FUTUR PRROFESSIONAL COLLEGE OFFICE WORD 2016

Introduction

Microsoft Word 2016 is a word-processing program that is used to create

professional-looking documents such as reports, resumes, letters, memos, and
newsletters. It includes many powerful tools that can be used to easily create
And edit documents. The Word 2016 user interface and covers how
to perform basic tasks such as starting and exiting the program;
creating, saving, opening, closing, editing, formatting, and printing
documents; applying styles; and getting help.

Starting Word
You can start Word 2016 from the Start menu (in Windows) or by
double-clicking an existing Word file. When you start the program
without opening a specific file, the Start screen appears, prompting you to
open an existing document or create a new document.

To start Word 2016 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office
2016, and then click Word 2016. The
Start screen appears.
2. In the right pane, click Blank document. A new, blank document
opens in the program window.

Word 2016 Start Screen

Overview of the User Interface

All the Microsoft Office 2016 programs share a
common user interface so you can apply basic
techniques that you learn in one program to
other programs. The Word 2016 program
window is easy to navigate and simple to use (see Fire 2 and Table 1).
Program Window Elements

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What is the ribbon?

The ribbon is a command bar that organizes a program's features in to a series
of tabs at the top of the screen.
Ribbon tabs are composed of groups of closely related commands, designed to
help users quickly find desired commands.
Each ribbon is a bar (line) across the page.

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Ribbon Tabs

Name Description
File Displays the Backstage view which contains commands related to
managing files and customizing the program

Home Contains the most frequently used commands. The Home tab is active
by default.
Insert Contains commands related to all the items that you can insert into a
document.
Design Contains commands related to changing the overall appearance of a
document.
Page Contains commands related to changing the layout of a document.
Layout
References Contains commands related to reference information you can add to a
document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, adding
comments,
Tracking and resolving document changes, and protecting a document.
View Contains commands related to changing the view and other aspects of
the display.
Quick Access Toolbar
The Quick Access to lobar provides one-click access to commonly used
commands and options. By default, it is located on the left side of the
Title bar and displays the Save, Undo, and Redo buttons. You can
change the location of the Quick Access toolbar as
well as customize it to include commands that
you use frequently.

To add a command to the Quick Access

toolbar:
1. On the Ribbon, right-click the command that
you want to add, and then click Add to Quick
Access Toolbar on the shortcut menu.
2. To remove a command from the Quick Access
toolbar
3 . On the Quick Access toolbar,

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4. Right-click the command that

you want to remove, and then
click Remove from Quick
Access Toolbar on the shortcut
menu.
Creating Documents
When you start Word 2016 and click Blank document on the Start screen,
a new document opens in the program window, ready for you to enter
your content. You can also create a new document while Word 2016 is
running. Each new document displays a default name (such as
Document1, Document2, and so on) on the Title bar until you save it with
a more meaningful name. The cursor, a blinking vertical line in the upper-
left corner of the page, shows where the next character you type will
appear. When the cursor reaches the right margin, the word you are typing
automatically moves to the next line. Pressing the Enter key starts a new
paragraph.
To create a new document:
1. Click the File tab, and then click New. The New page of the
backstage view opens, displaying thumbnails of the available
templates.
2. In the right pane, click Blank document. A new, blank

document opens in a new window.

NOTE: You can also create a new document by pressing CTRL
+N
Saving Documents
After creating a document, you can save it on your computer. Use the
Save As command when you save a document for the first time or if you
want to save a copy of a document in a different location, with a different
file name, or in a different file format. Use the Save command to save
changes to an existing document.

To save a document for the first time:

1. Click the File tab, and then click Save As. The Save As page of the
backstage view opens.
2. Click Computer in the center pane, and then click the Browse
button or a recent folder in the right pane.

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To save changes to a document:

1. Do one of the following:

⚫ Click the File tab, and then click Save.

On the Quick Access toolbar, click the Save button .

⚫ Press Ctrl+ S.
Closing Documents
When you finish working on a document, you can close it, but keep the
program window open to work on more documents. If the document contains
any unsaved changes, you will be prompted to save the changes before closing
it.

To close a document without exiting Word:

1. Click the File tab, and then click Close. Or, press Ctrl +W.

Opening Documents
You can locate and open an existing document from the Start
screen when Word 2016 starts or from the Open page of the Backstage
view. The Start screen and the Open page also display a list of recently
used documents which you can quickly open by clicking them. Each
document opens in its own window, making it easier to work on two
documents at once
To open a document:
1. Click the File tab, and then click Open. Or, press Ctrl +O.
The Open page of the backstage view opens, displaying a
list of recently used documents in the right pane.
2. If the document you want is in the Recent Documents list,
click its name to open it. Otherwise, proceed to step 3.
Click Computer in the center pane, and then click the Browse
button or a recent folder in the right pane

Editing Documents
Most documents require some editing. After creating a document, you may
want to add or remove text, or move text from one place to another. This
section covers how to perform basic tasks such as selecting, deleting,
copying, and moving text; and undoing and redoing changes.
Selecting Text

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Before you can edit text, you must first select the text that you want to
modify. You can use the mouse, the keyboard, or the selection area (an
invisible area in the document’s left margin) to make a selection.
Selected text appears highlighted on the screen.

To select text:

1. Do the following:
⚫ To select a word, double-click anywhere in the word.
⚫ To select a sentence, hold down the Ctrl key and click anywhere in
the sentence.
⚫ To select a line, click in the selection area to the left of the line.
⚫ To select a paragraph, triple-click anywhere in the paragraph. Or,
double-click in the selection area to the left of the paragraph.
⚫ To select the entire document, triple-click in the selection area. Or,
press Ctrl+ A.
⚫ To select adjacent words, lines, or paragraphs, drag the mouse
pointer over the text. Or, click at the beginning of the text, and
then hold down the Shift key and click at the end of the text.

⚫ To select non-adjacent words, lines, or paragraphs, make the first

selection, and then hold down the
Ctrl key and make the second selection.

Displays the Backstage view which contains commands

related to managing files and customizing the program
a) Select the text that you want to move or copy.
b) On the Home tab, in the Clipboard group, do one of
the following
To move text, click the Cut button. Or, press Ctrl+ X.
⚫ To copy text, click the Copy button. Or, press Ctrl+ C.
2. Click in the document where you want to paste the cut or copied text.

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3. On the Home tab, in the Clipboard group, click the

Paste button. Or, press Ctrl+ V
4. . NOTE: Clicking the arrow on the Paste button displays
additional paste options.

Undoing and Redoing Changes

you can easily reverse it with the Undo command. After you have undone
one or more actions, the Redo command becomes available and allows
you to restore the undone actions.
To undo an action:

1. On the Quick Access toolbar, click the Undo button. Or, press Ctrl+ Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press
Ctrl+ Y.
Formatting Documents
Word 2016 includes a number of features that can be used to
easily format a document. Formatting enhances the appearance of
a document and makes it look professional.
Formatting Text
Text formatting includes font, font size, font color, and font style and effect.
The Font group on the home tab of the Ribbon contains the

Most commonly used text formatting commands. You can also format
text using the Font dialog box which can be opened by clicking
The dialog box launcher in the Font group.

Changing the Font and Font Size

A font defines the overall appearance or style of text lettering. Font size
controls the height of the font. The default font in new Word 2016
documents is Calibri; the default font size is 11 points.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and
select the desired font from the list.
To change the font size:
1. Select the text that you want to format.

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2. On the Home tab, in the Font group, click the Font Size arrow and
select the desired font size from the list (see Fire 23). If a font size you
want is not listed in the Font Size list, click in the Font Size box, type
the desired number, and then press the Enter key.

NOTE: You can also change the font size by clicking the Increase Font Size
button or Decrease Font Size button in the Font group on the home tab of the
Ribbon.

Changing the Font Color and Highlighting Text

You can emphasize important text by changing the font color or
applying highlighting. To change the font color:
1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Color button
to apply the most recently used color, or click the Font Color
arrow and select a different color from the color palette.

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight
Color button to apply the most recently used color, or click the
Text Highlight Color arrow and select a different color from the
color palette.
3.

NOTE: You can remove a highlight from selected text by

clicking the Text Highlight Color arrow, and then clicking No
Color on the palette.

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Applying Font Styles and Effects

You can apply one or more font styles and effects to text. Font styles are
attributes such as bold and italic; effects are special enhancements such as
strikethrough and shadow.
Adding Borders and Shading
You can set apart text from the rest of the document by adding borders
and shading. You can add borders to any side of the text or all sides to
make a box.

To add borders:
1. Select the text to which you want to add borders.
2. On the Home tab, in the Paragraph group, click the Borders
button to apply the most recently used border,
or click the Borders arrow and select a different
border from the menu.

NOTE: You can remove all borders from selected text

By clicking the Borders arrow, and then clicking
No Border on the menu.

To add shading:
1. Select the text to which you want to add
shading.
2. On the Home tab, in the Paragraph group,
3. click the Shading button to apply the most
recently
Used color, or click the Shading arrow and
Select a different color from the color palette.
NOTE: You can remove shading from selected text by clicking the
Shading arrow, and then clicking
No Color on the palette.
To create a bulleted or numbered list:
1. Click in the document where you want to add the list.

2. On the Home tab, in the Paragraph group, click the Bullets button to
start a bulleted list or
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Numbering button to start a numbered list.

3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: You can change the bullet or number style by clicking
the Bullets or Numbering arrow and selecting the desired option
from the menu.

To create a multilevel list:

Click in the document
where you want to add
the list.
On the Home tab, in the
Paragraph group, click
the Multilevel List
button and select the

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desired style from the

menu.
Type the text for the
first list item Press the
Enter key to add the
next list item.
Continue creating the
list of items that are
all at the same level.
To change the list
level, do one of the
following:
o Press the Tab key
to demote the list
level.
o Press Shift+ Tab to promote the list
 Level.
To end the list, position
the insertion point at the
end of the last list item,
press the Enter key, and
then press the Delete
key.
To add bullets or numbers to existing text:
1. Select the text to which you want to add bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button
to add bullets or Numbering
Button to add numbers.
To remove bullets or numbers from a list:
1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to
remove bullets or Numbering button to remove numbers
Styles Group on the Home Tab
To apply a style using the Styles pane:
On the Home tab, in the Styles group, click the dialog box
1.
launcher The Styles pane opens on the right side of the program
window.
2. Select the text to which you want to apply a style.
In the Styles pane, click the desired style
To modify an existing style:
1. In the Styles pane, right-click the style, and then click Modify on the
shortcut menu.
2. In the Modify Style dialog box, make the desired changes, and then click

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the OK button.

To create a new style:

1. In the Styles pane, click the New Style
button.
2. In the Create New Style from
Formatting dialog box, type a name for
the new style in the Name box, select the
desired options, and then click the OK
button.
Exiting Word
When you finish using Word 2016, you should exit the program to free up
system resources.

To exit Word 2016:

1. Click the Close button in the upper-right corner of the program

window.
Selecting Table Parts
In order to apply formatting or make other changes to a table, you need to
know how to select the various parts of the table.

To select parts of a table:

2. Click anywhere in the table, cell, row, or column that you want to
select.
3. Under Table Tools, on the Layout tab, in the Table group, click the
Select button and select the desired option from the menu.

Inserting Rows and Columns

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You can easily add rows and columns anywhere in a table. A new row can be
inserted above or below the current location in the table; a new column can
be inserted to the left or right of the current location in the table.
To insert a row or column:
2. Select the row or column next to which you want to insert
the new row or column.
3. Under Table Tools, on the Layout tab, in the Rows &
Columns group, do one of the following (see Figure 10):
⚫ Click the Insert Above button to insert a new row
directly above the selected row.
⚫ Click the Insert Below button to insert a new row
directly below the selected row.
⚫ Click the Insert Left button to insert a new column
directly to the left of the selected column.
⚫ Click the Insert Right button to insert a new column directly to the
right of the selected column.
Repeating Header Rows
A header row contains column headings that provide context and aid
navigation of the data in the table. If a table spans more than one page,
you can have the header row repeat at the top of each page.

To make a header row repeat:

2. Select the header row.
3. Under Table Tools, on the Layout tab, in the Data group,

click the Repeat Header Rows button.

String Table Data

You can sort a table by any column containing text, numbers, or dates.
The data can be sorted in ascending order (A to Z, smallest to largest,
oldest to newest) or descending order (Z to A, largest to smallest, newest
to oldest). You can sort by up to three columns.

To sort table data:

1. Click anywhere in the table.

2. Under Table Tools, on the Layout tab, in the Data group, click the
Sort button. The Sort dialog box opens.
3. If the table has a header row, under my list has, select the Header row
option.

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Deleting Rows and Columns

You can delete any rows or columns you no longer need in a table.
Deleting a row or column also deletes all the contents within it.

To delete a row or column:

1. Select the row or column that you want to delete.
2. Under Table Tools, on the
Layout tab, in the Rows &
Columns group, click the
Delete button, and then
click Delete Columns or
Delete Rows.
Creating a Table of Contents
A table of contents is a list of the headings in a document, organized in
the order in which they appear, along with their corresponding page
numbers. It is usually inserted at the beginning of the document and
provides an overview of its contents to help users navigate to specific
sections. A table of contents is created by using Word’s built-in heading
styles (Heading 1, Heading 2, etc.) to format headings, and then
generating the table of contents based on those headings.

To create a table of contents:

1. Click in the document where you want to insert the table of contents.
2. On the References tab, in the Table of Contents group, click
the Table of Contents button and select the desired option from
the me

Changing the Page Layout

Word 2016 offers a variety of page layout options that affect how content
appears on each page. The Page Setup group on the Page Layout tab of
the Ribbon contains commands that can be used to change page margins,
page orientation, paper size, and more (see Figure 38). You can also adjust

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page settings using the Page Setup dialog box which can be opened by
clicking the dialog
Box launcher in the Page Setup group.

Changing the Page Margins

Margins are the areas between the content of a
document and the edges of the page. By default, every
new document has 1-inch margins on all four sides.
You can change the page margins by selecting one of
the preset margins or by setting custom margins.

To change the page margins:

3. On the Page Layout
tab, in the Page Setup
group, click the
Margins button and
select the desired
margin setting from
the menu.
Inserting Shapes
Word 2016 provides a
variety of ready-made shapes
(lines, rectangles, circles,
arrows, stars, etc.) that you
can insert into a document to
add visual interest and
impact.

To insert a shape:
1. On the Insert tab, in the
Illustrations group,
click the Shapes button,
and then click the
desired shape (see Figure
9).
2. Drag the mouse pointer
where you want to place
the shape until it is the
desired size, and then

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release the mouse

button.
NOTE: To draw a
proportional shape,
hold down the Shift
key while you drag.

Shapes Gallery
When a shape is selected, the
Drawing Tools Format tab
becomes available on the
Ribbon. The tools on this tab
enable you to modify and
format the shape

Document shortcuts
Shortcuts description
Ctrl + N Create new document
Ctrl + S Save document
Ctrl + Z Undo last action
Ctrl + A Select all
F7 Start Spellchecker
Ctrl + F4 Close current document
Ctrl + P Open Print dialogue box
Ctrl + Y Redo last action
F4 Repeat last action
F9 Update field
Ctrl + Alt +T Insert ™
Ctrl + Alt +C Insert ©

Navigation Shortcuts
Shortcuts description
Home Go to start of line
Ctrl + Home Go to start of document
Page Down Go to next page
Ctrl + Page Down Go to next page (top)
Ctrl + F Find (Navigation Pane)
Tab Go to next table cell
End Go to end of line
Ctrl+end Go to end of doc
Ctrl +g Go to a specific page
Shift +Tab Go to previous table cell

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Clipboard Shortcuts
Shortcuts description
Ctrl + X Cut
Ctrl + V Paste
Ctrl + C Copy
Alt+ Ctrl +V Paste Special
Paragraph and Pagination Shortcuts
Shortcuts description
Enter New paragraph
Ctrl + Enter Insert Page Break
Shift + Enter New line (in paragraph)
Ctrl + Shift + Enter Insert Section Break
Enter New paragraph
Ctrl + Q Switch off formatting
Ctrl + M Increase Indent
Ctrl + Shift +M Decrease Indent
Ctrl + E| Center Alignment

End book tow word 2016

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