can view your
transposed song.

37. Save and close the document.

3271 v1.00 © CCI Learning Solutions Inc. 29

Lesson 1 Using Advanced Design Elements

Controlling the Text Flow

When working with a large amount of text in a document, you need to consider how the text will flow from
one page to the next, keeping in mind business or company standards. For instance, be mindful of widow or
orphan paragraphs – a widow is a paragraph whose first line appears at the bottom of one page while the
rest of the paragraph appears on the next page; an orphan is the reverse wherein the last line of the
paragraph appears on the next page.

Text Flow Options

Objective 2.2.2
Text flow options are also called pagination controls; these determine how the text flows from page to page.
To view the pagination controls for a document, click the Home tab and, in the Paragraph group, click the
Paragraph Settings dialog box launcher to open the Paragraph dialog box. Then click the Line and Page
Breaks tab (Figure 1-34).

Figure 1-34: Paragraph dialog box – Line and Page Breaks tab

Pagination – These settings affect how particular lines and paragraphs will flow between pages.
– Widow/Orphan control – Controls widows and orphans by preventing single lines of text at
the start or end of a page.
– Keep with next – Prevents a heading or paragraph from standing alone on a page.
– Keep lines together – Keeps lines of text together on a single page.
– Page break before – Specifies that a page break will be associated with a line of text (usually
the first line of a paragraph) so that Word forces the paragraph to begin on a new page.

30 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Formatting exceptions – Turns automatic hyphenation on or off. This setting affects how Word will wrap
text from one line to the next. You can also suppress line numbering for selected paragraphs.
Textbox options – Controls how paragraph text flows around a text box.

Using Hyphenation
Objective 2.2.1
If you use full justification with text paragraphs, you may see lines of text that appear to have more spacing
between the words than other lines in the paragraph. With the word wrap feature, you are able to continue
typing without worrying whether there is enough text to fill the line. The alignment choice you apply to the
paragraph determines how much spacing Word will place between the words that fit on a line.
You can choose to have Word apply hyphens to split words by syllable when the word appears at the right
margin. To apply hyphenation, click the Layout tab and, in the Page Setup group, click Hyphenation (Figure
1-35).

Figure 1-35: Hyphenation menu

You can choose how the hyphenation will be handled. You can allow Word to perform it automatically or
you can select the Manual option to determine which words should be hyphenated.

When you select the Manual option, Word will open the Manual Hyphenation dialog box (Figure 1-36) and
display possible words to hyphenate – one word at a time. Hyphens appear between each syllable. You can
specify where you want to position the hyphen – that is, you can specify which syllables appear before and
after the hyphen.

Figure 1-36: Manual Hyphenation dialog box

You can click No to specify that you do not want to hyphenate the word displayed in the dialog box.

To manage how hyphenation works, click Hyphenation Options to open the Hyphenation dialog box (Figure
1-37).

Figure 1-37: Hyphenation dialog box

3271 v1.00 © CCI Learning Solutions Inc. 31

Lesson 1 Using Advanced Design Elements

You can specify whether to hyphenate words that consist of uppercase letters, and you can limit the number
of consecutive lines that contain hyphens.

To turn the hyphenation off, go to the Home tab and, in the Paragraph group, click the Paragraph Settings
dialog box launcher, select the Line and Page Breaks tab, then select Don’t hyphenate (Figure 1-38).

Figure 1-38: Paragraph dialog box – Line and Page Breaks tab – Don’t hyphenate option

Using Line Numbers

Objective 2.2.1
Line numbers can be useful in legal documents, scripts, and pages of programming code. If you wish to apply
line numbers in a document, you can turn this feature on in Word to have line numbers appear in the margin.
The options shown for restarting the line numbers are similar to the options for resetting the numbering of
lists.
To apply line numbering to selected text, click the Layout tab and, in the Page Setup group, click Line
Numbers (Figure 1-39). You can choose from one of the following:

Figure 1-39: Line Numbers menu

Continuous – Numbers text sequentially throughout the document.

Restart Each Page – After each page break, line numbering begins with number 1.
Restart Each Section – After each section break, line numbering begins with number 1.
Suppress for Current Paragraph – Removes line numbering from selected text.
Line Numbering Options – Sets up advanced line numbering options, including numbering at different
intervals.

To set advanced line numbering options, click Line Numbering Options at

the bottom of the Line Numbers menu to display the Layout tab of the
Page Setup dialog box. Click the Line Numbers button to open the Line
Numbers dialog box (Figure 1-40).

Figure 1-40: Line Numbers dialog box

32 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

When you select the Add line numbering check box, the other options become available.
To turn line numbering off for specific paragraphs of text in a document, select the text, then go to the Home
tab and, in the Paragraph group, click the Paragraph Settings dialog box launcher, click the Line and Page
Breaks tab, then select Suppress line numbers (Figure 1-41).

Figure 1-41: Paragraph dialog box – Line and Page Breaks tab – Suppress line numbers option

Learn to apply pagination options to text

In this exercise, you will adjust the flow of text in a document.

1. Open the Public Drive.docx document located in the StarterFiles folder.

2. Scroll to the bottom of page 1.

3. Select the line for step 5 and the paragraph on the next page.

4. Click the Home tab and, in the Paragraph group, click the Paragraph Settings dialog box launcher.

5. Click the Line and Page Breaks tab.

6. Select Keep with next, and then select Keep lines together.

7. Click OK. Word moves the line for Step 5 to the next page.

Notice how this action enhances the continuity of the text flow when the two paragraphs are together
at the top of page 2.

8. Close the document without saving.

9. Open the Will template.docx document located in the ResourceFiles folder and save it as My Will
template.docx in the MyProjects folder.

10. Click the Layout tab, and then in the Page Setup group, click Hyphenation.

11. Click Automatic.

Notice that Word has applied hyphens to the text as required.

12. Scroll through the document to see how many hyphens were applied and to which text. Stop when you
can see the text for Article 9.

3271 v1.00 © CCI Learning Solutions Inc. 33

Lesson 1 Using Advanced Design Elements

This is an example of when you might not want Word to apply hyphens automatically because there are
too many hyphens within a short span of paragraphs.

13. On the Layout tab, in the Page Setup group, click Hyphenation, and then click None. All the hyphens
are removed.

14. On the Layout tab, in the Page Setup group, click Hyphenation, and then click Manual.

15. When the fu-ner-al option appears in the Manual Hyphenation dialog box, click the second hyphen, and
then click Yes.

16. Continue with the suggested words to decide where you may want the hyphen to appear.

17. When hyphenation is complete, click OK, then scroll through the document to see the changes.

18. Click the Layout tab in the Ribbon, if necessary, then in the Page Setup group, click Line Numbers and
click Continuous.

Notice how easy this makes it to read the document and to specify any particular line that needs to be
addressed, simply by stating the line number.

19. Select the two lines for the title (Lines 1 and 2), then on the Layout tab, click Line Numbers and click
Suppress for Current Paragraph.

Word turns off the numbering for the selected paragraph and renumbers the remaining lines in the
document.

20. Scroll through the document until you locate the blank line near line 70, then delete the blank line.

21. Save and close the document.

22. Open the Word Mapping.docx file located in the ResourceFiles folder, and then scroll through the pages
to see how the text in the table flows.

34 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

Suppose your company requires you to keep the rows together at the #.# level. The first action you want
to perform is to repeat header rows throughout the table, so you can see how that may change the
layout.

23. Return to the top of the document, and then click in the title line of the table, Objective Domain.

24. In the Table Tools Layout tab, in the Data group, click Repeat Header Rows.

25. Scroll to the bottom of page 1.

26. Select the 2.3 Create and configure document sections row through the 2.3.3 Change page setup
options for a section row.

27. On the Home tab, in the Paragraph group, click the Paragraph Settings dialog box launcher.

28. On the Line and Page Breaks tab, select Keep with next, and then select Keep lines together. Click OK.

These rows should now start at the top of the table on page 2.

29. Scroll to the bottom of page 2, then click in the first cell of the 5 Insert and Format Objects row.

30. On the Home tab, in the Paragraph group, click the Paragraph Settings dialog box launcher.

31. On the Line and Page Breaks tab, select Page break before. Click OK.

This row now starts at the top of the next page.

32. Save the document as My Word Mapping.docx in the MyProjects folder, and then close it.

Lesson Summary
Now that you have completed this lesson, you should be able to:

 Customize templates.  Use wildcards in searches.

 Share template tools.  Find and replace formatting.
 Create and modify styles.  Use hyphenation options.
 Customize design elements.  Use line numbering.

Key Terms
Term Definition

Building Blocks Blocks of reusable content that you can insert into a document. Building block content
includes headers and footers, cover pages, text boxes, bibliographies, citations,
placeholders, equations, themes, and content controls (fields). See Quick Part.
Building Blocks A feature you can use to view and manage built-in and user-defined building blocks
Organizer and Quick Parts.
Normal The default template for creating blank documents in Word. Macros, AutoText, and
toolbar and menu customizations are saved in this template unless otherwise
specified.

3271 v1.00 © CCI Learning Solutions Inc. 35

Lesson 1 Using Advanced Design Elements

Term Definition

Quick Part A reusable piece of content such as an AutoText entry, document property, or field
that you can insert into a document. See Building Blocks.
Style A named collection of formatting attributes you can apply to text in a document.
Style Set A collection of coordinated styles that are designed to work together. A style set may
include styles for several heading levels, body text, quotes, and so on that are
designed to work together in a single document.
Templates Pre-designed forms created either by Microsoft or a user that can be used to create a
specific type of document. Setting up a template enables documents to have a
consistent look.
Wildcards A set of characters (such as ? or *) that can be used to represent one or more other
characters during a search.

Quiz Questions
For each question, select the best answer.

1. Which statement about modifying a built-in Office template is NOT true?

a. If you want to save your changes, you must give the revised template a new name and save it in a
different location.
b. Built-in template documents are opened in Read-Only mode.
c. You can open a template directly by double-clicking it in File Explorer.
d. You can open and modify a built-in Office template directly.

2. You can open a built-in Office template directly; however, you must open the template using the Open
command within the application – if you navigate to and double-click the template file, you will open a
document based on the template. Built-in template documents are opened in Read-Only mode. If you want
to save your changes, you must give the template a new name and save it in a different location. Which of
the following is NOT a style type you can create in Word?

a. Table
b. Graphic
c. Character
d. List

3. Which statement describes the main advantage of modifying styles in a document?

a. Style changes are automatically saved to the Normal template.

b. You can change the default language for the selected style.
c. The formatting of the style remains the same when you change the document theme.
d. Style changes are automatically applied to all text formatted with that style.

36 3271-1 v1.00 © CCI Learning Solutions Inc.

Using Advanced Design Elements Lesson 1

4. When customizing themes which of the following is NOT true?

a. Saved themes appear in the Custom section at the top of the Themes gallery.
b. You can create your own theme from scratch.
c. You can make changes to an existing theme.
d. To save a theme, click Themes on the Design tab, and then click Save Current Theme.

5. How do you apply a custom color set for a document?

a. In the Font dialog box, display the Font Color list, click More Colors, and then click the custom color
set you want to apply.
b. Select the entire document, then on the Mini toolbar, display the Font Color list, and then click the
custom color set you want to apply.
c. On the Design tab, in the Document Formatting group, click Colors, and then click the custom color
set you want to apply.
d. You can use any of these methods to apply a custom color set to a document.

6 Which elements can you specify when you create a custom font set?

a. You can specify all of these elements.

b. The Heading1 font, the Heading2 font, and the Heading3 font
c. The Title font and the Heading font
d. The Heading font and the Body font

7. Sarah is creating a holiday flyer and she applied the HolidayHero custom style set to her document. Why did
she apply the style set?

a. To disable manual formatting in the document

b. To access macros that are stored in the style set
c. To see a special collection of styles in the Quick Styles gallery
d. To restrict editing in the document

8. How can you apply effects such as Small caps or All caps to selected text?

a. Select one of these options in the Font dialog box.

b. Right-click the selected text and select one of these options from the shortcut menu.
c. Select one of these options from the Font group in the Home tab of the Ribbon.
d. You can use any of these methods to apply these effects.

9. Which find option allows you to use special characters, such as a question mark, in your search criteria?

a. Special
b. Format
c. Use wildcards
d. Incremental find

10. Which option in the Find and Replace dialog box should you click if you want to locate text in a document
formatted with the Emphasis style?

a. Format
b. Special
c. Use wildcards
d. Match suffix

3271 v1.00 © CCI Learning Solutions Inc. 37

Lesson 1 Using Advanced Design Elements

11. When you are using the Manual Hyphenation dialog box, how do you indicate that a word should not be
hyphenated?

a. Position the cursor at the end of the word displayed in the dialog box, and then click the Yes button.
b. Click the No button.
c. Click the Cancel button.
d. Click the Do Not Hyphenate check box.

12. Which option in the Line Numbers drop-down menu should you select if you want to number the lines at
different intervals than the default?

a. Continuous
b. Restart Each Section
c. Interval
d. Line Numbering Options

13. Which tool can you use to share styles among documents?

a. Organizer dialog box

b. The Export page in Backstage
c. The Share page in Backstage
d. You can use any of these tools to share styles among documents.

14. Where can you find options that will keep all the lines of a paragraph on the same page?

a. On the Layout tab in the Paragraph group

b. In the Paragraph dialog box
c. On the Home tab in the Paragraph group
d. On the Mini toolbar

38 3271-1 v1.00 © CCI Learning Solutions Inc.