NATIONAL YOUTH COMMISSION

WOMEN AND GIRLS DIGITAL SKILLS PROGRAM.

Lesson 1

Introduction TO MS WORD.
Microsoft Word 2016 is a word processing application that
allows you to create a variety of documents, including
letters, resumes, and more. In this lesson, you'll learn how to
navigate the Word interface and become familiar with some
of its most important features, such as the Ribbon, Quick
Access Toolbar, and Backstage view.

Watch the video below to become more familiar with Word

2016.

Getting to know Word 2016

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

The Word interface

When you open Word for the first time, the Start Screen will
appear. From here, you'll be able to create a new
document, choose a template, and access your recently
edited documents. From the Start Screen, locate and
select Blank document to access the Word interface.
Working with the Word
environment
Like other recent versions, Word 2016 continues to use
features like the Ribbon and the Quick Access Toolbar—
where you will find commands to perform common tasks in
Word—as well as Backstage view.

The Ribbon
Word uses a tabbed Ribbon system instead of traditional
menus. The Ribbon contains multiple tabs, which you can
find near the top of the Word window.

Each tab contains several groups of related commands.

For example, the Font group on the Home tab contains
commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right

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

 Auto-hide Ribbon: Auto-hide displays your

document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon,
click the Expand Ribbon command at the top of
screen.
  Show Tabs: This option hides all command groups
when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab.
 Show Tabs and Commands: This option
maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by
default when you open Word for the first time.
To learn how to add custom tabs and commands to the
Ribbon, review our Extra on Customizing the Ribbon.

Using the Tell me feature

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

The Ruler
The Ruler is located at the top and to the left of your
document. It makes it easier to adjust your document with
precision. If you want, you can hide the Ruler to create more
screen space.
To show or hide the Ruler:
1. Click the View tab.

2. Click the checkbox next

to Ruler to show or hide the Ruler.
3.

Backstage view
Backstage view gives you various options for saving,
opening a file, printing, and sharing your document. To
access Backstage view, click the File tab on the Ribbon.

Document views and zooming

Word has a variety of viewing options that change how your
document is displayed. You can choose to view your
document in Read Mode, Print Layout, or Web Layout.
These views can be useful for various tasks, especially if
you're planning to print the document. You can also zoom
in and out to make your document easier to read.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in
the bottom-right corner of the Word window. You can also
select the + or - commands to zoom in or out by smaller
increments. The number next to the slider displays the
current zoom percentage, also called the zoom level.

Lesson 2

To create a new blank document:

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

1. Select the File tab to access Backstage view.

1. Select New, then click Blank document.

 2. A new blank document will appear.

To create a new document from a

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

1. Click the File tab to access Backstage view, then

select New.
2. Several templates will appear below the Blank
document option. You can also use the search bar
 to find something more specific. In our example,
we'll search for a flyer template.

LESSON 3

Saving and opening files

When you’re signed in to your Microsoft account, OneDrive
will appear as an option whenever you save or open a file.
You still have the option of saving files to your computer.
However, saving files to your OneDrive allows you to access
them from any other computer, and it also allows you to
share files with friends and co-workers.

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

3. The Open dialog box will appear. Locate and select

your document, then click Open.

4. The selected document will appear.

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

 Save: When you create or edit a document, you'll

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

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

1. Locate and select the Save command on

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

4. The Save As dialog box will appear. Select

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

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

Using Save As to make a copy

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

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

1. Click the File tab to access Backstage view.

2. Click Options.
3. The Word Options dialog box will appear.
Select Save on the left, check the box next
to Save to Computer by default, then click OK.
The default save location will be changed.
 Lesson 4
Introduction
If you're new to Microsoft Word, you'll need to learn
the basics of typing, editing, and organizing text. Basic tasks
include the ability to add, delete, and move text in your
document, as well as how to cut, copy, and paste.

Using the insertion point to add text

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

 Blank document: When a new blank document

opens, the insertion point will appear in the top-left
corner of the page. If you want, you can begin
typing from this location.
 Adding spaces: Press the spacebar to
add spaces after a word or in between text.

 New paragraph line: Press Enter on your

keyboard to move the insertion point to the next
paragraph line.
  Manual placement: Once you begin typing, you
can use the mouse to move the insertion point to a
specific place in your document. Simply click
the location in the text where you want to place it.

 Arrow keys: You can also use the arrow keys on

your keyboard to move the insertion point.
The left and right arrow keys will
move between adjacent characters on the same
line, while the up and down arrows will
move between paragraph lines. You can also
press Ctrl+Left or Ctrl+Right to quickly move
between entire words.

In a new blank document, you can double-click the mouse to

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

When you select text or images in Word, a hover

toolbar with command shortcuts will appear. If the toolbar
does not appear at first, try hovering the mouse over the
selection.

To select multiple lines of text:

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

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

up or down.

4. To select all of the text in your document, choose

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

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

 To delete text to the left of the insertion point,

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

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

Copying and moving text

Word allows you to copy text that's already in your
document and paste it in other places, which can save you a
lot of time and effort. If you want to move text around in your
document, you can cut and paste or drag and drop.
To copy and paste text:
1.

2. Select the text you want to copy.

3. Click the Copy command on the Home tab.

Alternatively, you can press Ctrl+C on your keyboard.

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

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

6. The text will appear.

To cut and paste text:

1.

2. Select the text you want to cut.

3. Click the Cut command on the Home tab. Alternatively,

you can press Ctrl+X on your keyboard.
4. Place your insertion point where you want the text to
appear.

5. Click the Paste command on the Home tab.

Alternatively, you can press Ctrl+V on your keyboard.

6. The text will appear.

 1.

You can also cut, copy, and paste by right-clicking your

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

To drag and drop text:

1.

2. Select the text you want to move.

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

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

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

Undo and Redo

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

To do this, locate and select the Undo command on the

Quick Access Toolbar. Alternatively, you can press Ctrl+Z on
your keyboard. You can continue using this command to
undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the

last undo. You can also access this command by
pressing Ctrl+Y on your keyboard.
 Lesson 5
Symbols
If you need to insert an unusual character that's not on your
keyboard, such as a copyright (©) or trademark (™) symbol,
you can usually find them with the Symbol command.
To insert a symbol:
1. Place the insertion point where you want the
symbol to appear.

2. Click the Insert tab.

3. Locate and select the Symbol command, then

choose the desired symbol from the drop-down
menu. If you don't see the one you want,
select More Symbols.

4. The symbol will appear in the document.

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

To change the font size:

1. Select the text you want to modify.
2. On the Home tab, click the Font size drop-down
arrow. Select a font size from the menu. If the font
size you need is not available in the menu, you can
click the Font size box and type the desired font
size, then press Enter.

3. The font size will change in the document.

You can also use the Grow Font and Shrink
Font commands to change the font size.

To change the font:

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

1. Select the text you want to modify.

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

To change the font color:

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

1. Select the text you want to modify.

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

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

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

1. Select the text you want to modify.

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

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

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

1. Select the text you want to highlight.

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

3. Select the desired highlight color. The selected

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

If you need to highlight several lines of text, changing the

mouse into a highlighter may be a helpful alternative to
selecting and highlighting individual lines. Click the Text
Highlight Color command, and the cursor changes into a
highlighter. You can then click and drag the highlighter over
the lines you want to highlight.

To change text alignment:

By default, Word aligns text to the left margin in new
documents. However, there may be times when you want to
adjust text alignment to the center or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment

options from the Paragraph group. In our
example, we've selected Center Alignment.
 3. The text will be realigned in the document.

Click the arrows in the slideshow below to learn more about

the four text alignment options.

arrow_back_ios

 Align Text Left: This aligns all selected text to
the left margin. The Align Text Left command is
the most common alignment and is selected by
default when a new document is created.


Center: This aligns text an equal distance from

the left and right margins.


Align Text Right: This aligns all selected text

to the right margin.
 

Justify: Justified text is equal on both sides. It

lines up equally to the right and left margins.
Many newspapers and magazines use full
justification.
arrow_back_ios
You can use Word's convenient Set as Default feature
to save all of the formatting changes you've made and
automatically apply them to new documents. To learn how to
do this, read our article on Changing Your Default
Settings in Word.

When you're working with longer documents, it can be

difficult and time consuming to locate a specific word or
phrase. Word can automatically search your document using
the Find feature, and it allows you to quickly change words
or phrases using Replace.

Lesson 6
Auto-Recover
Word automatically saves your documents to a temporary folder while you
are working on them. If you forget to save your changes or if Word
crashes, you can restore the file using AutoRecover.

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

By default, Word autosaves every 10 minutes. If you are editing a

document for less than 10 minutes, Word may not create an autosaved
version.

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

To export a document as a PDF file:

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

1. Click the File tab to access Backstage view,

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

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

To export a document to other file types:

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

1. Click the File tab to access Backstage view,

choose Export, then select Change File Type.
2. Select a file type, then click Save As.
 3. The Save As dialog box will appear. Select
the location where you want to export the
document, enter a file name, then click Save.

You can also use the Save as type drop-down menu in the Save
As dialog box to save documents to a variety of file types.

Sharing documents
Word makes it easy to share and collaborate on documents
using OneDrive. In the past, if you wanted to share a file with someone
you could send it as an email attachment. While convenient, this system
also creates multiple versions of the same file, which can be difficult to
organize.
When you share a document from Word, you're actually giving others
access to the exact same file. This lets you and the people you share
with edit the same document without having to keep track of multiple
versions.

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

To share a document:
1. Click the File tab to access Backstage view, then
click Share.

2. The Share pane will appear.

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