Microsoft Word 2019

Level 2
Student Reference Guide

Please note:
The images in this reference guide are based on running Microsoft Word 2019 Professional Plus edition
on a Windows 10 platform. If your computer is running a different version of Word, such as Word 365,
or a different version of Windows, the location of some commands and features may differ from what is
shown.

Copyright ©2021 LaunchLife International Inc

 Microsoft Word 2019
Level 2
Course Code: WRD19E2
October 2021

DISCLAIMER

While Academy of Learning Career College takes great care to ensure the accuracy and quality of
these materials, all material is provided without any warranties or representations of any kind or
with respect to use or performance thereof, whether expressed or implied, statutory or arising from
otherwise in law or from a source of dealing or usage in trade, including but not limited to implied
warranties or conditions of merchantable quality or fitness for the particular purpose of the User.

Trademark Notices: Academy of Learning Career College and the Academy of Learning Career College logo are
registered trademarks of LaunchLife International Inc. Microsoft is a registered trademark, and Windows, Word,
Excel, and PowerPoint are trademarks of Microsoft Corporation. All other product names and services identified
throughout this book are trademarks or registered trademarks of their respective companies. They are used throughout
this book in editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name,
is intended to convey endorsement or other affiliation with the book.

Copyright ©2021 LaunchLife International Inc. This publication, or any part thereof, may not be reproduced or
transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an
information retrieval system, or otherwise, without the prior written permission of Academy of Learning Career
College.
Student Reference Guide Microsoft Word 2019 - Level 2

Table of Contents
Course Overview ........................................................................................................................................... 1
Course Objectives ......................................................................................................................................... 3
Module 1 – Working with Views ................................................................................................................... 2
Learning Objectives................................................................................................................................... 2
Submodule A – The View Tab ................................................................................................................... 3
The View Tab Commands...................................................................................................................... 3
Submodule B – Using Read Mode............................................................................................................. 9
Read Mode ............................................................................................................................................ 9
Submodule C – Using the Print Layout and Web Layout Views.............................................................. 10
Print Layout View and Web Layout View ............................................................................................ 10
Submodule D – Using Draft View and Outline View ............................................................................... 12
Draft View and Online View ................................................................................................................ 12
Submodule E – The Immersive Group .................................................................................................... 15
The Immersive Group ......................................................................................................................... 15
Module 2 – Searching and Replacing Content ............................................................................................ 18
Learning Objectives................................................................................................................................. 18
Submodule A – Finding and Replacing Formatting ................................................................................. 19
Finding and Replacing Formatting ...................................................................................................... 19
Submodule B – Finding and Replacing Special Characters ..................................................................... 20
Finding and Replacing Special Characters........................................................................................... 20
Submodule C – Using the Navigation Pane and Go To ........................................................................... 22
Using Go To ......................................................................................................................................... 22
Using the Navigation Pane .................................................................................................................. 23
Navigation Pane Search Options ......................................................................................................... 24
Submodule D – AutoCorrect and AutoComplete.................................................................................... 27
AutoCorrect......................................................................................................................................... 27
The AutoComplete Feature................................................................................................................. 32
Module 3 – Working with Envelopes and Labels ........................................................................................ 33
Learning Objectives................................................................................................................................. 33
Submodule A – Working with Envelopes ................................................................................................ 34
Creating an Envelope .......................................................................................................................... 34

Academy of Learning Career College i

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Working with Labels ...................................................................................................... 35

Creating a Label................................................................................................................................... 35
Module 4 – Performing Mail Merges .......................................................................................................... 36
Learning Objectives................................................................................................................................. 36
Submodule A – What is Mail Merge? ..................................................................................................... 37
Mail Merge .......................................................................................................................................... 37
Submodule B – Creating a Merge Document ......................................................................................... 38
Using the Mail Merge Wizard - Steps 1 to 3 ....................................................................................... 38
Using the Mail Merge Wizard - Steps 4 to 6 ....................................................................................... 42
Submodule C – Merging a Document with an Existing Data Source ...................................................... 45
Using an Existing Data Source in a Mail Merge................................................................................... 45
Submodule D – Merging Envelopes and Labels ...................................................................................... 46
Merging Labels .................................................................................................................................... 46
Merging Envelopes.............................................................................................................................. 52
Submodule E – Merging a Directory ....................................................................................................... 58
Merging a Directory ............................................................................................................................ 58
Module 5 – Using Quick Parts ..................................................................................................................... 65
Learning Objectives................................................................................................................................. 65
Submodule A – Creating and Editing Building Blocks ............................................................................. 66
Building Blocks .................................................................................................................................... 66
Submodule B – Using AutoText .............................................................................................................. 68
AutoText.............................................................................................................................................. 68
Module 6 – Creating an Index and a Table of Contents.............................................................................. 69
Learning Objectives................................................................................................................................. 69
Submodule A – Creating an Index ........................................................................................................... 70
Marking Entries and Creating an Index ............................................................................................... 70
Creating Subentries for an Index ........................................................................................................ 72
Submodule B – Using AutoMark to Create an Index .............................................................................. 73
Creating a Concordance File and Using AutoMark ............................................................................. 73
Submodule C – Creating a Table of Contents ......................................................................................... 75
Creating a Table of Contents............................................................................................................... 75
Modifying a Table of Contents ............................................................................................................ 77
Module 7 – Advanced Table Features ........................................................................................................ 79

Academy of Learning Career College ii

Student Reference Guide Microsoft Word 2019 - Level 2

Learning Objectives................................................................................................................................. 79
Submodule A – Creating a Table Style .................................................................................................... 80
Creating a Table Style.......................................................................................................................... 80
Submodule B – Table Breaks and Repeat Headings ............................................................................... 82
Table Breaks and Repeat Headings ..................................................................................................... 82
Submodule C – Using Formulas in Tables ............................................................................................... 84
Formulas and Functions in Word ........................................................................................................ 84
Updating a Formula ............................................................................................................................ 87
Module 8 – Formatting Graphics and Pictures ........................................................................................... 88
Learning Objectives................................................................................................................................. 88
Submodule A – Inserting and Formatting WordArt ................................................................................ 89
Inserting WordArt ............................................................................................................................... 89
Formatting WordArt ........................................................................................................................... 91
Submodule B – Filling Shapes with Pictures ........................................................................................... 93
Filling Shapes with Pictures................................................................................................................. 93
Modifying a Picture Inserted in a Shape ............................................................................................. 95
Submodule C – Compressing Pictures .................................................................................................... 96
Compressing Pictures to Reduce File Size ........................................................................................... 96
Submodule D – Saving a Picture as a Quick Part .................................................................................... 97
Saving a Picture as a Quick Part .......................................................................................................... 97
Submodule E – Working with Icons and 3D Models ............................................................................. 100
Working with Icons and 3D Models .................................................................................................. 100
Module 9 – Using Captions and Creating a Table of Figures .................................................................... 102
Learning Objectives............................................................................................................................... 102
Submodule A – Inserting a Caption....................................................................................................... 103
Inserting a Caption ............................................................................................................................ 103
Cross-referencing and Updating Captions ........................................................................................ 104
Submodule B – Creating a Table of Figures .......................................................................................... 106
Creating a Table of Figures................................................................................................................ 106
Module 10 – Using Text Boxes .................................................................................................................. 107
Learning Objectives............................................................................................................................... 107
Submodule A – The Text Box Gallery .................................................................................................... 108
Adding a Text Box.............................................................................................................................. 108

Academy of Learning Career College iii

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Text Box Alignment and Margins ................................................................................. 110

Text Alignment and Formatting in Text Boxes .................................................................................. 110
Submodule C – Sidebars ....................................................................................................................... 111
Sidebars ............................................................................................................................................. 111
Submodule D – Linking Text Boxes ....................................................................................................... 112
Linking Text Boxes ............................................................................................................................. 112
Module 11 – Page Layout and Sections .................................................................................................... 113
Learning Objectives............................................................................................................................... 113
Submodule A – Layout Tab Overview ................................................................................................... 114
Layout Tab Components Review....................................................................................................... 114
Submodule B – Using Breaks ................................................................................................................ 121
Viewing Breaks and Page and Section Information .......................................................................... 121
Understanding Breaks ....................................................................................................................... 123
The Purpose of Sectioning - Inline Question..................................................................................... 130
Submodule C – Inserting Breaks ........................................................................................................... 131
Using Section Breaks - Inline Question ............................................................................................. 131
Submodule D – Using Sections with Headers and Footers ................................................................... 132
Using Headers and Footers with Sections ........................................................................................ 132
Submodule E – Using Sections for Page Borders .................................................................................. 134
Using Sections with Page Borders..................................................................................................... 134
Submodule F – Using Document Properties and Fields with Sections ................................................. 135
Document Properties and Fields....................................................................................................... 135
Using Sections to Display Document Properties and Fields in Headers or Footers of Parts of a
Document.......................................................................................................................................... 136
Displaying Section Information in a Document ................................................................................ 137
Submodule G – Using Column Breaks ................................................................................................... 138
Using Column Breaks to Organize Columns ...................................................................................... 138
Submodule H – Master and Subdocuments ......................................................................................... 139
Creating a Master Document and Subdocuments ............................................................................ 139
Module 12 – Using Links ........................................................................................................................... 140
Learning Objectives............................................................................................................................... 140
Submodule A – Inserting Links .............................................................................................................. 141
Using Links in a Document ................................................................................................................ 141

Academy of Learning Career College iv

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Linking to Excel Data .................................................................................................... 145

Linking to Excel Data ......................................................................................................................... 145

Academy of Learning Career College v

Student Reference Guide Microsoft Word 2019 - Level 2

Course Overview
This course goes beyond the basics of the Word 2019 software and looks at some intermediate level
tools that will allow you to create and manage documents in a professional manner.
The popular Microsoft Word program is used widely to create text-
based documents, and its numerous features make it an
indispensable tool in many jobs, industries, and walks of life. Word
can be utilized to create letters, resumes, and reports, as well as
invoices, mailing labels, and signs, making it ideal for both business
and personal use.
This course consists of twelve modules of content. Below is a summary of the course content in each
module.

Module 1
Module 1, Working with Views, looks at the View tab and the commands available to assist you with
viewing and reading documents. It explores the Read and Focus modes, and examines the differences
between the Print, Web, Draft, and Outline views.
Module 2
Module 2, Searching and Replacing Content, looks at navigating your document and searching for and
replacing specific formatting and special characters. You'll learn how to use AutoCorrect options to
address misspelled words and invoke special characters.
Module 3
Module 3, Working with Envelopes and Labels, examines how to create and work with envelopes and
labels in Word.
Module 4
Module 4, Merging Documents and Data Sources, examines how to create a mail merge, and how to
merge a document with an existing data source, merge envelopes and labels, and merge a directory.
Module 5
Module 5, Using QuickParts, examines what Quick Parts are, and looks at how to create and use
building blocks, as well as how to save a paragraph of text as an AutoText Quick Part and insert it into a
document.
Module 6
Module 6, Creating Indices and Table of Contents, examines how to create an index by manually
marking entries and subentries and by using AutoMark. The module also looks at how to apply heading
styles and then create a table of contents, and how to modify the TOC field code.
Module 7
Module 7, Table Styles and Formulas, examines some advanced features of working with tables such as
creating table styles, using table breaks and repeat headings, and working with formulas.

Academy of Learning Career College 1

Student Reference Guide Microsoft Word 2019 - Level 2

Module 8
Module 8, Formatting Graphics and Pictures, focuses on how to format graphics and pictures. You'll
learn how to insert and format WordArt, fill shapes with pictures, compress pictures, save a picture as a
quick part, format and modify icons and 3D models, and use Alt Text.
Module 9
In Module 9, Using Captions and Creating a Table of Figures, you'll explore how to add captions and
then create a table of figures.
Module 10
In Module 10, Using Text Boxes, you'll examine how to insert and format text boxes. You'll look at
drawing and formatting text boxes, aligning text within text boxes and adjusting margins, adding
sidebars to highlight important or supplementary information, and linking multiple text boxes together
so that text flows between them.
Module 11
Module 11, Page Layout and Sections, focuses on using page breaks and section breaks to break up a
document and apply different page layout formatting, such as headers and footers and page borders to
parts of your document. You'll also learn how to use column breaks and how to create master
documents and subdocuments.
Module 12
Module 12, Using Links, explores how to add links to a document to access different parts of the
document, web pages, and other documents, or to open a new, addressed email in your email program.
You'll also look at various methods to link to an Excel file from within Word.

Academy of Learning Career College 2

Student Reference Guide Microsoft Word 2019 - Level 2

Course Objectives

Upon completion of the Microsoft Word 2019 Part 2 course, you will be able to:

✓ Use the various views available in Word ✓ Insert and format WordArt
to maximize your productivity
✓ Fill shapes with pictures
✓ Search and replace formatting and
✓ Compress pictures and save pictures as
special characters
quick parts
✓ Use AutoCorrect to fix misspelled
✓ Insert and modify icons and 3D models
words, correct capitalization, and
invoke special characters ✓ Insert captions

✓ Create envelopes and labels ✓ Generate a table of figures

✓ Perform various types of mail merges ✓ Insert and format text boxes

✓ Create and edit building blocks ✓ Link multiple text boxes so that text
flows between them
✓ Create and use AutoText
✓ Use sections to apply page layout
✓ Mark entries and subentries manually
options to different parts of a
to create an index
document
✓ Use AutoMark to create an index
✓ Insert links into a document to link to
✓ Apply heading styles and generate a web pages, other documents, parts of
table of contents the same document, and email
addresses
✓ Create a table style
✓ Link to an Excel file from within Word
✓ Use formulas and functions in tables

Academy of Learning Career College 3

Student Reference Guide Microsoft Word 2019 - Level 2

Module 1 – Working with Views

Learning Objectives
In this module, we will explore the various commands available to assist you with viewing and reading
documents.
By the end, you will be able to:
1. Describe the commands on the View tab
2. Use the Read Mode, Print Layout, Web Layout, Outline, and Draft views
3. Work with Outline view

Academy of Learning Career College 2

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – The View Tab

The View Tab Commands

The View tab consists of the commands you use to display your document in different ways. These
commands are organized in groups that are described below.
Views
The Views group contains the Read Mode, Print Layout, Web Layout, Outline, and Draft view
commands. Use these views to display your document to best suit your purpose. View commands are
also found on the right side of the status bar, which is located at the bottom of the Word window.
Note: It is important to note that there are subtle differences in the versions of Word 2019. For example,
in the Office 2019 Professional Plus version of the software, which was used to create the Readings and
Let Me Try Activities in this course, the View commands found on the status bar are Read Mode, Print
Layout, and Web Layout. In other versions of the software, such as the 365 version used in the View Tab
Show Me video, the commands on the status bar include the Focus Mode command in addition to Read
Mode, Print Layout, and Web Layout.

Immersive
The Immersive group contains the Learning Tools command in Office 2019 Professional Plus version of
Word. Other versions of Word may contain two commands in this group, namely Focus and Immersive
Reader, as you saw in the Show Me video. Previous versions of Word do not contain the Immersive
group at all.

Page Movement
The Page Movement group consists of the Vertical command and the Side to Side command.
• Vertical
When the Vertical button is selected, you scroll through the document using a vertical scroll bar.
This is the default page movement.

Academy of Learning Career College 3

Student Reference Guide Microsoft Word 2019 - Level 2

• Side to Side
When the Side to Side button is selected, you scroll through the document in a manner similar to
paging through a book using a horizontal scroll bar.

Show
The Show group contains the Ruler, Gridlines, and Navigation Pane checkboxes.
• Ruler
When Ruler is selected, both the horizontal and the vertical rulers display.

Academy of Learning Career College 4

Student Reference Guide Microsoft Word 2019 - Level 2

• Gridlines
When Gridlines is selected, a grid is displayed on screen but is not printed.

Academy of Learning Career College 5

Student Reference Guide Microsoft Word 2019 - Level 2

• Navigation Pane
When Navigation Pane is selected, a pane opens that allows you to search and navigate your
document.

Academy of Learning Career College 6

Student Reference Guide Microsoft Word 2019 - Level 2

Zoom
The Zoom group contains commands to view your document at different magnifications.
You can also zoom in and out of your document using the following alternate methods:
• Use the Zoom slider on the status bar
• Hold the Control key and use the scroll wheel on the mouse

Window
The Window group contains commands for working on different parts of the same document and for
working with multiple documents. This group contains the following commands:
New Window Opens the document in a second window. Changes made in both
windows are saved to the same file.
Arrange All Stacks open documents so that you can view them all at the same
time.
Split Allows you to view and edit two different sections of the same
document.
View Side by Side Two documents open side by side allowing you to compare them.

Synchronous scrolling When View Side by Side is selected, both documents move together
as you scroll through one.
Reset Window Position When using View Side by Side, you are able to resize either
document window. This button resets the windows so they are
equal.
Switch Windows Opens a drop-down menu of open windows. Click one of the
windows shown to make it the active window on the screen.

Macros
The Macros group contains the Macros tool. Clicking the button opens the Macros dialog box where you
can create, edit, and run your macros.

Academy of Learning Career College 7

Student Reference Guide Microsoft Word 2019 - Level 2

SharePoint
The SharePoint group contains the Properties button, which is a link to the Info tab in Backstage View.
The Info tab displays the document properties and contains various tools for managing the document.

Academy of Learning Career College 8

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Using Read Mode

Read Mode
The first button in the Views group on the View tab is Read Mode. Select this button to view your
document in Read Mode as shown in the image below. The document is displayed with the Ribbon
hidden and the size of the text enlarged to the maximum without cutting off any text. A Reading Toolbar
is found at the top of the window replacing the title bar and ribbon.

To return to Print Layout view from Read Mode, click Edit Document on the View drop-down menu or
click the Print Layout view button on the status bar.
Note: The image above was created using Word 2019 Professional Plus. Other editions of Word may
contain an additional command, Focus, on the View drop-down menu, as shown below. When Focus is
selected, all distractions are removed from the document window. To redisplay the Ribbon, point with
your mouse to the top of the window.

Academy of Learning Career College 9

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Using the Print Layout and Web Layout Views

Print Layout View and Web Layout View
Print Layout view and Web Layout view can be accessed on the View tab or from the status bar. Unlike
in Read Mode, you can edit your document in both of these modes.
Print Layout
Print Layout is the default view for Word documents, and displays your document as it will appear when
printed. Margins and headers and footers are shown, and pages are separated.
Note: If you wish, you can hide headers, footers, and the space between pages by deselecting the Show
white space between pages in Print Layout view check box on the Display tab of the Word Options
dialog box.

Academy of Learning Career College 10

Student Reference Guide Microsoft Word 2019 - Level 2

Web Layout
Web Layout view is used to display your document as it would appear if it were published as a web
page. All margins, spacing, and page breaks are hidden.

Academy of Learning Career College 11

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – Using Draft View and Outline View

Draft View and Online View
There are two view buttons that are not available on the status bar, but can be accessed in the Views
group on the View tab. These are Draft view and Outline view. As with the Print Layout and Web Layout
views, you can edit your document in both of these modes.
Both Draft and Outline view allow you to display the styles applied to your document through the Style
area pane. Read the information that follows to learn how to display the Style area pane in these views.
Displaying Styles in Draft and Outline View
The Style area pane is hidden by default, but can be displayed by clicking Options in Backstage
View to open the Word Options dialog box, selecting the Advanced tab, and then changing the
value of the Style area pane width in Draft and Outline views option to a number greater than
zero.

Note: To hide the Style area pane, drag the right border all the way to the left in the window.

Academy of Learning Career College 12

Student Reference Guide Microsoft Word 2019 - Level 2

Draft
Draft view displays only the text in your document, and the styles applied to that text if you choose to
open the Style area pane. Margins and images are hidden.

Academy of Learning Career College 13

Student Reference Guide Microsoft Word 2019 - Level 2

Outline
If you have applied different heading styles from the Styles gallery to your document, Outline view
allows you to view the document at the different levels using the commands on the Outlining tab that
displays when this view is selected.
Outline view makes it easy to move sections of your document, and to change the heading levels.

Academy of Learning Career College 14

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule E – The Immersive Group

The Immersive Group
The Immersive group is found to the right of the Views group on the View tab. The Immersive group is a
new addition to the Word software and differs slightly with the different editions of Word 2019. The aim
of the tools in this group is to provide a better reading experience by adjusting how text is displayed and
presented.
In the 365 edition of Word 2019, as shown in the previous Show Me video, the Immersive group consists
of two buttons, the Focus button and the Immersive Reader button. In the Office 2019 Professional Plus
edition of Word, the Immersive group consists of only one button, the Learning Tools button, which
corresponds to the Immersive Reader button in the 365 version. Both Draft and Outline view allow you
to display the styles applied to your document through the Style area pane. Read the information that
follows to learn how to display the Style area pane in these views.

When you click the Focus button in the 365 edition, all the components of the Word window are hidden
so that you can focus entirely on your document without distractions. In Focus mode, you can change
the color of the background to enhance the display, if you wish.

When you click the Learning Tools/Immersive Reader button, a contextual tab opens. The tools on this
contextual tab are almost the same in the different editions of Word 2019; the Office Professional Plus
edition is shown below. In this edition, when you click the Learning Tools button, the document displays
with the Text Spacing feature applied as shown in the image below.

Academy of Learning Career College 15

Student Reference Guide Microsoft Word 2019 - Level 2

The following table contains descriptions of the buttons found on the Learning Tools contextual tab:

Button Description

Column Width Choose an option from the drop-down menu to change the line
length to improve focus and comprehension. The Very Narrow option
will decrease the line length; while, Wide, will maximize it.

Page Color Select one of the page color options from the drop-down menu to
make text easy to scan with less eye strain. Note: In the 365 version,
there are more options for Page Color.

Text Spacing Select this button to increase the amount of space between words,
characters, and lines to improve readability.

Syllables Select this button to show the breakdown between syllables to

improve word recognition and pronunciation.

Read Aloud Select this button to highlight and read each word aloud.

Academy of Learning Career College 16

Student Reference Guide Microsoft Word 2019 - Level 2

Button Description

Line Focus In the 365 edition of Word 2019, the contextual tab contains an
(Not available in the Office additional button, Line Focus. When you click Line Focus, a drop-
2019 Professional Plus down menu displays. Select an option from the drop-down menu to
Edition) focus on a specific number of lines at one time with the remainder of
text blacked out.

For example, when One Line is selected, only a single line is visible.

Academy of Learning Career College 17

Student Reference Guide Microsoft Word 2019 - Level 2

Module 2 – Searching and Replacing Content

Learning Objectives
In this module, we will explore how to navigate your document and search and replace specific
formatting and characters.
By the end of this module you will be able to:
1. Look for and replace specific types of formatting
2. Look for and replace special characters
3. Use the Navigation pane and Go To to navigate your document by object
4. Use AutoCorrect options for misspelled words and to invoke special characters

Academy of Learning Career College 18

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Finding and Replacing Formatting

Finding and Replacing Formatting

Academy of Learning Career College 19

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Finding and Replacing Special Characters

Finding and Replacing Special Characters

Academy of Learning Career College 20

Student Reference Guide Microsoft Word 2019 - Level 2

Note: Special characters can be added to the Find what and Replace with boxes by selecting them in
your document or by typing in the keyboard shortcut for the character. Keyboard shortcuts can be found
by clicking Symbol on the Insert tab, selecting More Symbols on the drop-down menu to open the
Symbol dialog box, and then displaying the Special Characters tab.

Academy of Learning Career College 21

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Using the Navigation Pane and Go To

Using Go To

Academy of Learning Career College 22

Student Reference Guide Microsoft Word 2019 - Level 2

Using the Navigation Pane

Academy of Learning Career College 23

Student Reference Guide Microsoft Word 2019 - Level 2

Navigation Pane Search Options

Search Options
These are the tabs to view the information about that option on the Search Document drop-down
menu.

Options
Click Options on the drop-down menu to open the Find Options dialog box. Select the desired criteria to
apply them to the search. Select Highlight all to highlight the results in the document while the search is
performed.

Academy of Learning Career College 24

Student Reference Guide Microsoft Word 2019 - Level 2

Advanced Find
Click Advanced Find on the drop-down menu to open the Find and Replace dialog box with the Find tab
selected.

Replace
Click Replace on the drop-down menu to open the Find and Replace dialog box with the Replace tab
selected.

Go To
Click Go To on the drop-down menu to open the Find and Replace dialog box with the Go To tab
selected.

Academy of Learning Career College 25

Student Reference Guide Microsoft Word 2019 - Level 2

Find Section
Click one of the choices in the Find section of the menu to search for that specific element in your
document.

Academy of Learning Career College 26

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – AutoCorrect and AutoComplete

AutoCorrect
Word’s AutoCorrect feature consists of a library of commonly misspelled words, and automatically
corrects them as you type. AutoCorrect also fixes common grammar errors, and converts specific text
shortcuts into characters and symbols. You can add your own commonly misspelled words or shortcuts
to AutoCorrect using the AutoCorrect dialog box.

The AutoCorrect dialog box consists of five tabs. These are the tabs below to view the corresponding
text.

Academy of Learning Career College 27

Student Reference Guide Microsoft Word 2019 - Level 2

AutoCorrect
The AutoCorrect tab provides a number of options for correcting common typos and allows you to add
any desired shortcuts or corrections to the list.

Math AutoCorrect
On the Math AutoCorrect tab, you will find shortcuts and corrections for common math operations.

Academy of Learning Career College 28

Student Reference Guide Microsoft Word 2019 - Level 2

AutoFormat As You Type

On the AutoFormat As You Type tab, you can deselect the automatic changes that Word makes such as
fractions, ordinals, and hyperlinks.

AutoFormat
On the AutoFormat tab, you will find some of the same options that you see on the AutoFormat As You
Type tab; however, these are not applied as you type, but only when you choose to apply them using
the AutoFormat Now command. Note: This command is not available on the Ribbon; you must add it to
the Quick Access toolbar in order to perform this action.

Academy of Learning Career College 29

Student Reference Guide Microsoft Word 2019 - Level 2

Actions
The Actions tab allows you to enable the option to provide additional actions in the shortcut menu.

For example, if you have enabled the option and selected the Measurement Converter, when you right-
click a measurement in your document, the shortcut menu will provide you with additional
measurement options.

Academy of Learning Career College 30

Student Reference Guide Microsoft Word 2019 - Level 2

Note: To undo an AutoCorrected change, hover over the character that has been altered and then click
the blue rectangle that displays to open the AutoCorrect Options menu and reverse the action.

Academy of Learning Career College 31

Student Reference Guide Microsoft Word 2019 - Level 2

The AutoComplete Feature

Word's Autocomplete feature predicts the rest of a word that you are typing and allows you to
complete it by simply pressing Enter.

This feature can be disabled by deselecting the Replace text as you type option on the AutoCorrect tab
of the AutoCorrect dialog box.

Academy of Learning Career College 32

Student Reference Guide Microsoft Word 2019 - Level 2

Module 3 – Working with Envelopes and Labels

Learning Objectives
In this module, we will look at creating and working with envelopes and labels in Word.
By the end of this module, you will be able to:
1. Create envelopes
2. Create labels

Academy of Learning Career College 33

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Working with Envelopes

Creating an Envelope

Academy of Learning Career College 34

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Working with Labels

Creating a Label

Academy of Learning Career College 35

Student Reference Guide Microsoft Word 2019 - Level 2

Module 4 – Performing Mail Merges

Learning Objectives
In this module, we will explore how to perform various mail merges.
By the end of this module, you will be able to:
1. Create a mail merge
2. Merge a document with an existing data source
3. Merge envelopes and labels
4. Merge a directory

Academy of Learning Career College 36

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – What is Mail Merge?

Mail Merge
What is Mail Merge?
Mail Merge is a feature in Word that allows you to create bulk, personalized letters, envelopes, labels,
and emails using a main document and a data source.

Academy of Learning Career College 37

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Creating a Merge Document

Using the Mail Merge Wizard - Steps 1 to 3 (of 6)
The simplest way to create a mail merge is to use the Mail Merge wizard, which walks you step by step
through the process.

Academy of Learning Career College 38

Student Reference Guide Microsoft Word 2019 - Level 2

Mail Merge Wizard

Step 1 of 6

The Mail Merge pane opens on the right side of the Word window displaying Step 1. This step asks you
to select the type of document you will be merging. Make your selection (in this example, we're merging
letters), and click Next: Starting document at the bottom of the pane.

Academy of Learning Career College 39

Student Reference Guide Microsoft Word 2019 - Level 2

Step 2 of 6

In this step, you indicate what document you'll be using. You can use the current, open document, you
can create a document from a template, or you can browse to and select an existing, saved document.
Make your selection and click Next: Select recipients.

Academy of Learning Career College 40

Student Reference Guide Microsoft Word 2019 - Level 2

Step 3 of 6

In the third step, you select the recipients of the merged document. You can browse for an existing list,
such as an Excel database, select from your Outlook contacts, or type a new list.

Once you've made your selection, click Next: Write your letter to proceed to Step 4, where you will
create your document.

Academy of Learning Career College 41

Student Reference Guide Microsoft Word 2019 - Level 2

Using the Mail Merge Wizard - Steps 4 to 6

After adding the recipients database in Step 3 of the Mail Merge Wizard, click Next: Write your letter to
proceed to Step 4.

Mail Merge Wizard

Step 4 of 6

In Step 4, you create your document, and insert any fields to personalize the final document. Fields can
be added using the options in the Mail Merge pane or in the Write & Insert Fields group on the Mailings
tab. Once you've inserted the necessary fields, click Next: Preview your letters at the bottom of the
pane to move to Step 5.

Academy of Learning Career College 42

Student Reference Guide Microsoft Word 2019 - Level 2

Step 5 of 6

In this step, you preview your personalized letters. You can make any adjustments by editing directly in
the document; any changes made at this stage will affect all of the merged letters. You can also edit the
recipient list at this point using the Edit recipient list option in the pane or the Edit Recipient List button
in the Start Mail Merge group on the Mailings tab. Once you've made your corrections, click Next:
Complete the Merge to advance to the final step in the wizard.

Academy of Learning Career College 43

Student Reference Guide Microsoft Word 2019 - Level 2

Step 6 of 6

In the final step, select the Print option to print the personalized documents. Alternatively, click Edit
individual letters open a new document containing all of your merged letters; in the new document,
you can make changes to any of the individual personalized letters.

Academy of Learning Career College 44

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Merging a Document with an Existing Data Source

Using an Existing Data Source in a Mail Merge
Instead of typing a new recipients list in Step 3 of the Mail Merge wizard, you can use an existing
database, such as a database created in Excel.

Academy of Learning Career College 45

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – Merging Envelopes and Labels

Merging Labels
To create a mail merge for labels, begin by clicking the Start Mail Merge button on the Mailings tab, and
selecting the Step-by-Step Mail Merge Wizard option as you would for a letter mail merge. Follow the
six steps of the wizard as shown below.

Step 1 of 6
In the Mail Merge pane that opens, select Labels and then click Next: Starting document at the bottom
of the pane to move to the next step.

Academy of Learning Career College 46

Student Reference Guide Microsoft Word 2019 - Level 2

Step 2 of 6
In this step, you indicate what document you'll be using. You have options to use the current, open
document if it's in an appropriate format, you can change the document layout, or you can start from an
existing document. If you select the Change document layout option, you will need to click the Label
options link to select the desired label for the layout. Once you have made your selection, click Next:
Select recipients.

Academy of Learning Career College 47

Student Reference Guide Microsoft Word 2019 - Level 2

Step 3 of 6
In the third step, you select the recipients to be used in the labels. You can browse for an existing list,
such as an Excel database, select from your Outlook contacts, or type a new list. Before adding the list to
the merge, you can sort it, filter it, and edit it as necessary. Click Next: Arrange your labels at the
bottom of the pane to move to Step 4.

Academy of Learning Career College 48

Student Reference Guide Microsoft Word 2019 - Level 2

Step 4 of 6
In Step 4, you create your labels by inserting the desired fields from the options in the Mail Merge pane
or in the Write & Insert Fields group on the Mailings tab into the first label on the page. Click the
Update all labels button to add the fields to all the remaining labels in the document. Click Next:
Preview your labels to move to Step 5.

Academy of Learning Career College 49

Student Reference Guide Microsoft Word 2019 - Level 2

Step 5 of 6
In this step, you preview your labels and make any edits, which will be applied to all of the labels. You
can also edit the recipient list at this point using the Edit recipient list option in the pane or the Edit
Recipient List button in the Start Mail Merge group on the Mailings tab. Once you've made your
corrections, click Next: Complete the merge to advance to the final step in the wizard.

Academy of Learning Career College 50

Student Reference Guide Microsoft Word 2019 - Level 2

Step 6 of 6
In the final step, you complete the merge by selecting the Print option to print the labels or by selecting
the Edit individual labels option to open a new document containing all of the merged labels. In the
new document, you can make changes to any of the individual labels.

Academy of Learning Career College 51

Student Reference Guide Microsoft Word 2019 - Level 2

Merging Envelopes
Creating a mail merge for envelopes is very similar to creating a mail merge for labels. Begin by clicking
the Start Mail Merge button on the Mailings tab and selecting the Step-by-Step Mail Merge Wizard
option. Follow the six steps of the wizard as shown below.

Step 1 of 6
In the Mail Merge pane that opens, select Envelopes and then click Next: Starting Document at the
bottom of the pane to move to the next step.

Academy of Learning Career College 52

Student Reference Guide Microsoft Word 2019 - Level 2

Step 2 of 6
In this step, you indicate what document you'll be using. You have options to use the current, open
document if it's in an appropriate format, you can change the document layout, or you can start from an
existing document. If you select the Change document layout option, you will need to click the
Envelope options link to select the desired envelope for the layout. Once you have made your selection,
click Next: Select Recipients.

Academy of Learning Career College 53

Student Reference Guide Microsoft Word 2019 - Level 2

Step 3 of 6
In the third step, you select the recipients to be used on the envelopes. You can browse for an existing
list, such as an Excel database, select from your Outlook contacts, or type a new list. Before adding the
list to the merge, you can sort it, filter it, and edit it as necessary. Click Next: Arrange your envelope at
the bottom of the pane to move to Step 4.

Academy of Learning Career College 54

Student Reference Guide Microsoft Word 2019 - Level 2

Step 4 of 6
In Step 4, you create your envelopes by inserting the desired fields from the options in the Mail Merge
pane or in the Write & Insert Fields group on the Mailings tab. Click Next: Preview your envelopes at
the bottom of the pane to move to Step 5.

Academy of Learning Career College 55

Student Reference Guide Microsoft Word 2019 - Level 2

Step 5 of 6
In this step, you preview your envelopes and make any edits, which will be applied to all of the
envelopes. You can also edit the recipient list at this point using the Edit recipient list option in the pane
or the Edit Recipient List button in the Start Mail Merge group on the Mailings tab. Once you've made
your corrections, click Next: Complete the merge to advance to the final step in the wizard.

Academy of Learning Career College 56

Student Reference Guide Microsoft Word 2019 - Level 2

Step 6 of 6
In the final step, you complete the merge by selecting the Print option to print the envelopes or by
selecting the Edit individual envelopes option to open a new document containing all of the merged
envelopes. In the new document, you can make changes to any of the individual envelopes.

Academy of Learning Career College 57

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule E – Merging a Directory

Merging a Directory
A directory is a list in Word created from the records in a database. To create a directory, click the Start
Mail Merge button on the Mailings tab, and select the Step-by-Step Mail Merge Wizard option. Follow
the six steps of the wizard as shown below.

Step 1 of 6
In the Mail Merge pane that opens, select Directory and then click Next: Starting Document at the
bottom of the pane to move to the next step.

Academy of Learning Career College 58

Student Reference Guide Microsoft Word 2019 - Level 2

Step 2 of 6
In this step, you indicate what document you'll be using. You have options to use the current document,
you can start from a template, or you can use an existing document. Once you have made your
selection, click Next: Select Recipients.

Academy of Learning Career College 59

Student Reference Guide Microsoft Word 2019 - Level 2

Step 3 of 6
In the third step, you select the recipients to be used in the directory. You can browse for an existing list,
such as an Excel database, select from your Outlook contacts, or type a new list. Before adding the list to
the merge, you can sort it, filter it, and edit it as necessary. Click Next: Arrange your directory at the
bottom of the pane to move to Step 4.

Academy of Learning Career College 60

Student Reference Guide Microsoft Word 2019 - Level 2

Step 4 of 6
In Step 4, you create your directory by inserting the desired fields from the options in the Mail Merge
pane or in the Write & Insert Fields group on the Mailings tab. Since the records will be added one after
the other, it is useful to add a blank lines after the fields so that the records will be separated. Click
Next: Preview your directory at the bottom of the pane to move to Step 5.

Academy of Learning Career College 61

Student Reference Guide Microsoft Word 2019 - Level 2

Step 5 of 6
In this step, you preview your directory records and make any edits necessary. Once you've made your
corrections, click Next: Complete the merge to advance to the final step in the wizard.

Academy of Learning Career College 62

Student Reference Guide Microsoft Word 2019 - Level 2

Step 6 of 6
In the final step, you complete the merge by selecting the To New Document link, and then selecting the
appropriate records in the Merge to New Document dialog box that displays.

Academy of Learning Career College 63

Student Reference Guide Microsoft Word 2019 - Level 2

The directory is created in the new document.

Academy of Learning Career College 64

Student Reference Guide Microsoft Word 2019 - Level 2

Module 5 – Using Quick Parts

Learning Objectives
In this module, we will explore what Quick Parts are and how to use them.
By the end of this module, you will be able to:
1. Create and use building blocks
2. Save a paragraph of text as an AutoText Quick Part and insert it into a document

Academy of Learning Career College 65

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Creating and Editing Building Blocks

Building Blocks
Building blocks are a subset of Microsoft Word's Quick Parts and are blocks of content that can be used
repeatedly. Word includes a variety of built-in building blocks, such as predefined cover pages, headers,
and table styles, and you can create your own as well.

Building Blocks and the Quick Parts Menu

Building blocks are accessed by clicking the Quick Parts button located in the Text group on the Insert
tab to display the Quick Parts drop-down menu.

Academy of Learning Career College 66

Student Reference Guide Microsoft Word 2019 - Level 2

Creating Your Own Building Blocks

Word allows you to create your own building blocks. To do so, select the desired content in your
document, and then open the Quick Parts menu. The last option on the menu, Save Selection to Quick
Part Gallery, is now available.

Academy of Learning Career College 67

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Using AutoText

AutoText
AutoText is a quick part, similar to other building blocks, that you can create when you have content
that you wish to reuse in a number of documents. To create an AutoText entry, select the desired
content in your document, then open the Quick Parts menu, click AutoText, and select the Save
Selection to AutoText Gallery command that displays.

Academy of Learning Career College 68

Student Reference Guide Microsoft Word 2019 - Level 2

Module 6 – Creating an Index and a Table of Contents

Learning Objectives
In this module, we will explore how to create an index and a table of contents.
By the end of this module, you will be able to:

1. Manually mark entries and subentries and create an index

2. Use AutoMark to automatically mark entries
3. Apply heading styles and create a table of contents

Academy of Learning Career College 69

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Creating an Index

Marking Entries and Creating an Index
An index is an alphabetical list of important terms and concepts, and their page location in a document.
The commands for creating an index are found on the References tab.

There are two steps to creating an index: marking entries in the document, and inserting the index.
These are the tabs following for information on that step.

Marking Entries
Select the word or phrase in your document, and click the Mark Entry button to open the Mark Index
Entry dialog box.

Note: You can also press Alt+Shift+X to open the Mark Index Entry dialog box.

Academy of Learning Career College 70

Student Reference Guide Microsoft Word 2019 - Level 2

Inserting the Index

Once you've marked the entries for the index, you can generate and insert it. Indices are generally found
at the end of a document. Place your cursor where you want to insert the index and then click the Insert
Index button to open the Index dialog box.

Academy of Learning Career College 71

Student Reference Guide Microsoft Word 2019 - Level 2

Creating Subentries for an Index

If you wish to add subentries for an entry, select the item in the document and open the Mark Index
Entry dialog box. The item will display in the Main entry box. Cut and paste the item into the Subentry
box and type in the Main entry information. Make any other desired changes and then click OK to mark
the entry as a subentry.

Academy of Learning Career College 72

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Using AutoMark to Create an Index

Creating a Concordance File and Using AutoMark
With a very long document, it can be tedious to mark each index entry manually. You can mark entries
automatically by creating a concordance file that contains the words to marked as entries and
subentries. The AutoMark feature then inserts field codes for all instances it finds of the words
contained in the concordance file.

Creating the Concordance File

A concordance file is a Word document that contains a two-column table; The left column contains the
word or phrase that you want Word to search for when it creates the index. The column on the right
contains the corresponding index entries that will appear in the index. Save the file once you've created
it so you can use it to generate the index.

Academy of Learning Career College 73

Student Reference Guide Microsoft Word 2019 - Level 2

Using AutoMark
Once you've created and saved your concordance file, you can use the AutoMark feature to mark the
entries and subentries in your document.

Academy of Learning Career College 74

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Creating a Table of Contents

Creating a Table of Contents
A table of contents is a consecutive listing of the sections of a document with associated page numbers.
The commands for creating a table of contents are found on the References tab.

There are two steps to creating a table of contents: setting up the document, and inserting the table of
contents. These are the tabs following for information on that step.

Setting Up the Document

Before generating a table of contents, you need to set up your document so that the items you want in
the table of contents have a TOC style applied to them. Each of the 9 Heading styles available in the
Styles gallery on the Home tab have a TOC style applied. Simply select the text that you wish to include
in the table of contents and apply a heading style. A table of contents typically uses Headings 1 through
3; however, it can have up to nine levels.

Academy of Learning Career College 75

Student Reference Guide Microsoft Word 2019 - Level 2

Inserting the Table of Contents

Once you've set up the styles in your document, you can generate and insert the table of contents. A
table of contents is generally found near the beginning of a document.

Academy of Learning Career College 76

Student Reference Guide Microsoft Word 2019 - Level 2

Modifying a Table of Contents

You can modify a table of contents if necessary after you have inserted it into your document as follows.

These are the tabs to view the corresponding text.

Modifying Set Up
After you have inserted a table of contents, you can still make changes to its set up; for example, you
can change the number of levels included or the table of contents format.

Academy of Learning Career College 77

Student Reference Guide Microsoft Word 2019 - Level 2

Updating Information
If you add additional information or make changes to your document, the table of contents may be
impacted. In such cases, you can update the page numbers in the table of contents or you can update
the entire table of contents.

Academy of Learning Career College 78

Student Reference Guide Microsoft Word 2019 - Level 2

Module 7 – Advanced Table Features

Learning Objectives
In this module, we will explore some advanced features of working with tables.
By the end of this module, you will be able to:
1. Create a table style
2. Use table breaks and repeat headings
3. Work with formulas

Academy of Learning Career College 79

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Creating a Table Style

Creating a Table Style
You can create a new table style to match the colors and styles of your document or brand. You can then
apply this table style to other tables in your document or in documents created from the same
template.

Creating the New Style

Academy of Learning Career College 80

Student Reference Guide Microsoft Word 2019 - Level 2

Applying the New Style

Modifying the New Style

Academy of Learning Career College 81

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Table Breaks and Repeat Headings

Table Breaks and Repeat Headings
These are the tabs to view the corresponding text.

Table Breaks

Academy of Learning Career College 82

Student Reference Guide Microsoft Word 2019 - Level 2

Repeat Headings

Academy of Learning Career College 83

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Using Formulas in Tables

Formulas and Functions in Word
Word allows you to perform calculations in a table. You can add, subtract, multiply, divide, as well as
calculate percentages, totals, and averages.

To perform a calculation in a table, you need to create a formula.

Academy of Learning Career College 84

Student Reference Guide Microsoft Word 2019 - Level 2

These are the tabs to view the corresponding text.

Using Cell References

Academy of Learning Career College 85

Student Reference Guide Microsoft Word 2019 - Level 2

Word's Functions

Academy of Learning Career College 86

Student Reference Guide Microsoft Word 2019 - Level 2

Updating a Formula
In Word, when you copy a formula to a new location or make a change to one of the cells included in a
formula, the result of the formula will not automatically be updated.

To update formulas in your table, you need to do one of the following:

• Select the formula that is affected by the change, open the Formula dialog box, and click OK to close
the dialog box and update the formula.
• Select the formula that is affected by the change, right-click it and select Update Field from the
shortcut menu.
• Select the formula that is affected by the change, and press the F9 key.
Remember, when you make a change that affects more than one formula, each affected formula needs
to be updated. To update all formulas at once, select the table, and press the F9 key.

Academy of Learning Career College 87

Student Reference Guide Microsoft Word 2019 - Level 2

Module 8 – Formatting Graphics and Pictures

Learning Objectives
In this module, we will explore how to format graphics and pictures.
By the end of this module, you will be able to:
1. Insert and format WordArt
2. Fill shapes with pictures
3. Compress pictures
4. Save a picture as a quick part
5. Format and modify icons and 3D models
6. Use Alt Text

Academy of Learning Career College 88

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Inserting and Formatting WordArt

Inserting WordArt
You can insert your text as WordArt in the following ways:

Type Your Text First and Then Apply the Word Art Style

Academy of Learning Career College 89

Student Reference Guide Microsoft Word 2019 - Level 2

Select the WordArt Style and Then Type Your Text

Academy of Learning Career College 90

Student Reference Guide Microsoft Word 2019 - Level 2

Formatting WordArt
You can modify and format your WordArt once you've created it. To do so, first select the WordArt
object.

Moving the WordArt

WordArt acts as an object. You can drag it to move it to a new location in your document. To change the
way text wraps around the WordArt, click the Layout Options button in the top right corner of the
selected WordArt object, and choose one of the options from the menu that displays.

Formatting Using the Contextual Drawing Tools Format Tab

When the WordArt object is selected, the Drawing Tools Format tab becomes available. This tools on
this tab allow you to modify and format your WordArt in various ways, such as selecting a new WordArt
style, changing the fill and outline of the WordArt text or box containing the text, adding effects, and
changing the text orientation.

Academy of Learning Career College 91

Student Reference Guide Microsoft Word 2019 - Level 2

Formatting Using the Format Shape Pane

When you click the small arrow in the bottom right corner of the WordArt Styles group on the Drawing
Tools Format tab, the Format Shape pane displays. This pane provides many of the same options that
you can find on the Drawing Tools Format tab.

Academy of Learning Career College 92

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Filling Shapes with Pictures

Filling Shapes with Pictures
Once you've created a shape in your document, you can fill it with an image that you've saved to your
computer or one that you find online. There are two methods to filling a selected shape with an image:
using the Shape Fill button on the Drawing Tools Format tab, or right-clicking the shape and selecting
the Format Shape command on the shortcut menu.

These are the tabs to view that particular method.

Using the Shape Fill Button on the Drawing Tools Format Tab

Academy of Learning Career College 93

Student Reference Guide Microsoft Word 2019 - Level 2

Using the Format Shape command on the Shortcut Menu

Academy of Learning Career College 94

Student Reference Guide Microsoft Word 2019 - Level 2

Modifying a Picture Inserted in a Shape

When you insert a picture into a shape, it may appear distorted or you may wish to move it or enlarge it.
To do so, select the shape and then display the contextual Picture Tools Format ribbon. In the Size group
on the ribbon, click the arrow below the Crop button to display the Crop drop-down menu. Select the
Fill or Fit option to remove the distortion and resize and reposition the picture; the choice will depend
on how you want to fill the shape. The Fill option will remove the distortion but some of image may be
cropped away, while the Fit option will remove the distortion and keep the entire image but there may
be some empty space in the shape.

Academy of Learning Career College 95

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Compressing Pictures

Compressing Pictures to Reduce File Size
To reduce the size of your document, you can compress any or all of the pictures in it.

Academy of Learning Career College 96

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – Saving a Picture as a Quick Part

Saving a Picture as a Quick Part
Pictures can be as saved as building blocks and then accessed from the Quick Part Gallery if you plan to
use them often and wish to have quick access to them.

Creating the Building Block

Academy of Learning Career College 97

Student Reference Guide Microsoft Word 2019 - Level 2

Inserting the Image Saved as a Building Block

Once you've created the building block, you can insert it using one of the following methods. These are
the tabs to view the corresponding text.

From the Quick Part Gallery

Academy of Learning Career College 98

Student Reference Guide Microsoft Word 2019 - Level 2

From the Building Blocks Organizer

Using the F3 Key

Type in the name of the image building block and then press the F3 key. The name will be replaced by
the associated image.

Academy of Learning Career College 99

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule E – Working with Icons and 3D Models

Working with Icons and 3D Models
These are the tabs to view the corresponding text.

Inserting Icons and 3D Models

Academy of Learning Career College 100

Student Reference Guide Microsoft Word 2019 - Level 2

Modifying Icons and 3D Models

Modifying Icons

Note: The Alt Text button is used to open Alt Text pane where you can add a description of the object for
someone who has a visual impairment. Alternative text can be added for objects such as icons and 3D
models, as well as for shapes, pictures, charts, and SmartArt graphics. When the document containing
alternative text is viewed with a screen reader, the alternative text will be read aloud to describe the
object in the document.

Modifying 3D Models

Academy of Learning Career College 101

Student Reference Guide Microsoft Word 2019 - Level 2

Module 9 – Using Captions and Creating a Table of Figures

Learning Objectives
In this module, we will explore how to add captions and then create a table of figures.
By the end of this module, you will be able to:
1. Insert captions
2. Create a table of figures

Academy of Learning Career College 102

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Inserting a Caption

Inserting a Caption
A caption is a numbered label, such as Figure 1, that you can add to a table, figure, graph, equation, or
other item in your document. Using the Captions feature is preferable to manually numbering images,
because the numbers can be automatically updated if you add or remove graphics as you edit the
document.

Academy of Learning Career College 103

Student Reference Guide Microsoft Word 2019 - Level 2

Cross-referencing and Updating Captions

These are the tabs to view the corresponding text.

Cross-referencing
If you wish to refer to your captioned figures or other objects in your document, you can cross-reference
them using the Cross-reference button in the Captions group on the References tab.

Academy of Learning Career College 104

Student Reference Guide Microsoft Word 2019 - Level 2

Updating Captions
If you have a long document with many captions and you need to move, delete, or add an object with a
caption, you can update the caption numbers.

Academy of Learning Career College 105

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Creating a Table of Figures

Creating a Table of Figures
A table of figures is a list of the figures, charts, or tables in a document. Before you can create this list,
you must caption all the items in your document that you want included.

Note: You can create a table of figures from only one caption label at a time. If you have used more than
one type of label in your document, such as figures and tables, you will have to create two tables of
figures: one for figures and a separate one for tables.

Academy of Learning Career College 106

Student Reference Guide Microsoft Word 2019 - Level 2

Module 10 – Using Text Boxes

Learning Objectives
In this module, we will explore how to insert and format text boxes.
By the end of this module, you will be able to:
1. Draw text boxes
2. Format text boxes
3. Align text within text boxes and adjust margins
4. Add sidebars to highlight important or supplementary information
5. Link multiple text boxes together so that text flows between them

Academy of Learning Career College 107

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – The Text Box Gallery

Adding a Text Box
Text boxes are shapes that contain text. They can be moved around the page freely giving you greater
flexibility in the placement of your text.

Inserting a Text Box

Academy of Learning Career College 108

Student Reference Guide Microsoft Word 2019 - Level 2

Modifying a Text Box

Academy of Learning Career College 109

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Text Box Alignment and Margins

Text Alignment and Formatting in Text Boxes

Academy of Learning Career College 110

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Sidebars
Sidebars
A sidebar is a rectangular box positioned on one side of a page, which contains supplementary
information related to the subject of a document.

Academy of Learning Career College 111

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – Linking Text Boxes

Linking Text Boxes
Text boxes can be linked so that text flows from one text box to another. If there’s too much text to fit in
one text box, then you can link it to a second text box.

Academy of Learning Career College 112

Student Reference Guide Microsoft Word 2019 - Level 2

Module 11 – Page Layout and Sections

Learning Objectives
In this module, we will explore breaking up a document into sections.
By the end of this module, you will be able to:
1. Use page breaks and section breaks to divide up a document
2. Add different headers and footers to parts of a document using section breaks
3. Add page borders to parts of a document
4. Use column breaks
5. Create master documents and subdocuments

Academy of Learning Career College 113

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Layout Tab Overview

Layout Tab Components Review
The Layout tab consists of groups of commands that are used to control the layout of your document.

The Page Setup and Paragraph groups on the Layout tab contain commands used to modify the
organization of pages and text in the document. Click each arrow to display the corresponding
information.

Page Setup Group

The Page Setup group consists of a number of tools for changing the layout of your document. These are
the tabs to review the corresponding information. These are the tabs to view the corresponding text.

Note: Many of these features are available through the Page Setup dialog box, which can be accessed
directly by clicking the dialog launcher in the bottom right corner of the Page Setup group.

Margins

Academy of Learning Career College 114

Student Reference Guide Microsoft Word 2019 - Level 2

Orientation

Academy of Learning Career College 115

Student Reference Guide Microsoft Word 2019 - Level 2

Size

Columns

Academy of Learning Career College 116

Student Reference Guide Microsoft Word 2019 - Level 2

Breaks

Academy of Learning Career College 117

Student Reference Guide Microsoft Word 2019 - Level 2

Line Numbers

Academy of Learning Career College 118

Student Reference Guide Microsoft Word 2019 - Level 2

Hyphenation

Paragraph Group

The Paragraph group consists of the Indent and Spacing commands. These are the tabs to view the
corresponding information.

Note: Many of these features are available through the Paragraph dialog box, which can be accessed
directly by clicking the dialog launcher in the bottom right corner of the Paragraph group.

These are the tabs to view the corresponding text.

Indent

Academy of Learning Career College 119

Student Reference Guide Microsoft Word 2019 - Level 2

Spacing

Academy of Learning Career College 120

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Using Breaks

Viewing Breaks and Page and Section Information
When modifying the page layout of a document, it is often helpful to see manual breaks, such as page
and section breaks, as well as the section and page where your cursor is located. These are the tabs for
information on viewing breaks and on showing information about the location of your cursor on the
status bar.

Viewing Breaks in Your Document

Page and section breaks are not visible in Print Layout view. To show these manual breaks in your
document, select the Show/Hide feature on the Home tab.

Academy of Learning Career College 121

Student Reference Guide Microsoft Word 2019 - Level 2

Viewing Page and Section Information in the Status Bar

The status bar of your document shows where your cursor is currently placed if you have selected to
display this information. To display the page and section where your cursor is located in your document,
right-click the status bar to open the Customize Status Bar shortcut menu. Select the Section and Page
Number options to show this information in the bottom, left corner of the status bar.

Academy of Learning Career College 122

Student Reference Guide Microsoft Word 2019 - Level 2

Understanding Breaks
To insert a break, first, click in the position in your document where you want the page, column, or
section to end and the next to begin, and then click the Breaks button in the Page Setup group on the
Layout tab.

When you click the Breaks button, a drop-down menu displays containing a variety of different types of
breaks. These include Page and Column breaks, which are used to end a page or column that is not
completely filled, and several Section breaks, which are used to create sections that have different
formats applied.

Academy of Learning Career College 123

Student Reference Guide Microsoft Word 2019 - Level 2

Using the Different Types of Breaks

These are the tabs to view the corresponding text.

Page Breaks
Word will automatically move to a new page when one page is filled with text; however, at times, you
may wish to start a new page without filling the previous page with text. You can do so by inserting a
page break at the end of the text. All new text will be placed on the following page. All page layout
changes will apply to both pages.

Academy of Learning Career College 124

Student Reference Guide Microsoft Word 2019 - Level 2

Column Breaks
Word will automatically fill a column before moving to the next column. If you wish your text to show in
the next column without filling the previous, you can insert a column break at the end of the text. All
new text will be placed in the next column.

Academy of Learning Career College 125

Student Reference Guide Microsoft Word 2019 - Level 2

Section Breaks
Section breaks are used to divide a document into areas that can be formatted separately from the
other parts of the document. By default, a new document consists of one section, so layout settings,
such as page orientation and margins, will be applied to the entire document.

Sections are used when you want to have pages with different orientation, margins, headers and
footers, borders, page numbering, vertical alignment, and column structure within the same document.
For example, if the last page of your document contains a table that needs to be displayed in landscape
orientation, you can add a section break before it and then change it to landscape. In this case, the
previous pages will remain in portrait orientation, while the last page will be in landscape.

There are four types of section breaks:

Next Page

Clicking Next Page inserts a section break and starts the new section on the next page. This type of
section break is used for a cover page that may have the text centered vertically, for a table of contents
that may have different page numbering, or for an appendix that may have different orientation. In
these cases, you don't want other information on the page so you would use the Next Page section
break.

Academy of Learning Career College 126

Student Reference Guide Microsoft Word 2019 - Level 2

Continuous

Click Continuous to insert a section break and start the new section on the same page. This type of
section break is used when you want some information on the page to have different page layout but
still be on the same page as other information. You'd use this type of section break for different margins
or column structure.

Academy of Learning Career College 127

Student Reference Guide Microsoft Word 2019 - Level 2

Even Page

Click Even Page to insert a section break and start the new section on the next even-numbered page.
This section break is similar to the Next Page section break but it starts the new section on the next even
page, so if the current page is an even-numbered page, an odd-numbered page will be inserted and left
blank. You may wish to use this type of section break when creating a book so that all new chapters start
on an even page.

Academy of Learning Career College 128

Student Reference Guide Microsoft Word 2019 - Level 2

Odd Page

Click Odd Page to insert a section break and start the new section on the next odd-numbered page. This
section break is like the Even Page section break, but the new section will begin on an odd page rather
than an even one.

Academy of Learning Career College 129

Student Reference Guide Microsoft Word 2019 - Level 2

The Purpose of Sectioning - Inline Question

The Purpose of Sectioning
What is the purpose of dividing a document into sections?

Sectioning is used to separate a document into parts that have different formatting, such as different
page orientation, margins, or headers and footers.

Academy of Learning Career College 130

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule C – Inserting Breaks

Using Section Breaks - Inline Question
Using Section Breaks

If the first section of your document ends on page 9, and you insert an Odd Page section break, what will
occur?

If the first section ends on page 9, and you insert an Odd Page section break, the next section will begin
on page 11. Page 10 will be skipped, although it will still print as a blank page.

Academy of Learning Career College 131

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule D – Using Sections with Headers and Footers

Using Headers and Footers with Sections
Adding Headers and Footers – Review
For quick access to the header and footer areas of your document, double-click in the header or footer
area. Your cursor is positioned in the header or footer, and the contextual Header & Footer Tools
Design tab is displayed.

Use the commands on the ribbon to add information to these areas.

Displaying Different Headers and Footers in a Document

You may wish to display different information in the headers and footers of different parts of your
document. For example, you may wish to have no header information or page numbers on the first page
of your document, or you may wish a different numbering format in your table of contents. These are
the tabs to view how to display different header and footer information in your document.

Academy of Learning Career College 132

Student Reference Guide Microsoft Word 2019 - Level 2

Displaying Different Information on the First Page

To display different information in the headers and footers on the first page of your document, select
Different First Page in the Options section of the Header & Footer Tools Design tab.

Displaying Different Information in Other Parts of a Document

Academy of Learning Career College 133

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule E – Using Sections for Page Borders

Using Sections with Page Borders
Like page orientation, page borders are applied to an entire document. To apply page borders to only
part of the document, you must first create a section encompassing the pages to be formatted, and then
you can apply the page border to that section.

Academy of Learning Career College 134

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule F – Using Document Properties and Fields with Sections

Document Properties and Fields
Word inserts document properties and fields automatically when you use particular commands, such as
when you insert a page number or a building block like a cover page. Like Autotext and building blocks,
document properties and fields can be added to a document by clicking the Quick Parts button in the
Text group on the Insert tab.

Academy of Learning Career College 135

Student Reference Guide Microsoft Word 2019 - Level 2

Using Sections to Display Document Properties and Fields in Headers or Footers

of Parts of a Document
While document properties and fields can be used anywhere in a document, often you will find them in
the header and footer. If you want them to display in the header or footer on only some pages in your
document rather than on all pages, you need to add sections to your document.

Academy of Learning Career College 136

Student Reference Guide Microsoft Word 2019 - Level 2

Displaying Section Information in a Document

If you wish, you can add fields to your document that show the section number in which the field is
placed, or the number of pages in the section in which the field is placed. Generally, this information, if
it is included, is found in the header of footer of the document.

Academy of Learning Career College 137

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule G – Using Column Breaks

Using Column Breaks to Organize Columns

Academy of Learning Career College 138

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule H – Master and Subdocuments

Creating a Master Document and Subdocuments
Word’s Master Document feature can be used to organize very large projects that may be cumbersome
because of the resulting file size.

Academy of Learning Career College 139

Student Reference Guide Microsoft Word 2019 - Level 2

Module 12 – Using Links

Learning Objectives
In this section, we will explore how to add links to a document to access different parts of the
document, web pages, and other documents.
By the end of this section, you will be able to:
1. Insert links into a document to connect to different parts of a document, web pages, email
addresses, and other documents
2. Use various methods to link to an Excel file from within Word

Academy of Learning Career College 140

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule A – Inserting Links

Using Links in a Document
What are Links?

Links are used in a document to quickly navigate to a web page, open another document, start a new,
addressed email, or move to another part in the document. Links are displayed in a document as blue,
underlined text, although the color can be changed by selecting the link and applying the new font color
using the Font button on the Home tab. When you place your cursor on the link, a ScreenTip displays
indicating that you can follow the link by pressing the Control key while you click the link.

Once you've clicked the link, the color changes to purple to indicate that the link has been accessed.

Adding Links
Links are added by clicking in the document or selecting some text in the document, and then doing one
of the following to open the Insert Hyperlink dialog box:

• Click the Link button in the Links group on the Insert tab.
• Right-click in the document and select the Link command from the shortcut menu.

In the Insert Hyperlink dialog box, select one of the Link to options to create the desired type of link.
These are the tabs to view information on creating that type of link.

Link to an Existing File

Academy of Learning Career College 141

Student Reference Guide Microsoft Word 2019 - Level 2

Link to a Web Page

Link to a Place in the Document

Academy of Learning Career College 142

Student Reference Guide Microsoft Word 2019 - Level 2

Link to a New Document

Link to an Email Address

Academy of Learning Career College 143

Student Reference Guide Microsoft Word 2019 - Level 2

Note: You can quickly add a link to a web page or email address by typing the URL or email address into
your document and then pressing the spacebar or Enter key. Word will automatically convert the address
into a link.

Editing Links

Academy of Learning Career College 144

Student Reference Guide Microsoft Word 2019 - Level 2

Submodule B – Linking to Excel Data

Linking to Excel Data
You can create a chart directly in Word or you can import a chart or data that you've already created in
Excel. When you import a chart or Excel data, you can choose to link the imported content so that any
changes made in the Excel document will be updated in the Word document.

Review: Creating a Chart Directly in Word

Academy of Learning Career College 145

Student Reference Guide Microsoft Word 2019 - Level 2

Importing a Chart or Excel Data From an Existing Excel Worksheet

If you have an existing Excel file, you can import data or a chart from the file into Word using Paste
Special or the Object button on the Insert tab. These are the tabs to view information on each method.

Using Paste Special

Academy of Learning Career College 146

Student Reference Guide Microsoft Word 2019 - Level 2

Using the Object Button on the Insert Tab

Academy of Learning Career College 147