Word 2013 workbook

Word 2013 workbook
Word 2013
Microsoft® Office
© 2013 by CustomGuide, Inc. 3387 Brownlow Avenue, Suite 200; Saint Louis Park, MN 55426
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced,
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CustomGuide, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty,
expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies.
CustomGuide is a registered trademark of CustomGuide, Inc.
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© 2013 CustomGuide, Inc.
Table of Contents
Program Fundamentals ......................................................................................................................................... 8
Starting Word 2013 ................................................................................................................................................. 9
What’s New in Word 2013 .................................................................................................................................... 10
Understanding the Word Program Screen ........................................................................................................... 11
Giving Commands in Word................................................................................................................................... 12
Using Command Shortcuts .................................................................................................................................. 15
Creating a New Document ................................................................................................................................... 17
Opening a Document............................................................................................................................................ 19
Previewing and Printing a Document ................................................................................................................... 20
Saving a Document .............................................................................................................................................. 21
Closing a Document ............................................................................................................................................. 24
Using Help ............................................................................................................................................................ 25
Exiting Word ......................................................................................................................................................... 27
Program Fundamentals Review ........................................................................................................................... 28
Getting Started with Documents ........................................................................................................................ 31
Entering and Deleting Text ................................................................................................................................... 32
Selecting and Replacing Text ............................................................................................................................... 33
Navigating through a Document ........................................................................................................................... 34
Browsing a Document .......................................................................................................................................... 36
Viewing a Document............................................................................................................................................. 38
Working with the Document Window .................................................................................................................... 40
Viewing Multiple Document Windows .................................................................................................................. 42
Getting Started with Documents Review ............................................................................................................. 44
Working With and Editing Text ........................................................................................................................... 47
Checking Spelling and Grammar ......................................................................................................................... 48
Finding Text .......................................................................................................................................................... 50
Replacing Text ...................................................................................................................................................... 52
Using Word Count and the Thesaurus ................................................................................................................. 54
Inserting Symbols and Special Characters .......................................................................................................... 56
Copying and Moving Text ..................................................................................................................................... 57
Controlling How Text is Copied or Moved ............................................................................................................ 59
Collecting Multiple Items to Move or Copy ........................................................................................................... 61
Using Undo, Redo, and Repeat ........................................................................................................................... 62
Working With and Editing Text Review ................................................................................................................ 64
Formatting Characters and Paragraphs ............................................................................................................ 67
Changing Font Type ............................................................................................................................................. 68
Changing Font Size .............................................................................................................................................. 69
Changing Font Color and Highlighting Text .......................................................................................................... 70
Changing Font Styles and Effects ........................................................................................................................ 72
Applying Spacing and Ligatures ........................................................................................................................... 74
Creating Lists ........................................................................................................................................................ 76
Changing Paragraph Alignment ........................................................................................................................... 78
Adding Paragraph Borders and Shading.............................................................................................................. 79
Changing Line Spacing ........................................................................................................................................ 81
Changing Spacing between Paragraphs .............................................................................................................. 82
Copying Formatting .............................................................................................................................................. 83
Setting Tab Stops ................................................................................................................................................. 84
Adjusting and Removing Tab Stops ..................................................................................................................... 86
Using Left and Right Indents ................................................................................................................................ 88
Using First Line and Hanging Indents .................................................................................................................. 89
University of Salford
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Formatting Characters and Paragraphs Review ................................................................................................. 90
Formatting the Page ............................................................................................................................................ 93
Adjusting Margins ................................................................................................................................................. 94
Changing Page Orientation and Size ................................................................................................................... 95
Using Columns ..................................................................................................................................................... 96
Using Page Breaks ............................................................................................................................................... 97
Working with Section Breaks ................................................................................................................................ 98
Working with Line Numbers.................................................................................................................................. 99
Working with Hyphenation .................................................................................................................................. 100
Working with the Page Background ................................................................................................................... 101
Adding a Cover Page and Page Numbers ......................................................................................................... 103
Using Headers and Footers................................................................................................................................ 105
Formatting the Page Review ............................................................................................................................... 107
Working with Themes and Styles ..................................................................................................................... 111
Applying a Style .................................................................................................................................................. 112
Creating a Style .................................................................................................................................................. 114
Modifying and Deleting a Style ........................................................................................................................... 115
Working with the Styles Gallery .......................................................................................................................... 116
Creating a New Style Set ................................................................................................................................... 117
Selecting, Removing, and Printing Styles .......................................................................................................... 118
Comparing and Cleaning Up Styles ................................................................................................................... 119
Applying Document Themes .............................................................................................................................. 121
Creating New Theme Colors and Fonts ............................................................................................................. 122
Save a New Document Theme........................................................................................................................... 123
Working with Themes and Styles Review ......................................................................................................... 124
Working with Shapes and Pictures .................................................................................................................. 127
Inserting Clip Art ................................................................................................................................................. 129
Inserting Screenshots ......................................................................................................................................... 130
Inserting Pictures and Graphics Files ................................................................................................................. 131
Removing a Picture’s Background ..................................................................................................................... 132
Altering the Look of Pictures and Graphics ........................................................................................................ 133
Formatting Pictures or Graphics ......................................................................................................................... 135
Inserting Shapes ................................................................................................................................................. 136
Formatting Shapes ............................................................................................................................................. 137
Resizing, Moving, Copying, and Deleting Objects ............................................................................................. 139
Positioning Objects ............................................................................................................................................. 140
Applying Special Effects ..................................................................................................................................... 142
Grouping Objects ................................................................................................................................................ 143
Aligning and Distributing Objects ....................................................................................................................... 144
Flipping and Rotating Objects ............................................................................................................................ 145
Layering Objects ................................................................................................................................................. 146
Inserting a Text Box ............................................................................................................................................ 147
Working with Shapes and Pictures Review ....................................................................................................... 148
Working with WordArt, SmartArt, and Charts ................................................................................................. 151
Inserting WordArt ................................................................................................................................................ 153
Editing WordArt................................................................................................................................................... 154
Formatting WordArt ............................................................................................................................................ 155
Inserting SmartArt ............................................................................................................................................... 157
Working with SmartArt Elements ........................................................................................................................ 159
Formatting SmartArt ........................................................................................................................................... 161
Inserting a Chart ................................................................................................................................................. 163
Formatting a Chart .............................................................................................................................................. 165
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© 2013 CustomGuide, Inc.
Working with Labels ........................................................................................................................................... 167
Formatting Chart Elements ................................................................................................................................ 168
Formatting a Chart Area ..................................................................................................................................... 169
Using Chart Templates ....................................................................................................................................... 170
Changing Chart Type .......................................................................................................................................... 171
Working with WordArt, SmartArt, and Charts Review ..................................................................................... 172
Working with Tables........................................................................................................................................... 175
Creating a Table ................................................................................................................................................. 177
Working with a Table .......................................................................................................................................... 178
Resizing and Moving a Table.............................................................................................................................. 179
Adjusting Table Alignment and Text Wrapping ................................................................................................... 180
Working with Cell Formatting.............................................................................................................................. 181
Merging and Splitting Cells and Tables .............................................................................................................. 183
Inserting and Deleting Rows and Columns ........................................................................................................ 184
Adjusting Row Height and Column Width .......................................................................................................... 186
Using Table Drawing Tools ................................................................................................................................. 187
Working with Sorting and Formulas ................................................................................................................... 188
Working with Borders and Shading .................................................................................................................... 190
Using Table Styles .............................................................................................................................................. 192
Using Table Style Options .................................................................................................................................. 194
Converting or Deleting a Table ........................................................................................................................... 195
Using Quick Tables ............................................................................................................................................. 196
Working with Tables Review ............................................................................................................................... 197
Working with Mailings ....................................................................................................................................... 201
An Overview of the Mail Merge Process ............................................................................................................ 202
Step 1: Setting Up the Main Document .............................................................................................................. 204
Step 2: Creating a Data Source ......................................................................................................................... 205
Selecting an Existing Data Source ..................................................................................................................... 207
Step 3: Inserting Merge Fields ........................................................................................................................... 208
Inserting Rules Fields ......................................................................................................................................... 209
Step 4: Previewing a Mail Merge ........................................................................................................................ 210
Step 5: Completing the Mail Merge .................................................................................................................... 211
Editing the Data Source...................................................................................................................................... 212
Creating Labels .................................................................................................................................................. 214
Creating Envelopes ............................................................................................................................................ 216
Working with Mailings Review ............................................................................................................................ 218
Using Collaborative Editing Tools .................................................................................................................... 221
Tracking Revisions ............................................................................................................................................. 222
Accepting and Rejecting Revisions .................................................................................................................... 224
Using Comments ................................................................................................................................................ 226
Comparing and Combining Documents ............................................................................................................. 228
Password Protecting a Document ...................................................................................................................... 230
Protecting a Document ....................................................................................................................................... 232
Using Collaborative Editing Tools Review ........................................................................................................ 234
Working with Outlines, Long Documents, and References ........................................................................... 237
Creating a Document in Outline View ................................................................................................................ 239
Rearranging an Outline or Long Document........................................................................................................ 240
Numbering an Outline......................................................................................................................................... 242
Viewing an Outline .............................................................................................................................................. 243
Navigating Long Documents .............................................................................................................................. 245
Working with Master Documents ........................................................................................................................ 247
Using Bookmarks ............................................................................................................................................... 249
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Using Cross-references ...................................................................................................................................... 251
Creating a Table of Contents Using Heading Styles .......................................................................................... 252
Creating a Table of Contents Using TC Entries .................................................................................................. 254
Working with Picture Captions............................................................................................................................ 256
Creating an Index ............................................................................................................................................... 258
Using Footnotes and Endnotes .......................................................................................................................... 260
Using Citations and Bibliographies ..................................................................................................................... 262
Working with Outlines, Long Documents, and References Review ............................................................... 264
Working with Templates .................................................................................................................................... 267
Creating a Document Template .......................................................................................................................... 268
Using a Document Template .............................................................................................................................. 269
Creating Building Blocks..................................................................................................................................... 270
Creating AutoText ............................................................................................................................................... 272
Using Building Blocks and AutoText ................................................................................................................... 273
Attaching a Different Template to a Document ................................................................................................... 274
Copying Styles between Documents and Templates ......................................................................................... 276
Working with Templates Review ......................................................................................................................... 278
Working with Forms ........................................................................................................................................... 281
Creating a New Form ......................................................................................................................................... 282
Adding Content Controls .................................................................................................................................... 283
Assigning Help to Form Content Controls .......................................................................................................... 284
Preparing the Form for Distribution .................................................................................................................... 285
Filling Out a Form ............................................................................................................................................... 287
Working with Forms Review ............................................................................................................................... 288
Customizing Word.............................................................................................................................................. 291
Customizing the Ribbon ..................................................................................................................................... 292
Customizing the Quick Access Toolbar .............................................................................................................. 294
Using and Customizing AutoCorrect .................................................................................................................. 295
Changing Word’s Default Options ...................................................................................................................... 297
Customizing Word Review .................................................................................................................................. 298
More Topics ........................................................................................................................................................ 301
Converting documents to Word 2013 ................................................................................................................. 302
Translating Text .................................................................................................................................................. 303
Editing a PDF ..................................................................................................................................................... 305
Inserting Online Videos ...................................................................................................................................... 306
Online Collaboration ........................................................................................................................................... 307
Publishing a Blog Entry ...................................................................................................................................... 310
Using Hyperlinks ................................................................................................................................................. 312
Viewing Document Properties and Finding a File .............................................................................................. 314
Recovering Your Documents .............................................................................................................................. 316
Managing Versions ............................................................................................................................................. 318
Recording a Macro ............................................................................................................................................. 320
Playing and Deleting a Macro ............................................................................................................................ 322
Editing a Macro’s Visual Basic Code .................................................................................................................. 323
More Topics Review ............................................................................................................................................. 324
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© 2013 CustomGuide, Inc.
Introducing
CustomGuide
Courseware
Thank you for choosing CustomGuide courseware as the
solution to your training needs. A proven leader in the
computer training industry, CustomGuide has been the
key to successful training for thousands of students and
instructors across the globe.
This manual is designed for computer users of all
experience levels. Novice users can use it to learn skills
such as formatting text, while advanced users can use it to
create their own templates.
All this information is quickly accessible. Lessons are
broken down into basic step-by-step instructions that
answer “how-to” questions in minutes. You can print a
complete 300-page training manual or a single page of
instructions.
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Chapters
Each manual is divided into several chapters. Aren't sure
if you're ready for a chapter? Look at the table of contents
that appears at the beginning of each chapter. It will tell
you the name of each lesson and subtopic included in the
chapter.
Lessons
Each chapter contains lessons on related topics. Each
lesson explains a new skill or topic and contains an
exercise and exercise file to give you hands-onexperience. These skills can also be practiced using
CustomGuide Online Learning.
Review
A review is included at the end of the manual. Use these
quiz questions and answers to assess how much you've
learned.
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University of Salford
7
Program
Fundamentals
Starting Word 2013 .............................................. 9
What’s New in Word 2013 ................................. 10
Understanding the Word Program Screen ...... 11
Giving Commands in Word .............................. 12
Backstage view ........................................ 12
Ribbon...................................................... 13
Changing the Ribbon Display .................. 14
Quick Access Toolbar .............................. 14
Using Touch Mode ................................... 14
1
Microsoft Word is a powerful wordprocessing program that gives users the
tools to create a variety of professional
documents. Word automatically checks
your spelling and grammar and corrects
common mistakes. It even lets you insert
charts, tables, and pictures into your
documents. Microsoft Word is the most
widely used and, according to most
reviews, the most powerful and userfriendly word-processor available.
Using Command Shortcuts .............................. 15
Keystroke shortcuts ................................. 15
Contextual menus .................................... 15
Mini Toolbar.............................................. 15
Key Tips ................................................... 16
If you’re moving from Word 2010, or
earlier, to Word 2013, you’ll see that
Word has undergone a major redesign.
You’ll still be familiar with much of the
program’s functionality, but you’ll notice
a completely new user interface and many
new features that have been added to
make using Word more efficient.
Creating a New Document ................................ 17
Create a new blank document ................. 17
Create a document from a template ........ 17
Creating a document online with your Office
account .................................................... 18
This chapter is an introduction to working
with Word. You’ll learn about the main
parts of the program screen, how to give
commands, use help, and about new
features in Word 2013.
Opening a Document ........................................ 19
Previewing and Printing a Document .............. 20
Saving a Document ........................................... 21
Save a new document ............................. 21
Save document changes ......................... 21
Save a document under a different name
and/or location ......................................... 22
Save a document as a different file type . 22
Saving to the Cloud ................................. 22
Closing a Document .......................................... 24
Using Help .......................................................... 25
Search for help ........................................ 25
Browse for help ........................................ 25
Choose the Help source .......................... 25
Exiting Word ....................................................... 27
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© 2013 CustomGuide, Inc.
Program Fundamentals
Starting Word 2013
 Exercise
In order to use a program, you must start—or launch—it
first.
• Exercise File: None required.
• Exercise: Start the Microsoft Word 2013 program.
Windows 7
1. Click the Start button.
The Start menu appears.
2. Click All Programs.
The left pane of the Start menu displays the programs
and menus installed on your computer.
3. Click Microsoft Office.
4. Select Microsoft Word 2013.
The Word 2013 program screen appears.
Other Ways to Launch a Program:
Click the Start button and type the program name
in the Search box. Click the program in the search
results to launch it.
Tips:

Depending on how your computer is set up, the
procedure for starting Word 2013 might be a little
different from that described here.

If you use Word 2013 frequently, you might consider
pinning it to the Start menu. To do this, right-click
Microsoft Word 2013 in the All Programs menu and
select Pin to Start Menu from the contextual menu.

Windows 7 users can also pin a program to the
taskbar. To do this, right-click the Word button in the
taskbar and select Pin this program to taskbar from
the contextual menu.
University of Salford
Figure 1-1: The All Programs menu in Windows 7.
9
Program Fundamentals
What’s New in Word 2013
 Exercise
Word 2013 is very different from previous versions. The
table below gives you an overview of what to expect.
• Exercise File: None required.
• Exercise: Review the new features in Microsoft Office
Word 2013.
Table 1-1: What’s New in Word 2013
Improved Ribbon
Introduced in Word 2007, you can now create your own tabs and groups for the Ribbon. You can also
rename or change the order of default tabs and groups.
PDF Compatibility
Finally, you can edit your PDFs in their PDF formats.
Improved Reading Mode
Now you can view your charts, images and tables with more ease.
Backstage View
Backstage view is where you open, save, print, share, and manage your files and program options. To
access Backstage view, click the File tab on the Ribbon.
Document Management
Three new tools help you manage, protect, and share your documents: Recover previous versions lets
you revert to an earlier version of your document. Protected view helps protect your computer from
online attacks when opening files from the Internet. Trusted documents remembers which files you
trust so you aren’t prompted each time the file is opened.
Live Layout and Alignment
Guides
Use the alignment guides to align objects with your text accurately.
Resume Reading
If you need to leave a document temporarily, Word 2013 conveniently leaves a bookmark in your place
for when you come back to it.
Paste with Live Preview
Allows you to preview how pasted content will look with various paste options before you paste it.
More Themes and Styles
Predefined styles and themes let you change the overall look and feel of a document in a few clicks.
Now Office 2013 has even more themes you can apply to your documents.
Improved Picture-Editing
Tools
Insert screenshot: You can take a screenshot or screen clipping and add it to your documents.
Improved SmartArt: Now you can add SmartArt that uses photographs.
Other tools: New picture editing tools let you refine the brightness, contrast, or sharpness of a picture;
add artistic effects; and control cropping and compression.
Accessibility Checker
The Accessibility Checker lets you find and fix issues that can make it difficult for people with
disabilities to read or interact with your document.
Define Feature
The Define feature allows you to select text and instantly access dictionaries, thesauruses and other
helpful word apps so that you can have more control over your content and really give it polish.
Inline Comments
You can reply directly beneath a comment or mark it as done so that collaboration is a lot simpler.
Language Tools
Improved language tools let multilingual users set preferences for language settings in Office 2013.
Navigation Pane
The Navigation Pane combines Word’s search functions and document map to make it easier than ever
to work with long documents. Leave the Navigation Pane open so you can browse a document’s
headings or pages without leaving the main document.
Expand and collapse
You can expand or collapse sections of your document so that your reader can choose whether to view
them or not.
Online videos
Insert videos into your document and watch them without needing to navigate away from your page.
Improved Text Effects
Apply text effects, such as shadow or glow, to any text in a document.
Advanced Typographical
Features
Word 2013 uses OpenType fonts. These fonts support advanced typographical features, such as
ligatures and number forms, so you can make your documents look more polished and professional.
Improved WordArt
WordArt has been around for a while, but it has changed quite a bit in Word 2013. New WordArt styles
and functionality make it easy to add and format WordArt. It is also treated as text instead of a picture,
so your WordArt is searchable in the document.
Simple Markup
No longer will you have review markups cluttering your view with the new simple markup view, which
displays a small indicator symbol where changes have been made.
10
© 2013 CustomGuide, Inc.
Program Fundamentals
Understanding the Word
Program Screen
 Exercise
• Exercise File: None required.
• Exercise: Understand and experiment with the different
parts of the Microsoft Office Word 2013 screen.
The Word 2013 program screen may seem confusing and
overwhelming at first. This lesson will help you become
familiar with the Word 2013 program screen as well as the
new user interface.
H
File tab: Contains basic file management commands—such
as New, Open, Save, and Close—and program options.
Quick Access Toolbar: Contains common commands such
as Save and Undo. You can add more commands as well.
Document window: This is where you enter and work
on document content.
H
Zoom slider: Click and drag the slider to zoom in or out
of a slide. You can also use the + and – buttons.
Title bar: Displays the name of the program you are using
and the name of the document you are currently working on.
View shortcuts: Quickly switch between Print Layout,
Full Screen Reading, Web Layout, Outline, and Draft
views.
Close button: Click here to close the current document. If
only one document is open, clicking this button will close the
Word program as well.
Status bar: Displays information about your document.
Right-click it to specify which information is shown.
Ribbon: The tabs on the Ribbon replace the menus and
toolbars found in previous versions of Word.
Insertion Point: The small, blinking bar controls where
document content is entered. Move the insertion point
with the mouse, or the arrow keys on the keyboard.
Scroll bars: There are both vertical and horizontal scroll
bars: you use them to view and move in your document.
Ruler: Displays left and right paragraph intents,
document margins, and tab stops. Click the View Ruler
button above the vertical scroll bar to view or hide the
ruler.
University of Salford
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Program Fundamentals
Giving Commands in Word
 Exercise
Word 2013 provides easy access to commands through
the Ribbon, File tab, and Quick Access Toolbar.
• Exercise File: None required.
• Exercise: Look at the options available in Backstage
view. Return to the Ribbon view and click each tab on the
Ribbon to view its commands. Collapse and Show the
Ribbon.
Backstage view
By clicking on the File tab, you are taken to Backstage
View. There have been a few changes to it since Office
2010, which are shown in Table 1-2: Backstage View
Commands.
Tip:
The File tab replaces the File menu and Office Button
found in previous versions of Word.
Figure 1-2: The Info tab in Backstage view.
Table 1-2: Backstage View Commands
Save
Save changes made to the file.
Save As
Save the file under a different name or location.
Open
Open another file.
Close
Close the current file.
Info
Excel, PowerPoint, and Word: Change document protection settings, prepare the document for sharing and view
document properties, and manage versions of the file.
Outlook: View account settings, set Automatic replies (Out of Office Manager), cleanup your mailbox, and create
and manage rules and alerts.
Recent
Displays a list of documents that have been opened or worked on recently.
New
Create a new blank document or a document from a template.
Print
Preview and print the current document.
Share
Save the file to the Web, publish it to a SharePoint web site or as a blog post; email it to others or invite them to
collaborate on it.
Export
Convert the file to a PDF or EXP document. Or save it as another file type.
Options
Customize how the program saves, displays, and proofs documents by setting program options.
Account
View your Office.com account details.
12
© 2013 CustomGuide, Inc.
Program Fundamentals
Ribbon
The Ribbon keeps commands visible while you work
instead of hiding them under menus or toolbars, and it is
the primary way to give commands in Word 2013 The
Ribbon is made up of three basic components: tabs,
groups, and buttons.
Quick Access
Toolbar
Contextual tab
Command
tab
Tabs: Commands are organized into tabs on the Ribbon.
Each tab contains a different set of commands. There are
three different types of tabs:
 Command tabs: These tabs appear by default
whenever you open the Word 2013 program. In Word
2013, the File, Home, Insert, Design, Page Layout,
References, Mailings, Review, and View tabs appear
by default.
 Contextual tabs: Contextual tabs appear whenever
you perform a specific task, and they offer commands
relative to only that task. For example, whenever you
select a picture, the Format tab appears in the Ribbon
under Picture Tools.
 Program tabs: If you switch to a different authoring
mode or view, such as Outline view, program tabs
appear next to the default command tabs that appear
on the Ribbon.
Dialog Box
Launcher
Button
Group
Figure 1-3: Ribbon elements.
Groups: The commands found on each tab are organized
into groups of related commands. For example, the Font
group contains commands used for formatting fonts. Click
the Dialog Box Launcher ( ) in the bottom-right
corner of a group to display even more commands.
Trap: Based on the size of the program window,
Word changes the appearance and layout of the
commands within groups.
Buttons: One way to issue a command is by clicking its
button on the Ribbon. Buttons are the smallest element of
the Ribbon and change color when clicked.
Figure 1-4: The Ribbon with the groups hidden so only the
tab names appear.
University of Salford
13
Program Fundamentals
Changing the Ribbon Display
To make working in an application easier, you can choose
the way in which the Ribbon is displayed to better suit
your needs.
1. Click the Ribbon Display Options button on the top
right of the application. You will have three options:
 Show Tabs and Commands: This is the default
view, and the entire Ribbon is displayed
 Show Tabs: Collapse the Ribbon and only the
tabs are displayed
 Auto-hide Ribbon: The application is placed
into full screen mode and the Ribbon is
completely hidden
2.
Select the option you wish to use.
Figure 1-5: Ribbon Display options on the top right of the
window
The Ribbon is displayed in the view you selected.
Another way to Change the Ribbon Display:
Double-click the currently displayed command tab. Or,
right-click a Ribbon tab and select Collapse the Ribbon
from the contextual menu. To display the Ribbon again
temporarily, click any tab. Right-click a tab and deselect
Collapse the Ribbon to permanently expand the Ribbon.
Save
Repeat
Customize Quick
Access Toolbar
Quick Access Toolbar
The Quick Access Toolbar appears above the File tab and
provides easy access to the commands you use most
frequently. By default, the Save, Undo, and Redo buttons
appear on the toolbar; however, you can customize this
toolbar to meet your needs by adding or removing
buttons.
Undo
Figure 1-6: The Quick Access Toolbar
Using Touch Mode
Office 2013 is now Touch Mode Optimized, which means
that you can switch Word to Touch Mode to view,
navigate and work in it with ease on any touch enabled
device.
1.
Click the Customize Quick Access Toolbar list
arrow and select Touch/Mouse Mode from the list
of options.
You will now be able to toggle between Mouse and Touch
Mode by clicking the Touch/Mouse Mode button on your
Quick Access Toolbar.
Figure 1-7: To display the Touch Mode icon in your
toolbar, select this option from the Customize Quick
Access Toolbar.
14
© 2013 CustomGuide, Inc.
Program Fundamentals
Using Command Shortcuts
 Exercise
Command shortcuts provide other ways to give
commands in Word. Shortcuts can be a time-saving and
efficient alternative to the Ribbon. Use shortcuts for the
commands you use most frequently.
• Exercise File: None required.
• Exercise: Memorize some common keystroke shortcuts.
Open a contextual menu in the main part of the program
window. Make use of the Mini Toolbar.
Keystroke shortcuts
Keystroke shortcuts are one of the fastest ways to give
commands in Word. They’re especially great for issuing
common commands, such as saving a document.
In order to issue a command using a keystroke shortcut,
you simply press a combination of keys on your
keyboard. For example, rather than clicking the Copy
button on the Ribbon to copy text, you could press and
hold the copy keystroke shortcut, <Ctrl> + <C>. The table
to the right lists other common keystroke shortcuts.
Contextual menus
A contextual menu displays a list of commands related to
a specific object or area. To open a contextual menu:
1. Right-click an object or area of the document or
program screen.
A contextual menu appears, displaying commands
that are relevant to the object or area that you rightclicked.
Table 1-3: Common Keystroke Shortcuts
<Ctrl> + <O>
Opens a document.
<Ctrl> + <N>
Creates a new document.
<Ctrl> + <S>
Saves the current document.
<Ctrl> + <P>
Prints the document.
<Ctrl> + <B>
Toggles bold font formatting.
<Ctrl> + <I>
Toggles italic font formatting.
<Ctrl> + <C>
Copies the selected text or object.
<Ctrl> + <X>
Cuts the selected text or object.
<Ctrl> + <V>
Pastes the selected text or object.
<Ctrl> + <Home>
Moves the insertion point to the
beginning of the document.
<Ctrl> + <End>
Moves the insertion point to the end of
the document.
2. Select an option from the contextual menu, or click
anywhere outside the contextual menu to close it
without selecting anything.
Mini Toolbar
The Mini Toolbar appears whenever you select text and
contains common text formatting commands. To view the
Mini Toolbar:
1. Click anywhere in your document and right-click or
simply select a phrase or line of text.
The Mini Toolbar appears near the text you selected.
Trap: Sometimes the Mini Toolbar can be hard to
see due to its transparency. To make the Mini
Toolbar more visible, point to it.
2. Click a button on the Mini Toolbar. The command is
given in Word.
Figure 1-8: A contextual menu.
Tip:
If you don’t want the Mini Toolbar to appear
every time you select a block of text, click the
File tab and click Options. Click the General
category, uncheck the Show Mini Toolbar on
selection check box, and click OK.
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Figure 1-9: The Mini Toolbar.
15
Program Fundamentals
Key Tips
Key Tips appear whenever you press the <Alt> key. You
can use Key Tips to perform just about any action in Word
2013, without ever having to use the mouse.
To issue a command using a Key Tip, first press the <Alt>
key. Tiny letters and numbers, called badges, appear on
the Quick Access Toolbar and all of the tabs on the
Ribbon. Depending on the command you want to issue,
press the letter or number key indicated on the badge.
Repeat this step as necessary until the desired command
has been issued.
Key Tip badge
Figure 1-10: Press the <Alt> key to display Key Tips.
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Program Fundamentals
Creating a New Document
 Exercise
Creating a new document is one of the most basic
commands you need in Word. A new document
automatically appears upon starting Word, but it’s also
helpful to know how to create a new document within the
application. You can create a new blank document, such
as the one that appears when you open Word, or you can
create a new document based on a template.
• Exercise File: None required.
• Exercise: Create a new blank document.
Create a new document from the blog post template.
Create a new blank document
1. Click the File tab on the Ribbon and select New.
The New tab of Backstage view appears. By default,
the Blank document option is already selected.
2. Click the Blank document option.
The new blank document appears in the Word
application screen.
Other Ways to Create a Blank Document:
Press <Ctrl> + <N>.
Create a document from a template
Figure 1-11: The New tab of Backstage view.
Word 2013 has a host of new templates to choose from.
1. Click the File tab on the Ribbon and select New.
The New tab of Backstage view appears. There are
several ways to create a document from a template.

Featured templates: Select a template from the
default options available and click Create.

Suggested searches: Select a category link from
the available options under the search bar that
matches the theme of the template you require.
Select the template closest to your requirement
from the available options and click Create.

Search for a template: Type a keyword or
phrase for the kind of template you require, in
the search bar. Select the template closest to your
requirement from the available options and click
Create.

Personal template: Use a template you have
created by selecting the Personal link from the
menu options above the featured templates.
Select the template you wish to use; it will open
automatically.
Trap:
The Personal menu option only appears on the
Backstage view, once you have created a
template.
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Program Fundamentals
Creating a document online with your Office
account
It’s even easier to use Word when you’re on the go. If
you’re connected to the internet, you can sign in to your
Office account and use the full version of Word, without
having to install it locally on your PC.
1. Navigate to www.office.com and sign into your
account.
2. Under Create new, select the application for the type
of document that you want to create.
3. Give your document a name in the box provided and
click Create.
4. Once you have completed your document, click the
File tab and select Save As.
5. Choose the location that you want to save your
document in. Note that for sharing purposes, it’s
probably better that you save your file to the Cloud.
Figure 1-12: Creating a new document using “Office On
Demand”, in Internet Explorer.
Tip: You can also search for, and download
templates from your online account by clicking the
Templates tab on your Office account.
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Program Fundamentals
Opening a Document
 Exercise
Opening a document lets you work on a document that
you or someone else has previously created and then
saved. This lesson explains how to open a saved
document.
You can locate a document on your computer and simply
double-click it to open it, but you can also open a
document from within the Word program.
• Exercise File: Business Proposal.docx
• Exercise: Open the Business Proposal.docx file located
in your Practice folder.
Folders List
Address bar
Search box
1. Click the File tab and select Open.
Next, you have to browse for the file you want to
open. The Open dialog box appears.
Other Ways to Open a Document:
Press <Ctrl> + <O>.
2. Navigate to the location of the saved file.
The Open dialog box has several controls that make it
easy to navigate to locations and find files on your
computer:
 Address bar: Click a location in the Address bar
to open it. Click the arrow to the right of a
location to open a list of folders within that
location. Select a folder from the list to open it.
 Folders List: Shortcuts to common locations on
your computer, such as the Desktop and
Documents library.
Figure 1-13: The Open dialog box. To open a file, you
must first navigate to the folder where it is saved. Most
new files are saved in the Documents folder by default.
 Search box: This searches the contents—
including subfolders—of that window for the text
that you type. If a file’s name, file content, tags, or
other file properties match the searched text, it
will appear in the search results. Search results
appear as you enter text in the search box.
3. Select the file you want to open and click Open.
Word displays the file in the application window.
Tips:

To open a document that has been used recently, click
the File tab and scroll through the Recent
Documents list.

You can pin a document to the Recent Documents list
so that it is always available there. Click the Pin this
document to the Recent Documents list button next
to the document that you want to always be available.
Click it again to remove the document from the
Recent Document list.
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Program Fundamentals
Previewing and Printing a
Document
Once you have created a document, and your computer is
connected to a printer, you can print a copy. Before you
do this, it’s a good idea to preview how it’s going to look.
 Exercise Notes
• Exercise File: Business Proposal.docx
• Exercise: Preview and print the document.
1. Click the File tab and select Print.
Notice that the print settings and a preview of the
document appear together, with print settings on the
left and a preview on the right.
Tip: Use the scroll bar or the page navigation
controls below the preview to view other pages in
the document.
Other Ways to Preview and Print:
Press <Ctrl> + <P>.
After previewing the document, you can specify
printing options, such as which pages or the number
of copies to print.
2. Specify printing options and click the Print button.
The document is sent to the printer.
Figure 1-14: The Print Settings and Print Preview as shown in Backstage view. Use the print settings in the left
column to control how the document is printed. Use the print preview area in the right column to preview how the
document will look when printed.
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© 2013 CustomGuide, Inc.
Program Fundamentals
Saving a Document
 Exercise
After you’ve created a document, you need to save it if
you want to use it again. Also, if you make changes to a
document you’ll want to save it. You can even save a
copy of an existing document with a new name, to a
different location, or using a different file type.
• Exercise File: None required.
• Exercise: Save a new blank document with the file name
“Saved Document” to your Desktop.
Enter your name at the top of the document and save the
document on your Desktop with the new name “Updated
Document”.
Save a new document
1. Click the Save button on the Quick Access Toolbar.
The Save As backstage view appears.
Folders list
Address bar
Search box
Other Ways to Save:
Press <Ctrl> + <S>. Or, click the File tab and
select Save As.
2. Specify the drive and/or folder where you want to
save your document.
The Save As dialog box appears. It has several
controls that make it easy to navigate to locations on
your computer:
 Address bar: Click a location in the Address bar
to open it. Click the arrow to the right of a
location to open a list of folders within that
location. Select a folder from the list to open it.
 Folders list: Shortcuts to common locations on
your computer, such as the Desktop and
Documents folder.
Figure 1-15: The Save As dialog box. The Documents
library is the default location for saving, but you can
change the save location as necessary.
 Search box: This searches the contents—
including subfolders—of that window for the text
that you type. If a file’s name, file content, tags, or
other file properties match the searched text, it
will appear in the search results. Search results
appear as you enter text in the Search box.
3. Enter the file name in the File name text box.
4. Click Save.
Save document changes

Click the Save button on the Quick Access Toolbar.
Any changes you have made to the document are
saved.
Other Ways to Save:
Press <Ctrl> + <S>. Or, click the File tab and
select Save.
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Program Fundamentals
Save a document under a different name
and/or location
Saving a document under a different name or in a
different location does not delete the original file. It saves
a copy of the file under a new name or in a new location.
1. Click the File tab and select Save As.
The Save As backstage view appears.
2.
Word Document (.docx)
This is the default format for
Word 2013 documents.
Word Macro-Enabled
Document (.docm)
This file format supports
macros in Word 2013.
Word 97-2003 Document
(.doc)
Documents in this format
can be read used by all
versions of Word. It does not
support XML.
PDF. (.pdf)
Use this format for files you
want to share, but do not
want to be changed.
Web page (.htm, .html)
This format is used to create
pages to be viewed on the
Web.
Rich Text Format (.rtf)
Many of a document’s
formatting properties remain,
but can this file type be read
by more programs.
Plain Text (.txt)
Only text is saved in this file
type. Any document
formatting is removed.
Word XML Document
(.xml)
This file type is used
exclusively for XMLenabled documents.
Navigate to the new location to save the file.
The Save As dialog box appears.
3. Enter a different name for the file in the File name
text box.
4.
Table 1-4: Common Word File Formats
Click Save.
Save a document as a different file type
Just as some people can speak several languages, Word
can read and write in other file formats. Saving a
document in a different file type makes it easier to share
information between programs.
1. Click the File tab and select Save As.
The Save As backstage view appears. Choose a
location to save the file. The Save As dialog box
opens.
2. Click the Save as type list arrow and select a new file
format.
See Table 1-4: Common Word File Formats for
brief descriptions of some of the file formats you can
use to save a document.
3. Click Save.
A copy of the document is saved in the new format.
Saving to the Cloud
If you have access to OneDrive or another type of cloudbased file hosting service, you can upload your
documents to the shared location and grant people access
by either giving them the password or setting permissions.
There are two ways to save to the Cloud.
1. Navigate to and click on the File tab.
2. Click Save As.
3
Under Places, select OneDrive or another Cloud you
are subscribed to, sign in and save your document.
Figure 1-16: Save a document to OneDrive
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© 2013 CustomGuide, Inc.
Program Fundamentals
Or
1. Navigate to and click on the File tab.
2. Click Share.
3. Select Invite People, and in the right-hand pane,
click Save to Cloud. The file hosting service that you are
subscribed to will be listed. Select it and save your
document in the location that is relevant.
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Program Fundamentals
Closing a Document
 Exercise Notes
When you’re done working on a document, you need to
close it.
• Exercise File: Any open document.
• Exercise: Close the document.

Click the File tab and select Close.
The document closes, and you can access the file
again by opening it later.
Other Ways to Close a Document:
Press <Ctrl> + <W>. Or, click the Close button
on the title bar if you have multiple Word
documents open.
Trap: If you click the Close button on the title bar
when you have only one Word document open,
the document will close and you will exit the
Word program.
Tip: If you have not saved the document since
making changes, a dialog box will appear asking
if you want to save changes to the document.
Click Save if you wish to save your changes; click
Don’t Save if you do not want to save your
changes; click Cancel if you do not want to close
the document.
Figure 1-17: Select the Close button from the Title bar to close a document.
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© 2013 CustomGuide, Inc.
Program Fundamentals
Using Help
 Exercise
When you don’t know how to do something in Word
2013, look up your question in the Word Help files. The
Word Help files can answer your questions, offer tips, and
provide help for all of Word’s features.
• Exercise File: None required.
• Exercise: Search for the term “text effects”.
Browse topics in the “Margins” category of Help.
Change the Help Source to your computer.
Search for help
1. Click the Microsoft Word Help button (
Title bar.
) on the
Enter search
keywords here.
Browse popular
help topic
categories.
The Word Help window appears.
Other Ways to Open the Help Window:
Press <F1>.
2. Type what you want to search for in the “Search
help” box and press <Enter>.
A list of help topics appears.
3. Click the topic that best matches what you’re looking
for.
Word displays information regarding the selected
topic.
Browse for help
1. Click the Microsoft Word Help button (
Title bar.
) on the
The Word Help window appears.
Other Ways to Open the Help Window:
Press <F1>.
2. Click the category that you want to browse.
The topics within the selected category appear.
Figure 1-18: The Word Help window.
3. Click the topic that best matches what you’re looking
for.
Word displays information regarding the selected
topic.
Choose the Help source
If you are connected to the Internet, Word 2013 retrieves
help from the Office Online database by default. You can
easily change this to meet your needs.
1. Click the Word Help list arrow button.
A list of help sources appears.
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Program Fundamentals
2. Select an option from the list.
Now you can search from that source.
Tips:


Office 2013 offers enhanced ScreenTips for many
buttons on the Ribbon. You can use these ScreenTips
to learn more about what a button does and, where
available, view a keystroke shortcut for the
command. If you see the message “Press F1 for more
help”, press <F1> to get more information relative to
that command.
When you are working in a dialog box, click the
Help button (
26
) to open the Word Help Home page.
Table 1-5: Help Buttons
Back
Click here to move back to the
previous help topic.
Forward
Click here to move forward to the
next help topic.
Home
Click here to return to the Help
home page.
Print
Click here to print the current help
topic.
Change Font
Size
Click here to change the size of the
text in the Help window.
Keep On
Top
Click here to layer the Help window
so that it appears behind all other
Microsoft Office programs.
© 2013 CustomGuide, Inc.
Program Fundamentals
Exiting Word
 Exercise
When you’re finished using Word 2013, you should exit
it. Exiting a program closes it until you need to use it
again.
• Exercise File: None required.
• Exercise: Exit the Microsoft Office Word 2013 program.
1. Click the File tab and select Close.
The Word program closes.
Other Ways to Exit Word 2013:
If you only have one document open; right-click
the Word button on the Quick Access Toolbar
and select Close, or click the Close button on the
Title bar.
Tips:

Having too many programs open at a time could slow
down your computer, so it’s a good idea to exit all
programs that aren’t being used.

If you have not saved the document since making
changes, a dialog box will appear asking if you want
to save changes to the document. Click Save if you
wish to save your changes; click Don’t Save if you
do not want to save your changes; click Cancel if
you do not want to close the document.
Figure 1-19: Exiting Microsoft Word.
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Program Fundamentals Review
Quiz Questions
1.
Word 2013 automatically opens with Windows. (True or False?)
2.
Which of the following is NOT a new feature in Word 2013?
A. Backstage view
B. Improved picture editing
C. The Ribbon
D. Paste with Live Preview
3.
Where can you find basic file management commands and program options?
A. Status bar
B. Title bar
C. Close button
D. File tab
4.
The Ribbon can be hidden so that only tab names appear. (True or False?)
5.
The File tab contains basic file commands. (True or False?)
6.
You can use Word 2013, on a touch enabled device. (True or False?)
7.
What is the Quick Access Toolbar?
A. There are no toolbars in Word 2013.
B. What appears when you select text.
C. A customizable toolbar of common commands that appears above or below the Ribbon.
D. An extension of the Windows taskbar.
8.
Which of the following is NOT a command keystroke shortcut in Word?
A. <Ctrl> + <O>
B. <Ctrl> + <Home>
C. <Ctrl> + <Alt> + <Delete>
D. <Ctrl> + <S>
9.
You can only create a new document by launching the Word program. (True or False?)
10. To open a document, click the File tab and select ______
A. Open.
B. Find.
C. Look in.
D. Search.
11. Print settings and print preview appear side by side in Backstage view. (True or False?)
12. When you save a document with a different name, the old document is deleted. (True or False?)
13. Which of the following must you have to save to OneDrive?
A. An external hard drive.
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© 2013 CustomGuide, Inc.
B. A Microsoft Account.
C. An Office 365 subscription.
D. B or C.
14. You can close a document which one of the following ways?
A. Press <Ctrl> + <C>.
B. Click and drag the document window to the Recycle Bin.
C. Click the document’s Close button.
D. Press <Delete>.
15. What key can you press to get help in Word 2013?
A. <Esc>
B. <Ctrl> + <H>
C. <F1>
D. <F11>
16. Which of the following are ways to exit Word 2013? (Select all that apply.)
A. Click the File tab and click Close.
B. Click the Word icon and click Close.
C. Click the Close button on the title bar.
D. Click the minimize button on the title bar.
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Quiz Answers
1.
False. You must start Word 2013 to begin using it.
2.
C. The Ribbon was introduced in Word 2007, so it is not new in Word 2013. It has been improved, however, so that it is
possible to customize tabs and groups on the Ribbon.
3.
D. The File tab contains basic file management commands—such as New, Open, Save, and Close—and program
options.
4.
True. Double-click a tab to hide the Ribbon, then click any tab to view commands once again.
5.
True. The File tab contains basic file commands, similar to the File menu and Office Button of previous versions.
6.
True. By activating Touch mode in Word, you are able to use the application on any Touch enabled device.
7.
C. The Quick Access Toolbar is a customizable toolbar of common commands that appears above or Below the Ribbon.
8.
D. <Ctrl> + <S>
9.
True. You need to launch Word, in order to select a new blank document, or a template.
10. A. Select Open and then navigate to the saved file you want to open.
11. True. In Backstage view, print settings appear alongside a preview of how the document will look when printed.
12. False. When you save a document with a different name, the original document remains intact Savwith its original name.
13. D. You need to have a Microsoft Account, or an Office 365 subscription in order to use OneDrive.
14. C. Click the Close button or press <Ctrl> + <W> to close a document.
15. C. Press <F1> to access help in Word 2013.
16. A, B and C are all ways to exit Word. D is incorrect.
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© 2013 CustomGuide, Inc.
Getting Started
with Documents
Entering and Deleting Text ............................... 32
Enter text ................................................. 32
Delete text ................................................ 32
Selecting and Replacing Text ........................... 33
Select text ................................................ 33
Replace text ............................................. 33
Navigating through a Document ...................... 34
Scroll bars ................................................ 34
Navigation keystrokes.............................. 34
Go To ....................................................... 34
Browsing a Document ....................................... 36
Browse by object ..................................... 36
Browse by heading .................................. 36
Browse by page ....................................... 36
Viewing a Document ......................................... 38
Document views ...................................... 38
Zoom ........................................................ 38
Display and hide hidden characters ........ 39
Working with the Document Window .............. 40
Change window size ................................ 40
Split the document window ...................... 40
Create a new document window ............. 41
Viewing Multiple Document Windows ............. 42
Switch between document windows ........ 42
Arrange document windows .................... 42
Compare documents side by side ........... 43
2
When you work with Word, you are
working with documents, whether they
are letters, memos, or envelopes; any file
that is created in Word is called a
document. You can do many great things
with a document, but before you get into
some of the more fun tasks like
formatting, you need to learn more basic
tasks, like how to insert text and browse
through a document.
This chapter will go through the most
basic commands for working with text,
such as inserting and deleting, selecting,
and replacing text.
Using Exercise Files
Exercise files are provided so users can
practice the topic(s) covered in each
lesson. There are two ways you may use
the exercise files:
 Open the exercise file for a lesson and
perform the lesson exercise. Close the
exercise file.
 Open the exercise file for a lesson and
perform the lesson exercise. Keep the
file open and perform the exercise for
the following lesson and so on for the
remainder of the chapter.
The exercises are written so that you
may “build upon them”, meaning the
exercises in a chapter can be
performed in succession from the first
lesson to the last.
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Getting Started with Documents
Entering and Deleting Text
 Exercise
Inserting and deleting text is one of the most important
tasks you need to learn how to do in Word.
• Exercise File: None required.
• Exercise: Write a brief note or letter in a new document.
Use the <Backspace> and <Delete> keys to correct errors
or rewrite text.
Enter text

Click the insertion point where you want to enter the
text and then type the text you want to enter.
Tips:
Insertion point
Use the Click and Type feature to enter text in a
blank area of the document. Double-click a blank
area of the document where you want to position
your text and start typing.
Double-click near the left side of the page to align
text to the left of the page.
Double-click near the center of the page to center
text over the page.
Double-click near the right side of the page to
align text to the right of the page.
Tip:
Press the <Enter> key to start a new paragraph or
insert an empty line.
Delete text

To delete a single character: Place the insertion
point next to the text that you want to delete. Press
the <Delete> key to delete text after, or to the right
of, the insertion point. Press the <Backspace> key to
delete text before, or to the left of, the insertion point.

To delete a block of text: Select the text you want to
delete and press <Delete> or <Backspace>.
32
Figure 2-1: The insertion point and inserting text in a
document.
© 2013 CustomGuide, Inc.
Getting Started with Documents
Selecting and Replacing Text
 Exercise
The greatest advantage to using a word-processor is how
easy it is to edit text throughout the document. A quick
and easy way to edit text is by selecting text and replacing
text.
• Exercise File: AcadiaProposal2-2.docx
• Exercise: Replace June Cartwright’s contact information
with your own name and contact information.
Select text
Selecting text is a very important skill in Word. Whenever
you want to work with text to edit or format it, you first
need to select it.
1. Click the insertion point at the beginning or end of
the text you want to select.
Selecting text is a useful skill because once text is
selected, you can work with it by replacing, deleting,
or formatting it.
2. Click and hold the left mouse button and drag the
insertion point across the text. Release the mouse
button once the text is selected.
Other Ways to Select Text:
 Keystrokes: Press and hold the <Shift> key
while using the arrow keys to select characters
(Right and Left arrow keys) or lines (Up and
Down arrow keys).
 Multiple blocks: Select the first block of text and
hold down the <Ctrl> key as you select the
remaining block(s) of text.
 Text with similar formatting: This command
selects any text that has the same formatting
properties as text that is currently selected. Select
the Home tab, click Select in the Editing group
and then click Select Text with Similar
Formatting (No Data). All text that is formatted
exactly as the current text is selected.
Replace text
Figure 2-2: Selecting text.
Table 2-1: Text Selection Shortcuts
A word
Double-click the word.
Several bits of
text
Select the first block of text, then press
and hold <Ctrl> as you select the
remaining blocks of text.
A sentence
Press and hold <Ctrl> and click anywhere
in the sentence.
A line of text
Click in the selection bar next to the line.
A paragraph
Triple-click in the paragraph, or doubleclick in the selection bar next to the
paragraph.
The entire
document
Triple-click in the selection bar, or press
and hold <Ctrl> and click anywhere in the
selection bar, or press <Ctrl> + <A>, or
click the Select button in the Editing group
of the Home tab in the Ribbon and select
Select All.
Replace text by first selecting it, then typing the new text.
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Getting Started with Documents
Navigating through a
Document
As a document gets longer, it gets harder and harder to
navigate through it. For example, if you were working on
a 200-page novel, how would you get to the very end of
the document or to page 54? This lesson shows you
several ways to navigate through your documents.
 Exercise
• Exercise File: AcadiaProposal2-3.docx
• Exercise: Use the Go To command to jump to page 10.
Use a keystroke shortcut to scroll up to page 8.
Use a keystroke shortcut to jump to the beginning of the
document.
Use the vertical scroll bar to scroll to the end of the
document.
Scroll bars
The scroll bars are the most basic way to move between
pages in a document. The vertical scroll bar is located
along the right side of the window and is used to move up
and down in a document. The horizontal scroll bar is
located along the bottom of the window, and is used to
move from left to right when a document doesn’t fit
entirely on the screen.

When you click the arrow, the screen scrolls down
one line at a time. Click and hold to move faster.

Click and drag the scroll box to move in the
document.
Navigation keystrokes
You can use keystrokes to move the insertion point in the
document.
Scroll bars
Figure 2-3: Use the scroll bars to navigate in a document.
Table 2-2: Document Navigation Keystrokes
<Home>
To the start of the line.
<End>
To the end of the line.
<Page Up>
Up one screen.
<Page Down>
Down one screen.
<Ctrl> + <Home>
To the beginning of the document.
<Ctrl> + <End>
To the end of the document.
Scroll Up
Scroll box
Scroll Down
Figure 2-4: The parts of a scroll bar.
Go To
You can move directly to a certain location in the
document using the Go To command.
1. Click the Home tab on the Ribbon and click the Find
button list arrow in the Editing group.
A list of options appears.
2. Select Go To from the list.
The Find and Replace dialog box appears.
Other Ways to Open the Go To dialog box:
Press <Ctrl> + <G>. Or, press <F5>.
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Getting Started with Documents
3. Enter the page number you wish to go to in the Enter
page number text box and click Go To.
Word jumps to the specified page in the document.
Tip: The Go To command can jump to more than
just specific pages. For example, you can jump to
a heading or footnote in the document. Just make
your selection in the “Go to what” list and enter
where you want to go in the text box.
Figure 2-5: The Go To tab in the Find and Replace
dialog box.
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Getting Started with Documents
Browsing a Document
 Exercise
Scrolling through a long document can be confusing and
time-consuming. Word 2013 includes some tools to make
browsing longer documents easier.
• Exercise File: AcadiaProposal2-4.docx
• Exercise: Use the Go To button to find the Filter By
Selection graphic.
Use the Navigation Pane to browse to the Outlook heading,
then browse to page 7.
Close the Navigation Pane when you are done.
Browse by object, graphic, table and more
Browsing by specific elements allows you to focus on
aspects of a document as you navigate through it. For
example, if you want to focus on how the images look in
the document, select graphic from the Go to what: list to
jump to each graphic in the document quickly.
1. Click the Find button list arrow in the Editing group
and click Go To.
The Find and Replace dialog box appears.
2. Select the Go To tab, and click Graphic from the Go
to what: list.
3. Click the Previous and Next buttons to navigate
through the document.
Figure 2-6: Use the Previous and Next Object buttons to
navigate in the document.
Other Ways to Browse Back and Forth
between Objects:
Press <Ctrl> + <Page Up> to go to the previous
object. Press <Ctrl> + <Page Down> to go to the
next object.
Browse by heading
The Navigation Pane makes it easy to get from one place
to the next in a document using its headings.
1. Click the View tab on the Ribbon and click the
Navigation Pane check box in the Show group.
Browse the
headings in
your document
tab
The Navigation Pane appears. Click the Headings
tab.
Other Ways to Open the Navigation Pane:
Press <Ctrl> + <F>. Or, click the Home tab and
click the Find button in the Editing group.
Trap: Headings will only appear in the
Navigation pane, if you are viewing a document
that uses heading styles.
2. Click a heading.
Figure 2-7: The “Browse the headings in your
document” tab of the Navigation Pane.
The heading is displayed in the main document
window.
Browse by page
You can also view thumbnails of all the pages in your
document in the Navigation Pane.
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Getting Started with Documents
1. Click the View tab on the Ribbon and click the
Navigation Pane check box in the Show group.
Browse the pages in
your document tab
The Navigation Pane appears. Click the Pages tab.
Other Ways to Open the Navigation Pane:
Press <Ctrl> + <F>. Or, click the Home tab and
click the Find button in the Editing group.
2. You can scroll through the document’s thumbnails
and click on one to go to it.
Tip:
Hover your mouse over the Navigation pane to
access the scroll bar.
.
Figure 2-8: The Browse the pages in your document
tab of the Navigation Pane.
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Getting Started with Documents
Viewing a Document
 Exercise
There are several ways to change how a document’s
contents are displayed on a screen using Document views.
You can also zoom in or out to view more or less of the
page at a time, and display hidden document content.
• Exercise File: AcadiaProposal2-5.docx
• Exercise: View the document in Word’s different views.
Zoom in to 200 percent, zoom out to 75 percent, then
zoom to two pages.
Display the document’s hidden characters and hide them
again.
Document views

Click the View tab on the Ribbon and click the button
of the view you want to use in the Views group.
The document’s contents are shown in the selected
view.
Other Ways to Change Document View:
Click the button for the view you want to use in
the status bar of the document window.
Word offers several different document views:

Print Layout view: This view displays your
document as it will appear when printed and is best
for working in documents with images. Print Layout
view uses more memory and can be slower on older
computers.

Read Mode: This view is optimized for reading on a
portable device, such as a tablet or smart phone. Only
necessary toolbars appear, making room for enlarged
text and navigational tools.

Web Layout view: Use Web Layout view when you
are creating a Web page or a document that is viewed
on the Web. In Web Layout view, you can see
backgrounds, text is wrapped to fit inside the
window, and graphics are positioned just as they are
in a Web browser.

Outline view: Displays your document in classic
outline form. Work in Outline view when you need to
organize and develop the content of your document.

Draft view: This view is good for most simple wordprocessing tasks, such as typing, editing, and
formatting. This view does not display advanced
formatting, such as page boundaries, headers and
footers, or floating pictures.
Figure 2-9: The Views group on the View tab on the
Ribbon.
Document views
Zoom slider
Figure 2-10: Document views and zoom on the status
bar.
Zoom
Sometimes it is helpful to make a document appear larger
on the computer’s screen, especially if you have a small
monitor or poor eyesight. It can also be helpful to zoom
out so that you can see how the whole document looks.
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Getting Started with Documents

Click and drag the Zoom slider on the status bar to
the percentage zoom setting you want.
Other Ways to Zoom:
Click the View tab on the Ribbon and click the
Zoom button in the Zoom group. Or, click the
One Page, Multiple Pages, or Page Width
buttons in the Zoom group.
Display and hide hidden characters
Show/Hide
button
Sometimes it is useful to see characters that are normally
hidden, such as spaces, tabs, and returns.
1. Click the Home tab on the Ribbon
2. Click the Show/Hide button
group.
in the Paragraph
Figure 2-11: The Paragraph group.
Other Ways to Display or Hide Hidden
Characters:
Press <Ctrl> + <*>.
The hidden characters, or characters that normally
don’t print, appear in the document. Paragraph marks
appears as ¶’s, tabs appear as →’s, and spaces appear
as ∙’s.
Notice the Show/Hide button on the Standard toolbar
is highlighted orange, indicating that all the hidden
characters in the document are visible.
Figure 2-12: Displaying hidden characters.
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39
Getting Started with Documents
Working with the Document
Window
Each document you open in Word has its own window.
This window has its own features you can use to change
how you work with the document on your Windows
desktop.
Change window size
 Exercise
• Exercise File: AcadiaProposal2-6.docx
• Exercise: Minimize, maximize, restore down and resize
the document window.
Split the window and view the document in a new window.
Minimize
Maximize
You can change the size of the windows to organize the
space on your screen better.

Maximize/Restore Down: When the document
window is at its full size, this button appears as the
Restore Down button. When the window appears in
a smaller size, the button appears as the Maximize
button.

Minimize a Window: Click the Minimize button on
the title bar.
Other ways to change Window Size:
Click the Word Button on the Title Bar and select an
option from the list provided.

Resize a Window: when in Restore Down, click and
drag the resize control in the lower-right corner of
the window.
Restore Down
Resize
control
Figure 2-13: Changing window size.
Split the document window
Splitting the document window is a great way to view two
parts of one document at the same time. When the
window is split, you can make changes to the document
as you would normally.
1. Click the View tab on the Ribbon and click the Split
button in the Window group.
A gray shaded line appears in the document window
with a cursor.
2. Click where you want to split the document window.
The document window is split into two panes. Now
you can scroll up and down in each pane to view
different parts of the document at the same time.
Other Ways to Split the Window:
Place your cursor on the line above the View
Ruler button on the vertical scroll bar. When the
cursor changes to , click and drag down to split
the window in two.
Figure 2-14: Split document window.
When you no longer want the window to be split,
remove the split.
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3. Click the View tab on the Ribbon and click the
Remove Split button in the Window group.
The window is no longer split.
Other Ways to Remove a Document Split:
Click and drag the split line to the top or bottom
of the document area.
Tip: The window can only be split into two panes.
Create a new document window
You can view a document in one or more windows at a
time.

Click the View tab on the Ribbon and click the New
Window button in the Window group.
Another window opens with the document’s contents.
Tips:

Viewing a document in multiple windows does not
create a new file. Any changes made in one of the
document windows are applied to the same file.

Each instance of a document window is marked in
the title bar. For example, if a new window was
opened for Document 1, the two document windows
would be named Document 1:1 and Document 1:2.

Figure 2-15: A document open in two document windows.
When a change is made to the document in one
window, the change is reflected in all the windows
for the document.
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Getting Started with Documents
Viewing Multiple Document
Windows
Since each document has its own window, you can work
with the windows and view several document windows at
the same time.
Switch between document windows
If you have several documents open in Word, you can
switch between them while still having them open.
 Exercise Notes
• Exercise File: AcadiaProposal2-7.docx and Access
Article.docx
• Exercise: Make the AcadiaProposal2-7 document active,
then make the Access Article document active.
Arrange the document windows so you can see both of
them.
Compare the documents side by side.
1. Point to the Word icon on the Windows taskbar.
A preview of all open document windows appear.
Inactive window
Active window
2. Click the document window you wish to view.
The selected document window becomes the active
document.
Other Ways to Switch to Another Document
Window:
Click the View tab on the Ribbon and click the
Switch Windows button in the Window group.
Select the document you want to view.
Tip:

When a document window is active, it is currently
open to be worked on. When a document window is
hidden but still open, it is inactive.
Figure 2-16: Two document windows open at once.
Arrange document windows
Use this command to arrange all open document windows
so they can be viewed on the desktop.

Click the View tab on the Ribbon and click the
Arrange All button in the Window group.
The document windows are tiled on top of each other,
stacked horizontally, so that they can be viewed at the
same time, but as separate windows.
Tips:


42
This command arranges all document windows that
are currently open. The number of document
windows that can be arranged on the screen at one
time depends on your screen resolution. A higher
screen resolution can accommodate more windows.
Figure 2-17: Two documents arranged using the Arrange
All feature.
To view more of a document window’s contents at a
time, have as few documents open at a time as
possible. Only open the documents that you need so
you can view more of their contents at a time.
© 2013 CustomGuide, Inc.
Getting Started with Documents
Compare documents side by side
If you need to compare the contents of documents to each
other, one of the best ways to do this is to view them side
by side.
Open the two documents you want to view side by side.
The active document will be compared with another open
document of your choice.
Figure 2-18: The Window group.
1. Click the View tab and click the View Side by Side
button in the Window group.
If only two documents are open, the documents are
shown side by side.
Trap: If more than two documents are open, the
Compare Side by Side dialog box appears. Click
the document you want to view alongside the
active document and click OK.
Two controls are now available when documents are
viewed side by side:
 Synchronous Scrolling is activated by default.
This allows you to scroll down both windows at
the same time.
 Reset Window Position adjusts the size of the
windows so that they share the screen equally.
2. Click the View Side by Side button again, to return
to the default view.
Only the active window is shown, while the other
document remains open.
Tip:

This feature only works with two document
windows.
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Getting Started with Documents
Review
Quiz Questions
1.
Which key deletes text to the left of the insertion point?
A. <Backspace>
B. <Home>
C. <Insert>
D. <Delete>
2.
Once a block of text is selected, you can replace the selected text with new text by:
A. Clicking the File tab and selecting Insert New Text.
B. Simply typing the new text.
C. You can't replace selected text with new text.
D. Clicking the Replace Text button on the Ribbon.
3.
Press ______ to move the insertion point to the beginning of the document.
A. <Ctrl> + <End>
B. <Ctrl> + <G>.
C. The <up arrow> key.
D. <Ctrl> + <Home>.
4.
Which of these are NOT objects you can browse by in Word?
A. Page, Section, Edits
B. Caption, Border, Highlight
C. Comment, Footnote, Endnote
D. Table, Graphic, Heading, Field
5.
Click a heading or page in the Navigation Pane to jump to that heading or page in the main document window. (True or
False?)
6.
How can you display hidden text, such as tabs and paragraph marks?
A. Click the Show/Hide button in the Paragraph group of the Home tab on the Ribbon.
B. You can't display these characters: they are hidden for a reason.
C. Purchase Microsoft's secret hidden text decoder software.
D. Click the Hidden Text button in the Editing group of the Home tab on the Ribbon.
7.
You can use the Zoom slider to change the magnification level of a document. (True or False?)
8.
When you create a new document window, you create a copy of the document. (True or False?)
9.
How do you switch between multiple document windows?
A. Right-click the Windows taskbar and select Arrange All.
B. Buy another monitor for your computer.
C. You can only open one document at a time in Microsoft Word.
D. Click the document’s button on the Windows taskbar.
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10. When documents are compared side by side, the differences between the two are tracked and highlighted. (True or
False?)
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Quiz Answers
1.
A. The <Backspace> key deletes text to the left of the insertion point.
2.
B. Simply type the new text to replace any amount of selected text.
3.
D. Pressing <Ctrl> + <Home> moves the insertion point to the beginning of the document.
4.
B. You cannot browse by Caption, Border, Highlight in Word.
5.
True. You can click a heading or a page in the Navigation Pane to jump to that heading or page in the main document
window.
6.
A. Click the Show/Hide button on the Ribbon to display hidden text.
7.
True. The Zoom slider on the status bar lets you zoom in and out of a document.
8.
False. Creating a new document window is like opening the document in a different view: if a document is open in
multiple windows, changes made in any of the windows are applied to the same file.
9.
D. Click the document’s button on the Windows taskbar. Or, in the View tab, click the Switch Windows button in the
Windows group.
10. False. When documents are compared side by side, they are aligned vertically to one another. The differences between
them are not highlighted or tracked.
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Working With
and Editing Text
Checking Spelling and Grammar ..................... 48
Check spelling and grammar in the
document ................................................. 48
Correct a single error ............................... 49
Use contextual spell check ...................... 49
Finding Text........................................................ 50
Find text ................................................... 50
Open the Find and Replace dialog box ... 50
Replacing Text ................................................... 52
Replace text ............................................. 52
Search options ......................................... 52
Using Word Count and the Thesaurus ............ 54
Word Count .............................................. 54
Thesaurus ................................................ 54
Using the Define Feature ......................... 55
Inserting Symbols and Special Characters .... 56
Insert symbols .......................................... 56
Insert an equation .................................... 56
Copying and Moving Text ................................. 57
Copy text .................................................. 57
Move text ................................................. 57
Copy and move cells using the mouse .... 58
Controlling How Text is Copied or Moved ...... 59
Use paste options .................................... 59
Use Paste Special ................................... 59
Collecting Multiple Items to Move or Copy ..... 61
Using Undo, Redo and Repeat ......................... 62
Undo a single action ................................ 62
Undo multiple actions .............................. 62
Redo an action......................................... 62
Repeat an action...................................... 63
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Word can do a lot of things, but its
primary function is to be a word
processor: it can help you out with
anything that has to do with words. It’s
also the most popular program for
creating letters, memos, reports,
outlines—any document that is primarily
focused on producing text.
Since text is the primary function and
purpose of Word, this chapter deals
with how to work with text when you
insert and edit it in the document.
Using Exercise Files
Exercise files are provided so users can
practice the topic(s) covered in each
lesson. There are two ways you may use
the exercise files:
 Open the exercise file for a lesson and
perform the lesson exercise. Close the
exercise file.
 Open the exercise file for a lesson and
perform the lesson exercise. Keep the
file open and perform the exercise for
the following lesson and so on for the
remainder of the chapter.
The exercises are written so that you
may “build upon them”, meaning the
exercises in a chapter can be
performed in succession from the first
lesson to the last.
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Working with and Editing Text
Checking Spelling and
Grammar
Part of editing your documents is making sure that
everything is spelled and put together correctly. Word is a
great help in this regard, because it can identify spelling
and grammar errors in your documents.
 Exercise Notes
• Exercise File: CompanyMeeting3-1.docx
• Exercise: Correct the spelling and grammar errors in the
document.
Check spelling and grammar in the
document
To check the spelling and grammar of a document all at
once, use the Spelling and Grammar dialog box.
1. Click the Review tab on the Ribbon and click the
Spelling & Grammar button in the Proofing group.
Word begins checking spelling and grammar from the
location of the insertion point.
Other Ways to Check Spelling and Grammar:
Press <F7>.
Figure 3-1: The Spelling and Grammar Pane, as it
appears when checking a spelling error.
If Word finds an error, the Spelling and Grammar
Pane appears with the error in the text box at the top
of the dialog box. See Table 3-1: Spelling and
Grammar Options for more information about the
different options in the dialog box.
2. If the word or grammar is incorrect, select the
correction from the Suggestions list, or type your
own correction in the top text box. Then click
Change or Change All. If the word or grammar is
correct, click Ignore Once, Ignore All, Next
Sentence, or Add to Dictionary.
Word applies the command and continues to the next
error.
Once Word has finished checking your document for
spelling and grammar errors, a dialog box appears.
Table 3-1: Spelling and Grammar Options
Ignore Once
Accepts the spelling or grammar you used.
Ignore All or
Ignore Rule
Accepts the spelling or grammar you used
and ignores all future occurrences in the
document.
Next
Sentence
Skips the grammar error and goes on to the
next one.
Add to the
Dictionary
If a word is not recognized in the
Microsoft Office Dictionary, it is marked
as misspelled. This command adds the
word to the dictionary so it is recognized
in the future.
Change
Changes the spelling of the word to the
spelling that is selected in the Suggestions
list.
Change All
Changes all occurrences of the word in the
document to the selected spelling. Exercise
caution when using this command: you
might end up changing something you
didn’t want to change.
3. Click Yes to complete the check.
Tips:


48
You can turn off spell and grammar checker. Click
the File tab and click Options. Click the Proofing
tab. Click the Check spelling as you type check box
and/or the Mark grammar errors as you type check
box. Click OK.
Word cannot catch spelling errors that occur because
of misuse. For example, if you entered the word
"through" when you meant to type "threw," Word
wouldn't catch it because both are correctly spelt.
© 2013 CustomGuide, Inc.
Working with and Editing Text
Correct a single error
By default, Word checks for spelling and grammar errors
as you type, underlining misspelled words in red and
grammar errors in blue. This makes it easy to find and
correct errors individually.
1.
Right-click the error.
A contextual menu appears, suggesting possible
corrections.
2. Select a correction from the contextual menu.
Word corrects the error, and the red or blue underline
disappears.
Figure 3-2: Correcting a single error by right-clicking it.
Tip: If something is underlined in red or blue but
you know it is correct, you can get rid of the
underline by selecting Ignore, Ignore All, or Add
to Dictionary from the contextual menu.
Spelling error
Grammar error
Contextual spelling error
Figure 3-3: Spelling and Grammar check.
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Working with and Editing Text
Finding Text
 Exercise
The Navigation Pane is a new feature in Word 2013 that
can help you quickly find specific text in a document. You
can also access the Find and Replace dialog box from the
Navigation Pane if you prefer to use that.
• Exercise File:CompanyMeeting3-2.docx
• Exercise: Find all instances of the word “Explore” in the
document.
Find options and
additional search
commands button
Find text
Use the Navigation Pane to browse, view, and search a
document.
1. Click the Home tab on the Ribbon and click the Find
button in the Editing group.
The Navigation Pane appears.
Other Ways to Find Text:
Press <Ctrl> + <F>. Or, click the View tab and
click the Navigation Pane check box in the Show
group.
Click a tab to
browse a
document,
view its
layout, or
view search
results.
Previous
Search
Result
and Next
Search
Result
buttons
2. Click the Search document text box and enter the
text you want to find.
The Navigation Pane is populated with items that
match your search
See Table 3-2: Navigation Pane Tabs, for
explanations on each tab of the Navigation Pane.
Figure 3-4: Your search results are highlighted in the
document and are displayed in the Navigation Pane.
3. Click a result to navigate to it.
The result appears in the main document window.
Other Ways to Navigate to a Result:
Click the Previous Search Result or Next Search
Result button to navigate through the document.
Table 3-2: Navigation Pane Tabs
Browse the headings in your document
Browse the pages in your document
4. When you’re done, click the Close button.
The Navigation Pane closes.
Browse the results of your current search
Open the Find and Replace dialog box
You can also use the Find and Replace dialog box to find
and/or replace text.
1. Click the Home tab on the Ribbon and click the
Replace button in the Editing group.
The Find and Replace Dialog box appears.
Other Ways to Open the Find and Replace
Dialog box:
Press <Ctrl> + <G> and click the Find tab.
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Working with and Editing Text
2. Click the Find tab and enter the text you want to find
or replace in the Find what: text box.
3. (Optional) Choose what you want to do with text that
matches your find request:
 Reading Highlight
Click the button to select “Highlight All”, which
highlights each instance of the word or phrase in
the document.
 Find in options
Current Selection: Search for the text within the
currently selected text.
Main Document: Search for the text throughout
the main document.
Figure 3-5: Using the Reading Highlight feature.
Comments: Search for the text within comment
balloons inserted in the document.
 Find Next
Search through the document one item at a time.
5. When you’re finished, click Cancel to close the Find
& Replace Dialog box.
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Working with and Editing Text
Replacing Text
 Exercise
Don’t waste time scanning through your document to find
text and replace it with something new: Word’s Replace
command can do this for you with just a few clicks of
your mouse.
• Exercise File: CompanyMeeting3-3.docx
• Exercise: Replace all instances of the word “Explore”
with “Travel”.
Replace text
Replace finds specific words and phrases, and then
replaces them with something else.
1. Click the Home tab on the Ribbon and click the
Replace button in the Editing group.
The Replace tab of the Find and Replace dialog box
appears.
Other Ways to Open the Find and Replace
Dialog box:
Press <Ctrl> + <H>.
Figure 3-6: The Replace tab of the Find and Replace
dialog box.
2. Click the Find what: text box and enter the text you
want to replace.
3. Click the Replace with: text box and enter the
replacement text.
4. Click Find Next.
The first occurrence of the “Find what” text is
highlighted.
5. Choose how you want to replace the text:
 Replace: Click to replace the current item.
 Replace All: Click to replace each item found in
the document. Use this command with caution:
you might replace something you didn’t want to
replace.
Search options
Use Word’s search options to change how Word searches
in the document.

Figure 3-7: The Find and Replace dialog box with the
Replace tab displayed.
Click the More button on the Find and Replace
dialog box to specify how to search for text.
Table 3-3: Find and Replace Search Options below
describes the Search Options available under the Find
and Replace tabs.
Trap: If you specify Search Options, make sure to
turn them off when you are finished. Otherwise,
subsequent find or replace commands will use the
same search options.
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Working with and Editing Text
Table 3-3: Find and Replace Search Options
Search
Choose whether to search up, down, or the entire document from the current location.
Match case
Search only for text that matches the capitalization entered.
Find whole words only
For example, if you’re looking for “son”, selecting this option will skip over words that contain
“son”, such as Hanson, lesson, or sonic.
Use wildcards
Search for wildcards, special characters, or special search operators as added in the “Find what” box.
To add wildcards, click Special and select the item, or type the item. If this check box is cleared,
Word considers the wildcards and operators to be plain text.
Sounds like (English)
Words that sound the same as the “Find what” text, but are spelled differently.
Find all word forms (English)
Searches for all forms of the word.
Match prefix
Searches for the text in the “Find what” box at the beginning of the word.
Match suffix
Searches for the text in the “Find what” box at the end of the word.
Ignore punctuation characters
Does not account for punctuation when searching for entered text.
Ignore white-space characters
Does not account for characters that add white space, such as spaces or empty paragraph marks.
Format button
Specify formatting characteristics you want to find attached to the text in the Find what text box.
Special button
Allows you to search by special characters such as Paragraph marks or Em-dashes. Inserts special
characters in the “Find what” or “Replace with” boxes.
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Working with and Editing Text
Using Word Count and the
Thesaurus
Two other tools that are useful in working with text are
Word Count and Thesaurus
 Exercise Notes
• Exercise File: CompanyMeeting3-4.docx
• Exercise: View the Word Count dialog box.
Replace the word “exciting” in the first sentence of the
memo with a synonym from the thesaurus.
Word Count
The Word Count feature counts all the words in your
document. This is useful if you have a writing assignment
that is limited to a number of words, such as a 600-word
report.

Click the Review tab on the Ribbon and click the
Word Count button in the Proofing group.
The Word Count dialog box appears, displaying
document information. This includes the number of
words, pages, characters, paragraphs and lines.
Tips:

By default, the number of words in a document
appears in the status bar.

To specify word count to certain areas of the
document, select the text you want to include in the
count. The number of selected words appears in the
status bar. Press the <Ctrl> key to select nonadjacent text.
Figure 3-8: The Word Count dialog box.
Thesaurus
Use Word’s built-in Thesaurus to help you find synonyms
for a word. For example, you can use the Thesaurus to
replace the ho-hum word “good” with one of its
synonyms, such as “commendable,” “capital,” or
“exemplary.”
1. Select the word for which you want to find a
synonym.
2. Click the Review tab on the Ribbon and click the
Thesaurus button in the Proofing group.
The Thesaurus task pane appears.
Other Ways to Open the Thesaurus:
Right-click a word, point to Synonyms, and select
Thesaurus. Or, press <Shift> + <F7>.
3. Point to the synonym you want to use. Click its list
arrow and select Insert.
Other Ways to Replace a Word with a
Synonym:
Right-click the word for which you want to find
a synonym. Point to Synonyms in the contextual
menu and select a synonym from the list.
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Figure 3-9: Using the thesaurus in the Research task
pane.
© 2013 CustomGuide, Inc.
Working with and Editing Text
Using the Define Feature
When you are working on lengthy documents, it
sometimes happens that a word or concept eludes you. It
would be helpful to get that word out of your head and
onto the page. The Define feature is a handy tool that
gives you instant access to dictionaries, thesauruses and
other relevant apps. This way your content can be as easy
to put together as it is to read.
1. Highlight the word that you want to define, rightclick on it and select Define from the contextual
menu.
Trap: Users will need to have a Microsoft
associated or an Organizational account in order
to use this feature.
The Dictionary will be displayed in the right hand
pane of the screen, along with the definition of the
word you highlighted.
Tip: If you haven’t downloaded a dictionary app
yet, you will be prompted to do so in the right hand
pane. Simply choose one you want to use and click
Download.
Figure 3-10: Using the
Define feature
2. To see sample sentences, phrases, the thesaurus and
other suggestions, click See More.
Tip: To see synonyms or the thesaurus, highlight
the word, right click on it and select Synonyms or
Thesaurus.
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Working with and Editing Text
Inserting Symbols and Special
Characters
Your keyboard doesn’t contain all the characters you
might want to include in your documents. Word lets you
insert these special symbols and characters, and even
equations, separately.
 Exercise
• Exercise File: CompanyMeeting3-5.docx
• Exercise: Insert the copyright symbol after the two
instances of “Travel Canada” in the document.
Insert symbols
You can enter many more characters and symbols in a
document than can be found on the keyboard. For
example, you can insert the copyright symbol (©),
accented and foreign characters (ç), silly characters (),
and many more.
1. Place the insertion point where you want to insert the
symbol or character.
2. Click the Insert tab on the Ribbon and click the
Symbol button drop arrow in the Symbols group.
If you see the symbol you want to use under the
Symbol button, select it. Otherwise, open the Symbol
dialog box.
Figure 3-11: The Symbol dialog box.
3. Click More Symbols.
The Symbol dialog box appears. You can browse the
different symbols by changing the Font and Subset of
symbols. Special characters such as ellipses are
available under the Special Characters tab.
4. Select the symbol you want to use and click Insert.
The symbol is inserted into the document.
Insert an equation
You may insert a common equation already put together
in Word, such as the Area of a Circle, or
, or build a
new equation using the Equation Tools tab.
1. Click the Insert tab on the Ribbon and click the
Equation button in the Symbols group.
A placeholder for the equation appears in the
document, and the Equation Tools tab appears on the
Ribbon.
Tip: To insert a built-in equation, click the
Equation button list arrow and select an equation
from the gallery.
Figure 3-12: Inserting an equation.
2. Type the equation in the placeholder.
You may use the keyboard and the Equation Tools on
the Ribbon to write the equation.
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Working with and Editing Text
Copying and Moving Text
 Exercise Notes
You can move or copy text in a Word document by
copying or cutting, and then pasting the text in a new
place.
• Exercise File: CompanyMeeting3-6.docx and Meeting
Schedule1.docx
• Exercise: In the Meeting Schedule1.docx document,
copy the “An overhead display will be available”
sentence. Paste the text after the schedule in the
CompanyMeeting3-6 document.
In the Meeting Schedule1.docx document, cut the four
lines of the schedule, beginning with “President’s
introduction, 9:30” and ending with “11:45”. Paste the
text below “The schedule for the meeting is as follows” in
the CompanyMeeting3-6 document.
Tips:

You may cut, copy, and paste any item in a document,
such as clip art, a table, or an AutoShape—not just
text.

You may copy, cut, and paste text within a document
or between documents.
Copy text
When you copy text, the selected text remains in its
original location and is added to the Clipboard.
1. Select the text you want to copy.
Cut
Paste
Copy
2. Click the Home tab on the Ribbon and click the
Copy button in the Clipboard group.
The text is added to the Clipboard, and it remains in
the document.
Figure 3-13: The Clipboard group.
Other Ways to Copy Cells:
Press <Ctrl> + <C>. Or, right-click the selection
and select Copy from the contextual menu.
3. Place the insertion point where you want to paste the
copied content.
The text will be inserted to the right of the insertion
point.
4. Click the Home tab on the Ribbon and click the
Paste button in the Clipboard group.
The copied text is pasted in the new location.
Other Ways to Paste Cells:
Press <Ctrl> + <V>. Or, right-click where you
want to paste and select Paste from the contextual
menu.
Move text
Moving text typically involves a process of cutting and
pasting. When you cut text, it is removed from its original
location and placed in a temporary storage area called the
Clipboard.
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Working with and Editing Text
1. Select the text you want to move.
2. Click the Home tab on the Ribbon and click the Cut
button in the Clipboard group.
The text is removed from the document and added to
the Clipboard.
Other Ways to Cut Cells:
Press <Ctrl> + <X>. Or, right-click the selection
and select Cut from the contextual menu.
3. Place the insertion point where you want to paste the
copied content.
The text will be inserted to the right of the insertion
point.
4. Click the Home tab on the Ribbon and click the
Paste button in the Clipboard group.
The copied text is pasted in the new location.
Other Ways to Paste Cells:
Press <Ctrl> + <V>. Or, right-click where you
want to paste and select Paste from the contextual
menu.
Copy and move text using the mouse
Using the mouse to move and copy cells is even faster
and more convenient than using the cut, copy, and paste
commands.
1. Select the text you want to move.
2. Point to the selected text.
3. Click and hold the mouse button.
4. Drag the pointer to where you want to move the
selected text and then release the mouse button.
Tip:

58
Press and hold the <Ctrl> key while clicking and
dragging to copy the selection.
Figure 3-14: Moving text using the mouse.
© 2013 CustomGuide, Inc.
Working with and Editing Text
Controlling How Text is
Copied or Moved
You can control how text looks or behaves when it is
pasted. For example, you can keep the text’s formatting,
or have it take on the formatting properties of the
destination.
 Exercise Notes
• Exercise File: CompanyMeeting3-7.docx.
• Exercise: Move the text “Thursday” so that if follows the
sentence that begins “RE: Company Meeting”. Make sure
the text “Thursday” has the same formatting as the
destination text.
Use paste options
You can control how content is pasted in your
spreadsheets using the paste options in Word.
1. Copy or cut an item as you normally would.
2. Click where you want to paste the item.
3. Right-click and look at the Paste Options on the
contextual menu. You will see different ways you can
paste the content.
Other Ways to Use Paste Options:
Before pasting, click the Paste button list arrow in
the Clipboard group on the Home tab and select a
paste option from the list.
Tip: The options available depend on the type of
content being pasted.
5. Point to a paste option.
A live preview of how the content will look using
that paste option appears.
6. Click a paste option.
The text is pasted using the selected option.
Use Paste Special
You can further control how content is pasted using the
Paste Special command.
Figure 3-15: The Paste Options button appears after
pasting. Click this button to specify how data is pasted into
your worksheet.
Table 3-4: Word Paste Options
Paste using default settings.
Paste
Keep Source
Formatting
Use Destination
Theme
Merge Formatting
Keep Source
Formatting
Paste using the formatting of
the original text.
Paste using the formatting of
the destination text.
Paste using the formatting of
the majority of the text.
Paste using the formatting of
the original text.
1. Copy or cut an item as you normally would.
2. Click where you want to paste the item.
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Working with and Editing Text
3. Click the Home tab and click the Paste button list
arrow in the Clipboard group.
4.
Select Paste Special.
The Paste Special dialog box appears. The options in
the Paste Special dialog box depends on the type of
content being pasted.
Other Ways to Open Paste Special:
Press <Ctrl> + <Alt> + <V>.
5. Select a paste option and click OK.
The content is pasted into the document using the
selected option.
Figure 3-16: The Paste Special dialog box.
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Working with and Editing Text
Collecting Multiple Items to
Move or Copy
If you do a lot of cutting, copying, and pasting you will
appreciate the Office Clipboard. The Clipboard lets you
collect multiple cut or copied items at a time, which you
can then paste as needed. You can even use it to collect
and paste items from other Office programs.
 Exercise Notes
• Exercise File: CompanyMeeting3-8.docx and Meeting
Schedule2.docx
• Exercise: Using the Clipboard, copy the “Breakfast,
8:00” line and the “Luncheon, 12:00” line items in the
MeetingSchedule2.docx and paste both items in the
CompanyMeeting3-8 document, with “Breakfast” at the
beginning of the schedule, and the “Luncheon” at the end
of the schedule.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Clipboard group.
The Clipboard task pane appears along the left side of
the window.
Table 3-5: Icons in the Clipboard Task Pane
Content cut or copied from a Microsoft Excel
workbook.
2. Cut and copy items as you normally would.
The Clipboard can hold 24 items at a time. The icon
next to each item indicates the program the item is
from. See Table 3-5: Icons in the Clipboard Task
Pane, for examples of some common icons.
3. Click where you want to paste an item from the
Clipboard.
4. Click the item in the Clipboard.
Content cut or copied from a Microsoft PowerPoint
presentation.
Content cut or copied from a Microsoft Word
document.
Web page contents cut or copied from a Web
browser.
Cut or copied graphic object.
Content cut or copied from a program other than
Microsoft Office.
Tips:

While the Clipboard is displayed, each cut or copied
item is saved to the Clipboard. If the Clipboard is not
displayed, only the last cut or copied item is replaced.

As long as the Clipboard is open, it collects items that
are cut or copied from all Office programs.

To remove an item from the Clipboard, click the
item’s list arrow and select Delete. Click the Clear
All button in the task pane to remove all items from
the Clipboard.

Click the Options button near the bottom of the task
pane to control how the Clipboard operates.
Copied and cut items
appear in the Clipboard
task pane.
Figure 3-17: A document with the Clipboard task pane
displayed.
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Working with and Editing Text
Using Undo, Redo, and Repeat
 Exercise
You don’t need to be afraid of making a mistake in Word
because you can use the Undo feature to erase your
actions. The undo, redo, and repeat commands are very
useful for working with text in a document.
• Exercise File: CompanyMeeting3-9.docx
• Exercise: Delete the text “TO: All Staff” and then undo
the action.
Select, “TO”, “FROM” and “RE” one by one and make
them Bold. Undo the action for all three words.
Undo a single action
Undo does just that—it undoes any actions as though they
never happened.

Undo button
Undo button list arrow
Click the Undo button on the Quick Access Toolbar.
Your last action is undone. For example, if you had
deleted an item and then decided you wanted to keep
it after all, undo would make it reappear.
Other Ways to Undo:
Press <Ctrl> + <Z>.
Undo multiple actions
1. Click the Undo button list arrow on the Quick Access
Toolbar.
A list of the last actions performed in Word appears.
To undo multiple actions, point to the command you
want to undo. For example, to undo the last three
actions, point at the third action in the list. Each
action done before the one you select is also undone.
Tip: You can undo up to 100 actions in Word,
even after saving the document.
2. Click the last action you want to undo in the list.
The command you select and all subsequent actions
are undone.
Figure 3-18: You can undo multiple actions by clicking the
Undo button list arrow on the Quick Access Toolbar.
Redo an action
Redo is the opposite of undo: it redoes an action you have
undone. For example, if you decide that you do, after all,
want to delete an item that you have just brought back
with undo, you can redo the action.

Click the Redo button on the Quick Access Toolbar.
Other Ways to Redo an Action:
Press <Ctrl> + <Y>.
Tip: Click the Redo button multiple times to redo
multiple actions.
Trap: The Redo and Repeat buttons toggle
between the two commands. Redo only appears
when you’ve just used the Undo command. Once
you’ve redone all the actions that were undone,
the button changes back to the Repeat Typing
button.
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© 2013 CustomGuide, Inc.
Working with and Editing Text
Repeat an action
Repeat is different from redo, because repeat applies the
last command to any selected text. For example, rather
than applying bold formatting by clicking the Bold button
repeatedly, you can repeat the bold command with the
Repeat button or keystroke.

Repeat button
Figure 3-19: The Repeat button on the Quick Access
Toolbar.
Click the Repeat button on the Quick Access
Toolbar.
Other Ways to Repeat a Command:
Press <F4>.
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Working With and Editing Text
Review
Quiz Questions
1.
Word underlines spelling errors in red, and grammar errors in green. (True or False?)
2.
You can change Word preferences so that errors are not underlined. (True or False?)
3.
What should you do if a word is marked as misspelled, but is actually correct?
A. Click Change.
B. Click Ignore All.
C. Click Change All.
D. Nothing.
4.
What is the keystroke shortcut to find text?
A. <Ctrl> + <H>
B. <F1>
C. There isn't a keystroke shortcut for this command.
D. <Ctrl> + <F>
5.
Word's Replace command finds a string of text and replaces it with another string of text. (True or False?)
6.
What is the fastest way to count the number of words in a document?
A. Click the Word Count button on the Ribbon.
B. Print out the document and count the words by hand.
C. Look at the Word Count area in the status bar.
D. Press <Shift> + <F7>.
7.
You want to find a synonym for the word ‘scary’. How could you do this?
A. Right-click the word ‘scary’ and select Synonyms from the contextual menu.
B. Select the word ‘scary’ then press <Ctrl> + <S>.
C. Right-click the word and select a spelling correction from the contextual menu.
D. Open the Find dialog box and enter the word you want to a synonym for and click Thesaurus.
8.
How would you insert a © symbol in a document?
A. Click the Insert tab on the Ribbon and click the Symbol button in the Symbols group.
B. Press <Ctrl> + <C>.
C. Click the Copyright button on the Quick Access Toolbar.
D. Word cannot display the © symbol.
9.
What are some examples of built-in equations you can insert in a document?
A. Area of a Circle
B. Pythagorean Theorum
C. Quadratic Formula
D. All of these.
10. To copy cells using the mouse, press and hold the _____ key while clicking and dragging the selection.
A. <Alt>
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© 2013 CustomGuide, Inc.
B. <Ctrl>
C. <Shift>
D. <F4>
11. The keyboard shortcut for cutting text is <Ctrl> + <C>. (True or False?)
12. Select the Use Destination Theme paste option if you want to paste text using the formatting of the destination text.
(True or False?)
13. The Office Clipboard is available in other Office programs besides Word. (True or False?)
14. You can undo multiple actions in Word. (True or False?)
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Quiz Answers
1.
True. Word underlines spelling errors in red and grammar errors in green.
2.
True. You can turn off settings that underline spelling and grammar errors in Word.
3.
B. Click Ignore All so that Word does not underline other instances of the word in the document. If the word is one you
will use often, you can also add it to the dictionary.
4.
D. <Ctrl> + <F> is the keystroke shortcut to find text.
5.
True. Word's Replace command finds a string of text and replaces it with another string of text.
6.
C. The fastest way to see the number of words in a document is to look at the Word Count area of the status bar.
7.
A. Right-click the word ‘scary’ and select Synonyms from the contextual menu, then select a word from the Synonyms
list.
8.
A. To insert a symbol or special character, click the Insert tab on the Ribbon and click the Symbol button in the Symbols
group.
9.
D. These are just a few of the built-in equations you can insert into a document.
10. B. Press and hold the <Ctrl> key to copy cells using the mouse.
11. False. The keyboard shortcut for cutting text is <Ctrl> + <X>. <Ctrl> + <C> copies text.
12. True. The Use Destination Theme option lets you paste text using the formatting of the destination text.
13. True. The Office Clipboard can be used in all Office programs.
14. True. You can undo multiple actions in Word.
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© 2013 CustomGuide, Inc.
Formatting
4
Applying Spacing and Ligatures ..................... 74
You’ve probably seen documents created
by friends or work colleagues and envied
their different fonts, italicized and
boldfaced type, and fancy paragraph
formatting. This chapter explains how to
format both characters and paragraphs.
You will learn how to change the
appearance, size, and color of the
characters in your documents. You will
also learn the ins and outs of formatting
paragraphs: aligning text to the left, right,
and center of the page; increasing a
paragraph’s line spacing; and indenting
paragraphs. This chapter also describes
how to add borders to paragraphs and
how to create bulleted and number lists.
Creating Lists ..................................................... 76
Create bulleted and numbered lists ......... 76
Create a multilevel list.............................. 76
Reset numbering ..................................... 77
Knowing how to format characters and
paragraphs gives your documents more
impact and makes them easier to read.
Let’s get started!
Characters and
Paragraphs
Changing Font Type .......................................... 68
Changing Font Size ........................................... 69
Changing Font Color and Highlighting Text ... 70
Changing Font Styles and Effects ................... 72
Change font style ..................................... 72
Add text effects ........................................ 72
Changing Paragraph Alignment ....................... 78
Adding Paragraph Borders and Shading ........ 79
Add a paragraph border .......................... 79
Add paragraph shading ........................... 79
Borders and Shading dialog box ............. 80
Changing Line Spacing ..................................... 81
Changing Spacing Between Paragraphs ........ 82
Copying Formatting .......................................... 83
Setting Tab Stops .............................................. 84
Set tabs with the ruler .............................. 84
Set tabs with the Tabs dialog box ............ 84
Adjusting and Removing Tab Stops ................ 86
Adjust a tab leader ................................... 86
Using Left and Right Indents............................ 88
Using First Line and Hanging Indents ............. 89
University of Salford
Using Exercise Files
Exercise files are provided so users can
practice the topic(s) covered in each
lesson. There are two ways you may use
the exercise files:
 Open the exercise file for a lesson and
perform the lesson exercise. Close the
exercise file.
 Open the exercise file for a lesson and
perform the lesson exercise. Keep the
file open and perform the exercise for
the following lesson and so on for the
remainder of the chapter.
The exercises are written so that you
may “build upon them”, meaning the
exercises in a chapter can be
performed in succession from the first
lesson to the last.
67
Formatting Characters and Paragraphs
Changing Font Type
 Exercise
One way to emphasize text in a document is by changing
its font type. A font type is a set of characters with the
same design and shape.
• Exercise File: Board of Directors Meeting4-1.docx
• Exercise: Apply the “Cambria” font type to the “Board of
Directors Meeting” text in the first line of the document.
1. Select the text you want to format.
2. Click the Home tab on the Ribbon and click the Font
list arrow in the Font group.
A list of the fonts that are available on your computer
appears.
Tip: As you point to different font types in the
Font list, the selected text changes to show you
how it will look (Live Preview).
3. Select a font from the list.
The selected text is changed, and any new text that
you enter will appear in the new font type.
Other Ways to Change Font Type:
When text is selected, click the Font list arrow on
the Mini Toolbar. Or, click the Dialog Box
Launcher in the Font group, or press <Ctrl> +
<Shift> + <F> to open the Font dialog box. Select
a font from the Font list and click OK.
Tip:

68
The font you choose changes the look and feel of a
document. For example, a professional document
would probably use a more formal font like Times
New Roman (which you are reading). On the other
hand, a more informal document might use a
friendlier font, such as
. Or, if you were writing a
report about Egyptian art, you could use the
Egyptian-flavored
font as a heading accent.
Figure 4-1: Selecting a new font type.
Table 4-1: Common Font Types
Calibri
Arial
Times New Roman
Courier
Verdana
Trebuchet MS
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Changing Font Size
 Exercise
Making text larger is another way to emphasize text.
• Exercise File: Board of Directors Meeting4-2.docx
• Exercise: Apply 18-pt font size to the “Board of
Directors Meeting” text.
1. Select the text you wish to format.
2. Click the Home tab on the Ribbon and click the Font
Size list arrow in the Font group.
Increase
Font Size
A list of font sizes appears.
Font Size
list arrow
Tip: As you point to different sizes in the Font
Size list, the selected text changes to show you
how it will look (Live Preview).
Decrease
Font Size
3. Select a font size from the list.
The selected text is changed, and any new text that
you enter will appear in the new font size.
Other Ways to Change Font Size:
Press <Ctrl> + <Shift> + < > > to increase font
size, and press <Ctrl> + <Shift> + < < > to
decrease font size.
Click the Font Size list arrow on the Mini
Toolbar and select a font size from the list.
Click the Home tab on the Ribbon and click the
Increase or Decrease Font Size button in the
Font group.
Tip: Font size is measured in points (pt.) that are 1/72
of an inch. The larger the number of points, the larger
the font.
Figure 4-2: The Font group.
Table 4-2: Common Font Sizes
8 point
Captions, labels
10 point
Large amounts of text
12 point
Large amounts of text
14 point
Subheadings, headings, titles
18 point
Headings, titles
Table 4-3: Font Size Keystroke Shortcuts
University of Salford
Increase Font Size
<Ctrl> + <Shift> + < > >
Decrease Font Size
<Ctrl> + <Shift> + < < >
69
Formatting Characters and Paragraphs
Changing Font Color and
Highlighting Text
Changing font color is yet another way to emphasize text
in a document.
Change font color
 Exercise
• Exercise File: Board of Directors Meeting4-3.docx
• Exercise: Apply blue font color to the “Board of
Directors Meeting” text.
Highlight the text “Acadia received only one customer
complaint because of a delay.”
Changing font color makes text stand out against the
white background of the document.
1. Select the text you wish to format.
2. Click the Home tab on the Ribbon and click the Font
Color button list arrow in the Font group.
A list of font colors appears.
Tip: As you point to different colors in the Font
Colors list, the selected text changes to preview
how it will look. (Live Preview)
Text Font Color
Highlight
Color
Figure 4-2: The Font group.
3. Select the color you want to use.
The selected text is changed, and any new text that
you enter will appear in the new font color.
Tip: You can also apply a gradient, or gradual
color change, to a font. When you select
Gradient from the list of font colors, a list of
options appears. Select the gradient you wish to
use or create one of your own.
Other Ways to Change Font Color:
Click the Font Color button list arrow on the
Mini Toolbar and select a color from the list.
Click the Dialog Box Launcher in the Font
group, press <Ctrl> + <Shift> + <F> to open
the Font dialog box. Click the Font color list
arrow, select a color, and click OK.
Tips:
 If you are using a template or theme, the Font
Color list will display only those colors that
coordinate with the template or theme. If you don’t
like any of the available colors, select More
Colors from the list to display the Colors dialog
box.
Figure 4-3: The Font Colors list appears when you click
the Font Color button list arrow.
 The Font Color button always displays the color
that was used most recently. To quickly apply this
color to other text, simply click the Font Color
button—not the list arrow.
 When applying color to text, make sure to keep it
subtle. No one wants to stare at neon green text.
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Formatting Characters and Paragraphs
Highlight text
Highlighted text changes the background behind text so it
looks like a marker was drawn across it.
1. Click the Home tab on the Ribbon and click the Text
Highlight Color button list arrow in the Font group.
A list of colors you can use to highlight text appears.
Other Ways to Highlight Text:
Select the text you want to highlight, then click
the Text Highlight Color button on the Mini
Toolbar.
2. Select the color you want to use.
The cursor changes to indicate it is ready for
highlighting text.
3. Click and drag the
want to highlight.
highlight cursor across text you
When you no longer want to highlight text, turn off
the highlighter.
4. Click the Text Highlight Color button.
The highlighter is turned off.
Figure 4-4: The Font dialog box.
Other Ways to Stop Highlighting:
Click the Text Highlight Color button list arrow
and select Stop Highlighting to remove the
highlighting cursor.
Tip:

To remove text highlighting, click the Text Highlight
Color button list arrow and select No Color. Click
and drag across highlighted text to remove
highlighting.
University of Salford
71
Formatting Characters and Paragraphs
Changing Font Styles and
Effects
In addition to changing font type, size, and color, you can
also emphasize the text in a document by changing the
font style and adding font effects. The most common and
popular styles are bold, italic, and underline, but other
effects can be applied, such as shadow and strikethrough.
Change font style
 Exercise
• Exercise File: Board of Directors Meeting4-4.docx
• Exercise: Apply bold formatting to the “New
Communications Director” text.
Apply bold and italics formatting to the sixth line from the
bottom, the line that begins with the word “Department”.
Italic
Bold
Text Effects
Underline
1. Select the text you wish to format.
2. Click the Home tab on the Ribbon and click the
appropriate button in the Font group.
The formatting is applied to the selected text.
Other Ways to Apply Font Styles or Effects:
Select the text you wish to format and click the
appropriate button on the Mini Toolbar.
Strikethrough
Use the keystroke shortcuts. See Table 4-4: Font
Styles and Effects Keystroke Shortcuts for
popular shortcuts.
Figure 4-5: The Font group.
Click the Dialog Box Launcher in the Font
group, press <Ctrl> + <Shift> + <F> to open the
Font dialog box and apply formatting from there.
Add text effects
Using boldface, italics, and underline makes your text
stand out but sometimes it’s not quite enough. Word 2013
provides even more text effects to add visual impact to
your documents.
Superscript
Clear Formatting
Subscript
Table 4-4: Font Styles and Effects Keystroke
Shortcuts
Bold
<Ctrl> + <B>
Italic
<Ctrl> + <I>
Underline
<Ctrl> + <U>
Subscript
<Ctrl> + <=>
Superscript
<Ctrl> + <Shift> + <+>
1. Select the text to you want to format.
2. Click the Home tab on the Ribbon and click the Text
Effects and Typography button in the Font group.
A list of available text effects appears.
Table 4-5: Font Effects in the Font Dialog Box
You can apply one of the available text effects, or you
can create your own text effects.
Strikethrough
Other Ways to Add Text Effects:
Press <Ctrl> <Shift> + <F> to open the Font
dialog box, click the Text Effects button and
select the text effect(s) you wish to use.
3. Select the text effect you wish to use.
The text effect is applied.
72
Double
strikethrough
Shadow
SMALL CAPS
ALL CAPS
Hidden*
Superscript
Subscript
* Hidden text does not normally appear when the
document prints.
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Tips:

To remove a font style or effect, select the text and
click the Clear All Formatting button in the Font
group to remove any formatting applied to the
selected text.

You can apply several font styles to text, but be
wary—too many font styles can make text difficult to
read. Try to limit your document to two or three font
types and styles.

Text effects are a neat feature, but they may not be
suitable for every document. Think about the purpose
of the document and the audience that will be reading
a document to decide if text effects will enhance your
font or not.
Figure 4-6: Click the Text Effects button to view
available text effects or to create your own text
effects.
Table 4-6: Text Effect Options
Outline
Choose a color outline to outline selected
text.
Shadow
Choose a type of shadow to apply to the
text.
Reflection
Glow
University of Salford
Apply a reflection to selected text.
Add a glow effect and choose the color that
the text should glow.
73
Formatting Characters and Paragraphs
Applying Spacing and
Ligatures
Word allows you to format how individual characters are
set in a document. For example, you can adjust spacing
between characters or add typographical effects like
ligatures to make your document look polished.
 Exercise
• Exercise File: Board of Directors Meeting4-5.docx
• Exercise: Apply Standard and Contextual ligatures to the
text “New Office Manager”.
Tip:

Word 2013 fonts include a new type of font,
OpenType font. Unlike other types of fonts,
OpenType fonts support advanced typographical
features such as ligatures.
Apply character spacing
You can change the spacing between individual
characters.
Table 4-7: Character Spacing Options
Scale
Adjusts the width of
the characters, but
maintains their
height.
100%:
50%:
200%:
Spacing
Adjusts the space
between characters.
Normal:
Office
Expanded: O ff i c e
Condensed: Office
Position
Adjusts the position
of the characters
relative to the line.
Normal:
1. Select the text you wish to format.
You can format selected text or a whole document.
2. Click the Home tab and click the Dialog Box
Launcher in the Font group.
The Font dialog box appears.
Other Ways to Open the Font Dialog Box:
Right-click the mouse and select Font from the
contextual menu. Or, press <Ctrl> + <D>.
3. Click the Advanced tab.
Kerning
for fonts
Automatically
adjusts the spacing
between characters.
Raised:
Lowered:
Office
Office
Office
Office
Office
Office
Kerning on:
Kerning off:
WAR
WAR
See Table 4-7: Character Spacing Options, for
options on character spacing.
Tip: As you select options, a preview of the
formatted text appears at the bottom of the dialog
box.
4. Select the option(s) under the Character Spacing
heading you want to apply and click OK.
The spacing is applied to the text.
Apply ligatures
A ligature is a combination of characters written as
though they were a single character. Ligatures can add a
more professional feel to the document or a give it a
historical look.
1. Select the text you wish to format.
A font without ligatures
A font with Standard
and Contextual ligatures
Figure 4-7: Ligatures connect certain letter
combinations, such as the “ff” in “Office”.
You can format selected text or a whole document.
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Formatting Characters and Paragraphs
2. Click the Home tab and click the Dialog Box
Launcher in the Font group.
The Font dialog box appears.
Other Ways to Open the Font Dialog Box:
Right-click the mouse and select Font from the
contextual menu. Or, press <Ctrl> + <D>.
3. Click the Advanced tab.
4. Click the Ligatures list arrow.
You can select from the following three options:
 Standard only: Uses formally recognized
ligatures.
 Standard and Contextual: Uses formally
recognized ligatures as well as ligatures that are
appropriate for use with the selected font, but that
are not standard.
 Historical and Discretionary: Uses historical
ligatures that were once standard but are no longer
commonly used. Also uses ligatures the font
designer included for a specific purpose.
Tip: As you select ligatures, a preview of the
formatted text appears at the bottom of the dialog
box.
5. Select the ligature option you want to apply and click
OK.
Figure 4-8: The Advanced tab of the Font dialog box.
The ligature is applied to the text.
Tip:

There are other options you can apply to OpenType
fonts as well. See Table 4-8: OpenType Features for
more information about these options.
Table 4-8: OpenType Features
Number
spacing
 Default: The default number spacing for the font.
 Proportional: Numbers are spaced with varying widths, much like letters.
 Tabular: Each number has the same width. Select this option when you want numbers to align, such as in a table.
Number forms
 Default: The default number form for the font.
 Lining: Numbers with the same height that don’t extend below the baseline of the text.
 Old Style: The lines of the characters flow above or below the line of the text, making the numbers easier to read.
Stylistic sets
A set of characteristics that changes the look of the text. A font may have up to 20 different style sets.
Use Contextual
Alternatives
Select this check box to modify the formatting of letters or combinations of letters based on the surrounding
characteristics.
University of Salford
75
Formatting Characters and Paragraphs
Creating Lists
 Exercise
Lists are a great way to present paragraphs of related
information.
• Exercise File: Board of Directors Meeting4-6.docx
• Exercise: Create a bulleted list from the four lines,
beginning with the line “Written formal client
correspondence” and ending with the line “Updating
Acadia’s web site”.
Create bulleted and numbered lists
Use bulleted lists when the order of items in a list doesn’t
matter, such as listing items you need to buy. When the
order of items in a list does matter, such as to present
step-by-step instructions, try using a numbered list.
1. Select the lines you want to use for the list.
Each line that you want to be bulleted or numbered
must appear as its own paragraph.
2. Click the Home tab on the Ribbon and click the
Bullets or Numbering buttons in the Paragraph
group.
The selected lines are bulleted or numbered. Word
includes default bullets and numbering, but you can
select another style if you would like.
We’re looking forward to seeing how
this position will help make Acadia more
coordinated and responsive to our
clients’ needs. Sandra’s responsibilities
will include:
 Written formal client
correspondence
 Acadia’s internal
communication
 Public communiqués
 Updating Acadia’s web site
3. (Optional) Click the Bullets or Numbering button
list arrow and select an option from the library.
Tip:

To create a new type of bullet or numbering scheme,
click the Bullets or Numbering button list arrow and
select Define New Bullet or Define New Number
Format from the library. Then define the settings in
the dialog box.
Figure 4-9: A bulleted list.
Numbering
Bullets
Multilevel List
Create a multilevel list
A multilevel list applies different characters to the levels
of text in the document. Outlines and legal documents are
examples of multileveled lists.
Figure 4-10: The Paragraph group.
1. Select the lines you want to include in the list.
Each line that you want to be marked must be its own
paragraph. Indentations and outline levels will
determine the character that is applied to a list item.
2. Click the Home tab on the Ribbon and click the
Multilevel List button in the Paragraph group.
A list of multilevel list types appears.
3. Select the multilevel list you want to use.
The list is applied to the selected items.
Figure 4-11: Choose the bullet style you would like to
use from the Bullet Library.
76
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Tip: To create a new type of multilevel list, click
the Multilevel List button and select Define New
Multilevel List. Then define the settings in the
dialog box.
Reset numbering
Numbered lists automatically number each list item in
order. However, there are some types of lists where you
will need to change a number manually and have Word
renumber the items that follow accordingly. You can use
this process in a numbered or multilevel list.
1. Right-click the number in the list you want to change.
A contextual menu appears.
2. Select Set Numbering Value from the list.
The Set Numbering Value dialog box appears.
Figure 4-12: The Set Numbering Value dialog box.
There are two options you may use to reset the
numbering:
 Start new list: Select this option to start a new
list at the number you specify in the “Set value to”
box.
 Continue from previous list: Select the
“Advance value (skip numbers)” check box and
enter the number you wish to begin on in the “Set
value to” box.
3. Specify how you want to reset the numbered list and
click OK.
Tips:

To remove bullets and numbering from a list, select
the list and click the Bullets or Numbering buttons
in the Paragraph group on the Ribbon.

You may sort the items in a list. Select the list and
click the Sort button in the Paragraph group.
Determine how you would like the text to be sorted
in the Sort Text dialog box.
University of Salford
Figure 4-13: The Sort Text dialog box.
77
Formatting Characters and Paragraphs
Changing Paragraph
Alignment
This lesson moves on to paragraph formatting and how to
align paragraphs to the left, right, center, or justified on a
page.
1. Place the insertion point in the paragraph you want to
change. Or, select the paragraphs you want to change.
2. Click the Home tab on the Ribbon and click the
Align Left, Center, Align Right, or Justify button in
the Paragraph group.
The alignment of the paragraph(s) is changed.
Other Ways to Change Paragraph Alignment:
Click the Dialog Box Launcher in the Paragraph
group. On the Indents and Spacing tab in the
Paragraph dialog box, click the Alignment list
arrow and select an alignment. Click OK.
 Exercise
• Exercise File: Board of Directors Meeting4-7.docx
• Exercise: Apply center alignment to the “Board of
Directors Meeting” heading.
Align
Left
Center
Justify
Align Right
Figure 4-14: The Paragraph group.
The images below show how each alignment might
look in a document.
Board of Directors
Meeting
New Communications Director
The search for a communications
director ended this month. Sandra
Willes named communications
director and will coordinate and
direct all formal internal and client
Align Left (<Ctrl> + <L>)
Board of Directors
Meeting
New Communications Director
The search for a communications
director ended this month. Sandra
Willes named communications
director and will coordinate and
direct all formal internal and client
Center (<Ctrl> + <E>)
Board of Directors
Meeting
New Communications Director
The search for a communications
director ended this month. Sandra
Willes named communications
director and will coordinate and
direct all formal internal and client
Align Left (<Ctrl> + <R>)
Board of
Meeting
Directors
New Communications Director
The search for a communications
director ended this month. Sandra
Willes
named
communications
director and will coordinate and direct
all formal internal and client
Justify (<Ctrl> + <J>)
Figure 4-15: Examples of paragraph alignment.
78
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Adding Paragraph Borders
and Shading
Adding borders and shading to paragraphs can make them
more attractive, organized, and easy to read.
 Exercise
• Exercise File: Board of Directors Meeting4-8.docx
• Exercise: Add a blue border to the bottom of the “New
Communications Director” heading.
Add a paragraph border
Borders are lines that you can add to the top, bottom, left,
or right of paragraphs. They are especially useful for
emphasizing headings.
1. Place the insertion point in the paragraph to which
you want to add the border.
If you want to add the same kind of border to several
paragraphs, select them all at once.
Shading Border
Figure 4-16: The Paragraph group.
2. Click the Home tab on the Ribbon and click the
Border button list arrow in the Paragraph group.
A list of borders you can add to the selected
paragraph(s) appears. Use the examples shown next
to each border option to guide your decision.
If the border configuration you want doesn’t appear
in the list, add one border at a time.
3. Select a border type.
The border is applied.
Notice that the border option you chose now appears
as the selected type on the Border button. If you want
to apply the same border to another paragraph, just
click the Border button.
Tip: To remove a border, select the No Border
option under the Border button.
Add paragraph shading
Color the background of a paragraph by adding shading.
1. Place the insertion point in the paragraph to which
you want to add the shading.
Figure 4-17: This list of border options appears when
you click the Border button list arrow.
If you want to add the same shading to several
paragraphs, select them all at once.
2. Click the Home tab on the Ribbon and click the
Shading button list arrow in the Paragraph group.
A list of colors that coordinate with the Theme Color
that is currently selected appears.
Tip: If the color you want to use does not appear
in the list, click More Shading Colors to choose
from a larger array of colors.
University of Salford
79
Formatting Characters and Paragraphs
3. Select the color you want to use.
The shading is applied.
Notice that the color you chose now appears as the
selected color on the Shading button. If you want to
apply the same shading to another paragraph, just
click the Shading button.
Tip: When you use shading, make sure the
shading color complements the font color so the
font is readable.
Borders and Shading dialog box
The Borders and Shading dialog box is another way to
work with borders and shading in paragraphs.
1. Select the paragraph(s) to which you want to add
borders or shading.
2. Click the Home tab on the Ribbon and click the
Border button list arrow in the Paragraph group.
3. Select Borders and Shading from the list.
The Borders and Shading dialog box appears.
 To apply a border: Click the Borders tab and
click the side(s) (top, bottom, left, and/or right) of
the paragraph in the Preview diagram where you
want to apply the borders.
 To apply shading: Click the Shading tab. Click
the Fill list arrow and select the color you want to
use.
4. Click OK.
Tips:

You may also add a pattern. On the Shading tab of
the Borders and Shading dialog box, click the Style
list arrow to select a pattern style and click the Color
list arrow to select a pattern color.

To add a border or shading to text, not an entire
paragraph, select the text and open the Borders and
Shading dialog box. Click the Apply to list arrow
and select Text. Then specify the border and shading
options you want to use.
80
Board of Directors
Meeting
New Communications Director
The search for a communications
director ended this month. Sandra
Willes named communications
director and will coordinate and
Figure 4-18: A paragraph border.
direct all formal internal and client
communications. Sandra has four
years of experience as an office
manager at Custom Systems, Inc. and
has degree in both marketing and
communications. We’re looking
forward to seeing how this position
will help make Acadia more
coordinated and responsive to our
clients’ needs. Sandra’s
responsibilities will include:
 Written formal client
correspondence
 Acadia’s internal
communication
 Public communiqués
 Updating Acadia’s web site
Border
What is the best way to Deliver this
message?
- Is this best delivered in writing (e-mail or
letter), or should it be a conversation (phone
call or meeting)?
- When Figure
does the4-19:
message
to beand Shading dialog box.
Theneed
Borders
delivered?
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Changing Line Spacing
 Exercise
Adding space between lines makes a document easier to
read.
• Exercise File: Board of Directors Meeting4-9.docx
• Exercise: Apply 1.5 line spacing to all text below the
“New Communications Director” heading.
1. Place the insertion point in the paragraph you want to
change. Or, select the paragraphs you want to change.
2. Click the Home tab on the Ribbon and click the Line
and Paragraph Spacing button in the Paragraph
group.
A list of spacing options appears. The default line
spacing is 1.0 or Single, which accommodates the
largest font in that line, plus a small amount of space.
3. Select the spacing you want to use.
Line spacing
Figure 4-20: The Paragraph group.
The line spacing is applied to the paragraph(s).
Other Ways to Change Line Spacing:
Click Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group. On
the Indents and Spacing tab, click the Line
spacing list arrow and select an option. Click OK.
Table 4-9: Line Spacing Options
Single
1.5 Lines
Double
At Least
Single spacing—line spacing that
accommodates the largest font in that line,
plus a small amount of extra space. This is
the default setting for paragraphs.
Space-and-a-half spacing—line spacing for
each line that is one-and-one-half times that
of single line spacing. For example, if 10point text is spaced at 1.5 lines, the line
spacing is a little over 15 points.
Double-spacing—line spacing for each line
that is twice that of single line spacing. For
example, in double-spaced lines of 10-point
text, the line spacing is a little over 20 points.
Minimum line spacing that Word can adjust
to accommodate larger font sizes that would
not otherwise fit within the specified spacing.
Exactly
Fixed line spacing that Word does not adjust.
This option makes all lines evenly spaced.
Multiple
Line spacing that is increased or decreased
by a percentage that you specify. For
example, setting line spacing to a multiple of
1.2 would increase the space by 20 percent,
while setting line spacing to a multiple of 0.8
would decrease the space by 20 percent.
Setting the line spacing at a multiple of 2 is
equivalent to setting the line spacing at
Double. In the “At” box, type or select the
line spacing you want. The default is three
lines.
University of Salford
Single (1.0) line spacing
The search for a communications director ended this
month. Sandra Willes named communications director
and will coordinate and direct all formal internal and
client communications.
1.5 line spacing
The search for a communications director ended this
month. Sandra Willes named communications director
and will coordinate and direct all formal internal and
client communications.
Double (2.0) line spacing
The search for a communications director ended this
month. Sandra Willes named communications director
and will coordinate and direct all formal internal and
client communications.
Figure 4-21: Line spacing examples.
81
Formatting Characters and Paragraphs
Changing Spacing between
Paragraphs
Adding space between the paragraphs in a document
gives it structure and makes it easier to read.
 Exercise
• Exercise File: Board of Directors Meeting4-10.docx
• Exercise: Add 6 pt. of spacing before and 12 pt. of
spacing after the “New Communications Director”
heading.
1. Place the insertion point in the paragraph you want to
change. Or, select the paragraph(s) you want to
change.
2. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group.
The Paragraph dialog box appears. You can adjust the
space before and after a paragraph:
 Before: Adds a space above the paragraph.
 After: Adds a space below the paragraph.
3. Select the spacing you want to use and click OK.
The paragraph(s) are changed with the paragraph
spacing.
Other Ways to Change Paragraph Spacing:
Click the Line and Paragraph Spacing button in
the Paragraph group. Select Add Space Before
Paragraph or Add Space After Paragraph. By
default, 12 pts. of space are added in the direction
specified.
Figure 4-22: Spacing options in the Paragraph dialog box.
Tip:

To remove paragraph spacing, change the spacing
values to 0 pt. in the Paragraph dialog box. Or, click
the Line and Paragraph Spacing button in the
Paragraph group and select Remove Space Before
Paragraph or Remove Space After Paragraph. Or,
click the Page Layout tab on the Ribbon and adjust
the Before and After boxes in the Paragraph group.
Board of Directors Meeting
New Communications Director
The search for a communications director
ended this month. Sandra Willes named
communications director and will coordinate
and direct all formal internal and client
communications. Sandra has four years of
Without paragraph spacing
6-pt spacing
Board of Directors Meeting
New Communications Director
12-pt spacing
The search for a communications director
ended this month. Sandra Willes named
communications director and will coordinate
and direct all formal internal and client
With paragraph spacing
Figure 4-23: Spacing for the New Communications
Director paragraph.
82
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
Copying Formatting
 Exercise
If you find yourself applying the same formatting over
and over again, then you should familiarize yourself with
the Format Painter tool. The Format Painter copies how
text is formatted and lets you apply that formatting
elsewhere.
• Exercise File: Board of Directors Meeting4-11.docx
• Exercise: Copy the formatting of the “New
Communications Director” heading to “The Month in
Review” heading.
1. Select the text with the formatting you want to copy.
The Format Painter will copy character (font color or
italics) and paragraph (line spacing, indentation)
formatting attributes of the selected text.
2. Click the Home tab on the Ribbon and click the
Format Painter button in the Clipboard group.
The insertion point changes to a paintbrush (
).
Format Painter
Figure 4-24: The Clipboard group.
Other Ways to Access the Format Painter:
Right-click the selected text and select the
Format Painter button on the Mini Toolbar.
Tip: Single-click the Format Painter button to
apply copied formatting once. Double-click the
Format Painter button to apply copied
formatting multiple times.
3. Click and drag the paintbrush ( ) across the text to
which you want to apply the copied formatting.
The copied formatting is applied.
Tips:

If you double-click the Format Painter button, click
the Format Painter button again to deactivate it, or
press <Esc>.

To copy paragraph formatting (such as line or
paragraph spacing) as well as text formatting, select
the entire paragraph you want to copy, then click the
Format Painter button.
University of Salford
83
Formatting Characters and Paragraphs
Setting Tab Stops
 Exercise
Tabs make it easy to align text. Each time you press the
<Tab> key, the insertion point moves to the next tab stop.
Word has left tab stops set at every half-inch by default,
but you can easily create your own stops to be located in a
specific position or using a different alignment.
• Exercise File: Board of Directors Meeting4-12.docx
• Exercise: Select the last five lines of the document,
beginning with “Department” and ending with “Design”.
Set a left tab stop at “1”.
Set a center tab stop at “6”.
Set a right tab stop at “9.5”.
Set a decimal tab stop at “12”.
Tip:

To add tab stops to text already in the document,
select all the text and paragraphs to which you want
to add the tab(s), then add the tab stop(s).
Set tabs with the ruler
The advantage of setting tabs with the ruler is that it is
easy to see where the tab is positioned in the document.
1. (If the ruler is not displayed) Click the View tab on
the Ribbon and click the Ruler check box in the
Show group.
The ruler appears.
2. Click the Tab alignment box on the ruler until you
see the type of tab you want to use (left, center, right,
decimal, or bar).
Tab alignment box
The left tab is the default and most common type of
tab. However, you can align text differently by using
different tabs.
3. Click where you want to add the tab stop on the ruler.
Figure 4-25: The Tab alignment box on the ruler.
A tab of the selected tab alignment type is added to
the ruler. Now, when the <Tab> key is pressed, the
cursor will jump to the tab stop where you can now
insert text.
Set tabs with the Tabs dialog box
The Tabs dialog box is slightly slower to work with than
setting tabs with the ruler, but it is more accurate and
gives you more options.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group.
The Paragraph dialog box appears.
2. Click the Tabs button near the bottom of the
Paragraph dialog box.
The Tabs dialog box appears.
3. Select the alignment, choose the type of leader, and
specify the location of the tab stop on the ruler.
Once you’ve selected the tab settings, you’re ready to
set the tab.
84
Figure 4-26: Tabs dialog box.
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Formatting Characters and Paragraphs
4. Click Set.
The tab is created with the specified attributes.
Continue adding more tabs here as necessary.
5. Click OK once each tab is set.
The tab stops are shown on the ruler.
Table 4-10: Types of Tabs
3.14
Left
Aligns the left side of
text with the tab stop.
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3.14
Center
Aligns the text so that it
is centered under the tab
stop.
3.14
Right
Aligns the right side of
text with the tab stop.
3.14
Decimal
Aligns text and numbers
by decimal point.
3.14
Bar
A vertical line character
is inserted at the bar tab.
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Formatting Characters and Paragraphs
Adjusting and Removing Tab
Stops
Tab stops are also easy to adjust and remove.
Adjust a tab stop with the ruler

 Exercise
• Exercise File: Board of Directors Meeting4-13.docx
• Exercise: Adjust the Center, Right and Decimal tab stops
to “5.5”, “9” and “11.5” respectively. Clear the previous
Decimal tab stop and remove the dotted leader at the
decimal tab stop.
Click and drag the tab stop to the desired position on
the ruler.
The tab stop is moved.
Tip: To remove a tab stop, click and drag the tab
stop off of the ruler.
Figure 4-27: Moving a left tab stop.
Adjust a tab stop with the Tabs dialog box
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group.
The Paragraph dialog box appears.
2. Click the Tabs button near the bottom of the
Paragraph dialog box.
3. Select the tab stop you want to adjust.
4. Make the adjustments in the dialog box and click Set.
Tip: Click the Clear button to remove the tab
stop, or click the Clear All button to remove all
tab stops.
5. Click OK to confirm the change.
The tab stop is moved.
Tip:

If you selected text that used the tab stop, the text
adjusts to the new position of the tab stop.
Figure 4-28: In the Tabs dialog box, select a tab stop
and click Clear to delete it.
Adjust a tab leader
One setting that isn’t available on the ruler is tab leaders.
A tab leader is a line from the current location to the next
tab stop. Tab leaders are usually found in tables of
contents and menus.
1. Open the Tabs dialog box.
2. Select the tab stop to which you want to add a leader
from the Tab stop position list.
3. Select a leader option.
There are four leader options listed under the Leader
section.
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Figure 4-29: Tab leaders make lists easier to read.
© 2013 CustomGuide, Inc.
Formatting Characters and Paragraphs
4. Click Set.
You can continue to add tab leaders to other tabs until
you are finished.
5. Click OK.
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Formatting Characters and Paragraphs
Using Left and Right Indents
 Exercise
Indenting adds blank space between the page margin and
the paragraph text. Long quotations, lists, and
bibliographies are a few examples of paragraphs that are
often indented.
• Exercise File: Board of Directors Meeting4-14.docx
• Exercise: Indent the paragraph below the “New
Communications Director” heading once to the left.
Indent the paragraph below “The Month in Review”
heading 0.25” on the left and 0.5” on the right.
Tip:

To use the Left or Right indent markers, the ruler
must be displayed. To show the ruler, click the View
tab on the Ribbon and click the Ruler check box in
the Show group.
Decrease Indent
Increase Indent
Left indent
The most common type of indent is a left indent, in which
text is moved away from the left margin.
1. Select or place the insertion point in the paragraph(s)
you want to change.
Figure 4-30: The Paragraph group.
2. Click the Home tab on the Ribbon and click the
Increase Indent button in the Paragraph group.
The paragraph(s) are indented 0.5”, or to the next
indent level in the document.
Other Ways to Increase Indentation:
Click and drag the Left Indent marker on the
ruler. Or, click the Dialog Box Launcher in the
Paragraph group and enter how much space you
want the paragraph indented by in the Left
indentation box. Or, click the Page Layout tab on
the Ribbon and adjust the Left box in the
Paragraph group.
Left Indent
Figure 4-31: Left indent marker on the Ruler.
Right indent
A right indentation of a paragraph moves text away from
the right margin.
1. Select or place the insertion point in the paragraph(s)
you want to change.
2. Click and drag the
ruler.
Right Indent marker on the
Right indent
Figure 4-32: Right indent marker on the Ruler.
The paragraph is indented from the right margin.
Other Ways to Use Right Indent:
Click the Dialog Box Launcher in the Paragraph
group and enter the indent in the Right
indentation box. Or, click the Page Layout tab on
the Ribbon and adjust the Right box in the
Paragraph group.
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Formatting Characters and Paragraphs
Using First Line and Hanging
Indents
Besides the left and right indents, two special indents can
be used in your paragraphs: hanging and first line indents.
First Line indent
A first line indentation lets you indent the first line of a
paragraph independently of the other lines. Many people
do this with a tab instead of changing the indent settings.
1. Select or position the insertion point in the
paragraph(s) you want to indent.
 Exercise
• Exercise File: Board of Directors Meeting4-15.docx
• Exercise: Add a 0.5” hanging indent to the paragraph
below the “New Communications Director” heading.
Add a 0.5” first line indent to the paragraph below “The
Month in Review” heading.
First line indent
Hanging Indent
Figure 4-33: Hanging and First Line indents on the ruler.
2. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group.
3. Click the Special list arrow in the Indentation section
and select First line.
4. Enter the desired indent amount in the By box, and
click OK.
Other Ways to Use a First Line Indent:
Click and drag the First Line indent marker on
the ruler. Or, click the tab alignment box until
you see the First Line Indent marker, then click
where you want to insert the indent on the ruler.
Hanging indent
In hanging indentation, the first line of a paragraph stays
put next to the left margin while the other lines in the
paragraph are indented. Hanging indentations are often
used in bibliographies or lists.
1. Select or position the insertion point in the
paragraph(s) you want to indent.
2. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group.
3. Click the Special list arrow in the Indentation section
and select Hanging.
Figure 4-34: Indentation options in the Paragraph dialog
box.
4. Enter the desired indent amount in the By box, and
click OK.
Other Ways to Use a Hanging Indent:
Click and drag the Hanging indent marker on
the ruler. Or, click the tab alignment box until
you see the Hanging indent marker, then click
where you want to insert the indent on the ruler.
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Formatting Characters and
Paragraphs Review
Quiz Questions
1.
What is NOT the procedure for changing the font type?
A. Click the Font list arrow in the Font group of the Home tab.
B. Click the Font list arrow on the Mini Toolbar.
C. Click the Font button on the Formatting tab and select the desired font.
D. Open the Font dialog box and select a font from the Font list.
2.
How is font size measured?
A. Points or pt
B. Inches or in
C. Spikes or sp
D. Pixels or pi
3.
The Font Color button always displays the color that was used most recently. (True or False?)
4.
The Font Color list displays colors that coordinate with the document theme. (True or False?)
5.
The text highlighter turns off after highlighting text once. (True or False?)
6.
You can make text appear in bold by pressing <Ctrl> + <L>. (True or False?)
7.
You cannot apply ligatures to Word 2013 fonts?. (True or False?)
8.
Which of the following would be best suited by a numbered list?
A. Things you hate about fast food.
B. A list of reasons why your boss should give you a raise.
C. A series of step-by-step instructions on how to play a DVD.
D. Topics you will be discussing in a speech or presentation.
9.
Which of the following is NOT a way to center a paragraph?
A. Press <Ctrl> + <E>.
B. Click the Dialog Box Launcher in the Paragraph group menu and select Center from the Alignment list.
C. Click the Center button in the Paragraph group of the Home tab.
D. Select Center from the Alignment List in the Font group of the Home tab.
10. You can change a border's appearance by using the Borders and Shading dialog box. (True or False?)
11. Which of these statements is false?
A. You cannot change a paragraph's borders or shading once they are applied.
B. Paragraph shading is a background color that is applied to a paragraph.
C. You can add a border to the top, bottom, or sides of a paragraph.
D. The Borders and Shading dialog box is where you can change paragraph borders and shading at the same time.
12. How do you double-space a report?
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A. Add single-spacing twice.
B. Select all the paragraphs in the document, click the Line Spacing arrow on the Formatting toolbar and select Doublespace.
C. Press the< Enter> key at the end of each line to add extra space.
D. Click the Line Spacing button in the Paragraph group and select 2.0.
13. You want to make sure that a paragraph always has 18 pt. of space before it. How can you do this?
A. Use a more sophisticated page layout program, like Adobe PageMaker.
B. Open the Paragraph dialog box and enter 18 pt. in the Spacing Before box.
C. Type 18pt. on the line before the paragraph.
D. Open the Paragraph dialog box and enter 18 pt. in the Line Spacing box.
14. To copy and apply formatting more than once, single-click the Format Painter button. (True or False?)
15. Which of the following is NOT a type of tab stop?
A. Justified
B. Left
C. Center
D. Decimal
16. Which of the following statements is NOT true?
A. You can cycle through the types of tab stops by clicking the Tab Alignment box on the ruler.
B. Word has preset tab stops set at every inch by default.
C. You can add a tab stop by simply clicking on the ruler.
D. Word's tab stops are a great way to format a document.
17. Which of the following statements is NOT true?
A. You can remove a tab stop by dragging it off the ruler.
B. You can adjust a tab stop by clicking and dragging it on the ruler.
C. You can add, remove, and adjust tab stops from the Tabs dialog box.
D. You can't adjust a tab stop once it is set.
18. Which of the following is NOT a way to indent a paragraph?
A. Click the Increase Indent button in the Indent group on the Ribbon.
B. Click and drag the Right indent marker on the Ruler.
C. Click and drag the Left indent marker on the Ruler.
D. Open the Paragraph dialog box and enter how much you want the paragraph indented in the Indentation section.
19. Which of the following is the correct procedure for creating a hanging indent?
A. Open the Indents dialog box, click the Special list arrow, select Hanging and specify an amount in the By box.
B. Open the Paragraph dialog box, click the Special list arrow, select Hanging and specify an amount in the By box.
C. Click the Increase Indent button in the Paragraph group.
D. Click and drag the First Line Indent marker on the ruler.
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Quiz Answers
1.
C.You cannot change fonts by clicking the Font button on the Formatting tab because there is no Formatting tab.
2.
A.Font sizes are measured in points or pt.
3.
True. The color of the line under the A on the Font Color button is the color that was last used.
4.
True. The Font Color list displays colors that coordinate with the document theme colors.
5.
False. The text highlighter stays on until it is turned off.
6.
False. Press <Ctrl> + <B> to bold.
7.
False. You can apply ligatures to OpenType fonts in Word 2013.
8.
C.A numbered list would be the most appropriate for a series of step-by-step instructions on how to play a DVD.
9.
D.Since there isn't an Alignment List on the Ribbon, but there is one in the Paragraph dialog box.
10. True. You can change a border’s appearance by using the Borders and Shading dialog box.
11. A.You can always change or remove paragraph borders and shading.
12. D.You can double-space a report by clicking the Line Spacing button in the Paragraph group and selecting 2.0.
13. B.You can add spacing before a paragraph by opening the Paragraph dialog box and entering 18 pt. in the Spacing
Before box.
14. False. Double-click the Format Painter button to apply copied formatting more than once.
15. A.There isn't such a thing as a Justified tab stop.
16. B.Word does have preset tab stops — but they are set at every half-inch by default.
17. D.Tab stops are always adjustable.
18. A.The Increase Indent button is in the Paragraph group on the Ribbon: there is no Indent group.
19. B.Create a hanging indent by opening the Paragraph dialog box, clicking the Special list arrow, selecting Hanging and
specifying an amount in the By box.
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Formatting the
Page
Adjusting Margins ............................................. 94
Changing Page Orientation and Size .............. 95
Page orientation....................................... 95
Page size ................................................. 95
Using Columns .................................................. 96
Format columns ....................................... 96
Use a column break ................................. 96
Using Page Breaks ............................................ 97
Start a new page...................................... 97
Insert a blank page .................................. 97
Use paragraph line and page breaks ...... 97
5
Instead of working with characters and
paragraphs, this chapter takes a step back
and looks at how to change the
appearance of entire pages. When you
format a page, you determine the margins
between the text and the edge of the page,
the orientation of the page, and the size of
the paper. These topics are covered in this
chapter. This chapter also explains how to
add a header or footer that appears at the
top or bottom of every page in your
document, how to control where the page
breaks, and how to use multiple page
formats.
Working with Section Breaks ........................... 98
Working with Line Numbers ............................. 99
Working with Hyphenation ............................. 100
Working with the Page Background .............. 101
Add page borders .................................. 101
Add page color ....................................... 102
Add a watermark.................................... 102
Adding a Cover Page and Page Numbers..... 103
Using Headers and Footers ............................ 105
Insert a built-in header or footer ............ 105
Create a header or footer ...................... 105
Use different headers and footers on odd
and even pages ..................................... 106
Using Exercise Files
Exercise files are provided so users can
practice the topic(s) covered in each
lesson. There are two ways you may use
the exercise files:
 Open the exercise file for a lesson and
perform the lesson exercise. Close the
exercise file.
 Open the exercise file for a lesson and
perform the lesson exercise. Keep the
file open and perform the exercise for
the following lesson and so on for the
remainder of the chapter.
The exercises are written so that you
may “build upon them”, so the
exercises in a chapter can be
performed in succession from the first
lesson to the last.
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Formatting the Page
Adjusting Margins
 Exercise
A margin is the empty space between a document’s
contents and the edges of the page. Word’s default
margins are 1inch on each side of the page, but you can
easily change the margins to accommodate the needs of
your document.
• Exercise File: FormatPage5-1.docx
• Exercise: Change the document margins to the “Narrow”
margin setting.
Trap: It’s important that you don’t confuse
adjusting a document’s margins with adjusting a
paragraph’s indentation. Document margins affect
the entire document and every paragraph in it.
Paragraph indentation only changes paragraphs,
not the entire document.
1. Click the Page Layout tab on the Ribbon and click
the Margins button in the Page Setup group.
A list of common page margins appears.
2. Select a margin setting.
3. Click OK.
The margin setting is applied to the document.
Other Ways to Adjust Margins:
Click the Margins button in the Page Setup group
and select Custom Margins. Then change the
document’s margins on the Margins tab of the
Page Setup dialog box.
Or, click and drag the Left Margin, Right
Margin, Top Margin, or Bottom Margin line on
the ruler.
Figure 5-1: The Margins tab of the Page Setup dialog
box.
Tip: If you intend to bind a document and require
extra space for the bindings, use the Gutter setting
on the Margins tab in the Page Setup dialog box.
Figure 5-2: You can also change page margins by
dragging the margin line on the Ruler.
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Formatting the Page
Changing Page Orientation
and Size
The page orientation and size are two of the most obvious
page layout properties of a document.
 Exercise
• Exercise File: FormatPage5-2.docx
• Exercise: Go to page 2 of the exercise file (the “Filtering
out the junk” article). Change the page size to 11” x 17”
and change the page orientation to Landscape.
Page orientation
Every document you print uses one of two different types
of page orientations: Portrait or Landscape.
1. Click the Page Layout tab on the Ribbon and click
the Orientation button in the Page Setup group.
A list of two options appears:
 Portrait: In Portrait orientation, the paper is taller
than it is wide—like a portrait painting.
 Landscape: In Landscape orientation, the paper is
wider than it is tall—like a landscape painting.
2. Select the page orientation you want to use.
The page layout is changed accordingly. If the ruler is
displayed, notice that the dimensions of the page
have changed. For example, if you were using an
8.5” x 11” page, the horizontal part of the ruler is
now 11 inches across, rather than 8.5”.
Other Ways to Change Page Orientation
Click the Dialog Box Launcher in the Page Setup
Group. On the Margins tab, click the orientation
you want to use.
Figure 5-3: Change page orientation in the Orientation
section of the Margins tab.
Page size
People normally print on standard Letter-sized (8½ x 11)
paper, but Word can also print on other paper sizes, such
as Legal-sized (8½ x 14) and other custom-sized paper.
This means that you can use Word not only to print letters,
but also postcards, tickets, flyers, and any other
documents that use a non-standard paper size.
1. Click the Page Layout tab on the Ribbon and click
the Size button in the Page Setup group.
A list of common page sizes appears.
2. Select the page size you want to use.
The document on the screen adjusts to the selected
size.
Tip: If the size you want to use doesn’t appear in
the list, select More Paper Sizes. The Paper tab
of the Page Setup dialog box appears, where there
are more page size options, and where you can
enter a custom paper size if you wish.
University of Salford
Figure 5-4: Change the size of the page under the paper
tab in the Page Setup dialog box.
95
Formatting the Page
Using Columns
 Exercise
Newsletters and magazines often arrange text in two or
more columns.
• Exercise File: FormatPage5-3.docx
• Exercise: Go to page 2 of the exercise file (the “Filtering
out the junk” article). Apply a two-column page layout.
Insert a column break at the beginning of the “Filter by
Selection” heading near the bottom of the first column.
Format columns
1. Click the Page Layout tab on the Ribbon and click
the Columns button in the Page Setup group.
A list of popular column layouts appears.
2. Select the column arrangement you want to use.
The document on the screen adjusts to the selected
layout.
Tip: If the layout you want to use doesn’t appear
in the list, select More Columns. The Columns
dialog box appears. Here, you can enter more
columns, and adjust the size of columns on the
page.
Use a column break
When you insert a column break, the insertion point
jumps to the beginning of the next column on the page.
For example, if you wanted to leave a column empty
halfway down the page to leave space for a pull quote or
picture, inserting a column break would allow you to
continue your text in the next column.
Figure 5-5: Edit and apply columns in a document in
the Columns dialog box.
1. Click the Page Layout tab on the Ribbon and click
the Breaks button in the Page Setup group.
A list of available breaks appears.
2. Select Column from the list.
The column break is inserted and the insertion point
moves to the beginning of the next column.
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Formatting the Page
Using Page Breaks
 Exercise
This lesson explains how to control where the page breaks
in a document.
• Exercise File: FormatPage5-4.docx
• Exercise: Go to page 5 of the exercise file. Insert a page
break so that the PowerPoint article begins at the top of
Page 6.
Add “Keep with next” paragraph formatting to the
“Creating a rule using the Rules Wizard” heading at the
bottom of page 6, so that the heading is on the same page
as the following paragraph.
Start a new page
1. Place the insertion point where you want to begin a
new page.
2. Click the Insert tab on the Ribbon and click the Page
Break button in the Pages group.
The Keep with
next option keeps
this paragraph on
the same page as
the next paragraph.
Word inserts a page break at the insertion point, and
any page contents that appear after the insertion point
appear on the new page.
Other Ways to Insert a Page Break:
Press <Ctrl> + <Enter>. Or, click the Page
Layout tab on the Ribbon and click the Breaks
button in the Page Setup group. Select Page
Break from the list.
The Page break
before option
inserts a page
break before this
paragraph.
Tip: To remove a page break, view the document
in Draft view, select the page break, and press
<Delete>.
Insert a blank page
Use this command to insert a blank page anywhere in a
document.

Click the Insert tab on the Ribbon and click the
Blank Page button in the Pages group.
Figure 5-6: Paragraph and Page Breaks
Word inserts a blank page at the insertion point. The
blank page is really just two page breaks.
Table 5-1: Paragraph Line and Page Break Options
Use paragraph line and page breaks
You can also control pagination with paragraph
formatting. For example, you can make sure paragraphs
appear on the same page without being on separate pages,
or make sure a paragraph always starts on a new page.
1. Select the paragraph(s) to which you want to add
pagination formatting.
2. Click the Page Layout tab on the Ribbon and click
the Dialog Box Launcher in the Paragraph group.
The Paragraph dialog box appears.
3. Click the Line and Page Breaks tab and select the
pagination and formatting options you want to use.
When you’re finished, click OK.
Widow/Orphan
control
Prevents Word from printing the last
line of a paragraph by itself at the top
of a page (widow) or the first line of a
paragraph by itself at the bottom of a
page (orphan). This option is selected
by default.
Keep with next
Prevents the page from breaking
between the selected paragraph and
the following paragraph.
Keep lines
together
Prevents the page from breaking
within a paragraph.
Page break
before
Inserts a page break before the
selected paragraph. This is a good
option for major headings.
Suppress line
numbers
Prevents line numbers from appearing
next to selected paragraphs if the Line
Numbering option is on. This setting
has no effect in documents or sections
with no line numbers.
Don’t hyphenate
Excludes a paragraph from automatic
hyphenation.
The formatting options are applied to the selected
paragraph(s).
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Formatting the Page
Working with Section Breaks
 Exercise
Section breaks can help you control where pages break in
the document, but they also allow you to apply different
page formatting in the same document. A section break
allows you to use different page layouts—such as
margins, page orientation, headers and footers, columns,
and sequence of page numbers—in the same document.
• Exercise File: FormatPage5-5.docx
• Exercise: Go to page 7 of the exercise file. Add a Next
Page Section Break to the end of the PowerPoint article.
Find the section break on the first page of the document.
1. Click the Page Layout tab on the Ribbon and click
the Breaks button in the Page Setup group.
A list of the breaks you can insert in the document
appears.
2. Select the type of break you want to insert.
The break is inserted in the document.
Tips:


By default, breaks are hidden from view. To view
where breaks are located in a document, view the
document in Draft view. Or, click the Home tab and
click the Show/Hide button in the Paragraph group to
view breaks in Print Layout view.
To remove a break, select the break and press
<Delete>.
Figure 5-7: Section breaks allow you to apply
different page formatting to the same document.
Figure 5-8: The section break at the end of page 2 allows page 3 to be a different page size and orientation.
Table 5-2: Types of Section Breaks
Next Page Section Break
Inserts a section break at the insertion point and inserts a page break so the new section starts at the
beginning of a new page.
Continuous Section Break
Inserts a section break at the insertion point and starts the section immediately, without inserting a
page break.
Even Page Section Break
Inserts a section break at the insertion point and starts the next section on the next even-numbered
page. If the section break falls on an even-numbered page, Word leaves the next odd-numbered page
blank.
Odd Page Section Break
Inserts a section break at the insertion point and starts the next section on the next odd-numbered page.
If the section break falls on an odd-numbered page, Word leaves the next even-numbered page blank.
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Formatting the Page
Working with Line Numbers
 Exercise
Adding line numbers to documents is the most direct way
to guide users through complex and lengthy documents.
When you apply line numbers in Word, the numbers are
displayed in the left margin of the document. If there are
columns in the document, the numbers appear to the of
each newspaper-style column.
Line numbers are especially useful for referendums and
legal documents.
• Exercise File: FormatPage5-6.docx
• Exercise: Go to page 3 of the exercise file and add line
numbers to that section of the document.
1. Click the Page Layout tab on the Ribbon and click
the Line Numbers button in the Page Setup group.
A list of ways you can add line numbers appears.
 None: Removes line numbering in the document.
 Continuous: Adds continuous line numbering to
each section of the document.
 Restart Each Page: Adds line numbering to the
current page of the document. Restarts numbering
at the beginning of the next page.
 Restart Each Section: Adds line numbering to
the current section of the document. Restarts
numbering at the beginning of any added sections
Figure 5-9: Page numbers are inserted along the left
margin of the page.
 Suppress for Current Section: Removes line
numbering for the current section.1
Tip: If you are applying numbering to a document
that has several sections, select the sections to
which you want to add numbering first.
2. Select a line numbering option.
The line numbers are applied to the document.
Tips:

Each line in a document can be numbered, however
lines from inserted objects such as tables, footnotes,
endnotes, text boxes, frames, headers, and footers are
not included in line numbering.

Line numbers are visible only in Print Layout view
and Print Preview.

To control line numbering options through the Line
Numbers dialog box, select More Line Numbering
from the Line Numbers button list. Click the Line
Numbers button and select the line numbering
options you want to use from the Line Numbers
dialog box.
University of Salford
Figure 5-10: The Line Numbers dialog box.
99
Formatting the Page
Working with Hyphenation
 Exercise
Word can automatically hyphenate your text so that rather
than pushing a long word at the end of the line to the next
line, it breaks across lines with a hyphen. This is
especially useful in documents where a lot of text has to
appear in a small amount of space, such as when using
justified paragraph alignment in columns, for example.
• Exercise File: FormatPage5-7.docx
• Exercise: Automatically hyphenate the document.
Identify words that have been hyphenated as a result.
1. Click the Page Layout tab on the Ribbon and click
the Hyphenation button in the Page Setup group.
Hyphenation is turned off by default, but you may
turn on automatic or manual hyphenation:
 Automatic: Word automatically inserts hyphens
where they are needed, according to the
hyphenation zone. If the document is edited and
lines change, Word re-hyphenates the document.
Figure 5-11: The Hyphenation dialog box.
 Manual: Word searches the text for words to
hyphenate and asks if you would like to insert an
optional hyphen. Word does not re-hyphenate the
document for you. If you choose to manually
hyphenate, Word will ask for approval before it
inserts a hyphen.
2. Choose how you want to hyphenate the document.
Word begins the hyphenation process using the
method you chose.
Tips:

To change hyphenation options, click the
Hyphenation button in the Page Setup group and
select Hyphenation Options.

To remove hyphenation, click the Hyphenation
button in the Page Setup group and select None.
Figure 5-12: The same document before and after
hyphenation.
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Formatting the Page
Working with the Page
Background
Dress up pages in a document with page borders and
background settings. You can line the margins of your
pages with borders to give them finished edges or to bring
out certain pages, and you can even create your own page
designs using colors and watermarks.
 Exercise
• Exercise File: FormatPage5-8.docx
• Exercise: Go to page 8 of the exercise file and add a blue
border to all sides of the page in the current section.
Add a light green page color to the document.
Add a “Draft” watermark to the document.
Add page borders
You can line the margins of your pages with borders to
give them finished edges or to bring out certain pages.
1. Click the Design tab on the Ribbon and click the
Page Borders button in the Page Background group.
The Page Border tab of the Borders and Shading
dialog box appears.
2. Choose border properties, such as style, color, width,
or art.
These properties change how the border(s) will
appear around the page.
3. Click the side(s) (top, bottom, left, and/or right) of
the page in the Preview diagram where you want to
apply the borders.
When the preview area looks the way you want the
borders to look, you’re ready to apply the borders.
Figure 5-13: Page with color, border, and watermark
applied.
Tip: You may also use the Setting options along
the left side of the Page Border tab to apply
borders.
4. Click the Apply to list arrow and select the pages to
which you want to apply borders.
 Whole document: Applies the borders to all
pages in the document.
 This section: Applies borders only to the current
section.
 This section – First page only: Applies borders
to the first page of the current section and
nowhere else.
 This section – All except first page: Applies
borders to all pages in the current section, except
the first page.
5. Click OK.
The borders are applied to the page(s) in the
document.
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Click the Options
button to define how
far away from margins
you want the border
to appear.
Figure 5-14: The Page Border tab of the Borders and
Shading dialog box.
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Formatting the Page
Add page color
Add color to the background of one or several pages in
the document. This formatting feature is only visible in
electronic copies of the document: Word will not print the
page color.
1. Click the Page Layout tab on the Ribbon and click
the Page Color button in the Page Background
group.
The Page Color button displays the ten colors in the
current color theme, and five shades of each color.
This makes it easy to have a consistent look and feel
in the document.
2. Select a color from the list.
Figure 5-15: Choose a page color from the color palette.
The color is applied to the page.
Tip: To remove page color, click the Page Color
button and select No Color.
Add a watermark
A watermark is discrete text that indicates a document
should be specially treated. It does not obscure text on the
page.
1. Click the Design tab on the Ribbon and click the
Watermark button in the Page Background group.
A list of built-in watermarks appears, organized in
different categories: Confidential, Disclaimers,
Urgent. A preview of how the watermark appears on
the page is shown next to each list option.
Tip: To create your own watermark, click the
Watermark button and select Custom
Watermark. Select the Picture watermark or
Text watermark option and make changes
accordingly.
Figure 5-16: Specify how you want the watermark to look
and the watermark text in the Printed Watermark dialog
box.
2. Select the watermark you would like to use.
The watermark is applied to the pages of the
document.
Tip: To remove the watermark, click the
Watermark button and select Remove
Watermark.
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Formatting the Page
Adding a Cover Page and
Page Numbers
A cover page and page numbers are two things that are
easy to add and that make your document look polished
and professional.
Cover page
 Exercise
• Exercise File: FormatPage5-9.docx
• Exercise: Add a cover page to the document and fill in
the placeholders. The year should be “2013”, make the
Title “Acadia Office Layouts”, Author “June Cartwright”,
Company “Acadia” and remove the Date section.
Add page numbers to the top right of the pages.
A cover page for your document is like the cover of a
book: it contains basic information, such as the title of the
document, date, and author, presented in a way that is
eye-catching and welcoming to the reader.
1. Click the Insert tab on the Ribbon and click the
Cover Page button in the Pages group.
A list of built-in cover pages appears. Notice that
each design has a name, which makes it easier to
match up with other built-in elements, such as builtin headers and footers.
2. Select the cover page you want to insert in the
document.
The cover page always appears as the first page in the
document, no matter where the insertion point is
located when it is inserted.
When inserted, placeholders for information appear
on the cover page. Word tries to insert as much
information as it can, such as user information like
your name and company name, but you will probably
have to insert information manually as well.
3. Click in a placeholder and type your own text.
Figure 5-17: This is an example of a built-in cover page.
Page numbers
Adding page numbers is easier than ever in Word 2013,
and it adds a lot to documents, especially really long ones.
1. Click the Insert tab on the Ribbon and click the Page
Number button in the Header & Footer group.
First, choose where you would like the numbers to
appear on the page. You can include the page
numbers in three different places on the page—top,
bottom, and margins.
2. Select where you want the page numbers to appear.
A list of the available built-in page number styles
appears.
3. Select the page number style you want to use.
The page number style you chose appears on the
current page and all the other pages in the document.
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Figure 5-18: The page numbers appear on the page.
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Formatting the Page
Tips:

To insert page numbers of your own design or to
work with more options in the page headers and
footers, refer to the lesson on Using Headers and
Footers.

To remove page numbers, click the Page Number
button and select Remove Page Numbers.

If you like one of the built-in options but want the
numbers to appear a little differently, you can change
the number format. To modify page numbers, click
the Page Number button and select Format Page
Numbers. Select the style of number you want to use
from the Page Number Format dialog box.
Figure 5-19: The Page Number Format dialog box.
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Formatting the Page
Using Headers and Footers
 Exercise
Documents with several pages often have information—
such as the page number, the document’s title, or the
date—located at the top or bottom of every page. Text that
appears at the top of every page in a document is called a
header, while text appearing at the bottom of each page is
called a footer.
• Exercise File: FormatPage5-10.docx
• Exercise: Insert Motion (Even Page) built-in footer to
the document.
Insert a built-in header or footer
1. Click the Insert tab on the Ribbon and click the
Header or Footer button in the Header & Footer
group.
A list of built-in options appears. Each option looks
different and contains different attributes. For
example, some include placeholders for the title and
date, while others include cross-references to styles
within the document.
Tip: Point to a built-in header or footer option to
view its attributes and a description of how it
might be used best.
Figure 5-20: The built-in headers and footers are quick,
easy, and professionally designed.
2. Select a built-in option to use as a document header
or footer.
The header or footer is added to the document.
Create a header or footer
You don’t have to use one of Word’s built-in headers or
footers: you can create one of your own.
1. Click the Insert tab on the Ribbon and click the
Header or Footer button in the Header & Footer
group.
2. Select Edit Header or Edit Footer from the list.
The Header & Footer Tools tab appears on the
Ribbon. Use these commands to work with and insert
elements into your headers and footers.
3. Position the insertion point where you want to insert
the text or element.
The header and footer areas have the same formatting
abilities as the main area of the document. You can
use the commands in the Position group to help align
and position the contents of the header or footer.
4. Enter text and/or insert objects using the Insert group
of the Design tab under Header & Footer Tools.
Figure 5-21: Headers and Footers.
When the header or footer looks the way you want it
to, close Header and Footer view to resume work on
the rest of the document.
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Formatting the Page
Use different headers and footers on odd
and even pages
Some built-in headers and footers were made to appear on
odd or even pages. To use these headers and footers
correctly, or to create your own odd and even-page
headers and footers, you must change the page layout.
1. Click the Insert tab on the Ribbon and click the
Header or Footer button in the Header & Footer
group.
2. Select Edit Header or Edit Footer from the list.
The Design tab appears on the Ribbon under Header
& Footer Tools.
3. Click the Different Odd & Even Pages check box in
the Options group.
Other Ways to Apply Different Headers and
Footers to Odd and Even Pages:
Click the Page Layout tab on the Ribbon and
click the Dialog Box Launcher in the Page Setup
group. Click the Layout tab and make sure the
Different odd and even check box is checked.
Trap: When this option is selected, the odd and
even pages work independently. So, you must
insert a header for the odd pages, and a header for
even pages: one header won’t work for both.
Figure 5-22: Using headers and footers that are different
for odd and even pages is a nice option for printed, bound
documents.
Table 5-3: Header and Footer Design Tab Groups
Header &
Footer
Apply built-in header, footer, and page
number options.
Insert
Insert Date & Time, a Picture or Clip Art,
or a Quick Part field.
Navigation
Switch between headers and footers and
jump to other sections.
Options
Apply a different header or footer to the
first page in a section, different odd & even
pages, and choose to show document text.
Position
Choose how far away from the margins
you want the headers and footers to appear,
and control header and footer alignment.
4. Insert a header or footer on an odd page. Then insert
a header or footer on an even page.
When you insert the headers and footers, they are
formatted differently on the odd and even pages.
Tips:

Built-in headers and footers can be modified.

Changes made to the header or footer on a page will
change the other headers and footers in that section.
Use a document with section breaks to have different
headers and footers within the document.

Use the Go to Header and Go to Footer buttons in
the Navigation group to jump between header and
footer areas of the document.
Figure 5-23: The Design tab of Header & Footer Tools.
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Formatting the Page Review
Quiz Questions
1.
Word's default margins are 1 inch at the top and bottom and 1.25 inches at the right and left. (True or False?)
2.
What is the correct procedure for adjusting a document's margins?
A. Click the Page Layout tab on the Ribbon, click the Margins button in the Page Setup group, and select a margin
setting.
B. Open the Page Setup dialog box and change the margins in the Margins tab.
C. Click and drag the Left Margin or Right Margin line on the Ruler.
D. All of these.
3.
What is Word's default page orientation?
A. Landscape
B. Portrait
C. Legal
D. Perfect
4.
Word currently only supports legal and letter sized documents. (True or False?)
5.
What is a column break?
A. Something you can insert in a column so that the column ends at that point and text jumps to the start of the next
column.
B. Something that must be inserted before you start using columns.
C. A type of column used in tables.
D. Any type of break that is longer than 5 minutes.
6.
How can you arrange text into multiple columns?
A. Click the Table button on the Insert tab and then drag to select the number of columns you want.
B. Press <Ctrl> + <C> and enter the number of columns you want into the Columns dialog box.
C. Click the Columns button in the Page Layout group of the Page Layout tab on the Ribbon. Then select the number of
columns you want.
D. You can't do this in Microsoft Word — that's why Microsoft made Publisher!
7.
How can you insert a page break?
A. Press <Ctrl> + <Enter>.
B. Press <Alt> + <Enter>.
C. Double-click where you want to insert the break.
D. Click the Page Break button on the status bar.
8.
You can format a paragraph so that the page will break immediately before it. (True or False?)
9.
You can't have different headers and footers, margins, and page orientations, in the same document. (True or False?)
10. There are four different types of section breaks in Word. What is the main difference between them?
A. The number of sections that are inserted.
B. The page on which the section break is inserted.
C. The number of section breaks that can be inserted in the document.
D. The page on which the next section begins.
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11. Line numbers make it easy to reference lines in a document, such as legal documents or referendums. (True or False?)
12. When should you hyphenate a document?
A. When you want to make it difficult for people to read a document.
B. When a lot of text has to appear in a small amount of space, such as when using columns.
C. When you want to use a lot of really long words.
D. When you don't want to use other punctuation.
13. Page borders can only be applied to the entire document. (True or False?)
14. Word prints the page with the background color you select for the document. (True or False?)
15. How could you use a watermark in a document?
A. As a design effect, like watercolor art.
B. To indicate the relationship between a table and chart.
C. As a ring for a coffee cup.
D. To indicate that the document is confidential.
16. Word's built-in cover pages have placeholders where you can fill in information about the document. (True or False?)
17. Which of the following is NOT a location where you can insert a page number?
A. Page margin
B. Bottom of page
C. Middle of page
D. Top of page
18. What is the procedure for adding a header or footer to a document?
A. Click the Insert tab on the Ribbon and click the Header or Footer button in the Header & Footer group.
B. Click the Header or Footer button on the Quick Access Toolbar.
C. Double-click the header or footer and select the built-in header or footer you want to use from the content control.
D. Click the Header & Footer tab on the Ribbon and click the Header or Footer button in the Header & Footer group.
19. Word's built-in headers and footers are the only way to use headers and footers in a document. (True or False?)
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Quiz Answers
1.
False. The default margins in Word 2013 are 1 inch on each side of the page.
2.
D. All of these are ways to adjust margins in a document.
3.
B. By default, Word documents use Portrait orientation.
4.
False. Word supports many different paper sizes.
5.
A. A column break is something you can insert in a column so that the column ends at that point and text jumps to the
start of the next column.
6.
C. To arrange text into multiple columns, click the Columns button in the Page Layout group of the Page Layout tab on
the Ribbon. Then select the number of columns you want.
7.
A. Pressing <Ctrl> + <Enter> is one way to insert a page break.
8.
True. You can do this by applying the Page break before paragraph format.
9.
False. You can use different page formatting in the same document so long as you use section breaks.
10. D. The difference between section breaks is in where the next section begins. For example, an Odd Page section break
starts the next section on an odd page. A Next Page section break starts the next section on whatever the next page is.
11. True. When working with referendums or legal documents, using line numbering makes referencing much easier.
12. B. Hyphenation is a good way to fit a lot of text has to appear in a small amount of space, such as when using columns.
13. False. You can apply page to the entire, or only to certain sections of the document.
14. False. The colored background of a page only appears electronically, it does not print.
15. D. Watermarks are usually used to indicate the document should be treated specially, such as to indicate that it is
confidential.
16. True. The built-in cover pages and placeholders make it easy to make your document look professionally designed.
17. C. You can insert page numbers in the top, bottom, or side margins of the page, but not the middle.
18. A. To insert a header or footer, click the Insert tab on the Ribbon and click the Header or Footer button in the Header &
Footer group.
19. False. You can edit built-in headers or footers, or you can create your own headers and footers.
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Working with
Themes and
Styles
Applying a Style ............................................... 112
Apply a style .......................................... 112
Apply a different Quick Style Set ........... 112
Reset Quick Styles ................................ 113
Creating a Style ............................................... 114
Modifying and Deleting a Style ...................... 115
Working with the Styles Gallery ..................... 116
Add a style to the Styles Gallery............ 116
Remove a style from the Styles Gallery 116
Creating a New Quick Style Set ..................... 117
Selecting, Removing, and Printing Styles .... 118
Select text that uses the same style ...... 118
Remove a style from text ....................... 118
Print styles ............................................. 118
Comparing and Cleaning Up Styles .............. 119
Clean up styles ...................................... 119
Compare formatted text to other formatted
text ......................................................... 119
Applying Document Themes .......................... 121
Mix and match document themes.......... 121
Creating New Theme Colors and Fonts ........ 122
Save a New Document Theme ....................... 123
6
This chapter covers formatting features
that can save you tons of time as you
create and format documents.
First, we’ll learn all about styles. A style
is a set of character and paragraph formats
stored under a name. Styles are useful
because you can apply a whole group of
formatting options in a single step. If you
decide to change the formatting options of
a style, every character or paragraph
formatted with that style is automatically
updated with the new formatting options,
instead of having to go through the
document and manually update each and
every paragraph. Styles are rather
abstract, so don’t worry if you still don’t
understand them—they will make more
sense after you work with them.
The final lessons in the chapter talk about
document themes, a great way to make
your documents look cohesive and
professionally designed.
Using Exercise Files
Exercise files are provided so users can
practice the topic(s) covered in each
lesson. There are two ways you may use
the exercise files:
 Open the exercise file for a lesson and
perform the lesson exercise. Close the
exercise file.
 Open the exercise file for a lesson and
perform the lesson exercise. Keep the
file open and perform the exercise for
the following lesson and so on for the
remainder of the chapter.
The exercises are written so that you may
“build upon them”, so the exercises in a
chapter can be performed in succession
from the first lesson to the last.
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Working with Themes and Styles
Applying a Style
 Exercise
A style is a group of format settings stored under a single
name. Styles are sets of styles that are designed to work
together to create attractive and professional looking
documents
Each set of styles includes all the styles you need to build
a document. For example, you can apply the “Quote”
style if you are quoting something in a document, or the
“Title” style for the document’s main heading. Using
quick styles rather than your own formatting has several
advantages:
• Exercise File: Management6-1.docx
• Exercise: Apply the Title style to the “Annual
Management Meeting” text.
Apply the Subtitle style to the “Seminar Schedule” text.
Apply the Basic (Elegant) style set to the document.
Reset document styles.

The document looks professional and is easy to read.

Styles provide consistency and can apply several
formatting properties at one time.

If you change the formatting properties of a style, all
instances of the style are updated with the formatting
changes.
Apply a style
Click a style in the Style Gallery to apply it to text. The current style
is highlighted.
Use these buttons to view other
styles in the current style set.
Figure 6-1: The Styles Gallery in the Home tab of the
Ribbon.
Choose a style that is appropriate for the text, and then
apply the style.
1. Select the text to which you want to apply the style.
Table 6-1: Style Sets in Word 2013
2. Click the Home tab on the Ribbon and click the style
you want to use in the Styles Gallery in the Styles
group.
The style is applied to the document. To view all the
styles in the quick style set at the same time, click the
More button to expand the group.
Tip: If the style that you want does not appear in
the Styles Gallery, press <Ctrl> + <Shift> + <S>
to open the Apply Styles task pane. Under Style
Name, type the name of the style you want to use.
Apply a different Style Set
Word’s built-in style sets are professionally designed to
convey a certain tone. Want your document to look more
formal? Use the Formal style set, and the styles will take
on formatting properties that make text look more formal.
Minimalist
Black and White (Classic)
Basic (Stylish)
Basic (Elegant)
Trap:
Styles need to first be applied in order for the Style Set
Preview to display correctly, e.g. If you have not applied
Heading 1 of a style to all your main headings, no change
will be visible to your document until you apply the new
Style Set’s Heading 1 to all your main headings.
1. Click the Design tab on the Ribbon.
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Working with Themes and Styles
2. Select a Style Set from the Style Set Gallery in the
Document Formatting group.
Tip: As you point to different styles in the Style
Set Gallery, the document changes to show you
how it will look with the style set. For larger
documents, it may take a bit longer to process the
preview.
Reset Style Sets
If you decide that you don’t want to use the Style Set you
applied to the document, you can remove it and reset to its
default settings.
1. Click the Design tab on the Ribbon and click the
Style Set Gallery’s More button in the Document
Formatting group.
Shaded
Centered
Lines (Stylish)
Casual
2. Click Reset to the Default Style Set.
The style set will reset accordingly.
Tips:


Microsoft recognizes that styles are efficient and
useful in creating a document, so they have created
sets of coordinating styles that have all the styles you
need to build a document. In previous versions, users
were left to create most of their own styles from
scratch. Now, styles are very accessible with a wide
range of them prominently displayed on the Ribbon.
In most cases, choosing a different style set does not
change the font type or the font theme being used; it
just applies different character or paragraph
formatting.
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Creating a Style
 Exercise
A style is a group of format settings stored under a single
name. Styles save a lot of time and ensure that your
documents are formatted in a consistent manner.
There are five different types of styles:
• Exercise File: Management6-2.docx
• Exercise: Select “The Internet and Travel” line; add bold
formatting and change the font size to 14 pt.
Create a style named “Seminar” based on this text.
Apply the style to the “Better Team Communication” and
“Exploring Childcare” text.

Character: Includes any type of character
formatting, such as font size or type, colors, and font
effects.

Paragraph: Includes any type of paragraph
formatting, such as paragraph, tab, border, and bullets
and numbering formats.

Linked: A combination of character and paragraph
formatting properties.

Table: Provides a consistent style for all borders,
shading, alignment and fonts in tables.

List: Applies similar alignment, numbering or bullet
characters and fonts to lists.
With Word’s Style Sets, you probably won’t need to
create new styles very often. But if the need arises,
creating a style is quick and easy.
Figure 6-2: To create a new style from formatted text, just
give the style a name.
1. Select the text that contains the formatting of the new
style.
2. Highlight the selection, click Styles, and select
Create a Style from the mini toolbar.
3.
Click Modify.
The Create New Style from Formatting dialog box
appears. You may add formatting or change
formatting properties for the style here.
4. Click the Name text box and enter the style’s name.
5. Click OK.
The style is added to the Quick Style Gallery.
Other Ways to Create a Style:
Click the Home tab and click the Dialog Box
Launcher in the Styles group. Click the New
Style button in the Styles task pane and apply
style formatting in the Create New Style from
Formatting dialog box. Give the style a name and
click OK.
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Figure 6-3: Create a new style and add formatting
properties to it in this dialog box.
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Working with Themes and Styles
Modifying and Deleting a Style
 Exercise
If a style doesn’t quite have the formatting attributes you
would like, or if you created a style that you no longer
want to use, styles are easily modified and deleted.
• Exercise File: Management6-3.docx
• Exercise: Modify the “Seminar” style so the font size is
11 pt. Notice that the other instances of the style are
modified.
Delete the “Seminar” style.
Modify a style
In most cases you won’t need to change a style in a Style
Set because the styles are designed to work together.
Rather than modifying one of these built-in styles, you
may want to consider creating a new style. Still, you may
run into a situation where you want to modify a built-in
style or a style that you’ve created.
1. Select text that uses the style you want to modify.
2. Apply the formatting you want to add to or remove
from the style.
3. Right-click the style in the Styles Gallery and select
Update [style name] to Match Selection from the
contextual menu.
The style is modified to acquire the formatting
properties of the selected text.
Other Ways to Modify a Style:
Right-click the style in the Styles Gallery and
select Modify from the contextual menu. Or, click
the Dialog Box Launcher in the Styles group,
click the list arrow for the style you want to
modify and select Modify. Edit the formatting of
the style in the Modify Style dialog box.
Figure 6-4: The Modify Style dialog box.
Delete a style
If a style is no longer needed, it may be deleted altogether.
1. Click the Dialog Box Launcher in the Styles group.
The Styles task pane appears.
2. Click the list arrow of the style you want to delete
and select Delete [style name] from the list.
A dialog box appears, asking to confirm deletion of
the style.
Tip: If there is no option to delete the style, Word
may instruct you to revert to a similar style, which
effectively deletes the style.
3. Click Yes.
The style is deleted and the default “Normal” style,
or a style similar to the deleted style, is applied.
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Figure 6-5: If a style is very similar to another style, you
may be asked if you want to revert to that style rather than
delete the style.
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Working with the Styles
Gallery
The Styles Gallery makes it easy to view and access styles
in a document. This lesson shows you how to organize
which styles are displayed in the Styles Gallery.
 Exercise
• Exercise File: Management6-4.docx
• Exercise: Remove the “List Paragraph”, “Book Title”
and “Emphasis” styles from the Styles Gallery.
Move the “Book Title” style back into the gallery.
Add a style to the Styles Gallery
If a style you want to use doesn’t appear in the Styles
Gallery, you can move it into the Styles Gallery so it is
easily accessible.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Styles group.
The Styles task pane appears.
2. Click the Options link in the Styles task pane.
The Style Pane Options dialog box appears.
3. Click the Select styles to show list arrow and select
All styles. Click OK.
Figure 6-6: Configure how the Style Pane works in the
Style Pane Options dialog box.
The Styles task pane displays all the styles available
in the document.
4. Point at the style you want to add to the Styles
Gallery. Click the list arrow and select Add to Style
Gallery.
The style appears at the beginning of the Styles
Gallery.
Remove a style from the Styles Gallery
Removing a style from the Styles Gallery does not
remove the style from the document.
1. Click the Home tab on the Ribbon and right-click the
style that you want to remove from the Styles Gallery
in the Styles group.
2. Select Remove from Style Gallery from the
contextual menu.
This will remove the style from the gallery, but it will
still be available in the document.
Figure 6-7: Make styles quickly accessible by adding
them to the Style Gallery.
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Working with Themes and Styles
Creating a New Style Set
If you create a group of styles in a document that you
would like to use together, you can save them as a new
Style Set.
 Exercise
• Exercise File: Management6-5.docx
• Exercise: Create a new style set named “Management”.
To create a new style set, you can use a combination of
styles you have created, and styles from other style sets.
1. Once you’re happy with your formatted document,
click the Design tab on the Ribbon; then click the
More button list arrow in the Document Formatting
group.
2. Select Save as a New Style Set.
The Save as a New Style Set dialog box appears.
3. Click the File name text box and enter a name for the
new Style Set.
If you create other customized elements, use the same
naming scheme so you can easily identify which
parts are designed to go together.
Figure 6-8: The Save Style Set dialog box.
4. Click Save.
The new Style Set now also appears in the Style Sets
Gallery.
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Selecting, Removing, and
Printing Styles
Styles form a bond between texts that uses the same style.
Use this common bond to work with text.
Tip:

You must turn on the Keep track of formatting option
to select, remove, or print styles. To do this, click the
File tab and select Options. Click the Advanced tab
and make sure the Keep track of formatting check
box is selected.
 Exercise
• Exercise File: Management6-6.docx
• Exercise: Apply the Strong style to “The Internet and
Travel” and “Better Team Communication” lines.
Select all instances that use the Strong style and add
underline formatting to them.
Remove all instances of the Strong style.
Print a style summary for the document.
Select text that uses the same style
You can select all occurrences of a style in a document.
1. Click the Home tab on the Ribbon and right-click the
style in the Styles Gallery in the Styles group.
2. Click Select All (number of) Instance(s).
When the text is selected, you can work with the text
as usual, such as to apply a different style, modify the
style, or add formatting.
Remove a style from text
If you change your mind about using a style, you can
easily remove the style from all text in the document.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Styles group.
Figure 6-9: Select all text that is formatted using a
certain style in the document.
The Styles task pane appears.
2. Click the list arrow for the style you want to remove
and select Clear Formatting of (number of)
Instance(s).
The style is removed from text in the document.
Print styles
You can print a summary of all the styles in a document,
which includes a description of each style’s properties and
settings.
1. Click the File tab and select Print.
The Print tab appears.
2. Click the Print all pages list arrow and select Styles.
3. Click Print.
Figure 6-10: Remove the style from all text to which it
has been applied.
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Working with Themes and Styles
Comparing and Cleaning Up
Styles
The Style Inspector helps identify styles and other
formatting in the document.
Clean up styles
If text isn’t updating to style changes the way you
expected, or if text is not included in a style selection as
you anticipated, it may not be formatted with a style.
 Exercise
• Exercise File: Management6-7.docx
• Exercise: Apply the Intense Reference style to the
“Exploring Childcare” line.
Use the Style Inspector to check the formatting of the
“Better Team Communication” line.
Compare the text of the “Better Team Communication”
line and the “Exploring Childcare” lines.
Apply the Intense Reference style to the “The Internet
and Travel” and “Better Team Communication” lines.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Styles group.
The Styles task pane appears.
2. Click the Style Inspector button in the Styles task
pane.
The Style Inspector appears.
3. Click the text you want to check or clean up.
The Plus
areas display
formatting that
has been
added to the
style that is
formatting the
text.
The Style Inspector shows the underlying paragraph
and character styles that are used in the current text.
The Plus areas below the paragraph or text level
references other formatting properties that have been
added manually and are not part of the underlying
style.
Figure 6-11: Use the Style Inspector to investigate
formatting differences in text.
4. Use the controls in the Style Inspector to clear all
styles and formatting, create a new style, or reveal
formatting.
Compare formatted text to other formatted
text
Comparing text makes it easier for you to identify the
formatting attributes applied to text.
1. Click the Home tab on the Ribbon and click the
Dialog Box Launcher in the Styles group.
The Styles task pane appears.
2. Click the Style Inspector button in the Styles task
pane.
The Style Inspector appears.
3. Click the Reveal Formatting button.
The Reveal Formatting task pane appears.
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4.
Click or select text to view its formatting.
The formatting properties of the selected text are
displayed in the Reveal Formatting task pane.
5. Click the Compare to another selection check box
in the Reveal Formatting task pane.
Now you can compare the formatting of the selected
text to other text in the document. Notice that when
the text is compared to itself, there are no formatting
differences.
6. Click or select the text to compare to the previously
selected text.
The formatting differences between the two instances
are displayed in the Reveal Formatting task pane.
7. Close the Reveal Formatting task pane and Style
Inspector when you are finished.
Figure 6-12: The Reveal Formatting task pane displays formatting differences between text selections in the
document.
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Working with Themes and Styles
Applying Document Themes
 Exercise
Word 2013’s document themes provide a consistent and
professional look for your documents. Each document
theme consists of three design elements:
• Exercise File: Management6-8.docx
• Exercise: Apply the “Integral” document theme.
Apply the “Franklin Gothic” theme font.

Theme Colors: A set of eight coordinated colors
used in formatting text and objects in the document.

Theme Fonts: A set of coordinated heading and body
font types.

Theme Effects: A set of coordinated formatting
properties for shapes and objects.
Tip:

Document themes work best when saved in .docx
files. They may not display correctly in .doc format.
Apply a document theme
Applying a document theme affects all elements of the
document: colors, fonts, and effects.
1. Click the Design tab on the Ribbon and click the
Themes button in the Document Formatting group.
A list of built-in document themes appears. The
default theme is “Office,” which is highlighted in
orange.
Tip: If the theme you want to use doesn’t appear
in the list, it may be saved somewhere else. If a
theme is saved elsewhere on your computer or
network location, click Browse for Themes to go
to the theme’s location.
Figure 6-13: The built-in list of Document Themes in
Word coordinates colors, fonts, and shape effects.
2. Select the document theme you want to apply.
The formatting associated with the document theme
is applied to the document.
Mix and match document themes
You are not bound to the colors, fonts, or effects that are
assigned to a document theme. You may mix and match
theme colors, theme fonts, and theme effects.
1. Click the Design tab on the Ribbon.
2. Click the Theme Colors, Theme Fonts, or Theme
Effects buttons in the Document Formatting group
and select the colors, fonts, or effects that you want to
use.
Theme Fonts
Theme Colors
Theme Effects
Figure 6-14: Customize a document theme by mixing
and matching colors, fonts, and effects.
The change is applied to the document. The
document theme isn’t changed, but it is no longer
applied.
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Creating New Theme Colors
and Fonts
You will probably be able to find a document theme that
suits your needs among Word’s built-in options. However,
you can also create your own customized theme colors
and fonts.
 Exercise
• Exercise File: Management6-9.docx
• Exercise: Create a new theme color named “Acadia”.
1. Click the Design tab on the Ribbon and click the
Theme Colors or Theme Fonts buttons in the
Document Formatting group.
2. Select Customize Colors or Customize Fonts from
the list.
A dialog box appears where you can select the colors
or fonts you want to use.
3. Select the colors or fonts you want to use.
4. Click the Name text box and type a name for the new
color or font theme.
If you want to coordinate new theme colors and
fonts, save them under the same name, just as they
are with built-in themes.
Figure 6-15: Creating a new theme color.
5. Click Save.
If you want to use the new colors and fonts together,
save them under the same name so that it is easy to
identify that they go together.
Tips:

You can’t create your own theme effects. You can
only create your own theme colors and fonts.

You can delete or edit custom theme colors or fonts.
Select the Design tab, click on Theme Colors or
Theme Fonts buttons. Right-click a custom color or
font and select Delete or Edit.
Figure 6-16: Theme elements that you have created
appear in a special Custom section at the top of the
list.
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Working with Themes and Styles
Save a New Document Theme
 Exercise
You can use theme fonts or colors that you have created to
create an entire document theme. For example, you could
create a document theme that uses specific colors and
fonts for your organization.
You can save any combination of theme colors, theme
fonts, and theme effects as a new document theme.
• Exercise File: Management6-10.docx
• Exercise: Apply the custom Acadia theme color to the
document.
Save a new document theme named “Acadia”.
1. Apply the theme colors, fonts, and effects that you
want to use in the new document theme to the
document.
This can be a combination of items you have created,
and built-in items.
2. Click the Design tab on the Ribbon and click the
Themes button in the Document Formatting group.
A list of built-in themes appears.
3. Select Save Current Theme.
The Save Current Theme dialog box appears.
When you give the new document theme a name, use
a naming scheme similar to other items, such as the
theme colors or fonts, so that it is easy to identify that
they go together.
4. Click the File name text box, enter a name, and click
the Save button.
The document theme is now available under the
Themes button in the Themes group.
Tips:

When you save a new document theme, it becomes
available in all Office programs.

You can delete custom themes. Select the Design tab,
click the Themes button in the Document Formatting
group, right-click on the custom theme and select
Delete.
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Figure 6-17: You can save your combination of theme
colors, fonts, and effects as a new document theme.
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Review
Quiz Questions
1.
If you decide that you don't want to use the style set that you applied to the document, you can reset document styles.
2.
Which of these keystroke combinations opens the Apply Styles task pane?
A. <Shift> + <S>
B. <Ctrl> + <Shift> + <A>
C. <Shift> + <A>
D. <Ctrl> + <Shift> + <S>
3.
The easiest way to create a style in Microsoft Word is to:
A. Base the style on an existing paragraph's formatting.
B. Create a style from scratch.
C. Use the Styles task pane.
D. Click your heels and think really hard.
4.
As soon as a style has been modified, all instances of the style in the document are updated to reflect the changes.
5.
If you aren't given the option to delete a style, Word may instruct you to:
A. Revert to a similar style.
B. Modify the style.
C. Hide the style.
D. Remove the style from the Styles Gallery.
6.
Removing a style from the Styles Gallery removes the style from the document. (True or False?)
7.
Any styles that appear in the Styles Gallery will be included in the new style set. (True or False?)
8.
You can't select all of the text in a document that uses the same style. (True or False?)
9.
A printed styles summary does NOT include:
A. A list of all styles used in the document.
B. A description of each style's properties.
C. A list of commonly used styles.
D. A description of each style's settings.
10. To see how text is formatted click the _____ _____ button in the Style Inspector.
A. Show Formatting
B. Reveal Formatting
C. Illustrate Formatting
D. Document Formatting
11. You can compare formatted text to other formatted text in Word 2013. (True or False?)
12. Which of the following is not a design element that document themes consist of?
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A. Theme Colors
B. Theme Alignment
C. Theme Fonts
D. Theme Effects
13. What is the default theme used in Word?
A. Office
B. Opulent
C. Apex
D. Civic
14. You can create your own theme effects in Word 2013. (True or False?)
15. When you save a new document theme, it becomes available in all Office programs. (True or False?)
16. You can't remove a custom document theme in Word once you have added one. (True or False?)
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Quiz Answers
1.
True. If you decide that you don't want to use the style set that you selected, you can reset document styles.
2.
D. Press <Ctrl> + <Shift> + <S> to open the Apply Styles task pane.
3.
A. The easiest way to create a style in Microsoft Word is to base it on an existing paragraph's formatting.
4.
True. As soon as a style has been modified, all instances of the style in the document are updated to reflect the changes.
5.
A. If you aren't given the option to delete a style, Word may instruct you to revert to a similar style.
6.
False. Styles that are removed from the Styles Gallery are still available, they just are not shown in the Styles Gallery.
7.
True. Any styles that appear in the Styles Gallery will be included in the new style set, so make sure to edit the gallery
as necessary.
8.
False. You can select all of the text in a document that uses the same style.
9.
C. A printed styles summary does NOT include a list of commonly used styles.
10. B. To see how text is formatted click the Reveal Formatting button in the Style Inspector.
11. True. Using the Style Inspector, you can compare formatted text to other formatted text in Word 2013.
12. B. Theme Alignment is not a design element used in Word.
13. A. Office is the default theme used in Word.
14. False. You can't create your own theme effects. You can only create your own theme colors and fonts.
15. True. Once a document theme is saved, it becomes available in all Office programs.
16. False. To remove a custom document theme, click the Themes button, right-click the custom theme, select Delete, and
click Yes to confirm the deletion.
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Working with
Shapes and
Pictures
Inserting Clip Art .............................................. 129
Inserting Screenshots ..................................... 130
Insert a screenshot of an open window . 130
Insert a screen clipping .......................... 130
Inserting Pictures and Graphics Files ........... 131
Removing a Picture’s Background ................ 132
7
0
Documents that include pictures,
drawings, and graphics can be much more
compelling and effective than documents
that only contain boring text. Once you
know how to work with pictures and
graphics, you can make all kinds of neat
documents, such as newsletters, greeting
cards, and pamphlets.
This chapter explains how to use Word’s
drawing tools to insert shapes and text
boxes in your documents; how to insert
pictures and clip art; and how to format
pictures, shapes, and clip art.
Altering the Look of Pictures and Graphics . 133
Apply corrections ................................... 133
Adjust color ............................................ 133
Apply artistic effects ............................... 133
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
Formatting Pictures or Graphics ................... 135
Crop a picture or graphic ....................... 135
Change the visual style of a picture or
graphic ................................................... 135
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
Inserting Shapes .............................................. 136
Draw a shape ......................................... 136
Adjust a shape ....................................... 136
Add text to a shape ................................ 136
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
Formatting Shapes .......................................... 137
Change the fill color of a shape ............. 137
Change the outline of a shape ............... 137
Change the visual style of a shape ........ 138
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
Resizing, Moving, Copying, and Deleting
Objects.............................................................. 139
Resize an object .................................... 139
Move an object ...................................... 139
Copy an object ....................................... 139
Delete an object ..................................... 139
Positioning Objects ......................................... 140
Adjust text wrapping .............................. 140
Display/hide the grid .............................. 140
Adjust grid settings ................................ 140
Turn on/off the Snap to Grid feature ...... 141
Applying Special Effects................................. 142
Grouping Objects ............................................ 143
Select multiple objects ........................... 143
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Group objects ........................................ 143
Ungroup objects ..................................... 143
Aligning and Distributing Objects ................. 144
Align objects .......................................... 144
Distribute objects ................................... 144
Flipping and Rotating Objects ....................... 145
Flip an object ......................................... 145
Rotate an object ..................................... 145
Rotate an object with greater precision . 145
Layering Objects ............................................. 146
Inserting a Text Box......................................... 147
Insert a built-in text box.......................... 147
Create a text box ................................... 147
Link text boxes ....................................... 147
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Inserting Clip Art
 Exercise
Clip art is a collection of pictures and graphics that
Microsoft has included with Word.
• Exercise File: American History7-1.docx
• Exercise: Insert an image of a lighthouse on page 6
under the last paragraph.
1. Click the Insert tab on the Ribbon and click the
Online Pictures button in the Illustrations group.
The Insert Pictures dialog box appears.
Trap: Depending on how Word is installed and
configured on your computer, an error message
may appear, informing you that the clip art feature
has not been installed. Try inserting the Office
2013 CD-Rom.
Type what you
want to search
for.
2. Type the name of what you’re looking for in the
search text box.
3. Click the search button ( ).
4.
Scroll through the clip art until you find a file that
you like.
5. Click the clip art that you want to insert.
6.
Click Insert.
The Office.com Clip Art dialog box closes.
Figure 7-1: The Office.com Clip Art dialog box.
Tip:

A little star in the bottom-right corner of a graphic
indicates animation.
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Inserting Screenshots
 Exercise
A screenshot is an image of any visible item you see on
your monitor.
• Exercise File: American History7-2.docx and
http://en.wikipedia.org
• Exercise: Look up Mount Rushmore in Wikipedia. Take
a screen clipping of the Mount Rushmore picture and
insert it on page 2 next to the bulleted section.
Insert a screenshot of an open window
1. Click the Insert tab on the Ribbon and click the
Screenshot button list arrow in the Illustrations
group.
The Available Windows gallery appears.
Tip: If a program window is minimized to the
taskbar, it will not appear in the Available
Windows gallery.
2. Select an image.
The screenshot is inserted into the document.
Insert a screen clipping
Rather than inserting an entire window, use the Screen
Clipping tool to take a screenshot of part of the window.
1. Make the window from which you want to take a
screen clipping active.
Tip: Minimize all programs to the taskbar except
for the one from which you want to take a screen
clipping.
Figure 7-2: The Screenshot gallery is populated
with thumbnails of all open program windows.
2. In Word, click the Insert tab on the Ribbon and click
the Screenshot button list arrow in the Illustrations
group.
3. Select Screen Clipping.
The Word window minimizes to the taskbar, the
desktop fades, and the cursor changes to a crosshair.
4. Move the cursor to the corner of the area you want to
clip.
Tip: To cancel a screen clipping, press the <Esc>
when the screen clipping screen is active.
5. Click and drag the cursor around the area you want to
clip, and then release it.
Figure 7-3: A Screen clipping in progress.
The screen clipping is inserted into the document.
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Working with Shapes and Pictures
Inserting Pictures and
Graphics Files
In addition to inserting clip art into a document, you can
also insert pictures or graphics that you have on file—
such as pictures uploaded from a digital camera or
graphics created in another program.
 Exercise
• Exercise File: American History7-3docx,
Philadelphia.jpg
• Exercise: Insert the Philadelphia.jpg image located in the
Practice folder under the last paragraph on page 4.
1. Click the Insert tab on the Ribbon and click the
Pictures button in the Illustrations group.
The Insert Picture dialog box appears.
2. Navigate to the file you want to insert.
3. Click the name of the file that you want to insert and
click Insert.
The picture is inserted into the document as ‘In line
with text’, and the Format contextual tab appears on
the Ribbon under Picture Tools.
Tips:


If you don’t want the picture to appear ‘In line with
text’, you’ll need to adjust its text wrapping in the
Arrange group.
To insert more than one picture or graphics file at a
time, press and hold down the <Ctrl> key as you
click each file in the Insert Picture dialog box.
Table 7-1: Supported Graphics File Formats
Graphics Interchange Format
.gif, .gfa
JPEG File Interchange
Format
.jpeg, .jpg, .jfif, .jpe
Microsoft Windows Bitmap
.bmp, .rle, .dib
Portable Network Graphics
.png
Tagged Image File Format
.tiff
Microsoft Windows Metafile
.emf, .wmf
Computer Graphics Metafile
.cgm
Macintosh PICT
.pct
WordPerfect Graphics
.wpg
Encapsulated PostScript
.eps
Figure 7-4: When a graphic is inserted, the Format contextual tab appears on the Ribbon by default. These commands allow
you to work with and format the selected picture.
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Removing a Picture’s
Background
Word 2013 now has the ability to remove backgrounds
from pictures and graphics.
 Exercise
• Exercise File: American History7-4.docx
• Exercise: Remove the background from the image on
page 2. Refine as necessary.
1. Double-click the picture or graphic from which you
want to remove the background.
The Format tab appears on the Ribbon under Picture
Tools.
2. Click the Format tab, and select the Remove
Background button in the Adjust group.
The Background Removal program tab appears on
the Ribbon and the area that will be removed from
the picture or graphic appears in purple.
3. Click and drag the sizing handles of the inlaid
rectangle around the area you want to keep.
The area identified as the background changes.
It is unlikely that Word will get it exactly right, so
you will have to refine the areas to be kept and
removed.
4. Click Mark Areas to Keep button or the Mark
Areas to Remove button in the Refine group.
The cursor changes to a pencil.
5. Click the drag the mouse over the areas of the image
that you want to keep or remove.
A line is drawn across the area. It changes depending
on whether you want to keep it or not.
6. To remove a mark, click the Delete Mark button in
the Refine group and click on the mark you want to
delete.
The mark is removed.
7. When you are finished, click the Keep Changes
button in the Close group.
The background is removed and Word returns to Print
Layout view.
Tip: To return the image to its original state,
double-click the image, click the Remove
Background button and click Discard All
Changes.
Tip:

Try experimenting with different styles or fills to
replace the removed background.
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Figure 7-5: Removing the background from a picture.
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Working with Shapes and Pictures
Altering the Look of Pictures
and Graphics
Word 2013 has greatly expanded the user’s ability to alter
the appearance of pictures and graphics. Now you can
easily sharpen or soften an image, change brightness and
contrast, adjust coloring, and apply artistic effects.
 Exercise
• Exercise File: American History7-5.docx
• Exercise: Apply the Temperature: 8800K Color Tone to
the picture on page 2.
Apply the Marker artistic effect.
Apply corrections
Corrections that can be applied include sharpening or
softening, and adjusting the brightness and contrast.
1. Double-click the picture or graphic to which you
want to apply corrections.
The Format tab appears on the Ribbon under Picture
Tools.
2. Click the Format tab and then select the Corrections
button in the Adjust group.
A gallery of corrections options appears.
Figure 7-6: The Corrections gallery.
3. Select a correction option from the gallery.
The picture or graphic corrected accordingly.
Tip: To preview how the correction will change
your picture or graphic, briefly hold the mouse
over the correction option.
Adjust color
When you adjust color, you can change the color
saturation, color tone, or simply re-color the image.
1. Double-click the picture or graphic for which you
want to adjust color.
The Format tab appears on the Ribbon under Picture
Tools.
2. Click the Format tab and select the Color button in
the Adjust group.
A gallery of color options appears.
Figure 7-7: The Color gallery.
3. Select a color option from the gallery.
The picture or graphic is re-colored accordingly.
Tip: To preview how the color adjustment will
change your picture or graphic, briefly hold the
mouse over the color option
Apply artistic effects
Perhaps the most interesting new feature for image
adjustment is the ability to apply artistic effects. You can
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make your picture or graphic appear as if it was painted or
drawn with the click of a button.
1. Double-click the picture or graphic to which you
want to apply an artistic effect.
The Format tab appears on the Ribbon under Picture
Tools.
2. Click the Format tab, then select the Artistic Effects
button in the Adjust group.
A gallery of artistic effects appears.
3. Select an artistic effect from the gallery.
The artistic effect is applied accordingly.
Tip: To preview how the artistic effect will
change your picture or graphic, briefly hold the
mouse over the effect.
Figure 7-8: The Artistic Effects gallery.
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Working with Shapes and Pictures
Formatting Pictures or
Graphics
Word comes with several features that allow you to alter a
picture or graphics file once it has been inserted.
 Exercise
• Exercise File: American History7-6.docx
• Exercise: Crop the picture on page 4.
Apply the Rotated, White picture style to the image.
Crop a picture or graphic
When you crop a picture or graphic, you trim its
horizontal and vertical sides. Cropping is useful when you
only want to include a portion of a picture or graphic.
1. Double-click the picture or graphic that you want to
crop.
Figure 7-9: The Size group on the Format tab.
The Format contextual tab appears on the Ribbon
under Picture Tools.
2. Click the Format tab, then select the Crop button list
arrow in the Size group.
A list of options appear. See Table 7-2: Cropping
Options, for a description of each option.
Table 7-2: Cropping Options
Crop to Shape
Crops your graphic to fit inside a
shape selected from the gallery.
Aspect Ration
Crops your picture or graphic
according to an aspect ratio.
Fill
Resizes the picture so that the entire
picture area is filled while keeping the
aspect ratio. Use when enlarging an
image.
Fit
Resizes the picture so that the entire
picture area is filled while keeping the
aspect ratio. Use when shrinking an
image.
3. Click Crop.
4. Click and drag the picture or graphic’s cropping
handles.
Word crops the picture or graphics.
Tip: To crop all four sides of a picture or graphic
at once while maintaining the graphic’s
proportions, press and hold down the <Ctrl> key
as you drag the mouse.
5. Click the Crop button in the Size group once again to
turn off the cropping tool.
The image is cropped.
Change the visual style of a picture or
graphic
Changing the visual style of a picture or graphic changes
how it appears on the page.
1. Double-click the picture or graphic that you want to
adjust.
The Format contextual tab appears on the Ribbon
under Picture Tools.
2. Click the Format tab, then select a Picture Style
from the Picture Styles Gallery in the Picture Styles
group.
Tip: To view all the available styles, click the
More button ( ) in the Picture Styles group. The
style is applied to the picture or graphic.
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Figure 7-10: The Picture Styles gallery.
135
Working with Shapes and Pictures
Inserting Shapes
 Exercise
Word 2013 comes with an extensive set of ready-made
shapes, called AutoShapes that you can use to easily draw
shapes on your documents. The Shapes gallery contains
over a hundred common shapes and lines, such as stars,
arrows, and speech balloons.
• Exercise File: American History7-7.docx
• Exercise: Insert a 16-point star over the Statue of Liberty
image and adjust so that the points are longer.
Draw a shape
Table 7-3: AutoShape Categories
To insert a shape into a document, draw it.
Lines
1. Click the Insert tab on the Ribbon and click the
Shapes button in the Illustrations group.
Straight lines, curved lines, scribbled
lines, arrows, and free form drawing
shapes.
Basic Shapes
Squares, rectangles, triangles, circles,
pentagons, and more.
Block Arrows
Arrows that point up, down, left, and
right.
Flowchart
Basic shapes used to create
flowcharts.
Callouts
Text box shapes that point to and
describe something.
Stars and Banners
Shapes that boldly announce
something.
The AutoShapes gallery appears.
2. Click the shape you want to insert.
The arrow pointer changes to a crosshair.
3. Click and drag on the page or drawing canvas until
the shape reaches the desired size.
Tip: To draw a straight line, perfect square or
circle, or to constrain the dimensions of other
shapes, press and hold down the <Shift> key as
you drag.
4. Release the mouse button.
The shape is inserted and the Format contextual tab
appears on the Ribbon under Drawing Tools.
Adjust a shape
You can adjust the most prominent feature of a shape—
such as the point on an arrow or the spikes on a star—by
using its adjustment handle.
Figure 7-11: Click and drag to create an AutoShape.
1. Click the shape you want to adjust.
2. Click and drag the shape’s adjustment handle ( ), and
release the mouse button when you’re finished.
The shape is adjusted.
Tip: Some shapes have more than one adjustment
handle, while others don’t have any at all.
Add text to a shape
Adding text to a shape is extremely easy.

Click the shape you want to add to and start typing.
Other Ways to Add Text to a Shape:
Right-click the shape you want to add text to,
select Add text from the contextual menu, and
type your text.
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Figure 7-12: Click and drag the adjustment handle
to change the AutoShape.
© 2013 CustomGuide, Inc.
Working with Shapes and Pictures
Formatting Shapes
 Exercise
The first thing you’ll probably want to do after inserting a
shape is change its fill and outline color. This lesson will
show you how to format a shape.
• Exercise File: American History7-8.docx
• Exercise: Apply a yellow fill color to the star shape on
page 3.
Then apply a thick, orange outline color to the shape.
Change the fill color of a shape
You can add, adjust, or remove the fill color of the shapes
you create in Word.
1. Double-click the shape whose fill color you wish to
change.
The Format tab appears on the Ribbon under
Drawing Tools.
2. Click the Format tab, then select the Shape Fill
button list arrow in the Shape Styles group.
The Shape Fill menu appears. You have several
options to choose from. See Table 7-4: Shape Fill
Options.
3. Select an option from the menu.
Other Ways to Change the Fill Color of a
Shape:
Right-click the shape and select Format Shape
from the contextual menu. Click the Fill tab,
select your options, and click Close when you’re
finished.
Table 7-4: Shape Fill Options
Theme
Colors
Select a fill color from the
colors in the current theme.
Standard
Colors
Select a fill color from one of
the 10 standard colors.
No Fill
Removes the fill color.
More Fill
Colors
Select a fill color from one of
the thousands of colors in the
Colors dialog box.
Picture
Fills the shape with a graphic
you have on file.
Gradient
Color gradually changes from
one color to another.
Texture
Fills the shape with a texture.
Change the outline of a shape
You can add an outline to shapes or adjust or remove an
existing outline.
1. Double-click the shape whose outline you wish to
change.
The Format tab appears on the Ribbon under
Drawing Tools.
2. Click the Format tab, then select the Shape Outline
button in the Shape Styles group.
The Shape Outline menu appears. You have several
options to choose from. See Table 7-5: Shape
Outline Menu.
3. Select an option from the menu.
Other Ways to Change the Outline of a Shape:
Right-click the shape and select Format Shape
from the contextual menu. Click the Line Color
tab to add a line, click the Line Style tab to select
your options, and click Close when you’re
finished.
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Figure 7-13: The Shape Styles group.
Table 7-5: Shape Outline Menu
Theme
Colors
Select an outline color from the
colors in the current theme.
Standard
Colors
Select an outline color from
one of the 10 standard colors.
No
Outline
Removes the outline.
More
Outline
Colors
Select an outline color from
one of the thousands of colors
in the Colors dialog box.
Weight
Changes the thickness of an
outline.
Dashes
Changes the look of the
outline.
Arrows
Changes the look of an arrow
shape.
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Working with Shapes and Pictures
Change the visual style of a shape
Changing the visual style of a shape is an easy way to
spice up its appearance. A visual style is a set of different
formatting commands that can be applied to a shape in
one single step.
1. Double-click the shape that you want to change.
The Format tab appears on the Ribbon under
Drawing Tools.
2. Select the Format tab, then select a style from the
Shape Style Gallery in the Shape Styles group.
Tip: To view all the available styles, click the
More button ( ) in the Shape Styles group to
display the Styles gallery.
The visual style is applied to the shape.
Figure 7-14: The colors available in the Shape
Style gallery change with the Theme color.
Tip:

The colors of the Shape Style options change with the
document theme and/or theme color.
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Working with Shapes and Pictures
Resizing, Moving, Copying,
and Deleting Objects
More often than not, the objects that you insert into your
documents will need to be modified in order to coincide
with the other elements in a document. This lesson will
show you how to resize, move, copy, and delete the
shapes and graphics in your documents.
 Exercise
• Exercise File: American History7-9.docx
• Exercise: Enlarge the Mount Rushmore image on page
2.
Then, make a duplicate of the cowboy hat image on page
5 and delete the duplicate image.
Resize an object
Make an object larger or smaller by resizing it.
1. Click the object to select it.
Sizing handles appear around the object once it is
selected. You can use these sizing handles to change
the size and proportions of the selected object.
2. Click and drag one of the object’s sizing handles.
Tip: To maintain the object’s proportions while
resizing, hold down the <Shift> key as you drag.
3. Release the mouse button.
Move an object
By simply clicking and dragging with the mouse, you can
move an object to a new location on the page.
1. Click and drag the object to a new location.
2. Release the mouse button when the object is
positioned where you want it.
Copy an object
You can also copy an object by clicking and dragging.
1. Press and hold down the <Ctrl> key, and click and
drag the object to a new location.
2. Release the mouse button, and then release the key.
Delete an object
If you decide you don’t want an object, delete it.

Figure 7-15: To resize an object, click one of its
sizing handles and drag to the new size.
Select the object that you want to delete and press the
<Delete> key.
The object is removed from the document.
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Working with Shapes and Pictures
Positioning Objects
Whenever you insert a graphic into a document, it is
inserted In line with text by default. This means that the
text in the document moves in order to accommodate the
graphic. This lesson will show you how to adjust text
wrapping and how to use the grid to position objects.
Adjust text wrapping
To adjust how text reacts to the objects in your
documents, change the object’s text wrapping.
1. Double-click the object whose text wrapping you
wish to adjust.
The Format tab appears on the Ribbon.
 Exercise
• Exercise File: American History7-10.docx
• Exercise: Change the text wrapping style of the
lighthouse image on page 6 to “Tight”.
Display the grid, then turn off the Snap to Grid feature.
Hide the grid.
Table 7-6: Text Wrapping Styles
In Line
with
Text
This places the object at the insertion
point in a line of text in the document.
The object remains on the same layer
as the text. This is the default setting.
Square
Wraps text around all sides of the
square bounding box for the selected
object.
Tight
Wraps text tightly around the edges of
the actual image (instead of wrapping
around the object's bounding box).
Through
Similar to the Tight option, this option
wraps text throughout the image.
Top and
Bottom
Wraps text around the top and bottom
of the object, leaving the area to the
right and left of the object clear.
Behind
Text
This removes text wrapping and puts
the object behind text in the document.
The object floats on its own layer.
In Front
of Text
This removes text wrapping and places
the object in front of text in the
document. The object floats on its own
layer.
2. Click the Wrap Text button in the Arrange group.
A list of text wrapping styles appears. See Table 7-6:
Text Wrapping Styles table for a description of each
style.
3. Select a text wrapping style from the list.
The text wrapping style is applied to the image.
Other Ways to Adjust Text Wrapping:
Right-click the image, point to Wrap Text in the
contextual menu, and select an option from the
submenu.
Display/hide the grid
Just like the graph paper you used to use in geometry
class, the grid consists of horizontal and vertical lines that
help you draw and position objects.
1. Click the View tab on the Ribbon.
2. Click the Gridlines check box in the Show group.
Horizontal and vertical gridlines appear on the page.
Tip:

Gridlines do NOT appear in the printed document.
Adjust grid settings
To adjust grid settings, such as how much space appears
between gridlines, open the Drawing Grid dialog box.
1. Click the Format tab on the Ribbon.
Tip: If the Format tab isn’t displayed on the
Ribbon, double-click an object in the document to
display it.
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Figure 7-16: The page with the grid displayed.
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Working with Shapes and Pictures
2. Click the Align button in the Arrange group and
select Grid Settings from the list.
The Drawing Grid dialog box appears.
3. Make your adjustments and click OK when you’re
finished.
Turn on/off the Snap to Grid feature
Figure 7-17: Click the Align button in the Arrange
group to align objects and adjust grid settings.
The Snap to Grid feature causes objects to “snap” to the
nearest gridline when you move them around in your
documents. This can be convenient or extremely
inconvenient depending on your personal preferences.
The Snap to Grid feature is turned off by default in Word
2013, but you can easily turn it on.
1. Click the Format tab on the Ribbon.
Tip: If the Format tab isn’t displayed on the
Ribbon, double-click an object in the document to
display it.
2. Click the Align button in the Arrange group and
select Grid Settings from the menu.
The Grid and Guides dialog box appears.
3. Click the Snap objects to grid check box.
Tip: To set this as the default setting, click the Set
as Default button in the Grid and Guides dialog
box.
Figure 7-18: Adjust grid settings in
the Grid and Guides dialog box.
4. Click OK.
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Working with Shapes and Pictures
Applying Special Effects
 Exercise
You can apply special effects such as reflection, glow, and
3-D rotation to clip art, shapes, and pictures.
• Exercise File: American History7-11.docx
• Exercise: Apply a glow effect to the first rectangle
shape on page 5.
Apply the special effect of your choice to the second and
third rectangle shapes.
1. Select the picture or shape that you want to apply
special effects to.
The Format tab appears on the Ribbon under Picture
Tools or Drawing Tools.
2. Depending on the object, click the Picture Effects
button in the Picture Styles group or the Shape
Effects in the Shape Styles group.
A list of different types of effects appears.
3. Point to the type of effect that you want to use, then
select an option from the submenu.
The special effect is applied to the picture.
Tip: To preview how a special effect will change
your image or object, point to different effects in
the gallery before clicking them to select.
Figure 7-19: The Picture Effects gallery.
Table 7-7: Special effects
Shadow
Preset
Reflection
Glow
Soft Edges
Bevel
3-D Rotation
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Working with Shapes and Pictures
Grouping Objects
 Exercise
It is often easier to work with a single object than it is to
work with several smaller objects. A group is a collection
of objects that Word treats as a single object.
• Exercise File: American History7-12.docx
• Exercise: Group the rectangles and arrows on page 5.
Then, ungroup the objects.
Select multiple objects
Before you can work with multiple objects, you must
select them.

Press and hold down the <Shift> or <Ctrl> key as
you click each object that you want to select.
Select multiple objects by holding
down the <Shift> key as you click
each object…
Group objects
By grouping several objects together you can format an
entire group of objects rather than formatting each object
individually.
…or by drawing a box
around the objects you
want to select.
1. Select the objects that you want to group and click
the Format tab on the Ribbon.
2. Click the Group button in the Arrange group and
select Group from the list.
Other Ways to Group Objects:
Select the objects that you want to group. Then,
right-click one of the selected objects, point to
Group in the contextual menu, and select Group.
Figure 7-20: Selecting multiple objects in a
document.
Ungroup objects
If you need to make changes to an object that is part of a
group, you’ll need to ungroup the objects first.
1. Select the group of objects that you want to ungroup
and click the Format tab on the Ribbon.
2. Click the Group button in the Arrange group, and
select Ungroup from the menu.
The selected objects are ungrouped. Now you can
work with each object individually.
Other Ways to Ungroup Objects:
Right-click the group, point to Group in the
contextual menu, and select Ungroup from the
submenu.
Figure 7-21: You can also use the contextual
menu to group and ungroup objects.
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Working with Shapes and Pictures
Aligning and Distributing
Objects
Align objects
 Exercise
• Exercise File: American History7-13.docx.
• Exercise: Align the Legislative, Executive, and Judicial
images on page 7 with the bottom-most image. Then,
distribute the objects horizontally.
Documents that have pictures and graphic scattered
randomly about them look terrible. This lesson will show
you how to use the Align and Distribute features to
organize the objects in your document. The Align
command aligns objects relative to one another.
1. Select the objects that you want to align.
2. Click the Format tab on the Ribbon and click the
Align button in the Arrange group.
A list of alignment options appears.
3. Select an alignment option from the menu.
The selected objects are aligned accordingly.
Distribute objects
The Distribute command spaces objects evenly.
1. Select the objects that you want to distribute.
Figure 7-22: The selected objects are aligned so that the
top edges are even.
2. Click the Format contextual tab on the Ribbon and
click the Align button in the Arrange group.
You can distribute objects vertically or horizontally.
3. Select a distribution option from the list.
The selected objects are distributed accordingly.
Figure 7-23: The selected images are distributed
horizontally.
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Working with Shapes and Pictures
Flipping and Rotating Objects
 Exercise
Flip an object
• Exercise File: American History7-14.docx
• Exercise: Flip the upward-pointing arrow shape on page
5, so that it faces downward. Then, rotate the second arrow
shape so that it faces downward as well.
When you flip an object, you create a mirror image of it.
Word allows you to flip an object horizontally or
vertically.
1. Select the object that you want to flip.
2. Click the Format tab on the Ribbon, then select the
Rotate button in the Arrange group.
3. Select Flip Vertical or Flip Horizontal from the list.
The object is flipped accordingly.
Rotate an object
Figure 7-24: The Rotate button in the Arrange group.
When you rotate an object, you turn it around its center.
You can rotate objects in 90-degree increments or you can
use the rotation handle to rotate an object manually.
Table 7-8: Flip and Rotate Commands
1. Select the object that you want to rotate.
Original Picture
A rotation handle appears.
Free Rotate
2. Click and drag the object’s rotation handle.
Word rotates the selected object.
Other Ways to Rotate an Object:
Double-click the object that you want to rotate,
click the Rotate button in the Arrange group and
select Rotate Right 90° or Rotate Left 90° from
the list.
Rotate an object with greater precision
Rotate Right
Flip Vertical
Rotate Left
Flip Horizontal
Using an object’s rotation handle is the fastest and easiest
way to rotate an object, but you can rotate an object with
greater precision using a dialog box.
1. Double-click the object that you want to rotate.
The Format contextual tab appears on the Ribbon.
2. Click the Format tab, then select the Rotate button
in the Arrange group and select More Rotation
Options from the list.
A dialog box appears, offering rotation options
relative to the type of object that is selected.
3. In the Rotate box, enter the number of degrees that
you want to rotate the object.
4. Click OK to close the dialog box.
The object is rotated accordingly.
Figure 7-25: The Layout dialog box.
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Working with Shapes and Pictures
Layering Objects
 Exercise
How can you make sure one object on a page appears in
front or in back of another object? Word solves this
problem by layering objects, like a stack of papers.
There are four layering commands in Microsoft Word:
• Exercise File: American History7-15.docx
• Exercise: Move the star shape behind the Statue of
Liberty on page 3.

Bring to Front: You can choose to Bring to Front,
Bring Forward, or Bring in Front of Text with this
command.

Send to Back: You can choose to Send to the Back,
Send Backward, or Send in Behind Text with this
command.

Bring Forward: Brings the selected object up one
layer.

Send Backward: Sends the selected object down one
layer.
2
Layered objects, as
they appear onscreen.
1
Layered objects are
simply stacked on top
of one another, like
sheets of paper.
3
Tip:

3
By default, the first object that you insert in a
document is assigned to the bottom layer of the page.
Each object that you insert thereafter is assigned one
level above, and so on. The final object that you
insert will appear on the topmost layer.
2
1
Figure 7-26: Layered objects.
1. Select the object that you want to layer.
The Format contextual tab appears on the Ribbon.
2. Click the Format tab, then select the Bring Forward
or Send Backward button in the Arrange group, or
click the Bring Forward or Send Backward button
list arrow and select an option from the list.
The object is layered accordingly.
Other Ways to Layer an Object:
Right-click the object that you want to layer, point
to Bring to Front or Send to Back in the
contextual menu, and select an option from the
submenu.
146
Figure 7-27: Layering allows you to stack
objects on top of each other.
© 2013 CustomGuide, Inc.
Working with Shapes and Pictures
Inserting a Text Box
 Exercise
A text box is a special type of drawing object that lets you
insert and position text anywhere in a document.
• Exercise File: American History7-16.docx
• Exercise: Use a text box underneath the Judicial image
(the courthouse image on the right) on page 7 to insert a
“Judicial” label under the image.
Center the text, and remove the text box border.
Insert a built-in text box
1. Click the Insert tab on the Ribbon and click the Text
Box button in the Text group.
A list of built-in text box options appears.
2. Select a built-in text box to insert in the document.
Create a text box
You don’t have to use one of Word’s built-in text boxes;
you can create your own.
1. Click the Insert tab on the Ribbon and click the Text
Box button in the Text group.
Figure 7-28: This is an example of a built-in text box.
2. Select Draw Text Box from the list.
The arrow pointer changes to a crosshair, indicating
you can draw the text box.
3. Click and drag on the page, until the text box reaches
the desired size.
4. Click in the text box and type your text.
Link text boxes
Linking text boxes allows text to flow between them. For
example, you could make the text of an article flow
through several text boxes.
Figure 7-29: Click and drag to create the text box. Then
enter text in the text box and format as necessary.
1. Enter text into a text box and select the text box.
In order to link the text box to a new one, there has to
be more text in the text box than can be shown.
2. Under Drawing Tools, click the Format tab and click
the Create Link button in the Text group.
The cursor changes into a pitcher full of letters .
The pitcher will change to indicate it is ready to
“pour” text into a text box.
1. Click the Create Link button when the text box with
overflow text is selected. Place the pitcher full of letters
over the empty text box.
3. Place the pitcher over an empty text box and click.
Tip:

Formatting a text box is similar to formatting a shape.
You can also format the text in a text box just as you
would any other text.
2. The text boxes are linked and the text flows between them.
Figure 7-30: Linking text boxes.
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Working with Shapes and Pictures
Review
Quiz Questions
1.
Microsoft Clip Art, can now be found by clicking the Online Pictures button in the Ilustrations group on the Insert tab.
(True or False?)
2.
To insert a screenshot of a program window, you must ensure that the window is NOT minimized to the Windows
taskbar. (True or False?)
3.
Whenever a picture or graphics file has been inserted, the ________ contextual tab appears on the Ribbon by default.
A. Graphics
B. Picture
C. Format
D. Insert
4.
When using the Remove Background tool, how can you refine the area that will be removed?
A. By simply clicking the areas you wish to keep.
B. By using the Mark Areas to Keep and Mark Areas to eemove commands.
C. By using the Paintbrush tool and using a color that matches your slide’s background.
D. By doing nothing; you cannot refine the area to be removed.
5.
Which picture tool would you use in order to adjust the brightness and contrast of a picture?
A. Artistic Effects
B. Color
C. Change Picture
D. Corrections
6.
The cropping tool is NOT useful in which of the following situations:
A. When you want to change the color of a picture or graphic.
B. When you only want to include a portion of a graphic—for example, a person’s face instead of their entire body.
C. When you want to trim the edges of a picture.
D. When you want to remove a portion of a picture or graphic.
7.
What is an adjustment handle used for?
A. To adjust the size of the shape.
B. To move the shape to a new location.
C. To adjust the color of the shape.
D. To adjust a shape's most prominent feature, such as the point on an arrow or the spikes on a star.
8.
In Word, what does the term ‘weight’ mean?
A. The color of a line.
B. The thickness of a line
C. How heavy your computer is.
D. The style of a line.
9.
A visual style is a set of different formatting commands that can be applied to a shape in one single step. (True or False?)
148
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10. What happens if you hold down the <Shift> key as you click and drag an object's sizing handles?
A. Word copies the object.
B. Word moves the object.
C. Word maintains the object's proportions as it resizes the object.
D. Word changes the color of the object.
11. Gridlines do NOT appear in the printed document. (True or False?)
12. Text wrapping refers to the way objects interact with the text on a page. (True or False?)
13. Which of the following is NOT a type of special effect in Word 2013?
A. Reflection
B. Glow
C. Morph
D. Bevel
14. Which of the following is the correct way to select more than one object in a document?
A. Click the Format contextual tab on the Ribbon and click the Select Object button in the Arrange group.
B. Hold down the <Ctrl> key as you click each object.
C. Hold down the <Shift> key as you click each object.
D. You can only select one object at a time in Word 2013.
15. You cannot make changes to an individual object when it is grouped. (True or False?)
16. To rotate an object with more precision, use:
A. a dialog box.
B. the Ribbon.
C. the rotation handle.
D. the contextual menu.
17. Which of the following is NOT a layering command in Word?
A. Send to Back
B. Send to Middle
C. Bring to Front
D. Bring Forward
18. Text boxes are the only objects that permit you to add text. (True or False?)
19. Word includes built-in text boxes that you can insert into your documents. (True or False?)
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Quiz Answers
1.
True. Microsoft Clip Art is now stored online.
2.
True. To insert a screenshot of another program window, it must NOT be minimized to the Windows taskbar.
3.
C. Whenever a picture or graphics file has been inserted into a document, the Format contextual tab appears on the
Ribbon under Picture Tools.
4.
B. By using the Mark Areas to Keep and Mark Areas to Remove commands you can refine the area to be removed from
the picture or graphic.
5.
D. The Corrections command not only allows you to adjust the brightness and contrast of an image, but you can also
sharpen and soften an image.
6.
A. The cropping tool is not useful when it comes to changing the color of a picture or graphic.
7.
D. An adjustment handle is used to adjust a shape's most prominent feature, such as the point on an arrow or the spikes
on a star.
8.
B. In Word, the term ‘weight’ refers to the thickness of a shape's outline.
9.
True. A visual style is a set of different formatting commands that can be applied to a shape in one single step.
10. C. Holding down the <Shift> key as you click and drag an object's sizing handles maintains the object's proportions.
11. True. Gridlines do not appear in the printed document.
12. True. Text wrapping refers to the way objects interact with the text on a page.
13. C. Morph is not a type of special effect in Word 2013.
14. C. The correct way to select more than one object on a slide is to hold down the <Shift> key as you click each object.
15. True. In order to make changes to an object that is part of a group, you need to ungroup the object first.
16. A. To rotate an object with greater precision, use a dialog box.
17. B. Send to Middle is not a layering command in Word.
18. False. You can add text to any drawing object—simply right-click the object and select Add Text from the contextual
menu.
19. True. Rather than formatting the text box and text on your own, choose a built-in option.
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Working with
WordArt,
SmartArt, and
Charts
Inserting WordArt ............................................ 153
Insert WordArt ........................................ 153
Position WordArt .................................... 153
Editing WordArt ............................................... 154
Edit text .................................................. 154
Change WordArt style ............................ 154
Formatting WordArt ........................................ 155
Change text size or font type ................. 155
Change fill color ..................................... 155
Change outline color .............................. 155
Apply text effects ................................... 156
Inserting SmartArt ........................................... 157
Insert a SmartArt graphic ....................... 157
Add text to a SmartArt graphic .............. 157
Edit text in a SmartArt graphic ............... 158
Add a picture to a SmartArt graphic ...... 158
Working with SmartArt Elements................... 159
Add a shape ........................................... 159
Change a shape .................................... 159
Remove a shape.................................... 159
Formatting SmartArt ....................................... 161
Change layout ........................................ 161
Change color ......................................... 161
Change style .......................................... 161
Discard formatting changes ................... 162
8
Word processors have come a long, long
way since their introduction more than
twenty years ago. Older word processors
were just a little better than typewriters
and could only create simple letters,
reports, and memos. Today, people
routinely use the advanced text and
graphic capabilities of modern word
processors to create beautiful newsletters,
brochures, and catalogs—tasks that would
have seemed impossible fifteen years ago.
This chapter explains how you can
incorporate three types of objects into
your documents to give them pizzazz and
present information in an organized
manner.
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
Inserting a Chart .............................................. 163
Insert a chart .......................................... 163
Insert chart data ..................................... 163
Formatting a Chart .......................................... 165
Change chart layout............................... 165
Change chart style ................................. 165
Resize a chart ........................................ 166
Working with Labels ........................................ 167
Insert or modify a label .......................... 167
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Edit label text ......................................... 167
Formatting Chart Elements ............................ 168
Format a chart element.......................... 168
Delete a chart element........................... 168
Using Chart Templates .................................... 170
Save a chart as a chart template ........... 170
Changing Chart Type....................................... 171
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Inserting WordArt
 Exercise
WordArt is a fast and easy way to add dramatic and
colorful effects to text in your documents.
• Exercise File: Destination8-1.docx
• Exercise: Insert “WordArt” with the text “Destinations”
under the text “North Shore Travel’s” on page 1. Use the
“Gradient Fill – Purple, Accent 4, Outline – Accent 4”
style.
Insert WordArt
Inserting Word Art is like inserting any other text box into
your document, but with some additional formatting.
1. Place the insertion point where you wish to insert the
WordArt.
2. Click the Insert tab on the Ribbon and click the
WordArt button in the Text group.
The WordArt gallery appears.
3. Select a WordArt style from the gallery.
Figure 8-1: There are several styles of WordArt available.
A text box appears.
4. Type the text you want to appear in the WordArt.
The WordArt is inserted in the document.
Trap: If you view a document with 2013 WordArt
in a previous version of Office, the WordArt text
will appear but all text effects will be removed.
Position WordArt
You can reposition the WordArt you insert, wherever you
want.
1. Click and drag the inserted WordArt object to a new
location.
2. Release the mouse button when the object is
positioned where you want it.
Tip:

Working with WordArt in Word 2013 is a lot like
working with pictures and shapes. You can change
text wrapping, move WordArt, even flip and rotate it
like a picture or shape.
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Figure 8-2: Click and drag the WordArt object to move it.
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Editing WordArt
 Exercise
Once you’ve added WordArt to your document, it’s easy
to edit or change the object’s style
• Exercise File: Destinations8-2.docx
• Exercise: Add an exclamation point to “Destinations!”
Center the WordArt on the page and apply the “Gradient
Fill – Aqua, Accent 1, Reflection” style to the WordArt
object.
Edit text
You can edit a WordArt object the same way you edit any
other text box.
1. Place the insertion point where you wish to add or
delete text in the WordArt object.
2. Enter or delete text as necessary.
The WordArt text is changed
Change WordArt style
If you decide that you don’t like the style of WordArt, you
can easily change the style without adding text to a new
object.
1. Select the WordArt object that you want to modify.
2. Click the Format tab, then select the More button in
the WordArt Styles.
3. Select the style you want to apply.
The style of the WordArt is changed.
Tips:

As you point to different selections, Word shows you
a preview of how the text would look if the selected
Style were applied.

Select Clear WordArt from the WordArt Styles
gallery to remove any WordArt formatting.
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Figure 8-3: Choose a new WordArt Style by clicking the
more button.
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Formatting WordArt
 Exercise
Sometimes you may not like all the preconfigured
WordArt styles. You can format WordArt so it fits your
needs. For example, you can change the text fill and
outline color, or apply a cool text effect.
• Exercise File: Destination8-3.docx
• Exercise: Change the WordArt font to Century Gothic.
Change the text color to light green and the outline color
to blue.
Apply the Can Up transform text effect.
Change text size or font type
1. Select the WordArt object you wish to format.
2. Click the Home tab on the Ribbon and format the
text with the options listed in the Font group.
Text Fill
Text Outline
Text Effects
Other Ways to Change WordArt Font:
Select the text in the WordArt object and select a
formatting option from the Mini Toolbar. Or, click
the Dialog Box Launcher in the Font group, or
press <Ctrl> + <Shift> + <F> to open the Font
dialog box. Select an option from the Font dialog
box and click OK.
Change fill color
You can further change your WordArt by selecting a
different text color.
1. Select the WordArt object you wish to format.
2. Under Drawing Tools on the Ribbon, click the
Format tab and click the Text Fill button list arrow
in the WordArt Styles group.
A list of color options appear.
Other Ways to Change WordArt Fill Color:
Click the Home tab on the Ribbon and click the
Font Color button in the Font group.
Figure 8-4: Format WordArt using the WordArt Styles
group on the Format tab of the Ribbon.
3. Select the text fill you wish to use.
As you point to a text fill, Word displays a preview of
how the outline would work.
Change outline color
Outlining your text helps it stand out, especially if you’ve
chosen a muted color for the text.
1. Select the WordArt object you wish to format.
2. Under Drawing Tools on the Ribbon, click the
Format tab and click the Text Outline button list
arrow in the WordArt Styles group.
A list of color options appear.
Other Ways to Change the Outline Color:
Click the Format tab on the Ribbon under
Figure 8-5: The Format Text Effects dialog box.
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Drawing Tools and click the Dialog Box
Launcher. Click Text Outline.
3. Select the text outline you wish to use.
As you point to a text outline, Word displays a
preview of how the outline would look.
Apply text effects
Text effects add a little bit of emphasis to WordArt,
making it stand out even more than bright colors or size.
1. Select the WordArt object you wish to format.
2. Under Drawing Tools on the Ribbon, click the
Format tab and click the Text Effects button in the
WordArt Styles group.
A list of text effects appears.
Tip: In addition to the standard text effects, you
can add the Transform text effect to WordArt.
Transform reshapes your WordArt.
3. Select the text effect you wish to use.
As you point to a text effect, Word displays a preview
of how the effect would look.
Figure 8-6: Reshape your text using the Transform text
effects.
Tip:

While you can make individual changes to WordArt,
you cannot save these changes as a WordArt Style.
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Inserting SmartArt
 Exercise
The SmartArt feature lets you create and customize
designer-quality diagrams. You can even convert bulleted
lists into a diagram using the SmartArt Tools tab.
• Exercise File: Destinations8-4.docx, Destinations123.docx.
• Exercise: Insert a Basic Block List, SmartArt graphic on
page 2 with all the countries listed to replace the the
current table.
Insert a SmartArt graphic
1. Click the Insert tab on the Ribbon and click the
SmartArt button in the Illustrations group.
The Choose a SmartArt Graphic dialog box appears.
Here you need to select the type of graphic you want
to insert.
2. Select a chart or diagram type, then select a chart or
diagram.
See Table 8-1: SmartArt Graphics for description
of each type of SmartArt graphic available.
3. Click OK.
The SmartArt object is inserted in the document.
Table 8-1: SmartArt Graphics
List
Show non-sequential information.
Process
Show steps in a process or timeline.
Cycle
Show a continual process.
Hierarchy
Create an organization chart or decision tree.
Relationshi
p
Illustrate connections.
Matrix
Show how parts relate to a whole.
Pyramid
Show proportional relationships with the
largest component on the top or bottom.
Picture
Create a SmartArt graphic that incorporates
pictures
Add text to a SmartArt graphic
There are two ways to add text to a SmartArt graphic:
using the Text pane or the graphic itself.
1. Click the [Text] placeholder in the shape where you
want to insert your text.
A blinking cursor appears, indicating that you can
type your text.
2. Enter the text you want to use in the graphic.
Other Ways to Add Text to SmartArt:
Click a bullet in the Text pane and type your text.
If the Text pane is not visible, click the tab in the
middle of the left border of the SmartArt graphic.
Or, select the SmartArt graphic and click the
Design tab on the Ribbon under SmartArt Tools.
Click the Text Pane button in the Create Graphic
group.
Figure 8-7: The Choose a SmartArt Graphic dialog box.
Tips:

In the Text pane, use the <up> or <down> arrow
keys on your keyboard to move between
placeholders.

To add an additional placeholder, press <Enter> in
the Text pane.
Figure 8-8: The SmartArt and its text in the document.
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Edit text in a SmartArt graphic
Once you’ve had a chance to edit your document, you
may need to rearrange text in the SmartArt graphic. Word
makes it easy for you to rearrange text without worrying
about retyping, cutting, copying, or pasting.
Table 8-2: Text Options
Promote
Moves a bullet point up one level.
Demote
Moves a bullet point down one level.
Right to Left
Changes the text order to read right to
left.
Reorder Up
Moves a bullet point up in a list.
Reorder Down
Moves a bullet point down in a list.
Layout
This option is only available for
organizational charts. Changes the layout
of your organizational chart.
1. Select the text you wish to move.
The SmartArt Tools tab appears on the Ribbon.
2. Click the Design tab under SmartArt Tools on the
Ribbon.
The Create Graphic group lists several options for
rearranging your text. Read more about each option
in the table to the left.
3. Select the option you wish to use in the Create
Graphic group.
Your text is moved.
Add a picture to a SmartArt graphic
If you select a Picture SmartArt layout, follow these steps
to include a picture in your SmartArt graphic.
1. Insert a SmartArt picture graphic into your document.
The SmartArt graphic appears.
2. Click the Picture icon.
The Insert Picture dialog box appears.
3. Find and select the picture you want to insert and
click Insert.
The picture is inserted into your SmartArt graphic.
Figure 8-9: Rearrange text in a SmartArt graphic using
the Create Graphic group.
Figure 8-10: Click the picture icon to insert a picture into a
SmartArt Graphic.
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Working with SmartArt
Elements
In order to create an effective SmartArt graphic, you need
to know how to work with its elements. This includes
adding new shapes, replacing shapes with different ones,
or removing those you don’t need. This lesson will show
you how to do all of this and more.
 Exercise
• Exercise File: Destinations8-5.docx
• Exercise: Add a shape for Sweden after the Spain shape
in the SmartArt graphic on page 2.
Change the Sweden shape to an oval.
Remove the Sweden shape.
Add a shape
Adding shapes to a SmartArt graphic is extremely easy.
1. Select the SmartArt graphic that you want to add a
shape to.
2. Under SmartArt Tools on the Ribbon, click the
Design tab and click the Add Shape button list arrow
in the Create Graphic group.
A list of location options appears.
Figure 8-11: Adding a shape to a SmartArt graphic
3. Select a location from the list.
The new shape is inserted in the location specified.
Other Ways to Add a Shape:
In the Text pane, place your cursor at the
beginning or end of a line of text and press
<Enter>.
Change a shape
You can also change a shape without replacing the text in
the shape.
1. Select the SmartArt shape that you want to change.
2. Under SmartArt Tools on the Ribbon, click the
Format tab and click the Change Shape button in
the Shapes group.
The Shapes Gallery appears.
3. Select a shape from the gallery.
The existing shape is replaced, and the text in the
shape is not removed or changed.
Figure 8-12: The Change Shape options on the Format
tab.
Remove a shape
It’s easy to remove a shape if you don’t want it in the
SmartArt graphic any longer.
1. Select the shape you want to remove.
2. Press the <Delete> key.
The shape is removed from the SmartArt graphic.
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Other Ways to Remove a Shape:
Remove the bullet in the Text pane of the
SmartArt graphic.
Tips:

To resize a shape, click and drag one of its sizing
handles.

To move a shape, simply click and drag the shape to a
new location on the page. However, the automatic
spacing is not applied when you move shapes.
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Formatting SmartArt
 Exercise
Word 2013 has a variety of SmartArt layouts and styles
that allow you to format your SmartArt graphics with the
click of a button.
• Exercise File: Destinations8-6.docx
• Exercise: Navigate to page 2. Change the layout of the
SmartArt to “Vertical Picture Accent List”.
Change the color to “Dark 2 Fill”.
Change the style to “White Outline”.
Cut the flags from the table and paste them into the
picture placeholders of the SmartArt graphic.
Delete the table.
Change layout
If you find that the layout you selected isn’t the best fit for
your data, you can easily switch to a different layout.
1. Select the SmartArt graphic.
2. Under SmartArt Tools, click the Design tab on the
Ribbon.
3. Select a layout from the Layouts group.
The selected layout is applied.
Tip: To view more layouts, click the More button
( ) in the Layouts group; click More Layouts to
display the SmartArt Graphic dialog box.
Other Ways to Change Layouts:
Right-click the SmartArt graphic and select
Change Layout from the contextual menu. Select
a new layout and click OK.
Figure 8-13: Change the layout of the SmartArt graphic.
Change color
If you don’t like the color that has been assigned to your
SmartArt graphic by default, change it.
1. Select the SmartArt graphic.
2. Under SmartArt Tools, click the Design tab on the
Ribbon.
3. Click the Change Colors button in the SmartArt
Styles group.
The Color Gallery appears.
4. Select the color variation that you want to use.
Word updates the SmartArt graphic to reflect your
changes.
Figure 8-14: Several different color styles are available.
Change style
Changing the visual style of a SmartArt graphic is an easy
way to spice up its appearance. A visual style is a set of
different formatting commands that can be applied to the
graphic in one single step.
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1. Select the SmartArt graphic.
2. Under SmartArt Tools, click the Design tab on the
Ribbon.
3. Select a style from the SmartArt Styles group.
The selected style is applied.
Tip: To view all the available styles, click the
More button ( ) in the Chart Styles group to
display the Chart Styles gallery.
Discard formatting changes
Sometimes you might find yourself wanting to start all
over with a SmartArt graphic. When this happens, you
can easily restore the default formatting of the graphic
using the Reset Graphic command.
Figure 8-15: Click the More button to view all of the
Chart Styles.
1. Select the SmartArt graphic and click the Design tab
on the Ribbon under SmartArt Tools.
2. Click the Reset Graphic button in the Reset group.
The graphic is restored to its original state.
Tip: To restore defaults for only one shape, rightclick the shape and select Reset Shape from the
contextual menu.
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Inserting a Chart
 Exercise
Like the idiom “a picture is worth a thousand words,” a
chart is often much better at presenting information than
numbers in a table.
• Exercise File: Destinations8-7.docx
• Exercise: Insert a Clustered Column chart on page 3.
Enter the following data into the chart:
Insert a chart
1. Navigate to the page where you want to insert the
chart.
2. Click the Insert tab on the Ribbon and click the
Chart button in the Illustrations group.
Business
Pleasure
Other
Western
10
12
5
Central
12
15
8
Eastern
7
8
2
Kazakhstan
0
0
1
The Insert Chart dialog box appears.
3. Select a chart type from the list.
Select a
chart type…
…then select a
chart sub-type.
A number of options are available under each chart
type. See Table 8-4: Chart Types, for a description
of each chart category.
4. Select a chart.
5. Click OK.
The chart is inserted onto the page, and an Excel
2013 worksheet opens in another window. This is
where you enter the data for the chart.
Tip: If you don’t have Office Excel 2013
installed, a Microsoft Graph datasheet appears
instead of an Excel worksheet. This is similar to
Excel, but you don’t have as many options for
working with data.
Insert chart data
After you insert a chart, you need to replace the sample
data in the worksheet with your own data.
Figure 8-16: The Insert Chart dialog box.
1. On the contextual Excel worksheet, click the cell you
want to add data to.
Take a look at Table 8-3: Excel Navigation
Shortcuts, for a few navigation shortcuts.
2. Enter data in the Excel worksheet.
The sample data is replaced with your own, and the
chart updates to reflect your changes.
Figure 8-17: Enter chart data in the contextual Excel
worksheet.
3. When you’re finished entering data, click the Close
button in the Excel window.
Excel closes and you return to the Word document.
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Tips:

Table 8-3: Excel Navigation Shortcuts
To include more rows and columns of data in the
Excel worksheet, click and drag the lower corner of
the cell range around the cells you want to include.

To edit a chart’s data, select the chart, click the
Design tab on the Ribbon under Chart Tools, and
click the Edit Data button in the Data group to open
the Excel worksheet.
<Tab>
Moves to the right one cell.
<Shift> + <Tab>
Moves to the left one cell.
<Enter>
Moves down to the next cell.
<> <> <> <>
Moves in the direction of the
arrow key pressed.
Table 8-4: Chart Types
Column
Pie
Column charts are used when you want to
compare different values vertically, side-byside.
Pie charts are useful for showing values as a
percentage of a whole. The values for each item
are represented by different colors.
Line
Line charts are used to illustrate trends. Each
value is plotted as a point on the chart and is
connected to other values by a line.
Bar
Bar charts are just like column charts, except they
display information in horizontal bars rather than
in vertical columns.
Area charts are the same as line charts, except
the area beneath the line is filled with color.
Area
164
XY (Scatter)
Stock
Stock charts are effective for reporting the
fluctuation of stock prices, such as the high,
low, and closing points for a certain day.
Combo
A combo, or combination, chart shows the
relationship of two or more data series in a
single chart.
Surface
Scatter charts are used to plot clusters of values
using single points. Multiple items can be plotted
by using different colored points or different point
symbols.
A surface chart is useful for finding optimum
combinations between two sets of data. Colors
and patterns indicate values that are in the same
range.
Radar charts compare the aggregate values of a
number of data series.
Radar
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Formatting a Chart
 Exercise
Word 2013 has a variety of built-in chart layouts and
styles that allow you to format your charts with the click
of a button.
• Exercise File: Destinations8-8.docx
• Exercise: Apply “Layout 2” to the chart.
Then apply “Style 6” to the chart. Resize
the chart so that it is smaller.
Change chart layout
Built-in chart layouts allow you to quickly adjust the
overall layout of your chart with different combinations of
titles, objects, and chart orientations.
1. Select the chart.
2. Under Chart Tools on the Ribbon, click the Design
tab.
3. Click the Quick Layout button in the Chart Layouts
group and select a layout from the gallery.
The selected layout is applied to the chart.
Change chart style
Changing the visual style of a chart is an easy way to
spice up its appearance. A visual style is a set of different
formatting commands that can be applied to a chart in a
single step.
1. Select the chart.
2. Under Chart Tools on the Ribbon, click the Design
tab.
Click the Quick
Layout button to
view different
layouts for the
chart.
Click the More
button to view
available chart
styles.
Figure 8-18: Change the layout and style of the chart under the Design tab.
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3. Click the More button in the Chart Styles group and
select a style from the gallery.
The selected style is applied to the chart.
Tip: To view all the available styles, click the
More button ( ) in the Chart Styles group to
display the Chart Styles gallery.
Resize a chart
Make the chart larger or smaller by resizing it.
1. Select the chart.
Eight sizing handles appear along the frame of the
chart, as shown in the image below.
2. Click and drag one of the chart’s sizing handles.
A faint outline appears as you drag, allowing you to
preview the size of the chart.
Tip: To maintain the chart’s proportions while
resizing, hold down the <Shift> key as you drag.
3. Release the mouse button.
The chart is resized.
Other Ways to Resize a Chart:
Under Chart Tools on the Ribbon, click the
Format tab and use the Height and Width fields
in the Size group.
Sizing handles
Figure 8-19: To resize a chart, simply click and drag one of its sizing handles.
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Working with Labels
 Exercise
A label is an area of text that identifies a specific part of a
chart. Titles, legends and tables are all examples of labels.
• Exercise File: Destinations8-9.docx
• Exercise: Move the chart legend to the right of the
chart.
Change the Chart Title to “Travel Destinations”.
Insert or modify a label
Insert a new label, or adjust chart label appearance.
1. Under Chart Tools on the Ribbon, click the Design
tab.
2. Click the Add Chart Element button in the Chart
Layouts group.
There are several labels to choose from in the Labels
group:
 Chart Title: Add, remove or position chart title.
 Axis Titles: Add, remove or position the text used
to label the chart axes.
 Legend: Add, remove or position chart legend.
 Data Labels: Use data labels to label the values
of individual chart elements.
 Data Table: Add a data table to the chart.
Tip: Different chart types contain different chart
labels, so some of the options listed above might
not be available.
3. Click the button for the label you want to add in the
Labels group.
A list of options related to the selected label appears.
4. Select an option from the list.
The label is applied to the chart.
Figure 8-20: Use the Labels group to add labels, or
change the position of labels in the chart. The chart
legend has been moved to the bottom of the chart here.
Tip: If you don’t see a label option that suits you,
click the More Options button to fine-tune the
label to meet your needs.
Edit label text
Change the placeholder text found in the chart and axis
title labels. You cannot edit data, such as series labels.
1. Select the chart.
2. Click the label twice
A blinking cursor appears inside the label, which
indicates that it is in editing mode.
3. Edit the label text.
Figure 8-21: Editing the Chart Title label.
Other Ways to Edit Label Text:
Right-click the label and select Edit Text from
the contextual menu. Edit the text as necessary.
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Formatting Chart Elements
If none of Word’s default chart layouts and styles meet
your needs, you can format chart elements—such as
shapes and axes—individually.
 Exercise
• Exercise File: Destinations8-10.docx
• Exercise: Change the Series “Business” chart element to
an orange color and then delete the Chart Title on page 3.
Format a chart element
You can use the Format tab to change the look of
individual chart elements.
1. Under Chart Tools on the Ribbon, click the Format
tab and click the Format Selection button in the
Current Selection group.
The Format Data Series pane appears.
Other Ways to Select a Chart Element:
Click a chart element to select it.
To format the selected chart element, you can use the
commands in the groups of the Format tab, as shown
in Table 8-5: Format Tab Commands.
2. Select the formatting command you want to use, and
any additional options as necessary.
Other Ways to Format a Chart Element:
Right-click the element and select Format Data
Series from the contextual menu. Make your
selections in the dialog box and click Close when
you’re finished.
Figure 8-22: The chart with the “Business” series color
changed to orange.
Table 8-5: Format Tab Commands
Current
Selection
Select and format chart elements, and reset
formatting of the individual element to match
the chart’s style.
Shape
Styles
Select a style from the Shape Styles gallery.
Or, click the Shape Fill, Shape Outline, or
Shape Effects button list arrows to select
additional options.
WordArt
Styles
Select an element that includes text or
numbers and select a style from the WordArt
Styles gallery. Or, click the Text Fill, Text
Outline, or Text Effects button list arrows to
select additional options.
Arrange
Click the Selection Pane button to display the
Selection pane, where you can select
individual chart elements to format. Use the
other commands in this group to change the
order of overlapping elements or adjust their
alignment and distribution.
Delete a chart element
If you decide you don’t need a specific chart element, you
can delete it.
1. Select the chart element you want to delete.
2. Press <Delete>.
Other Ways to Delete a Chart Element:
Right-click the chart element and select Delete
from the contextual menu.
Tips:

To change the location of a chart element, click and
drag the chart element to a new location in the frame.

Many chart elements cannot be resized individually.
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Formatting a Chart Area
 Exercise
To help your chart stand out from other text in your
document, you can format the chart area. You can add
background color to a chart, add a border to a chart, or
add other text effects to make your chart look even better.
• Exercise File: Destinations8-11.docx.
• Exercise: Apply a solid, 1’’ black line to the chart area
1. Select the chart you wish to format.
The Chart Tools tab appears on the Ribbon.
2. Under Chart Tools on the Ribbon, click the Format
tab and click the Format Selection button in the
Current Selection group.
The Format Chart Area pane appears.
Other Ways Open the Format Chart Area
Dialog Box:
Right-click the chart and select Format Chart
Area from the contextual menu.
3. Select the formatting options you would like to use.
Your chart with the new formatting appears in the
document.
Figure 8-23: Select the chart and use the commands on
the Format tab to format your chart.
Figure 8-24: The Format Chart Area pane.
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Working with WordArt, SmartArt, and Charts
Using Chart Templates
 Exercise
After you’ve customized your chart, you can save that
chart as a chart template. Saving a chart as a chart
template lets you apply the chart’s formatting to another
chart with new data.
• Exercise File: Destinations8-12.docx
• Exercise: Save the current chart as a chart template
called “Destinations Chart Template”.
Save a chart as a chart template
1. Select the chart you want to save.
2. Right-click the chart.
The contextual menu appears.
3. Click Save as Template… in the contextual menu.
The Save Chart Template dialog box appears.
4.
Click the File name text box, enter a name for the
template, and click Save.
Figure 8-25: Save a chart as a template to reuse the
chart with new data.
The chart is saved as a template.
Apply a chart template to a chart
Find your templates in the Templates folder.
After you insert a new chart into your document, you can
apply a chart template to the new chart.
1. Select the chart to which you want to apply the
template.
The Chart Tools tabs appear on the Ribbon.
2. Under Chart Tools on the Ribbon, click the Design
tab and click the Change Chart Type button in the
Type group.
The Change Chart Type dialog box appears.
3. Select Templates.
A list of your saved templates appears.
4. Select the chart template you wish to use and click
OK.
The chart template is applied to the selected chart.
Figure 8-26: The Change Chart Type dialog box.
.
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Working with WordArt, SmartArt, and Charts
Changing Chart Type
 Exercise
Different types of charts are better for presenting different
types of information. For example, a column chart is great
for comparing values of different items, but not for
illustrating trends or relationships.
If you find that a chart you’ve created isn’t the best fit for
your data, you can switch to a different chart type.
• Exercise File: Destinations8-13.docx
• Exercise: Change the chart on page 3 to 3-D
Clustered Column chart.
Change Chart
Type button
1. Select the chart.
2. Under Chart Tools on the Ribbon, click the Design
tab and click the Change Chart Type button in the
Type group.
The Change Chart Type dialog box appears.
3. Select a chart type from the list.
A number of options are available under each chart
type.
4.
Select a chart.
5. Click OK.
The chart type is changed.
Figure 8-27: The updated chart.
Other Ways to Change Chart Type:
Right-click the chart frame and select Change
Chart Type from the contextual menu. Select a
new chart type and click OK.
Tip:
 Changing chart type only changes how data is
displayed; it does not alter the data itself.
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Working with WordArt, SmartArt,
and Charts Review
Quiz Questions
1.
You cannot repostion WordArt once it has been inserted. (True or False?)
2.
You must open the WordArt dialog box to edit WordArt text. (True or False?)
3.
Which of these WordArt elements can you format?
A. Text color
B. Text size
C. Font type
D. All of the above
4.
You can add text to a SmartArt graphic simply by clicking a bullet in the Text pane and typing your text. (True or
False?)
5.
The SmartArt feature lets you design your own clip art. (True or False?)
6.
How do you remove a shape from a SmartArt graphic?
A. Click the SmartArt Tools group on the ribbon and select Uninsert.
B. Press <Ctrl> + <R>.
C. Select the shape and press the <Delete> key.
D. Under SmartArt Tools on the Ribbon, click the Erase Shape button.
7.
When you replace a shape in SmartArt, the existing text is deleted and must be re-entered. (True or False?)
8.
You can change the layout, color, or style of a SmartArt graphic by clicking:
A. The Design tab under SmartArt Tools on the Ribbon.
B. The Graphics button under Formatting on the Ribbon.
C. The Format menu on the Images toolbar.
D. Any of these options will let you change the layout, color or style of a SmartArt graphic.
9.
If you don’t have Office Excel installed, you cannot insert a chart into a Word document. (True or False?)
10. Which of the following type of charts is not available to insert into a Word document?
A.
B.
C.
D.
Pie Chart
Doughnut Chart
Bar Chart
All of these charts are available to insert into a Word document.
11. Clicking and dragging a sizing handle around a chart will:
A.
B.
C.
D.
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Change the chart layout.
Change the chart style.
Change the chart shape or size
Show all available layouts
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12. To label the values of individual chart elements, add:
A.
B.
C.
D.
Axis Titles.
Data Labels.
Chart Titles.
Table Labels.
13. You can format a chart element by right-clicking the element and selecting Format from the contextual menu. (True or
False?)
14. You cannot add a border to a chart. (True or False?)
15. What is the easiest way to save a chart so you can use it in another document?
A.
B.
C.
D.
Copy and paste the chart into the new document.
Save the chart as a chart template.
You cannot reuse a chart in a new document.
Create a chart in Excel and link it to the new document.
16. When you change the chart type:
A.
B.
C.
D.
The data changes as well.
The data is automatically deleted.
The data stays exactly the same.
Data options are offered in a Change Chart Type contextual menu.
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Quiz Answers
1.
False. You can reposition WordArt once it has been inserted.
2.
False. You can edit WordArt text by placing the insertion point where you wish to add or delete text and editing the text
as necessary.
3.
D. You can format a WordArt object’s text color, text size, and font type.
4.
True. You can add text to a SmartArt graphic by clicking a bullet in the Text pane and typing.
5.
False. The SmartArt feature lets you create and customize designer-quality diagrams.
6.
C. To remove a shape from a SmartArt graphic, select the shape and press the <Delete> key.
7.
False. When you replace a shape in SmartArt, the text in the shape is not removed or changed.
8.
A. You can change the layout, color, or style of a SmartArt graphic by clicking the Design tab under SmartArt Tools on
the Ribbon.
9.
False. If you do not have Office Excel installed, you can enter chart data onto a Microsoft Graph datasheet instead of an
Excel worksheet.
10. D. You can insert Pie Charts, Doughnut Charts, and Bar charts into a Word document.
11. C. Clicking and dragging a sizing handle around a chart will change the chart’s shape or size.
12. B. To label the values of individual chart elements, add data labels.
13. True. You can format a chart element by right-clicking the element and selecting Format from the contextual menu
14. False. You can add a border to a chart by formatting the chart area.
15. B. You can save a chart as a chart template. This allows you to change the data, but reuse the chart’s formatting and
styles.
16. C. When you change the chart type, the data stays exactly the same.
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Working with
Tables
Creating a Table ............................................... 177
Insert a table .......................................... 177
Working with a Table ....................................... 178
Move between cells ............................... 178
Enter or edit information in a table......... 178
Select cells, rows, columns, and tables . 178
Resizing and Moving a Table.......................... 179
Resize a table ........................................ 179
Move a table .......................................... 179
Adjusting Table Alignment and Text Wrapping
........................................................................... 180
Working with Cell Formatting ......................... 181
Align cell contents .................................. 181
Change text direction ............................. 181
Change cell margins .............................. 181
Merging and Splitting Cells and Tables ........ 183
Merge cells ............................................ 183
Split a cell .............................................. 183
Split a table ............................................ 183
Inserting and Deleting Rows and Columns .. 184
Insert a row ............................................ 184
Insert a column ...................................... 184
Delete a row or column .......................... 184
Repeat header rows .............................. 185
Adjusting Row Height and Column Width .... 186
Adjust row height ................................... 186
Adjust column width ............................... 186
Using Drawing Tools ....................................... 187
Draw borders ......................................... 187
Erase borders ........................................ 187
Working with Sorting and Formulas .............. 188
Sort table data ....................................... 188
Use formulas in a table .......................... 188
Working with Borders and Shading .............. 190
Apply a table border............................... 190
View gridlines ......................................... 190
Apply a fill color ...................................... 191
9
Tables rank right up there with the spell
checker as one of the neatest word
processing features. A table neatly
arranges text and data in a grid, organized
by columns and rows. Once you have
entered information in a table, you can do
all kinds of things with it. For example,
you can sort the information
alphabetically or numerically; add and
delete columns and/or rows; and make
your table stand out by formatting it with
border, shading, and color options. Tables
can be used in place of tab stops to
organize and layout information in an
attractive, organized manner.
As powerful as tables are, most people
don’t know how to use them effectively, if
at all. Tables are so important that this
entire chapter is devoted to helping you
become a table expert.
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
Using Table Styles ........................................... 192
Apply a table style .................................. 192
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Remove a table style ............................. 192
Create a custom table style ................... 192
Using Table Style Options .............................. 194
Converting or Deleting a Table....................... 195
Convert a table to text............................ 195
Delete a table ......................................... 195
Using Quick Tables.......................................... 196
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Working with Tables
Creating a Table
 Exercise
Tables are very useful tools in creating and formatting
documents. For example, with a table you can:
• Exercise File: None required.
• Exercise: Open a new Word document and insert a
table that is three columns wide by four rows tall.

Align Text, Numbers, and Graphics: Tables make it
easy to align text, numbers, and graphics in columns
and rows. Many users prefer using tables to align text
instead of tab stops, because text can wrap to
multiple lines in a table.

Create a Form: You can use tables to store lists of
telephone numbers, clients, and employee rosters.

Share Information: You can use tables to share
information between programs. For example, you can
copy and paste a table’s information into a Microsoft
Excel worksheet or Access database.

Create a Publication: Tables make it easier to create
calendars, brochures, business cards, and many other
publications.
Insert a table
To create a table, you must first specify how many
columns (which run up and down) and rows (which run
left to right) you want to appear in your table. Cells are
small, rectangular-shaped boxes where the rows and
columns intersect. The number of columns and rows
determines the number of cells in a table.
If you don’t know how many columns and rows you want
in your table, take an educated guess—you can always
add or delete columns and rows later.
Figure 9-1: Inserting a table.
1. Click the Insert tab on the Ribbon and click the
Table button in the Tables group.
A grid appears, representing rows and columns in the
table. As you move the cursor inside the grid, the
number of rows and columns that will appear in the
table is updated at the top of the list. A preview of
how the table will look in the document also appears
as you drag your cursor across the grid.
2. Select the number of columns and rows you want to
create using the new table grid.
The table is inserted with the number of columns and
rows you selected.
Other Ways to Insert a Table:
Click the Insert tab on the Ribbon and click the
Table button in the Tables group. Select Insert
Table from the list and select the number of
columns and rows you want to use in the Insert
Table dialog box. Click OK.
Figure 9-2: The Insert Table dialog box.
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Working with Tables
Working with a Table
 Exercise
In order to work with a table, you need to learn a few
basic skills: how to move the insertion point between
cells, how to enter or edit table data, and how to select
items.
• Exercise File: SalesReps9-2.docx
• Exercise: Practice moving the cursor around within the
table cells.
Enter the following text in the three cells of the first row:
Last, First, Sales. In the second row, enter: Jones, Marvin,
1200. In the third row, enter: McKenzie, Shandra, 1400.
Select the third row.
Move between cells
There are several ways to move between cells in a table:

Click in a cell with the mouse.

Use the up, down, left, and right arrow keys.

Press <Tab> to move forward one field or cell, and
press <Shift> + <Tab> to move back one field or
cell.
Enter or edit information in a table
1. Click a cell in the table.
The insertion point appears in the cell.
2. Enter or edit text or numerical data as desired.
If you enter more text than fits in a cell, the cell
height expands automatically to hold it.
Select cells, rows, columns, and tables
Just like other elements in Word, you have to select the
parts of a table in order to work with them.
1. Position the insertion point in the cell, row or column
you want to select.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Select button in the Table group.
Figure 9-3: The Table group.
3. Choose the table item you want to select: Cell,
Column, Row or Table.
Other Ways to Select:
Cells: Click the left edge of the cell.
Multiple Cells: Drag across the cell, row, or
column. Or select a single cell, row, or column
and hold down the <Shift> key while you click
another cell, row, or column.
Figure 9-4: A table with the first row selected.
Move handle
Row: Click to the left of the row (outside of the
table).
Column: Click the column's top border (the
pointer will change).
Table: Click the move handle next to the table
(must be in Print Layout view).
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Figure 9-5: A table that is entirely selected.
© 2013 CustomGuide, Inc.
Working with Tables
Resizing and Moving a Table
 Exercise
You can quickly and easily resize or move a table in
Word.
• Exercise File: SalesReps9-3.docx
• Exercise: Resize the table so that it is about five inches
wide by one inch tall (use Word’s rulers as a guide).
Move the table down about one inch.
Resize a table
You can use the mouse to resize a table.
1. Make sure you are in Print Layout view.
2. Click anywhere inside the table, if necessary.
The table’s resize handle appears in the lower righthand corner of the table until the table is the desired
size.
As you resize the table, a dotted outline appears to
show you the new outline of the table.
Move a table
Moving a table is very similar to resizing it.
Figure 9-6: Resizing a table.
Resize
handle
Move handle
1. Make sure you are in Print Layout view.
2. Click anywhere inside the table, if necessary.
The table’s move handle appears in the upper lefthand corner of the table.
3. Click and drag the table’s move handle to a new
location on the page.
As you move the table, a dotted outline appears to
show you the new location of the table.
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Figure 9-7: Moving a table.
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Working with Tables
Adjusting Table Alignment and
Text Wrapping
In the Table Properties dialog box, you can adjust the
alignment of a table within the document, as well as the
way document text wraps around a table.
 Exercise
• Exercise File: SalesReps9-4.docx
• Exercise: Align the table in the center of the page.
1. Select the table.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Properties button in the Table
group.
The Table Properties dialog box appears.
Tip: Click the Options, Positioning, or Borders
and Shading buttons for even more detailed table
options.
3. Select the Table tab if it isn’t already selected.
Here you can adjust table alignment within the
document—select from Left, Center, or Right
alignment—as well as whether or not you want the
document text to wrap around the table.
4. Select an Alignment or Text wrapping option and
click OK.
The table alignment or text wrapping is adjusted.
Figure 9-8: The Table Properties dialog box.
Trap: If your table is as wide as the page, or if
you don’t have any text in the surrounding
document, you won’t notice any difference
between the alignment or text wrapping options,
respectively.
Tip: The Table Properties dialog box also
includes tabs for Row, Column, and Cell
properties. Here you can adjust row and column
size, as well as individual cell size and alignment
of cell contents.
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Working with Tables
Working with Cell Formatting
 Exercise
In this lesson, you will learn how to align text
horizontally and vertically in a cell, change text direction,
and adjust cell margins.
• Exercise File: SalesReps9-5.docx
• Exercise: Select the first row and change the text
direction. Then undo the action.
Apply Bottom Center alignment to the first row of the
table.
Change the top default cell margin to 0.05” and allow
spacing between cells of 0.03”.
Align cell contents
1. Select the cell(s) containing information you want to
align.
The Design and Layout tabs appear under the Table
Tools on the Ribbon.
Alignment
buttons
2. Under Table Tools on the Ribbon, click the Layout
tab and click an alignment button in the Alignment
group.
Other Ways to Align Cells:
Select the cell(s), right-click, select Cell
Alignment from the contextual menu, and select
an alignment.
Figure 9-9: The Alignment group.
Change text direction
1. Select the cell(s).
The Design and Layout tabs appear under the Table
Tools on the Ribbon.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Text Direction button in the
Alignment group.
Figure 9-10: Changing text direction.
The text direction for the selected cell(s) changes.
3. Click the Text Direction button again to cycle
through available directions.
Other Ways to Change Text Direction:
Select the cell(s), right-click, and select Text
Direction from the contextual menu. Select an
orientation from the Text Direction dialog box.
Adjust cell margins
You can adjust how much space appears between a cell’s
contents and its borders by adjusting cell margins.
1. Click anywhere inside the table.
The Design and Layout tabs appear under the Table
Tools on the Ribbon.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Cell Margins button in the
Alignment group.
The Table Options dialog box appears.
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Figure 9-11: Changing table cell margins using the
Table Options dialog box.
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Working with Tables
3. Adjust the cell margins and click OK.
Not only can you change the distance from the cell
contents to the cell borders, but you can also separate
individual cells from other cells in the table by
adjusting the Default cell spacing area of the dialog
box.
Tip: Adjusting cell margins changes the margins
of the current table and all subsequent tables. Your
changes become the default settings for all tables.
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Working with Tables
Merging and Splitting Cells
and Tables
You can adjust the number of cells that appear in a table
by merging and splitting cells. You can also split a table
into two tables.
Merge cells
 Exercise
• Exercise File: SalesReps9-6.docx
• Exercise: Split the first cell in the fourth row of the table
into two cells, then merge the two cells back together.
Split the table so that the Shandra McKenzie row is the
first row of the new table.
Undo the split.
The merge cells command combines several smaller cells
into a single larger cell that spans the space that the
previous cells occupied.
1. Select the cells you want to merge.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Merge Cells button in the Merge
group.
Figure 9-12: The Merge group.
Other Ways to Merge Cells:
Select the cells you want to merge, then rightclick and select Merge Cells from the contextual
menu.
Split a cell
Cells can also be broken up into several smaller cells by
using the Split Cells command.
1. Select the cell you want to split.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Split Cells button in the Merge
group.
Other Ways to Split a Cell:
Select the cell you want to split, then right-click
and select Split Cells from the contextual menu.
3. Specify how you want to split the cell in the Split
Cells dialog box and click OK.
Figure 9-13: The Split Cells dialog box.
Before
Split a table
You can also split a table into two separate tables.
1. Select the table row where you want to split the table.
The row you select will become the first row of the
new table.
After
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Split Table button in the Merge
group.
The table is split into two tables. If the new table
overlaps or obstructs the original table, you may need
to move the tables in order to view them.
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Figure 9-14: Before and after splitting a table.
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Working with Tables
Inserting and Deleting Rows
and Columns
In this lesson, you will learn how to delete entire columns
and rows and how to insert new columns and rows. You’ll
also learn how you can repeat the header row on tables
that span multiple pages.
 Exercise
• Exercise File: SalesReps9-7.docx
• Exercise: Insert a row between the first and second rows,
then delete the row.
Insert a row
1. Place your insertion point in the row that is above or
below where you want to insert the new row.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Insert Above or Insert Below
button in the Rows & Columns group.
Figure 9-15: The Rows & Columns group.
Other Ways to Insert a Row:
Place the insertion point in the bottom-right cell
of the table and press <Tab> to insert a new row
at the bottom of the table. Or, right-click a row,
point to Insert, and select Insert Rows Above or
Insert Rows Below from the contextual menu.
Insert a column
1. Place your insertion point in the table in the column
that is left or right of where you want to insert the
new column.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Insert Left button or the Insert
Right button in the Rows & Columns group.
Other Ways to Insert a Column:
Right-click and point to Insert and select Insert
Columns to the Left or Insert Columns to the
Right from the contextual menu.
Delete a row or column
1. Select the column(s) or row(s) you want to delete.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Delete button in the Rows &
Columns group.
3. Select Delete Rows or Delete Columns from the list.
Other Ways to Delete Rows or Columns:
Select the row(s) or column(s), right-click, and
select Delete Rows or Delete Columns from the
contextual menu.
Tip: You can also delete individual cells in a
table. Select the cell(s) you want to delete and
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Working with Tables
click the Delete button in the Rows & Columns
group. Select Delete Cells and click OK.
Repeat header rows
If you have a table that extends across several pages, you
can repeat the header row at the top of each page of the
table.
1. Select the rows you want to use as headings.
2. Click the Layout tab under Table Tools on the
Ribbon.
Figure 9-16: The Data group.
3. Click the Repeat Header Rows button in the Data
group.
Tip: You can also keep a table row from breaking
and separating the row’s contents onto two pages.
Right-click the table and select Table Properties
from the contextual menu. On the Row tab of the
Table Properties dialog box, deselect the Allow
row to break across pages option.
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Working with Tables
Adjusting Row Height and
Column Width
When you create a table, all of the rows and columns are
the same size. As you enter information in a table, you
will quickly discover that some of the rows and columns
are not large enough to properly display the information
they contain.
 Exercise
• Exercise File: SalesReps9-8.docx
• Exercise: Adjust the third column’s width to 1”.
Table Row Height
Adjust row height
You will seldom need to change a row’s height because,
unless you specify otherwise, rows automatically expand
to the tallest cell in the row—the one that contains the
most lines of text.
1. Select the row(s).
2. Under Table Tools on the Ribbon, click the Layout
tab.
Table Column Width
Figure 9-17: The Cell Size group.
3. Click the Table Row Height text box in the Cell Size
group and specify the row height.
Other Ways to Adjust Row Height:
In Print Layout view, click and drag the row’s
bottom border up or down.
Tip: You can distribute selected rows evenly so
they are the same height. Select the rows, click the
Layout tab under Table Tools, and click the
Distribute Rows button in the Cell Size group.
Adjust column width
1. Select the column(s).
2. Under Table Tools on the Ribbon, click the Layout
tab.
3. Click the Table Column Width text box in the Cell
Size group and specify the column width.
Other Ways to Adjust Column Width:
In Print Layout view, click and drag the column’s
right border to the left or right. Or, double-click
the column’s right border. Or, click the AutoFit
button and select an option to automatically resize
the columns to fit their contents or the size of the
window.
Tip: You can distribute columns evenly so that
they are the same width. Select the columns, click
the Layout tab under Table Tools, and click the
Distribute Columns button in the Cell Size
group.
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Working with Tables
Using Table Drawing Tools
 Exercise
In Word, you can draw and modify tables the same way
you would use a pencil to draw a table on a piece of
paper. You may find the table drawing tools to be
especially helpful when creating or modifying
complicated or irregular tables.
• Exercise File: SalesReps9-9.docx
• Exercise: Add a vertical line to the last cell of the first
column so that the cell is split in half, then erase that line.
Erase the vertical line in the fourth row that separates the
first and second columns.
Draw borders
1. To draw a table from scratch, or add lines or borders
to an existing table, click the Layout tab under Table
Tools on the Ribbon and click the Draw Table button
in the Draw Group.
The pointer changes to look like a pencil.
Figure 9-18: The Borders group.
2. Click and drag to draw boundaries, rows, columns, or
table cells.
Tip: Use the Line Style, Line Weight, and Pen
Color commands in the Borders group on the
Design tab to determine how the borders appear.
Erase borders
1. Under Table Tools on the Ribbon, click the Layout
tab and click the Eraser button in the Draw group.
The pointer changes to look like an eraser.
2. Click and drag across table lines to erase the lines.
Figure 9-19: Erasing a table border.
The border is erased.
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Working with Tables
Working with Sorting and
Formulas
Word provides many options for working with table data.
You can sort table data into a more useful order and even
perform calculations by inserting formulas into table cells.
Sort table data
 Exercise
• Exercise File: SalesReps9-10.docx
• Exercise: Select the first three rows and sort by the
Sales column in descending order so that the salesperson
with the most sales is listed first.
Enter a SUM formula in the last cell of the third column
to calculate the total sales.
Word can sort data in a list alphabetically, numerically, or
chronologically (by date). In addition, Word can sort
information in ascending (A to Z) or descending (Z to A)
order. You can sort an entire table or a portion of a table
by selecting what you want to sort.
1. Select the cells or information you want to sort.
Figure 9-20: The Data group.
Usually, you’ll want to select the header row along
with the rows you want to sort.
2. Under Table Tools on the Ribbon, click the Layout
tab, and click the Sort button in the Data group.
The Sort dialog box appears.
3. Define how you want to sort the data and click OK.
Use formulas in a table
Word is not a spreadsheet program like Microsoft Excel,
which is made to perform calculations, but it can do some
simple arithmetic.
To enter your own calculations, called formulas, you can
use the Formula dialog box, and you can refer to the cells
in a table using cell references. A cell reference identifies
where a cell is located in a table.
Although tables don’t have visible headers identifying the
rows and columns, every cell reference uses a letter (A, B,
C and so on) to represent its column and a number (1, 2, 3
and so on) to represent its row. A1, B3, and D5 are all
examples of cell references.
1. Place the insertion point in a blank table cell where
you want to insert the formula.
Figure 9-21: The Sort dialog box.
Before
After
Column sorted in
descending order
Cell A1
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Formula button in the Data group.
The Formula dialog box appears.
3. Enter the formula in the Formula box.
For example, =SUM(C2, C3) calculates the sum of
table cells C2 and C3.
Use the Number format list arrow to define how the
formula result appears. Use the Paste function list
arrow to build a formula using built-in functions.
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Sum formula
Figure 9-22: A table before and after sorting the table
data and adding a formula to sum the third column.
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Working with Tables
4. Click OK.
The formula result appears in the cell.
Instead of entering specific cell references you want to sum, you
can use a reference such as ABOVE, which indicates all the cells
above the cell containing the formula.
Tips:

Remember: All formulas start with an equal sign (=),
followed by a function name (such as SUM),
followed by parentheses containing the location of
the cells on which you want to perform the
calculation.

Besides regular cell references, you can use terms
that describe the location of cells in a table, such as
Above or Left, which reference all cells above or to
the left, respectively, of the selected cell. For
example, =SUM(ABOVE) totals all the cells above
the selected cell in a table.

Figure 9-23: The Formula dialog box.
If you change a value in a Word table, you’ll need to
recalculate the formulas manually.
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Working with Borders and
Shading
Borders improve a table’s appearance, giving it a
polished, professional look. Borders can make it easier to
read the information in a table, especially when the
information is numerical.
Adding shading to a table is similar to adding borders—
you select the cells and then select shading options.
 Exercise
• Exercise File: SalesReps9-11.docx
• Exercise: Apply No Borders to the whole table.
Display gridlines.
Apply a Light Blue fill color (in the Standard colors area)
to the first row.
Select the entire table again and apply All Borders.
Apply a table border
When you create a table, Word automatically adds borders
or lines around every cell in the table, but it’s very easy to
change, add, or remove your table’s borders.
1. Select the cells where you want to adjust the borders.
Tip: To select the whole table, click the table’s
Move handle.
Figure 9-24: A table with no border and gridlines
displayed.
2. Under Table Tools on the Ribbon, click the Design
tab, and click the Borders list arrow.
Here you can choose from several border options.
Tip: Select No Border to remove a border from
the selection.
3. Select the border type you want to apply to the
selected cells.
The border is applied.
Other Ways to Apply a Table Border:
Right-click the selection and select Borders and
Shading from the contextual menu. Use the
commands on the Borders tab in the Borders and
Shading dialog box.
View gridlines
Gridlines are dashed lines that show you the location of
the table cell borders. They do not appear by default.
You can easily display and hide table gridlines, but the
gridlines won’t be visible if the table is in the default table
format because the black border covers the gridlines.
1. Select a table.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the View Gridlines button in the Table
group.
Gridlines are displayed in all tables in the document.
Tip: Gridlines do not print.
Now let’s hide the gridlines.
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3. Click the View Gridlines button again.
Gridlines are hidden.
Apply a fill color
Shading includes fill colors and also patterns that you can
apply to table cells.
1. Select the cells where you want to apply a fill color.
The Table Tools tab appears on the Ribbon.
2. Click the Design tab and click the Shading list arrow
in the Table Styles group.
Figure 9-25: A table with a fill color applied.
A palette of fill colors appears.
3. Select a fill color from the list.
The color is applied.
Figure 9-26: The Shading tab of the Borders and Shading
dialog box.
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Using Table Styles
 Exercise
You can easily spice up your tables by applying built-in
table formatting styles.
• Exercise File: SalesReps9-12.docx
• Exercise: Apply the “List Table 4 – Accent 1” table style.
Apply a table style
By default, a table is created with the Table Grid style,
which includes a basic black border around each cell in
the table. Word includes many built-in styles that include
more interesting formatting.
Table styles gallery
1. Select the table.
2. Under Table Tools on the Ribbon, click the Design
tab.
More button
Figure 9-27: The Table Styles group.
Here you can see the Table Styles group. You can use
the arrow buttons to scroll through the table styles in
the gallery.
3. Select the style you want to use in the Table Styles
group.
Tip: To display the entire Table Styles gallery,
click the More button in the Table Styles group.
Remove a table style
You can easily remove table styles.
1. Select the table from which you want to remove the
style.
2. Under Table Tools on the Ribbon, click the Design
tab and click the More button in the Table Styles
group.
3. Select Clear.
The Table Normal style, which doesn’t have any
formatting, is applied.
Create a custom table style
You can also create a new, custom table style that meets
your exact specifications.
1. Select the table you want to format with a style.
2. Under Table Tools on the Ribbon, click the Design
tab and click the More button in the Table Styles
group.
3. Select New Table Style.
The Create New Style from Formatting dialog box
appears.
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Figure 9-28: The Create New Style from Formatting
dialog box.
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4. Select the formatting attributes you want to use in the
new table style and click OK.
The new style will appear in the Custom area of the
Table Styles gallery in the Table Styles group.
Tips:

You can make the new table style available only in
the current document or for new documents as well.
Select either the Only in this document or the New
documents based on this template option in the
dialog box.

You can also use styles in the Styles group on the
Home tab to apply styles to the text inside a table.
These can be applied in addition to a table style.
Figure 9-29: A table with a style applied.
 You can also modify an existing table style. Apply
the style you want to modify, then click the More
button in the Table Styles group and select Modify
Table Style. Modify the table properties and click
OK.
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Working with Tables
Using Table Style Options
 Exercise
Besides applying table styles, you can format individual
table style elements.
• Exercise File: SalesReps9-13.docx
• Exercise: Select the Total Row formatting option.
1. Select the table.
2. Under Table Tools on the Ribbon, click the Design
tab.
The formatting options available in the Table Style
Options group include:
 Header Row: Displays special formatting for the
first row of the table.
Figure 9-30: The Table Style Options group.
 Total Row: Displays special formatting for the
last row of the table.
 First/Last Column: Displays special formatting
for the first or last columns in the table.
With banded rows
 Banded Rows/Columns: Displays odd and even
rows and columns differently for easier reading.
3. Select the option(s) you want to use in the Table Style
Options group.
Without banded rows
Figure 9-31: A table with and without banded rows.
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Converting or Deleting a Table
 Exercise
If you don’t want table data to appear in a table any
longer, preferring that the contents are part of the other
text of the document, you can convert a table to text. You
can also simply delete a table.
• Exercise File: SalesReps9-14.docx
• Exercise: Convert the table to text, using tabs as
separators.
Undo the action, then delete the table.
Convert a table to text
1. Place your insertion point in the table.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Convert to Text button in the Data
group.
The Convert Table To Text dialog box appears.
3. Select the character you want to use to separate the
text contained in each cell.
Figure 9-32: The Convert Table To Text dialog box.
You can select one of the options to separate text or
define your own separation character in the dialog
box.
4. Click OK.
The table disappears and the table’s contents appear
as document text—although the text is contained
inside a frame. The contents of each table cell are
separated by the character you selected.
Delete a table
Before
1. Place your insertion point in the table.
2. Under Table Tools on the Ribbon, click the Layout
tab and click the Delete button in the Rows &
Columns group.
A list appears.
After
3. Select Delete Table.
The table is deleted from the document.
Other Ways to Delete a Table:
Right-click the selection and select Delete Table
from the contextual menu.
Figure 9-33: Before and after converting a table to text
using tabs to separate the text.
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Using Quick Tables
 Exercise
Insert a formatted table quickly by inserting one of
Word’s built-in Quick Tables.
• Exercise File: None required.
• Exercise: Open a new document and insert the Calendar
2 Quick Table.
1. Click the Insert tab on the Ribbon and click the
Table button in the Tables group.
A list of table options appears.
2. Point to Quick Tables.
A gallery of built-in tables appears.
As you point to each built-in table, a description of
the table and how it might best be used is shown.
3. Select the table you would like to insert.
The table is inserted in the document. All you have to
do is modify the table contents to your needs.
Tip:

The selection of built-in tables is dependent on the
current document theme.
Figure 9-34: The Quick Tables gallery.
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Quiz Questions
1.
Tables include ________.
A. rows
B. columns
C. cells
D. all of these
2.
You can press the arrow keys to move between cells in a table. (True or False?)
3.
Once you create a table, you cannot change its size. (True or False?)
4.
You can adjust table alignment and text wrapping in the __________.
A. Table Options dialog box
B. Table Properties dialog box
C. Tables dialog box
D. Table Alignment dialog box
5.
When adjusting cell margins, not only can you change the distance from the cell contents to the cell borders, but you can
also separate individual cells from other cells in the table. (True or False?)
6.
Which of the following is NOT a button found in the Merge group on the Layout tab.
A. Split Cells
B. Split Table
C. Merge Table
D. Merge Cells
7.
You can insert a row above, but not below, a row you've selected. (True or False?)
8.
Table rows automatically expand to the tallest cell in the row—the one that contains the most lines of text. (True or
False?)
When you use the Draw Table tool, the mouse pointer changes to a pencil icon. (True or False?)
9.
10. Which of the following can you NOT do in the Formula dialog box?
A. Use the Number format list arrow to define how the formula result appears.
B. Use the Paste function list arrow to build a formula using built-in functions.
C. Sort a column of numbers.
D. Enter a formula.
11. Table gridlines appear by default. (True or False?)
12. Click the _____ button to expand the Table Styles gallery.
A. More
B. Open
C. Expand
D. Gallery
13. Which of the following is NOT an option in the Table Style Options group?
A. Header Row
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B. Total Row
D. Title Row
14. The Delete button used to delete a table is found in the ________ group.
A. Table
B. Rows & Columns
C. Data
D. Merge
15. Click the Quick Parts button on the Insert tab of the Ribbon to insert a Quick Table into a document. (True or False?)
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Quiz Answers
1.
D. Tables include rows, columns, and cells.
2.
True. Using the arrow keys is one of a few different ways to move between cells in a table.
3.
False. You can easily resize a table in Word.
4.
B. You can adjust table alignment and text wrapping in the Table Properties dialog box.
5.
True. You can adjust the margins between cells and borders and between other cells.
6.
C. Merge Table is not a button found in the Merge group on the Layout tab.
7.
False. You can insert a row above or below a row you've selected.
8.
True. Table rows automatically expand to the tallest cell in the row.
9.
True. When you use the Draw Table tool, the mouse pointer changes to a pencil icon.
10. C. You cannot sort a column of numbers in the Formula dialog box.
11. False. Table gridlines do not appear by default.
12. A. Click the More button in the Table Styles group to expand the Table Styles gallery.
13. D. Title Row is not an option in the Table Style Options group.
14. B. The Delete button used to delete a table is found in the Rows & Columns group.
15. False. Click the Tables button on the Insert tab of the Ribbon to insert a Quick Table into a document.
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Working with
Mailings
An Overview of the Mail Merge Process ....... 202
Step 1: Setting Up the Main Document ......... 204
Step 2: Creating a Data Source ...................... 205
Create a data source ............................. 205
Customize data source fields ................ 205
Step 2: Using an Existing Data Source ......... 207
Select an existing data source ............... 207
Use Outlook contacts............................. 207
Step 3: Inserting Merge Fields ....................... 208
Step 3: Inserting Rules Fields ........................ 209
Step 4: Previewing a Mail Merge .................... 210
Step 5: Completing the Mail Merge ................ 211
Editing the Data Source .................................. 212
Select and sort recipients in the data
source .................................................... 212
Edit the data source ............................... 213
Creating Labels ................................................ 214
Create labels with the same information 214
Create mail merged labels ..................... 214
Creating Envelopes ......................................... 216
Change envelope options ...................... 216
10
Here’s a secret for you: your dentist
probably didn’t have someone manually
type that check-up reminder you received
this month. And no one manually typed
your weekly Publisher’s Clearing House
sweepstakes letter addressed to you either.
A process known as mail merge has
created these “personalized” letters.
Mail merge letters are used to send the
same or similar documents to many
different people at once. Since they
contain the recipient’s name, address, and
other information, mail merge letters feel
more personal—just like Publisher’s
Clearing House: Bob Boyarksi, if you
have the winning number, you are the
winner of $10 Million Dollars!
Performing a mail merge isn’t a very
difficult process, but it is a rather lengthy
one. This chapter will take you step-bystep through the mail merge process.
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
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Working with Mailings
An Overview of the Mail Merge
Process
Mail merge letters are used to send the same or similar
documents to many different people. Since they contain
the recipient’s name, address, and other information, mail
merge letters feel more personal than letters that aren’t
specifically addressed to anyone.
Creating and performing a mail merge is a lengthy and
multi-stepped process, but Microsoft has done a lot to
make performing mail merges in Word user-friendly. If
you become confused during one of the next lessons,
come back here to see how the step you’re on fits into the
mail merge process.
Since this chapter primarily deals with mail merges, you
may also want to take a look at Table 10-1: Mail Merge
Definitions. You will be seeing these terms frequently in
the upcoming lessons, so it’s a good idea to become
familiar with them.
 Exercise
• Exercise File: None required.
• Exercise: Understand the steps of the mail merge
process.
Step 1: Set up the Main
Document
David Meche
200 Park Drive
Le Sueur, MN 56058
Select the type of document you
want to create with the mail merge.
You can create letters, e-mails,
envelopes, labels, and directories.
The main document contains the
text that is the same in all of the
merged documents.
Dear David,
Thanks for your
wonderful graduation
gift of $10. I am going
First
Last
A
Joe
Smith
2
Sam
Nelson
F
Jill
Peck
8
Tracy
Olden
3
Brad
Potts
2
Jim
Lewis
1
Write and/or edit the starting
document and specify where you
want to insert the information from
your data source into your starting
document.
Dear <<First>>
Thanks for your
wonderful graduation
gift of <<Gift>>. I
Step 4: Preview the Mail
Merge
Sam Nelson
Far Pine Drive
Chaska, MN 55437
Preview how your document will
appear when combined with the
information in the data source.
Dear Sam,
Thanks for your
wonderful graduation
gift of <<Gift>>. I
Merge the data from the data
source into the merge fields in
the document, creating a unique
document for each record in the
data source.
<<First>> <<Last>>
<<Address>>
<<City, State, Zip>>
Dear <<First>>,
Thanks for your
wonderful graduation
gift of <<Gift>>. I
+
The data source contains the
information you want to appear in
the main document. You can create
a new data source, use an existing
data source, or use a database as
the data source.
Step 3: Insert Fields
<<First>> <<Last>>
<<Address>>
<<City, State, Zip>>
Step 5: Complete the Mail
Merge!
Step 2: Select or Create a
Data Source
First
Joe
Sam
Jill
Tracy
Brad
Jim
Last
Smith
Nelson
Peck
Olden
Potts
Lewis
A
2
F
8
3
2
1
Joe Smith
2014 Pleasant Ave.
Chaska, MN 55437
=
Dear Joe,
Sam Nelson
Far Pine Drive
Thank for
your MN 55437
Chaska,
wonderful graduation
gift of $25.
will use
DearISam,
Thanks for your
wonderful graduation
gift of $25. I will use
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Table 10-1: Mail Merge Definitions
Starting Document
(Main Document) A document that contains the information that is the same for each merged document.
The starting document contains the field names for the variable information, like the names and addresses
that will be inserted.
Data Source or
Recipients List
A file that contains the information to be inserted into the main document during a mail merge. For
example, it has records containing the names and addresses of the people a mail merge letter is sent to.
Field
A data category that stores a specific piece of information. For example, the field LastName would only
contain people’s last names.
Record
A record is an entire set of data fields that relate to a single thing or person. For example, a single record
would include information about a person’s first and last names, address, phone number, and date of birth.
Merge Field
A merge field is where you want to insert the information from a data source into a main document. Merge
fields appear with chevrons (« ») around them. An example would be: Dear «FirstName».
Address Block
A group of merge fields that make up the address block in a mail merge document. Word can automatically
insert all the appropriate address fields at once, so that you don’t have to insert the five or six merge fields
yourself.
Greeting Line
A group of merge fields that make up the greeting line of a mail merge document, such as “Dear Mr.
McDonald”. Word can automatically insert all the appropriate greeting text and fields at once, so that you
don’t have to insert the text and required merge fields yourself.
Header Row
Data source information is stored in a table. The first row of the table is the header row and contains the
field names for the data source. For example, FirstName, LastName, Address.
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Step 1: Setting Up the Main
Document
All mail merges in Word require two files: a main
document and a data source. The main document contains
the text that is the same in all of the merged documents.
The first step in the mail merge process is specifying
which type of mail merge document you want to create.
Let’s get started!
 Exercise
• Exercise File: North Shore Mailing10-2.docx
• Exercise: Use the North Shore Mailing10-2.docx
document to set up a Letter mail merge.
1. Open a blank document, or open the document you
want to use as the main document.
If you open to a blank document, you can add text
later in the process.
2. Click the Mailings tab on the Ribbon.
All the commands needed to perform a mail merge
are presented on the Ribbon.
Tip: You can also use the Mail Merge task pane,
which leads you through the mail merge process
step by step. To open the task pane, click the Start
Mail Merge button in the Mailings tab on the
Ribbon and select Step by Step Mail Merge
Wizard.
Figure 10-1: Selecting a document type for the main
document of the mail merge.
3. Click the Start Mail Merge button in the Start Mail
Merge group.
A list of document types appears:
 Letters: The basic content is the same in all the
letters, but each one contains information that is
specific to an individual recipient, such as name
or address.
 E-mail Messages: Like a letter, the basic content
is the same in all the letters, but each one contains
information that is specific to an individual
recipient.
 Envelopes: Creates envelopes that have the same
return address, but different destination addresses.
 Labels: Creates labels for each of the recipients
attached to the document.
 Directory: The same kind of information, such as
name and description, is shown for each item, but
the name and description in each item is unique.
This type of document can be used for catalogs as
well.
4. Select the type of main document you wish to use for
the mail merge.
The main document is set up.
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Step 2: Creating a Data Source
 Exercise
The data source provides the information that is unique in
mail merge. It provides the information that is unique to
each recipient, such as their name and address.
• Exercise File: North Shore Mailing10-2.docx
• Exercise: Create a new data source with the same fields
shown in the image below.
Enter data for yourself and a friend so that there are two
more records in the data source.
Create a data source
If you do not have a list of recipients that you want to use
for the mailing, you can easily create one.
1. Click the Select Recipients button in the Start Mail
Merge group under the Mailings tab.
Use the column headers to filter and sort
mail recipient records.
A list of options you can use for a data source
appears.
2. Select Type a New List.
The New Address List dialog box appears.
3. Enter recipient information in the table.
Each row contains information that is unique for a
single recipient. This is called an entry, or record.
Each column contains the information for a field, or
category, of information.
4. Click the New Entry button to add a new row for
another recipient’s information. Repeat until all
recipients have been added.
Continue adding rows and entering information until
all the recipients you want to include have been
added.
Add a new record
Delete this record
Specify criteria to find a
specific record.
Add, rename, or delete
mail merge fields.
Figure 10-2: Creating a new data source for the mail
merge.
Other Ways to Add a Row:
Press <Tab> at the end of a row.
5. Click OK.
The Save Address List dialog box appears. Save the
data source so you can use it for future mailings and
edit the data source as necessary.
Tip: By default, the data source is saved in the
My Data Sources folder in the Documents folder.
6. Enter a name for the data source in the File name text
box and click Save.
The data source is connected to the main document,
and will remain connected even when the document
is closed.
Customize data source fields
Customizing the data source fields, or columns, lets you
control which information you want to include in each
record, and therefore in the mail merge. Choose or create
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fields for each piece of information you want to have
available in the mail merge.
Add a new field.
1. Click the Customize Columns button to customize
the fields in the data source.
The fields are the columns in the table, and the name
of the field appears in the header row of the table. For
example, if you know you need to use the people’s
first and last names, you can use the First Name and
Last Name fields.
You can also add fields that are specific to your
needs. For example, if you want to include the name
of a spouse for a recipient, you can add Spouse First
and Spouse Last fields.
2. Add, delete, or rename fields you want to use in the
data source.
These fields will appear as columns in the data source
table.
Delete the selected
field.
Rename the
selected field.
Field names used in the data source file. Word
automatically adds common fields to a new data
source unless you remove or rename them.
Figure 10-3: Choose the fields you want to include in the
data source with Customize Address List dialog box.
3. Click OK.
The fields appear as columns in the table.
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Selecting an Existing Data
Source
There’s no need to reinvent the wheel and create a new
data source if one exists that contains the information you
want to include in a mail merge.
 Exercise
• Exercise File: Canada tourists.mdb and North Shore
Mailing10-2.docx
• Exercise: Connect the Canada tourists.mdb file to the
main document.
Select an existing data source
If you already have a data source, such as an Access
database, an Excel spreadsheet, or a delimited text file,
you can use it for your mail merge.
1. Click the Select Recipients button in the Start Mail
Merge group under the Mailings tab on the Ribbon.
A list of options you can use for a data source
appears.
Table 10-2: Types of Data Sources
Spreadsheet Files
Microsoft Excel
Lotus 1-2-3
You will need to specify the cell
range or the entire file.
Database Files
dBase
Fox Pro
Microsoft Access
Microsoft Outlook
If the database contains more than
one table, you will have to select
the table you want to use.
Data sources you have created
previously in Word are database
files.
Word Processing Files
Microsoft Word
WordPerfect
Records must be stored in a table
or in a tab-delimited list.
Text Files
Must be a tab or comma delimited
text file.
2. Select Use an Existing List.
The Select Data Source dialog box appears.
3. Navigate to the location of the data source you want
to use.
4. Select the data source and click Open.
The data source is connected to the main document,
and will remain connected even when the document
is closed.
Use Outlook contacts
If you use Microsoft Outlook, you can select the names
and addresses from your Contacts list and use them as the
data source for your mail merge.
1. Click the Select Recipients button in the Start Mail
Merge group under the Mailings tab.
A list of options you can use for a data source
appears.
2. Select Choose from Outlook Contacts.
The Select Contacts dialog box appears. If there are
several contact folders that contacts can be imported
from, they are listed in the dialog box.
Figure 10-4: Select a data source to use for the mail
merge.
3. Select the contact folder you want to use as the data
source and click OK.
The data source will remain connected to the
document, even when the document is closed.
Figure 10-5: Select the folder you want to use for the data
source.
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Step 3: Inserting Merge Fields
 Exercise
After the main document is set and the recipient list is
connected and edited, you are ready to insert the merge
fields in the document. The merge fields are placeholders
in the document for unique information from the
recipients list. So when you put a merge field in the main
document, information from that field will appear for the
document that is unique to that recipient.
• Exercise File: North Shore Mailing10-3.docx and
Canada tourists.mdb
• Exercise: Insert Address Block and Greeting Line fields
after the date at the top of the letter.
Insert the TravelDate field in place of the X in the second
sentence of the letter.
1. Place the insertion point where you want to insert a
merge field.
The merge fields that are available for you to insert
depend on the fields in the data source. There are
three buttons you can use to insert merge fields in the
main document:
 Address Block: This is a combination of several
fields that you can use to insert the name and
postal address of recipients. You can specify
which information is included in the address
block, such as how you want the recipient’s name
to appear and whether or not you want the country
and region included in the address. A preview of
how the information will appear for each of the
recipients is also available here.
Figure 10-6: Choose how you want the address block to
appear in the Insert Address block dialog box.
 Greeting Line: This is a combination of fields
you can use to insert the recipient’s name in the
greeting line. This option also allows you to
specify how you want the greeting line to appear.
For example, choose a greeting (“To” or “Dear”)
and specify how you want the recipient’s name to
appear.
 Insert Merge Field: Insert a single field from the
data source in the main document. When you
click this button, a list of merge fields you can
insert appears.
Figure 10-7: Insert a single merge field in the main
document.
2. In the Write & Insert Fields group on the Ribbon,
click the button for the field you want to insert.
When a merge field is inserted, chevrons (<< >>)
surround the name of the field. This helps you
distinguish the fields from the regular text in the
document.
When the mail merge is performed, the information
will not appear in chevrons.
3. Repeat for each merge field you want to insert.
Figure 10-8: The main document with merge fields
inserted. The merge fields are shaded gray and have
chevrons << >> around them.
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Inserting Rules Fields
 Exercise
In addition to merge fields, you can insert rules fields that
customize your mail merge documents even more.
• Exercise File: North Shore Mailing10-4.docx and
Canada tourists.mdb
• Exercise: Insert an If…Then…Else… field at the end of
the last paragraph in the letter. If the record has Mankato
in the City field, insert this text: “Visit our Mankato
office!” Otherwise, insert this text: “Thank you for your
business.”
Tip:

You’ll probably want to skip this lesson unless you’re
really into mail merges; most people will never really
need to use rules fields.
1. Place the insertion point where you want to insert a
rules field.
2. Click the Rules button in the Write & Insert Fields
group of the Mailings tab on the Ribbon.
A list of fields you can insert appears. Refer to Table
10-3: Mail Merge Rules Fields below for more
information on the types of fields you can insert.
3. Select the field you want to insert in the main
document.
If a dialog box appears, enter the information
necessary to insert the field.
First, specify what you want to test for. Then insert the text if the
test is or is not true.
Figure 10-9: The Insert Word Field: IF dialog box.
Tip:

When these fields are entered, they don’t appear with
chevrons (<< >>) around them, like other merge
fields. You may not even know the field has been
inserted until the mail merge is finished.
Table 10-3: Mail Merge Rules Fields
Ask
Prompts for information from the user and assigns the response to a bookmark.
Fill-in
Prompts for information from the user as Word merges each data record with the main document. The
response is printed in the specific form letter.
If… Then… Else…
Merges information only if a specified condition is met.
Merge Record #
Prints the number of the merged data record in the merged document.
Merge Sequence #
Counts the number of data records that were successfully merged with the main document. This could
be helpful to calculate postage.
Next Record
Instructs Word to merge the next data record into the current merged document, rather than starting a
new merged document. This is often used with labels and catalogs.
Next Record If
Compares two expressions. If the comparison is true, Word merges the next data record into the
current merge document.
Set Bookmark
This field assigns specific information to a named variable, which is called a bookmark. In order for
the information to appear in the document, insert a REF field that refers to the bookmark.
Skip Record If
This field compares two expressions. If the comparison is true, the current record is skipped. If the
comparison is false, the current record is merged. (It may be easier to filter the recipient list.)
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Step 4: Previewing a Mail
Merge
Sometimes it is helpful to see what the data will look like
once it has been inserted into a document, instead of only
viewing the obscure merge field names. You can easily
preview how the mail merge will appear before finishing
the mail merge. This is encouraged to make sure the
results appear as you want them to.
1. Click the Preview Results button in the Preview
Results group of the Mailings tab.
The data from the first record is previewed in the
document.
2. Use the preview results buttons to preview how
records from the data source will appear when
merged.
As you browse through the previews, you see how
each record in the data source will appear when
merged with the main document.
Tips:

Click the Find Recipient button in the Preview
Results group to search for a specific recipient.

You can simulate the mail merge process to make
sure it will run smoothly before performing the final
merge. Click the Auto Check for Errors button in
the Preview Results group. Select the Simulate the
merge and report errors in a new document option
and click OK.

Previewing the mail merge does not include preview
rules fields.
 Exercise
• Exercise File: North Shore Mailing10-5.docx and
Canada tourists.mdb
• Exercise: Preview all the records in the mail merge.
<<First>> <<Last>>
<<Address>>
<<City, State, Zip>>
Dear <<First>>,
+
First
Joe
Sam
Last
Smith
Nelson
A
2
F
=
Joe Smith
2014 Pleasant Ave.
Chaska, MN 55437
Dear Joe,
Thank for your
wonderful graduation
Thanks for your
wonderful graduation
Figure 10-10: An example of how a data source record is
merged into the letter.
Previous
Record
First Record
Next
Record
Last
Record
Figure 10-11: A preview of the merged main document.
Use the buttons in the Preview Results group to cycle
through previews of merged records in the data source.
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Step 5: Completing the Mail
Merge
After you’ve previewed how the main document and data
source will merge, and everything looks correct, you are
ready to complete the mail merge.
 Exercise
• Exercise File: North Shore Mailing10-5.docx and
Canada tourists.mdb
• Exercise: Finish the mail merge to individual documents.
1. Click the Finish & Merge button in the Finish group
of the Mailings tab on the Ribbon.
There are three different ways you can finish the mail
merge:
 Edit Individual Documents: Puts the results of
the mail merge in a new document. You are free to
edit the results of the mail merge and save and
print them, just like any other document.
 Print Documents: Merges records and sends
them directly to the printer.
 Send E-mail Messages: Sends the mail merge as
an e-mail message. This works best if you have
used Microsoft Outlook Contacts as your data
source.
Figure 10-12: The Merge to New Document dialog box.
2. Select the option you want to use to finish the mail
merge.
A dialog box appears, asking which records you want
to merge from the data source.
3. Select the records you want to merge and click OK.
Word merges the main document and the information
from the data source into a new Word document,
sends it to the printer, or creates an e-mail message.
Figure 10-13: The new, merged document.
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Editing the Data Source
 Exercise
Once you have connected a data source to the main
document, you can choose which data source records you
want to include in the mail merge, and you can also edit
the data source to add records or change record
information.
• Exercise File: North Shore Mailing10-5.docx and
Canada tourists.mdb
• Exercise: Sort the data source by last name.
Deselect the Jeff Mitchell record.
Apply a filter that only shows records from MN.
Add a record to the data source using information about
you.
Select and sort recipients in the data source
You can change the recipients list without changing the
data source by choosing which recipients you want to be
included in the mail merge, and by rearranging and
filtering the recipient list.
1. Click the Edit Recipient List button in the Start Mail
Merge group on the Mailings tab.
The Mail Merge Recipients dialog box appears. By
default, all the records in the data source will be
included in the mail merge.
There are three ways you can work with the
recipients list:
 Select individual records: If the list of recipients
is relatively short, this is the easiest way to
include or remove records from the data source.
Records that are checked will be included: records
that are not checked are removed.
Additionally, you can check or clear all the
records at once by clicking the check box in the
header row.
 Sort records: Click a column heading to sort the
list by that field. If you want to use a more
complex sorting method, such as sorting by
several fields, you can:
Figure 10-14: The Mail Merge Recipients dialog
box. To sort the list, click the appropriate column
heading. Use the check boxes to add or remove a
recipient from the mail merge.
Click the Sort link and choose the field(s) you
would like to sort by. For example, you could
alphabetically sort recipients by their last name
within each state.
 Filter records: Filtering the list is useful for
filtering out large groups of records.
Click the Filter link and choose the criteria you
want to filter for. For example, to only include
records from Texas, select State for the field,
Equal to for the comparison, and TX in the
compare to text box. Only records with TX in the
State field are shown.
2. Edit the recipient list as necessary and click OK.
Figure 10-15: Specifying filter criteria for the data source.
The recipient list is ready for the mail merge.
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Edit the data source
You can edit the data source to add recipients or to change
record data after the data source has been connected to the
main document.
1. Click the Edit Recipient List button in the Start Mail
Merge group under the Mailings tab.
The Mail Merge Recipients dialog box appears.
2. Select the data source in the Data Source box in the
bottom left corner of the dialog box.
You can only have one data source connected to a
document at a time, so there should only be one item
listed here.
Once the data source is selected, the two buttons
below the box become available.
3. Click the Edit button.
Select the data source in order to edit it.
Figure 10-16: The Mail Merge Recipients dialog box.
The Edit Data Source dialog box appears.
You can edit the data in records, or use the buttons in
the lower left corner of the dialog box to add or
delete records, find a record, or customize the fields
in the data source.
4. Edit the data source as necessary and click OK.
A dialog box appears, asking if you want to update
these changes to the data source.
5. Click Yes.
The Edit Data Source dialog box closes. You’re back
at the Mail Merge Recipients dialog box. You can
still make changes to the data source before returning
to the main document.
6. Click OK.
Figure 10-17: Edit the data source by changing previous
entries or adding new ones.
The recipient list edited and is ready for the mail
merge.
Tip:

Click the Refresh button under the Data Source box
to update the recipient list if the data source has been
changed since it was connected to the main
document.
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Creating Labels
 Exercise
So far we’ve been using the mail merge feature to create
formal letters, but you can also use it to create
professional-looking mail labels or envelopes.
• Exercise File: Canada tourists.mdb
• Exercise: Open a new Word document.
Create a page of labels using your home address as the
address.
Create labels using the records from the Canada
tourists.mdb data source.
Create labels with the same information
This process shows you how to create a sheet of labels
that contain the same information, for example, return
address labels, or print a single label on a sheet.
1. Click the Mailings tab on the Ribbon and click the
Labels button in the Create group.
The Envelopes and Labels dialog box appears.
2. Select the Labels tab and then click the Address box.
Enter the address you want to appear on the labels.
The address is what will be printed on the labels.
3. Choose Full page of the same label or Single label
to select how you want to print the label.
If you choose Single label, indicate the label you
want to print on by specifying the row and column
where the label is located on the sheet.
4. Click the Options button to select the type of label
being used.
The label package should tell you the type of label
being used.
5. Click Print to print the labels, or click New
Document to open a document that lists the address
on a single page.
Print the same label on the full page, or specify the row and
column coordinates for the label you want to print on.
Figure 10-18: The Labels tab of the Envelopes and Labels
dialog box.
Use the New Document option if you want to do any
formatting with the labels.
Create mail merged labels
Use the mail merge process to create labels from a data
source.
1. Click the Mailings tab on the Ribbon.
The commands needed to create a mail merge appear.
2. Click the Start Mail Merge button in the Start Mail
Merge group and select Labels from the list.
The Label Options dialog box appears.
3. Select the type of label you will be printing on and
click OK.
The document changes into a table that is separated
into cells that are the size of the labels.
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Figure 10-19: The Label Options dialog box. Select the
type of label you want to use from the Product number.
Click the Details button to change the dimensions of the
label, or click New Label to create a custom-sized label.
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Working with Mailings
The rest of the process is standard mail merge
procedure.
4. Click the Select Recipients button in the Start Mail
Merge group and select the data source you want to
use.
Notice that once you select a data source, <<Next
Record>> merge fields appear in all the label cells,
except the first one. This allows the mail merge to
merge the results from each record into each cell of
the table, rather than repeating the information from
the first record.
You can also edit the data source after it has been
attached to the document.
Since labels typically include an address, all you have
to do is insert the address block as a merge field in
the first cell.
5. Click the Address Block button in the Write & Insert
Fields group.
The Insert Address Block dialog box appears.
6. Choose how you want the name to appear and click
OK.
The merge field is inserted.
The next step is specific to creating a mail merge for
labels. It copies the Address Block merge field in
each label cell of the table.
7. Click the Update Labels button in the Write & Insert
Fields group.
The Address Block merge field is inserted in each
cell of the table.
Now you’re ready to preview the labels.
8. Click the Preview Results button in the Preview
Results group.
If the preview looks good, you’re ready to finish the
mail merge.
9. Click the Finish & Merge button and select how you
want to finish the mail merge.
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Figure 10-20: The merged label document.
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Working with Mailings
Creating Envelopes
 Exercise
If you suffer from terrible handwriting, you can have
Word address your envelopes for you. Word is great for
printing envelopes if your printer can handle envelopes.
That’s a big if—many printers don’t handle envelopes
very well, and many others don’t handle envelopes at all.
The only way to really find out if you can print envelopes
with your printer is by consulting the manual that came
with your printer.
• Exercise File: None required.
• Exercise: Create an envelope with your address as the
Return address and a friend’s address as the Delivery
address.
Change the font used for the delivery address.
Tip:

If you’ve misplaced your printer manual, you can try
printing several envelopes with the printer to see how
they come out—just be prepared to go through
several envelopes before you find out how to feed the
envelope into the printer!
1. Click the Mailings tab on the Ribbon and click the
Envelopes button in the Create group.
The Envelopes tab of the Envelopes and Labels
dialog box appears.
2. Click the Delivery address text box and type the
delivery address.
This is where you want the envelope to be delivered.
Other Ways to Enter the Delivery Address:
Click the Insert Address button (
). Select the
profile you want to use (Outlook) and select a
contact from Outlook Contacts.
Figure 10-21: The Envelopes tab of the Envelopes and
Labels dialog box.
3. Click the Return address text box and type the
return address.
This should be the return address.
4. Click Print to print the envelope, or click Add to
Document to add the envelope to the beginning of
the document.
If you add the envelope to the document, make sure
the envelope and paper are in the correct order before
printing the document.
Change envelope options
Select the size
of the envelope
here (Size 10 is
the most
common).
Change the font
used on the
delivery address
and return
address.
If you want to use a different envelope size or change the
font used, you can change the envelope options.
1. Click the Options button in the Envelopes tab of the
Envelopes and Labels dialog box.
Two tabs can help you specify how the envelope will
be printed:
Figure 10-22: The Envelope Options dialog box.
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 Envelope Options: Verify the envelope size, the
font used in the return and delivery addresses, and
adjust the location of the addresses on the
envelope.
 Printing Options: If necessary, you can change
how the envelope is fed to the printer. These
settings are automatically selected, however, so it
is best not to adjust them.
2. Enter the envelope settings you want to use and click
OK.
The Envelope Options dialog box closes, but the
Envelopes and Labels dialog box is still open.
3. Click OK.
The Envelopes and Labels dialog box closes and the
changes are applied to the envelope.
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Quiz Questions
1.
A mail merge is the process of combining a Word document with data. (True or False?)
2.
Which of the following is NOT a type of mail merge document?
A. Letters
B. Labels
C. Envelopes
D. Spreadsheets
3.
The rows in a data source contain information unique to the recipients in the mail merge. (True or False?)
4.
Which of the following can you use as the data source for a mail merge?
A. An Excel spreadsheet
B. An Access database
C. A table in a Word document
D. All of the above.
5.
You see a strange word, <<FirstName>> in a document. What is this?
A. It's a merge field - the information from the FirstName field will be inserted here.
B. It's a form field - enter your first name here.
C. It's a reminder that you need to sign the letter before you send it.
D. It's a really bad typing error.
6.
How can you add an address to a mail merge document?
A. Click the Address Wizard button in the Insert tab on the Ribbon.
B. Click the Address Wizard button in the Mailings tab on the Ribbon.
C. Click the Address Block button in the Write & Insert Fields group of the Mailings tab on the Ribbon.
D. Click the Address Block button in the Write & Insert Fields group of the Insert tab on the Ribbon.
7.
Which of these would a rules field allow you to do?
A. Add special text to records that met certain criteria.
B. Add special text to each record in the mail merge.
C. Count the number of data records that were successfully merged.
D. All of these.
8.
The only way you can see the results of a mail merge is to complete the mail merge and send the results to the printer.
(True or False?)
9.
Which of the following is NOT a destination where you can send the results of a mail merge?
A. An e-mail message.
B. An Excel spreadsheet.
C. A new document.
D. A printer.
10. Which of the following CAN you do from the Mail Merge Recipients dialog box?
A. Add or remove recipients from the data source.
B. Update a recipient’s address.
C. All of these.
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D. Sort the list alphabetically by last name.
11. To sort a list of records or recipients, simply click the column heading you want to use to sort the list. (True or False?)
12. You can specify the type of label you are using by selecting its product number, such as Avery 5160, when creating
mailing labels. (True or False?)
13. You can enter an Outlook Contact's address in the Delivery address text box by clicking the Insert Address button. (True
or False?)
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Quiz Answers
1.
True. The mail merge process combines a Word document with data.
2.
D. There isn't a spreadsheet mail merge document type.
3.
True. Each row in a data source contains information that is unique to each recipient in a mail merge.
4.
D. You can use an Excel spreadsheet, Access database, or Word document table as data sources in a mail merge.
5.
A. Chevrons << >> indicate a merge field, where information is inserted during a mail merge.
6.
C. Click the Address Block button in the Write & Insert Fields group of the Mailings tab on the Ribbon to insert an
address in a mail merge document.
7.
D. Rules fields allow you to customize your mail merge all of these ways, and more.
8.
False. You can preview the results of a mail merge to see what the data will look like once it has been inserted into a
document.
9.
B. You can't send the results of a mail merge to an Excel spreadsheet.
10. C. You can add or remove recipients from the data source, update a recipient’s address, and sort the data source
alphabetically by last name from the Mail Merge Recipients dialog box.
11. True. Sort a list of records or recipients by clicking the column heading you want to use to sort the list.
12. True. You can specify the type of label you are using by selecting its product number.
13. True. This is a very easy way to enter a delivery address.
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Using
Collaborative
Editing Tools
Tracking Revisions .......................................... 222
Change how tracked changes are
displayed ................................................ 223
Accepting and Rejecting Revisions .............. 224
Use the Ribbon ...................................... 224
Use the Reviewing Pane ....................... 225
Using Comments ............................................. 226
Insert a comment ................................... 226
Edit a comment ...................................... 226
Delete a comment.................................. 226
Review comments ................................. 226
Hide or display comments in a document
............................................................... 227
Print comments ...................................... 227
Comparing and Combining Documents ........ 228
Password Protecting a Document ................. 230
Add a password to open a document .... 230
Add a password to modify a document . 230
Protecting a Document ................................... 232
Protect a document’s formatting ............ 232
Protect a document’s content ................ 232
Add an exception ................................... 233
11
Like it or not, it’s likely that someday you
will have to create a document with a
team of individuals. For example, you
might write a draft of a letter, have your
manager review it, make changes to it,
and get it back. Then you go back to the
document, make the changes, and then
send the document to its final destination.
The folks at Microsoft realized that
people often need to work together when
creating documents, so they included a
whole slew of features that enable several
people to work together to create and
update a document. Word includes tools
such as track changes and comparing
documents that allow you to examine
suggested changes and choose whether or
not to include them in the final draft.
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
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Using Collaborative Editing Tools
Tracking Revisions
Revising a document with tracked changes in Word works
just like revising a document with a printed copy and a
red pen; you can easily see the original text and any
additions, deletions, or changes made to the document are
highlighted.
Turn on tracking so the author can see the changes you
recommend. In the end, they can choose which changes to
include in the final document.
1. Click the Review tab on the Ribbon and click the
Track Changes button in the Tracking group.
 Exercise
• Exercise File: Seniors11-1.docx
• Exercise: Turn on tracking changes to make revisions:
Type “Thank you for your interest in North Shore
Travel!” at the beginning of the first body paragraph.
Replace “yourselves” in the last sentence of the second
body paragraph with “Pleasant Hills”.
Replace “great” in the last sentence of the second body
paragraph with “wonderful”.
Show the tracked revisions in balloons. Return to
showing the revisions inline.
Turn off tracking changes.
The button is highlighted, indicating that tracking is
turned on.
Other Ways to Track Changes:
Press <Ctrl> + <Shift> + <E>. Or, right-click the
status bar and select Track Changes from the list.
Click the Track Changes button in the status bar
to turn the feature on or off.
Display for
Review list
arrow
Figure 11-1: The Tracking group.
2. Edit the document as necessary.
The changes are highlighted as they are entered in the
document.
Tip:
 To change the color used to mark changes, open the
Dialog Box launcher in the Tracking group and click
Advanced Options.
These bars indicate
that a revision has
been made in the
paragraph.
Deleted and
replaced text.
Figure 11-2: Tracked and Highlighted changes shown inline in a document.
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Using Collaborative Editing Tools
Change how tracked changes are displayed
By default, tracked changes are shown in line with the
other text in the document. You can change the revisions
so that they are shown in balloons, and you can also
change the color of the revisions.
The changes are called “markup”.

Show changes in balloons: Click the Show Markup
button in the Tracking group on the Ribbon and select
Balloons. Then, select Show Revisions in Balloons
from the list.

Display or hide markup: Click the Display for
Review list arrow and select an option from the list.

Display or hide specific markup items: Click the
Show Markup button in the Tracking group to
display or hide specific markup items.
Figure 11-3: Tracked and Highlighted changes shown in balloons in a document.
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Using Collaborative Editing Tools
Accepting and Rejecting
Revisions
Revising documents using Word’s revision features can
save a lot of time, because the changes are already entered
in your document. If you accept the changes, Word
automatically incorporates the changes into your
document. If you reject the changes, Word uses your
original text.
 Exercise
• Exercise File: Seniors11-2.docx
• Exercise: Open the Reviewing Pane and accept the first
tracked change.
Close the Reviewing Pane.
Accept the “Pleasant Hills” revision.
Reject the “wonderful” revision.
Reject and
Move to Next
Use the Ribbon
1. Click the Review tab on the Ribbon and click the
Next button in the Changes group.
Word highlights the first revision in the document.
Decide if you want to accept the revision, or reject it.
Accept and
Move to Next
Previous
Change
Next
Change
2. Click Accept, or click Reject in the Changes group.
The revision is accepted and incorporated into the
document, or rejected and removed from the
document. By default, the next revision is
highlighted, so you can accept or reject it.
Other Ways to Accept or Reject Changes:
Click the Accept button list arrow or the Reject
button list arrow to select a different option, as
shown in the table below. Or, right-click the
revision and select the desired action from the
contextual menu.
3. Repeat until all proposed revisions are accepted or
rejected.
The proposed changes are either included or removed
from the document.
Figure 11-4: Use the buttons in the Changes group to
accept and reject changes.
Table 11-1: Accept or Reject Options
224
Accept or Reject
and Move to Next
The proposed change is acted on
and the next change is highlighted.
Accept or Reject
Change
The highlighted change is
accepted or rejected.
Accept or Reject All
Changes Shown
Accepts or rejects all changes that
are currently visible in the
window.
Accept or Reject All
Changes in
Document
Accepts or rejects every single
change in the document.
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Use the Reviewing Pane
The Reviewing Pane is a great way to review all the
tracked changes in a document. It displays all of the
proposed changes in your document, the total number of
changes, and the number of changes of each type.
1. Click the Review tab on the Ribbon and click the
Reviewing Pane button in the Tracking group.
The Reviewing Pane appears. A summary of the
revisions appears near the top of the pane, while the
actual revisions are grouped by section in the
document.
Tip: You can view the Reviewing Pane vertically
or horizontally in the window by clicking the
Reviewing Pane list arrow and selecting an
option from the list.
2. Click a revision in the Reviewing Pane to select it in
the document.
Figure 11-5: The Reviewing Pane placed vertically in the
window.
You can now choose whether or not you want to
accept or reject the revision in the document.
3. Click the Accept or Reject button in the Changes
group on the Review tab of the Ribbon.
Other Ways to Accept or Reject a Change:
Right-click the revision and select the desired
action.
The revisions disappear from the Reviewing Pane as
they are accepted or rejected in the document.
4. Click the Close button in the Reviewing Pane.
The Reviewing Pane is closed.
Tip:

When editing of a document is finished, you can
mark the document as final so that other people don’t
make changes, and the document is read-only. Click
the File tab and click the Protect Document button
on the Info tab. Select Mark as Final from the list.
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Using Comments
Adding a comment to a document is like a sticking a PostIt note to it. You can use Word’s comments feature to add
suggestions, notes, or reminders to your documents. You
can add a comment virtually anywhere in a document.
Comments appear on the document in bold-colored
balloons that are almost impossible to miss and are easy
to read.
Insert a comment
 Exercise
• Exercise File: Seniors11-3.docx
• Exercise: Select the text “I am enclosing” at the
beginning of the third body paragraph.
Insert a comment that says, “Can we add our web address
here?”
Hide comments in the document.
Show comments again, and edit the comment to add the
text, “its www.northshoretravel.com.”
Delete the comment.
1. Place the insertion point, or select the text, where you
want to insert the comment.
If you select text, the text will be highlighted the
same color as the comment balloon.
2. Click the Review tab on the Ribbon and click the
New Comment button in the Comments group.
The comment balloon is inserted.
3. Enter the comment text in the balloon.
The comment is inserted in the document.
Edit a comment
You can easily make changes to a comment simply by
typing in any comment balloon.

Delete
Previous
Next
Click in the comment balloon and edit the text as
needed.
Delete a comment
Delete a comment when it is no longer needed.
1. Select the comment balloon.
Select the balloon by clicking the text in the balloon.
2.
Click the Review tab on the Ribbon and click the
Delete Comment button in the Comments group.
Other Ways to Delete a Comment:
Right-click the comment balloon and select
Delete Comment from the contextual menu.
Figure 11-6: Comments appear in the margins of the
document.
Review comments
You can easily review comments by jumping between
each comment in a document.
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1. Click the Review tab on the Ribbon.
2. Use the Next Comment and Previous Comment
buttons in the Comments group to navigate through
the comments in the document.
The comments in the document are shown as you
click the Next and Previous buttons.
Hide or display comments in a document
If comments are distracting, you can easily hide them.
This does not remove them, it only hides them from view
temporarily.
1. Click the Review tab on the Ribbon and click the
Show Markup button in the Tracking group.
A list of items that are displayed in the document
appear. If the item has an orange checkmark next to
it, it is being displayed in the document.
2. Select Comments from the list.
The comments are now hidden in the document.
Repeat to display comments once again.
Figure 11-7: Uncheck Comments in the Show Markup
menu to hide comments in the document.
Print comments
The last thing we’ll discuss with comments is how to print
them. Since they don’t print automatically, you must
change your print settings to include them.
1. Click the File tab on the Ribbon and select Print.
The Print tab appears.
2. Click the Print All Pages list arrow and select Print
Markup from the list.
This ensures that comments and any tracked changes
that still appear in the document will be printed along
with the rest of the document.
3. Click OK.
The document prints with the comments.
Select what you want to be printed in the
document from the Print what list arrow.
Figure 11-8: Select what you want to print from the first
list arrow on the Print tab.
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Comparing and Combining
Documents
Comparing and combining documents lets you see the
difference between documents. For example, if you and a
co-worker have made changes to the same document in
separate files, you can combine them together so that all
the changes are incorporated into a single document,
saving time and increasing accuracy.
1. Click the Review tab on the Ribbon. Click the
Compare button in the Compare group.
 Exercise
• Exercise File: Seniors11-3.docx and Seniors11-1.docx
• Exercise: Combine Seniors11-3.docx and Seniors111.docx in a new document.
Click the Browse for
buttons to choose which
documents to merge.
A list of options you can use to merge the documents
appears:
 Compare: Use this to see the differences between
two documents without changing the documents
being compared. The legal blackline comparison
is displayed by default in a new third document.
 Combine: Use this to combine revisions from
several documents into one document. For
example, if Steve, Kitty, and Melissa are making
revisions for Jon’s document, they can combine
their revisions into one document. This makes it
easier for Jon to incorporate their revisions.
2. Select Compare or Combine.
The Compare Documents or Combine Documents
dialog box appears.
3. Click the Original document list arrow and select
the document you want to use as the original.
Use the Show changes in
options to determine how the
documents should be compared
or combined.
Figure 11-9: The Combine Documents dialog box.
The revised document will be compared to this
document.
Other Ways to Select the Original Document:
Select Browse from the list or click the Browse
for Original button to the right of the list arrow
and navigate to the file.
4. Click the Revised document list arrow and select the
document that contains the changes you want to
merge into the original document.
Any text in this document that is different from that
in the original document is shown as a tracked
change.
Other Ways to Select the Revised Document:
Select Browse from the list or click the Browse
for Revised button to the right of the list arrow
and navigate to the file.
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5. (Optional) Click More.
The settings you can use to change how the changes
appear in the document are displayed.
 Comparison settings: Lets you choose which
items you want to appear when the documents are
merged.
 Show changes: Lets you select the options for
what you want the changes to appear. See the
table on the right for more information about
these settings.
Table 11-2: Show Changes Settings
Character
level
Character differences between the documents
are shown as single characters rather than the
whole word.
Word level
This option is selected by default, and it is
easier to detect changes. It means that if a
character in a word changes, the whole word
is highlighted, not just a single character.
Original
document
This option merges the results in the selected
document. In this example, the Lesson 9A
document would open and display all the
differences between the documents.
Revised
document
This option merges the results in the open
document. In this example, the Seniors
document would display all the differences
between the documents.
New
document
This option merges the results in a brand new
document. This is a good option because the
original documents are not changed.
6. (Optional) Select the settings you want to use.
7. Click OK.
The results of the compare or combine are displayed
in a new Word document.
Tips:

Don’t try to compare and merge documents that don’t
have similar content. The results will be very difficult
to work with.

To ensure that both the original and revised
documents display in the document window, click the
Compare button and select Show Source
Documents from the list. Select Show Both if you
would like to display both the original and the revised
documents.
Figure 11-10: The results of combining the two documents.
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Password Protecting a
Document
If you have a document you don’t want anyone else to see
or modify, you can password-protect, or encrypt, the
document. This restricts access to only yourself or people
who know the password. You can require users to enter a
password to open a document and/or modify a document.
 Exercise
• Exercise File: Seniors11-5.docx
• Exercise: Add a password to open the document
“pass2468” and add another password to modify the
document “modify246”.
Close the document.
Use the passwords to open the document and change the
opening text to “Dear Wendy,”
Add a password to open a document
You can add a password to a document so that only
specific people can open it.
1. Click the File tab on the Ribbon.
The Info tab of Backstage view appears.
2. Click the Protect Document button and select
Encrypt with Password from the list.
The Encrypt Document dialog box appears.
3. Click the Password text box and type a password.
You can type up to 255 characters for the password.
Figure 11-11: The Encrypt Document dialog box.
Tip: Use strong passwords that combine
uppercase and lowercase letters, numbers, and
symbols. Passwords should be 8 or more
characters in length. A pass phrase that uses 14 or
more characters is better.
4.
Click OK.
The Confirm Password dialog box appears.
Tip: It is critical that you remember your
password. If you forget your password,
Microsoft cannot retrieve it.
5. Retype your password and click OK.
The Info tab changes to indicate that a password is
required to open the document.
Add a password to modify a document
With this type of protection, anyone can open the
document, but a password is required to modify it.
1. Click the File tab on the Ribbon and click Save as.
The Save As dialog box appears.
Figure 11-12: Open General Options from the Tools list
in the Save As dialog box.
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2. Click the Tools button at the bottom of the Save As
dialog box and select General Options from the list.
The General Options dialog box appears. Note that
there are two password text boxes here: one to open
the document and one to modify the document.
3.
Click the Password to modify text box and enter the
password.
4. Click OK.
5. Reenter your password and click OK.
The password is confirmed.
Tips:

If you require users to enter a password to both open
and modify a presentation, make sure each password
is different from the other.

To remove a password, open the General Options
dialog box and remove the password from the
“Password to open” or “Password to modify” text
box in which it was entered.
Figure 11-13: Add passwords in the General Options
dialog box.
Figure 11-14: When an incorrect password is entered,
the Microsoft Office Word dialog box appears.
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Protecting a Document
You can protect a document’s formatting, protect specific
portions of a document, and even grant permissions for
different users to modify specific parts of a document.
Sound confusing? Don’t worry—once you finish this
lesson, everything will make a lot more sense.
 Exercise
• Exercise File: Seniors11-6.docx
• Exercise: Protect document formatting so that the
recommended minimum number of styles can be used.
Protect the document contents so comments are the only
type of editing you can do in the document.
Protect a document’s formatting
Activating this protection will restrict the formatting in
the document to specific styles. It will also prevent users
from applying formatting directly to the document. For
example, another user couldn’t apply bold formatting to a
heading.
1. Click the File tab on the Ribbon.
Select the Info tab.
2. Click the Protect Document button and select
Restrict Editing from the list.
The Restrict Formatting and Editing task pane
appears along the right side of the window.
Other Ways to Open the Restrict Formatting
and Editing Task Pane:
Click the Review tab on the Ribbon and click the
Restrict Editing button in the Protect group.
3. Click the Limit formatting to a selection of styles
check box.
4. Click the Settings link to select the styles you want
to use in the document.
The Formatting Restrictions dialog box appears.
To restrict the formatting in the document to the use
of specific styles, select the check boxes of the styles
you want to use.
Protect a document’s content
Controlling the content of the document is another
valuable restriction. You can even apply exceptions to the
document protection. For example, the entire document is
“Read only” protected except certain areas that you
designate.
Click this to
control the
formatting
used in the
document.
Choose the
protection
you want to
apply.
Apply an
exception to
selected
text.
Add users to
the
Exceptions
list.
Click here to
apply the
restrictions.
Figure 11-15: The Restrict Formatting and Editing task
pane displays options for protecting the document.
1. Click the File tab on the Ribbon.
Select the Info tab.
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2. Click the Protect Document button and select
Restrict Editing from the list.
The Restrict Formatting and Editing pane appears in
the Word window.
Other Ways to Open the Restrict Formatting
and Editing Task Pane:
Click the Review tab on the Ribbon and click the
Restrict Editing button in the Protect group.
3. Click the Allow only this type of editing in the
document check box.
Notice that the list arrow below the check box is now
activated, and the Exceptions area of the Protect
Document task pane appears.
First, choose the type of protection you want to use.
Table 11-3: Editing Restriction Options explains your
options.
Table 11-3: Editing Restriction Options
No changes
(Read only)
No editing or modifying is allowed. You
can add exceptions to this type of
restriction.
Tracked
changes
Any change or modification made by the
user is tracked and highlighted. You
cannot use exceptions with this type of
protection.
Comments
Users cannot change or modify the
document text, but they can insert
comments. You can add exceptions to
this type of restriction.
Filling in forms
This option is only applicable in
documents where forms are used.
4. Click the list arrow and select a type of protection.
Add an exception
After a document has been protected, you can add
exceptions to the protection.
1. Select the text you want to exempt from protection in
the document.
There are two ways to add exceptions to the protected
document:
 Click the Everyone check box to grant the
exception to everyone who views the document.
 Click the More users link and type the user
names or e-mail addresses separated by semicolons and click OK.
Tip: If you select more than one individual, the
individuals are added as an item to the Group box,
so you can easily select them again without
having to select them individually.
2. Add the exceptions as necessary.
Figure 11-16: Click the More users link and add users in
the Add Users dialog box.
3. Click the Yes, Start Enforcing Protection button to
begin protection.
4. (Optional) Enter a password so that users who know
the password can remove the protection.
5. Click OK.
Tip: Exceptions can only be applied to Comments and
No changes (Read only) editing restriction protection.
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Review
Quiz Questions
1.
How can you track changes in a Word document?
A. Press <F1>.
B. Click the Track Changes button in the Revisions group of the Edit tab on the Ribbon.
C. Click the Track Changes button in the Tracking group of the Review tab on the Ribbon.
D. You have to buy Microsoft's Track Changes Add-In for Microsoft Word.
2.
Revisions only allow you to view changes that were made to a document — you can't accept or reject the revisions.
(True or False?)
3.
By default, revisions are shown inline with text. (True or False?)
4.
You can use the Reviewing Pane to accept or reject all the changes in a document. (True or False?)
5.
Which of the following is NOT a good example of when to insert a comment?
A. To add a suggestion to a document that you are reviewing.
B. To remind yourself to add a works cited page — or to quit plagiarizing so much!
C. To make a change or revision to a document that you can later accept or reject.
D. To leave a note for a co-worker who is reviewing the document.
6.
Your boss sends you edits to a report you made for work. What is the fastest, easiest way to compare differences
between the original document and the modified document?
A. Click the Compare button and select Compare from the Review tab in the Compare group on the Ribbon.
B. Send the documents to an online editing service.
C. Click the Combine button and select Combine from the Review tab in the Combine group on the Ribbon.
D. There is no quick way, you must go through both documents by yourself, word by word.
7.
You can password protect a document from being opened and/or modified. (True or False?)
8.
The Restrict Formatting and Editing task pane can NOT do which of the following?
A. Apply exceptions to the protection in specific areas of the document.
B. Protect your document from viruses.
C. Protect the formatting in a document.
D. Protect document content.
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Quiz Answers
1.
C. Click the Track Changes button in the Tracking group of the Review tab on the Ribbon to track changes in a
document.
2.
False. You can accept or reject any revisions made to a document.
3.
True. By default, revisions are shown inline with text, but they can be shown in balloons instead.
4.
True. The Reviewing Pane displays all the tracked changes in a document. You may reject or accept all of these changes
in the Reviewing Pane.
5.
C. Use Word's Track Changes feature to make changes that you can accept or reject.
6.
A. Click the Compare button and select Compare from the Review tab in the Compare group on the Ribbon to see the
differences between two similar documents.
7.
True. You can password protect a document from being opened and/or modified.
8.
B. You cannot protect a document from viruses in the Restrict Formatting and Editing task pane.
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Working with
Outlines, Long
Documents, and
References
Creating a Document in Outline View ........... 239
View a document in Outline view ........... 239
Add a new heading ................................ 239
Rearranging an Outline or Long Document.. 240
Demote a heading ................................. 240
Demote to body text............................... 240
Promote a heading ................................ 241
Promote to Heading 1 ............................ 241
Rearrange an outline ............................. 241
Numbering an Outline ..................................... 242
Viewing an Outline .......................................... 243
Display all headings above a specific level
............................................................... 243
Expand a heading .................................. 243
Collapse a heading ................................ 243
Display all levels .................................... 244
Display first line of body text under a
heading .................................................. 244
12
If you’re considering writing a long
report, thesis paper, or book, then this is
the chapter for you. In this chapter we’ll
take a look at how Word can help you
work with outlines and long documents. If
you still remember your English classes
from days gone by, you may remember
that creating an outline is the first step
when making a report, which is where this
chapter starts.
Once you have created a long document,
you will learn how to add crossreferences, bookmarks, footnotes, a table
of contents, an index, a bibliography and
other reference tools you may not have
known you could do with a word
processor.
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
Navigating Long Documents .......................... 245
Navigate a long document ..................... 245
Rearrange document headings ............. 245
Navigate document pages ..................... 245
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
Working with Master Documents ................... 247
Open Master Document view ................ 247
Expand subdocuments .......................... 247
Insert a subdocument ............................ 247
Make a subdocument part of the master
document ............................................... 248
Remove a subdocument ........................ 248
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
Using Bookmarks ............................................ 249
Insert a bookmark .................................. 249
Go to a bookmark .................................. 249
Using Cross-references .................................. 251
Insert a cross-reference ......................... 251
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Creating a Table of Contents Using Heading
Styles ................................................................ 252
Mark text with built-in headings ............. 252
Insert a built-in table of contents ............ 252
Insert a table of contents ....................... 252
Update the table of contents .................. 253
Creating a Table of Contents Using TC Entries
........................................................................... 254
Create a table of contents entry ............ 254
Insert a table of contents from TC fields 255
Working with Picture Captions ...................... 256
Insert a picture caption .......................... 256
Insert a table of figures .......................... 256
Creating an Index ............................................ 258
Insert an index entry .............................. 258
Insert an index ....................................... 259
Using Footnotes and Endnotes ..................... 260
Insert a footnote ..................................... 260
Insert an endnote ................................... 260
View a footnote or endnote .................... 261
Edit a footnote or endnote ..................... 261
Delete a footnote or endnote ................. 261
Using Citations and Bibliographies ............... 262
Add a source to the Source Manager .... 262
Open the Source Manager .................... 262
Insert a citation from the Source Manager
............................................................... 262
Insert a bibliography .............................. 263
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Working with Outlines, Long Documents, and References
Creating a Document in
Outline View
Outline view lets you create and work with long
documents in outline format.
View a document in Outline view
Outline view makes it much easier to create, view, and
organize an outline.

 Exercise
• Exercise File: None.
• Exercise: Open a new blank document in Word. Open
the document in Outline View.
Type “Executive Summary” and press <Enter>.
Type “Assessment” and press <Enter>.
Type “Current Environment” and press <Enter>.
Type “Business Needs” and press <Enter>.
Type “System Strategies” and press <Enter>.
Type “Long Range Plan” and press <Enter>.
Click the View tab on the Ribbon and click the
Outline button in the Views group.
The Outlining tab appears on the Ribbon.
By default, Level 1 is the selected style, which is the
highest level in an outline. The Level 2 style is the
next level, all the way down to Level 9.
Add a new heading
Adding a new heading to an outline is easy.

Place your cursor where you want to insert the
document heading and type the heading.
Other Ways to Add a New Heading:
Right-click the heading where you want to insert
the new heading in the Navigation Pane and select
one of the following options: New Heading
Before, New Heading After, or New
Subheading.
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Figure 12-1: A document in Outline view.
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Working with Outlines, Long Documents, and References
Rearranging an Outline or
Long Document
You usually want to read through a document once you
have finished writing it to make sure it is organized and
logical. Outline view provides you with a good overview
of your document, and it allows you to rearrange a
document without a lot of scrolling
 Exercise
• Exercise File: Proposal 12-2.docx.
• Exercise: Demote Current Environment to Level 2 text.
Add two subheadings under “System Strategies”:
Hardware” and “Software”
Enter this body text under the “Software” subheading:
“The proposed operating system of North Shore Travel is
Windows 7” and demote it to body text.
Demote a heading
In Outline view, it’s easy to change heading styles. For
example, you could demote a Level 1 to Level 2.
1. Place the insertion point in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Demote button in the Outline
Tools group.
Promote
Outline
Level
Demote Demote to
Body Text
Promote to
Heading 1
Move Up
Move
Down
Collapse
Expand
The heading’s formatting changes down a level in the
outline. When a heading is demoted, its subordinate
headings are not demoted with it.
Other Ways to Demote a Heading:
Place the insertion point at the end of the line
and press <Tab>.
Press <Alt> + <Shift> + <>.
Click the Outline Level list arrow in the Outline
Tools group and select a level.
Or, right- click a document heading in the
Navigation Pane and select Demote from the
contextual menu.
Demote to body text
Body text does not show up as a heading in the outline.
1. Place the insertion point in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Demote to Body Text button in
the Outline Tools group.
Figure 12-2: Use the controls in the Outline Tools group
to rearrange headings in Outline view.
When body text is inserted under a heading, a plus
sign appears next to the heading indicating that there
is text beneath it.
Other Ways to Demote to Body Text:
Click the Outline Level list arrow in the Outline
Tools group and select Body Text from the list.
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Working with Outlines, Long Documents, and References
Promote a heading
1. Place the insertion point in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Promote button in the Outline
Tools group.
The heading is promoted to the next highest level.
Other Ways to Promote a Heading:
Place the insertion point at the end of the line
and press <Shift> + <Tab>.
Press <Alt> + <Shift> + <>.
Click the Outline Level list arrow in the Outline
Tools group and select a level.
Or, right-click a heading in the Navigation Pane
and select Promote from the contextual menu.
Promote to Heading 1
Here’s how to promote a heading to the highest level in
the outline, Heading 1.
Figure 12-3: Use the Navigation Pane to
rearrange your long documents.
1. Place the insertion point in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Promote to Heading 1 button
in the Outline Tools group.
Other Ways to Promote to Heading 1:
Click the Outline Level list arrow in the Outline
Tools group and select Level 1 from the list.
The heading level is changed.
Rearrange an outline
You can move a document’s headings and subheadings
around to rearrange the document.
1. Place the insertion point in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click either the Move Up button or Move
Down button in the Outline Tools group.
Other Ways to Rearrange Headings:
Click and drag the heading outline symbol to a
new location in the outline.
The heading and all of its subordinate headings and
text are moved.
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Numbering an Outline
If you decide that you want the heading levels in your
document to be numbered, this lesson explains how to
do it.
1. Select the headings and text you want to number.
 Exercise
• Exercise File: Proposal 12-3.docx
• Exercise: Open the document in Print Layout view.
Select all the text in the document and
apply this
multilevel list style to the outline:
Remove the style when you are done.
Apply a multilevel numbering scheme that numbers
headings accordingly.
2. Click the Home tab on the Ribbon and click the
Multilevel List button in the Paragraph group.
Table 12-1: Multilevel List Numbering Options
below, shows the many options for outline
numbering.
To number an outline that already is organized by
heading levels, select an option that has Heading
highlighted in gray after the numbering scheme.
For example, Heading 1 will be numbered the highest
level of the multilevel numbering scheme, Heading 2
will be numbered the next highest level in the
multilevel numbering scheme, and so on.
3. Select the numbering scheme you want to use from
the list.
Figure 12-4: An outline with multilevel numbering.
The outline numbering is applied to the headings in
the document.
Table 12-1: Multilevel List Numbering Options
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Working with Outlines, Long Documents, and References
Viewing an Outline
 Exercise
As a document grows longer and longer, it can become
increasingly difficult to see its overall structure. Outline
view can tame even the longest, wildest documents
(provided they are organized by heading styles) and help
you separate “the forest from the trees.”
Outline view lets you decide how much of your
document’s structure you want to see. You can collapse a
heading and hide its subheadings and text, and expand a
collapsed heading to display its subheadings and text.
• Exercise File: Proposal 12-4.docx
• Exercise: Open the document in Outline view. Show the
Level 1 outline level. Show the Level 2 outline level.
Expand the Long Range Plan heading, then collapse it
again. Show all levels in the outline, then show the first
line under each heading.
Display all headings above a specific level
This command lets you view headings that are at or above
a certain level. For example, choosing Level 2 displays all
Heading 2 and Heading 1 headings.
Show the
text in the
formatted
styles
used for
each
heading
level.
Choose the
outline level you
want to display.
Show the first line
of body text under
each heading.
1. Click the View tab on the Ribbon and select Outline
view. Click the Outlining tab and click the Show
Level list arrow in the Outline Tools group.
2. Select a level from the list.
The level you selected and all headings above it are
displayed. All other headings and body text are
collapsed.
Expand a heading
The plus symbol indicates this heading contains
subheadings and body text. Expand the heading to display
anything under it.
Figure 12-5: The outline with Level 1 displayed.
1. Make sure the insertion point is in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Expand button in the Outline
Tools group.
Expand
Collapse
Other Ways to Expand a Heading:
Double-click the heading plus symbol. Or, press
<Alt> + <Shift> + <+>.
The heading expands, displaying subordinate text and
subheadings.
Collapse a heading
You can also collapse the heading to hide any
subheadings and text under it.
Figure 12-6: The outline with the Long Range Plan
heading expanded.
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1. Make sure the insertion point is in the heading.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Collapse button in the Outline
Tools group.
Other Ways to Collapse a Heading:
Double-click the heading minus symbol. Or, press
<Alt> + <Shift> + <->.
Double-click a
heading to
expand or
collapse it.
The heading collapses, hiding subordinate text and
subheadings.
Display all levels
All of the text levels are now displayed with this
command, including body text.
1. In Outline view, click the Outlining tab on the
Ribbon and click the Show Level list arrow in the
Outline Tools group.
2. Select All Levels from the list.
All the levels in the outline are displayed.
Display first line of body text under a
heading
Figure 12-7: The outline with all levels shown.
Instead of viewing all of the subordinate text in a
document, sometimes it is useful to view only the first
line of the body text under each heading.

In Outline view, click the Outlining tab on the
Ribbon and click the Show First Line Only check
box in the Outline Tools group.
Only the first line of body text under each heading is
shown. This gives you an idea of the content under
each heading, without having to see all of the body
text.
Figure 12-8: The outline with only first lines displayed.
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Navigating Long Documents
 Exercise
Once you’ve created your long document using Outline
view, you can use the Navigation Pane to browse
headings and pages in longer documents while leaving the
main document window open.
• Exercise File: Proposal 12-5.docx.
• Exercise: Use the Navigation Pane to navigate to the
Hardware subheading.
Navigate a long document
The Navigation Pane makes it easy to get from one place
to the next in a document using its headings.
1. Click the View tab on the Ribbon and click the
Navigation Pane check box in the Show group.
Browse the
headings in
your document
tab
The Navigation Pane appears, displaying the
Headings, Pages and Results tabs.
Other Ways to Open the Navigation Pane:
Press <Ctrl> + <F>. Or, click the Home tab on
the Ribbon and click the Find button in the
Editing group.
2. Click the Headings tab in the Navigation Pane.
The document’s headings appear.
Figure 12-9: The Browse the headings in your
document tab of the Navigation Pane.
Trap: Headings only appear if you are viewing a
document that uses heading styles.
3. Click a heading.
The heading is displayed in the main document
window.
Rearrange document headings
You can rearrange your document headings in the
Navigation Pane.

In the Navigation Pane, click the heading, drag it to
the desired location, and release the mouse.
The heading is moved, along with all the headings
and body text beneath it,
Navigate document pages
You can also view thumbnails of all the pages in your
document in the Navigation Pane.
1. Click the View tab on the Ribbon and click the
Navigation Pane check box in the Show group.
The Navigation Pane appears, Select the Headings
tab, if it does not open onto it by default.
Figure 12-10: Rearrange document headings in the
Navigation Pane.
Other Ways to Open the Navigation Pane:
Press <Ctrl> + <F>. Or, click the Home tab and
click the Find button.
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2. Click the Pages tab in the Navigation Pane.
The Navigation Pane displays thumbnail images of
all the pages in the document.
Figure 12-11: Click the Browse the pages in your document tab to view thumbnails of each page in your document.
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Working with Outlines, Long Documents, and References
Working with Master
Documents
All you have to do to create a master document is insert
one or more subdocuments into any document.
Once you have created a master document and its
subdocuments, you can start working on it. If the master
document is stored on a network, several users can open
and work on their own subdocuments at the same time.
You can modify, rearrange, and delete the subdocuments
in a master document. You can even convert a
subdocument into the master document, so that it is
actually part of the master document, instead of saved in a
separate subdocument.
 Exercise
• Exercise File: Proposal 12-6.docx, Recycling
Needs.docx, and Bob’s Report.docx
• Exercise: Open the Proposal 12-6.docx document in
Master Document view and expand the Recycling Needs
subdocument.
Make the Recycling Needs subdocument part of the main
document.
Insert the Bob’s Report document at the end of the
Proposal 12-6.docx document.
Open Master Document view
First, you need to open Master Document view, which is
part of Outline view.
1. Open a document in Outline view.
2. In Outline view, on the Outlining contextual tab on
the Ribbon, click the Show Document button in the
Master Document group.
The commands for creating and working with a
master document appear.
Expand/Collapse
Subdocuments
Expand subdocuments
When a master document is opened, the subdocuments
appear as links. To view the contents of the subdocuments
rather than the links, expand the subdocuments.

In Outline view, click the Outlining tab on the
Ribbon and click the Expand Subdocuments button
in the Master Document group.
The contents of the subdocuments are expanded in
outline view. Go back to Print Layout view if
necessary.
Insert a subdocument
A master document is a good way to create a long
document that has several individual sections, like
chapters in a book.
Figure 12-12: A master document with expanded
subdocument.
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1. Place the insertion point where you would like to
insert the subdocument.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Insert Subdocument button in
the Master Document group.
The Insert Subdocument dialog box appears.
Trap: Any existing subdocuments need to be
expanded before you can insert a new one.
3. Select the document you want to insert and click
Open.
The subdocument is inserted in the document. You
can see that the subdocument has a thin black border
surrounding it.
Make a subdocument part of the master
document
Removing a subdocument puts the content of the
document into the main document, rather than linking it to
the subdocument file.
Figure 12-13: Select the subdocument you want to insert
in the master document in the Insert Subdocument dialog
box.
Bob’s Report
1. Select the subdocument.
New Product Status Report
You can either select the entire subdocument, or just
place your insertion point in the subdocument.
2. In Outline view, click the Outlining tab on the
Ribbon and click the Unlink button in the Master
Document group.
C:\Practice\Bob’s Report
Jim’s Report
C:\Practice\Jim’s Report
C:\Practice\Sue’s Report
The link to the subdocument is removed and the
content of the subdocument is copied into the master
document.
Sue’s Report
Remove a subdocument
If you find that you do not want to include a subdocument
in the master document after all, you can remove it from
the master document.
1. In Outline view, click the subdocument’s icon
press <Delete>.
and
Figure 12-14: An example of how subdocuments are
inserted in a master document.
The subdocument is removed from the master
document. This does not remove the content from the
subdocument, however.
Tip: A subdocument must be removed before the
master document is saved.
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Working with Outlines, Long Documents, and References
Using Bookmarks
A bookmark in Word is just like a bookmark that you
would use to mark your place in a novel. You use
bookmarks in Word to mark a location in a document so
that you can quickly find and jump back to that location.
Bookmarks can also be used to create cross-references.
For example, you could bookmark a paragraph about
armadillos and then create a cross-reference to that
bookmark.
Insert a bookmark
Bookmarks can be used as markers in a document. They
can also be used to run certain fields in Word. For
example, one of the Rules fields in a mail merge requires
a bookmark to be used.
 Exercise
• Exercise File: Proposal 12-7.docx
• Exercise: Select the “Long Range Plan” heading and
insert a LongRangePlan bookmark. Go to the beginning of
the document, then quickly jump to the LongRangePlan
bookmark you just inserted.
Type a name for
the bookmark.
Existing
bookmarks appear
in this list.
Add the bookmark
you entered in the
Bookmark name
box.
1. Place your insertion point or select the text where you
want to insert the bookmark.
If you want to use a bookmark for a certain field in
Word, you will probably select text to insert the
bookmark for that purpose.
2. Click the Insert tab on the Ribbon and click the
Bookmark button in the Links group.
The Bookmark dialog box appears.
3. Click the Bookmark name text box and enter a name
for the bookmark.
Bookmarks can be from 1 to 40 characters in length,
must begin with a letter, and can only contain
numbers, letters, or the underscore character—no
spaces.
Figure 12-15: The Bookmark dialog box.
4. Click Add.
The dialog box closes and the bookmark is inserted in
the document.
Go to a bookmark
Once a bookmark is inserted, you can use the bookmark
to quickly jump to the location in the document.
1. Click the Home tab on the Ribbon and click the Find
button list arrow in the Editing group.
A list of editing options appears.
Other Ways to Open the Go To Dialog Box:
Press <Ctrl> + <G>.
Tip: If the Ribbon is not wide enough, the Editing
group will appear as the Editing button.
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2. Select Go To from the list.
The Go To tab of the Find and Replace dialog box
appears.
Select Bookmark
from the Go to what
list…
…then select the
bookmark’s name
from the list and
click Go To.
3. Select Bookmark in the Go to what list.
4. Click the Enter bookmark name list arrow and
select the bookmark name.
5. Click the Go To button.
The insertion point jumps to the location in the
document.
Other Ways to Go To a Bookmark:
Click the Insert tab on the Ribbon and click the
Bookmark button in the Links group. Select the
bookmark in the Bookmark dialog box and click
Go To.
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Figure 12-16: The Go To tab of the Find and Replace dialog box.
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Working with Outlines, Long Documents, and References
Using Cross-references
A cross-reference points the reader to another part of the
document where they can find more information about
something, such as: “See Penguin Feeding Behaviors on
Page 17 for more information.” When the page number is
cross-referenced, the reference will automatically update
if the page number changes. For example, if Page 17 all
of a sudden became Page 14, the cross-reference would
automatically update to say “Page 14”.
Insert a cross-reference
Before inserting a cross-reference, make sure you know
what it is that you want to reference.
 Exercise
• Exercise File: Proposal 12-8.docx
• Exercise: Insert a cross-reference after “limitations.” on
page 3 to the Hardware heading.
Select the type of item for
which you want to create a
cross-reference. See the
table below for more
information.
Select the information you
want to include in the crossreference. See the table
below for more information.
1. Place your insertion point where you want to insert
the cross-reference.
2. Click the Insert tab on the Ribbon and click the
Cross-reference button in the Links group.
The Cross-reference dialog box appears.
3. Click the Reference type list arrow and select the
type of item you want to reference.
You can cross-reference many types of items such as
bookmarks, headings, and more. The first thing you
have to do is specify which type of item you want to
cross-reference.
4. Click the Insert reference to list arrow and select the
item you want to reference.
The items that are available for the reference are
displayed in the “For which numbered item”.
Select the item you want to
cross-reference.
Figure 12-17: The Cross-reference dialog box.
5. Select the item you want to reference to in the For
which… box.
Table 12-2: What Can Be Included in a CrossReference
6. Click Insert.
You can crossreference these
items:
Cross-references can include this
information:
Numbered Items
Entire caption
Example: See Figure 3-2: Rainfall.
The cross-reference field is inserted in the document.
Tip:

Cross-reference fields need to be updated if the item
they reference is moved. You can manually update a
cross-reference by right-clicking the cross-reference
and selecting Update Field. Or, have Word update
your document’s fields. Click the File tab and click
the Options button. Click the Display category and
make sure the Update fields before printing check
box is selected.
Headings
Bookmarks
Footnotes
Endnotes
Equations
Figures
Tables
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Only label and number
Example: See Figure 3-2.
Page number
Example: See Page 10.
Only caption text
Example: See Rainfall.
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Creating a Table of Contents
Using Heading Styles
Word can easily create a table of contents for your
documents using the document’s heading styles for the
headings in the table of contents. For example, paragraphs
formatted with the Heading 1 style would be main
headings in the table of contents, and paragraphs
formatted with the Heading 2 style would be subheadings, and so on.
Mark text with built-in headings
The easiest way to create a table of contents is by
applying built-in styles to the text you want to include in
the table of contents.
1. Select the heading to which you want to apply a
heading style.
 Exercise
• Exercise File: Proposal 12-9.docx
• Exercise: Insert a built-in table of contents at the bottom
of the first page of the document. (Text has already been
marked with heading styles.)
Heading 1....................................... 1
Heading 2 .................................... 2
Heading 3 ........................... 4
Heading 3 ........................... 6
Heading 2 .................................... 7
Heading 1....................................... 9
Figure 12-18: An example of how the table of contents
is compiled using heading styles.
2. Click the Home tab on the Ribbon. Select the
heading you want to use in the Style gallery in the
Styles group.
The heading style is applied to the text.
Tip: If you don't see the style that you want, click
the More button to expand the Style gallery.
Insert a built-in table of contents
Microsoft Word comes with built-in tables of contents.
This is the simplest way to insert a table of contents in
your document. However, you can’t control how the table
of contents appears as much as if you insert a different
table of contents.
1. Place the insertion point where you want the table of
contents.
2. Click the References tab on the Ribbon and click the
Table of Contents button in the Table of Contents
group.
A list of built-in tables of contents appears.
3. Select the built-in table of contents you want to use.
The table of contents is inserted in the document.
Insert a table of contents
Inserting a table of contents this way allows you to
control how the text of the table of contents appears, and
other aspects, such as if page numbers appear.
Figure 12-19: Built-in table of contents. This is the
easiest way to insert a table of contents.
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1. Place the insertion point where you want the table of
contents to be.
This is probably near the beginning of the document.
2. Click the References tab on the Ribbon and click the
Table of Contents button in the Table of Contents
group.
A list of table of contents options appears.
3. Select Custom Table of Contents from the list.
The Table of Contents dialog box appears.
A preview of how the table of contents would look
with the selected format appears in the Print Preview
box. You can choose a different format for the table
of contents.
4. Click the Formats list arrow and select the format
you want to use.
A preview of the format appears in the Print Preview
area of the dialog box.
5. Format the settings of the table of the contents.
A list of the different settings is described in the table
to the right.
Figure 12-20: The Table of Contents tab of the Table of
Contents dialog box.
Table 12-3: Table of Contents Dialog Box
Show page
numbers
Check or uncheck this setting to
include page numbers in the table of
contents.
Right align page
numbers
If this setting is not selected, the page
numbers will be shown right after the
heading in the table of contents.
Tab leader
Select a dotted, dash, or line tab leader
between the heading and the page
number.
Formats
Select how the formatting of the table
of contents appears in the document.
Show levels
Choose which outline levels you want
to include in the document. You can
display up to nine levels in the table of
contents, according to the outline.
Options
Choose what you want the table of
contents to be built from: styles, outline
levels, or table entry fields.
6. Click OK.
The table of contents is inserted in the document.
Update the table of contents
If the content of the document changes, you can easily
update the table of contents to include new and changed
information.
1. Click the References tab on the Ribbon and click the
Update Table button in the Table of Contents group.
A dialog box appears, asking what you want to
update.
2. Click Update page numbers only or Update entire
table. Click OK.
Other Ways to Update the Table of Contents:
Right-click the table of contents and select
Update Field from the contextual menu. Or, click
anywhere in the table of contents and press <F9>.
Figure 12-21: The Update Table of Contents dialog box.
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Creating a Table of Contents
Using TC Entries
Most of the time you will want to create a table of
contents using the heading style method, but there may be
a time when you need to use something more advanced—
using TC (table of contents) entries.
Inserting TC entries to indicate table of contents entries
isn’t nearly as fast as the heading style method, but it
provides more flexibility. For example, if your document
doesn’t contain any heading styles or outline levels—but
you still want a table of contents—use TC entries. Or, if
you want to use text that is different from your
document’s heading styles in the table of contents, you
would use TC entries to create a table of contents that
uses the text you want.
There are several benefits to using a table of contents
created with TC entries:

No styles are required.

You can use several tables of contents that contain
different information in the same document.
 Exercise
• Exercise File: Proposal 12-10.docx
• Exercise: Create a table of contents entry that says “A
Look at the Problem” at the beginning of the Executive
Summary heading on page 3. Create another table of
contents entry for the “Corporate Intranet” text on page 4.
Update the table of contents at the beginning of the
document to include TC fields.
Type what
you want to
appear in the
table of
contents
entry.
Select the
level of the
table of
contents
entry.
Figure 12-22: The Mark Table of Contents Entry dialog
box.
Create a table of contents entry
Mark text you want to include in the table of contents by
assigning a level to it.
1. Place the insertion point where you want to insert the
table of contents entry.
You can also select text that you want to create the
table of contents entry from, and the text will appear
in the table of contents dialog box.
2. Press <Alt> + <Shift> + <O>.
The Mark Table of Contents Entry text box appears.
If you selected text before opening the dialog box, it
appears in the Entry text box.
3. Click the Entry text box and enter the text you want
to appear in the table of contents.
There are two other specifications you need to make
in the dialog box:
 Table identifier: Assign the TC entry to a specific
table in the document. For example, you could
have a different table of contents for each section
of a document.
 Level: Assign a level to the text. Main headings
are level 1, and so on.
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4. Select the table and level settings you want to use and
click Mark.
The entry is inserted in the document.
5. Click Close.
The dialog box is closed.
Insert a table of contents from TC fields
Once the TC fields are inserted, you can create the table
of contents from the TC fields. You may also change table
settings so that it simply includes the TC entries with the
rest of the table of contents.
1. Place the insertion point where you want the table of
contents.
2. Click the References tab on the Ribbon and click the
Table of Contents button in the Table of Contents
group.
A list of table of contents options appears.
3. Select Custom Table of Contents from the list.
The Table of Contents dialog box appears.
4. Click Options.
The Table of Contents Options dialog box appears.
Select the check boxes for how you want to build the
table of contents.
Builds a table of contents by using TC fields instead of, or in
addition to, styles.
Figure 12-23: The Table of Contents Options dialog box.
5. Click the Table entry fields check box.
You can also remove check boxes from the other
options to avoid including them in the table of
contents with the TC fields.
6. Click OK.
7. Click OK.
The table of contents is inserted in the document.
Tip:

To insert table of contents with different table
identifiers, insert the table of contents field. Select
the table of contents field, right-click the field and
select Toggle Field Codes. After the f switch in the
code, enter the letter of the field identifier. For
example, if you wanted all TC fields for table C to
appear, the field would look like this:
{TOC \O "1-3" \f c} where “1-3” are the levels in the
table of contents and “c” is the table identifier.
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Working with Picture Captions
 Exercise
Captions and tables of figures are a great way to organize
and reference documents that have a lot of pictures.
• Exercise File: Proposal 12-11.docx
• Exercise: Insert a caption that says, “Dell Latitude D630
laptop” under the laptop picture on page 5.
Insert a picture caption
If you have diagrams or pictures in your document that
you want to label and reference, inserting captions is one
of the easiest ways to do this.
1. Select the picture you want to caption.
2. Click the References tab on the Ribbon and click the
Insert Caption button in the Captions group.
The Caption dialog box appears.
By default, the caption label “Figure 1” appears in
the Caption text box.
Figure 12-24: The Caption dialog box.
3. Enter the caption after the text in the Caption text
box.
There are several different options you can use to
change the caption settings in the dialog box. See
Table 12-4: Caption Options to the right for more
information about these settings.
Table 12-4: Caption Options
Label
Choose from three preset labels: Figure,
Equation, Table.
Position
Insert the caption below or above the
selected item.
Exclude label
from caption
Select this check box so that only the text
you enter is included with the picture.
The label and number are not included.
New Label
Create a new label to choose from under
the Label list arrow.
Delete Label
Remove a label you created under the
New Label button.
Numbering
Change the numbering format of
numbers in the caption labels. For
example, include the chapter number in
the label.
AutoCaption
Choose this option to automatically add a
caption when certain items are inserted in
the document.
4. Click OK.
The caption is inserted.
Tip:

The number in the caption automatically updates if
the picture is moved in the document.
Insert a table of figures
Once captions have been inserted, you can insert a table
of figures. This is very similar to a table of contents: it
displays each caption and the page on which that caption
appears.
1. Place the insertion point where you want the table of
figures.
This is probably near the beginning of the document.
2. Click References tab on the Ribbon and click the
Insert Table of Figures button in the Captions
group.
The Table of Figures dialog box appears.
A preview of how the table of figures would look
with the selected format appears in the Print Preview
box. You can choose a different format for the table
of contents.
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3. Click the Formats list arrow and select the format
you want to use.
A preview of the format appears in the Print Preview
area of the dialog box.
4. Select the settings of the table of the figures.
A list of the different settings is described in the table
to the right.
Table 12-5: Table of Figures Settings
Show page
numbers
Check or uncheck this setting to include
page numbers in the table of figures.
Right align page
numbers
If this setting is not selected, the page
numbers will be shown right after the
heading in the table of contents.
Tab leader
Select a dotted, dash, or line tab leader
between the heading and the page
number.
Formats
Select how the formatting of the table
of contents appears in the document.
Caption label
Choose text to appear in front of the
caption: None, Equation, Figure, Table.
Include label
and number
If this check box is not selected, only
the text of the caption will appear in the
table of figures. The captions will not
be labeled or numbered.
Options
Choose what you want the table of
contents to be built from: styles, outline
levels, or table entry fields.
5. Click OK.
The table of figures is inserted in the document.
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Creating an Index
 Exercise
An index can usually be found at the end of a document,
and lists the words and phrases in a document, along with
the page numbers they appear on. There are two steps
involved in creating an index: defining which word(s) you
want to appear in the index and then inserting the index.
• Exercise File: Proposal 12-12.docx
• Exercise: Create an index entry for the “Hardware”
heading on page 4. Create an index entry for all instances
of “Windows 7”.
Insert a one-column modern index at the end of the
document.
Insert an index entry
The text that
will appear in
the Index goes
here.
Enter index
subentries here.
To include a word or phrase in the index, you must mark
it with an index entry.
1. Select the text you want to include in the index.
2. Click the References tab on the Ribbon and click the
Mark Entry button in the Index group.
Specify the type
of index entry
you want to
create. Current
page is the
most common
option.
The Mark Index Entry dialog box appears.
Other Ways to Mark an Index Entry:
Press <Alt> + <Shift> + <X>.
3. Select the type of index entry you want to insert.
There are three different types to choose from:
 Cross-reference: Adds a cross-reference as an
index entry instead of a page number.
 Current page: Lists the current page number for
the selected index entry. This is the default option.
 Page range: Lists a range of pages that are
included in the bookmark that you click in the
Bookmark list. You must first mark the range of
pages with a bookmark.
Marks the index
entry you
selected.
Marks all occurrences of the
text in the document. Use
with caution!
Figure 12-25: The Mark Index Entry dialog box.
4. Click Mark or Mark All.
Mark All marks every occurrence of the text in the
document as index entries, whereas Mark only
includes an entry for the single occurrence.
Tip: Be careful if you use Mark All—you may
end up with a lot of meaningless index entries that
you really didn’t want.
5. Click Close when you are finished marking entries.
The dialog box closes.
Tip:

Index entries are invisible and will not be printed.
However, you can see them when the Show/Hide All
button is set to Show All.
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Figure 12-26: A preview a one-column index in modern
format.
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Working with Outlines, Long Documents, and References
Insert an index
Once index entries have been inserted, you’re ready to
insert the index.
1. Place your insertion point where you want to insert
the index.
Usually you will want to insert the index at the end of
the document.
2. Click the References tab on the Ribbon and click the
Insert Index button in the Index group.
Table 12-6: Index Settings
Right align page
numbers
If this setting is not selected, the page
numbers will be shown right after the
heading in the table of contents.
Tab leader
Select a dotted, dash, or line tab leader
between the heading and the page
number.
Formats
Select how the formatting of the table
of contents appears in the document.
Type
Select whether you want each sub entry
to be indented under the primary entry,
or if you want to consolidate the entries
into one sentence.
Columns
Select how many columns you want to
appear in the index.
Language
Select the language for the table of
contents.
The Index dialog box appears.
3. Specify formatting options for the index.
There are several options for specifying how the
index will appear in the document, such as the
Formats list, which changes the formatting of the
index.
4. Click OK.
The index is inserted in the document.
Select how many columns
you want to appear in the
index.
Select how you
want the index to
be formatted.
Figure 12-27: The Index dialog box.
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Working with Outlines, Long Documents, and References
Using Footnotes and
Endnotes
You’re probably already familiar with footnotes and/or
endnotes if you have ever had to write a paper for an
English class. Footnotes and endnotes explain, comment
on, or provide references for text in a document.
Footnotes appear at the bottom, or the foot, of each page
in a document, while endnotes appear at the end of a
document. Other than that, they work the same way.
 Exercise
• Exercise File: Proposal 12-13.docx
• Exercise: Insert a footnote after the text “Network
Internet Connection” on page 4 that says, “Using FastConnect as an Internet Service Provider.” Edit the footnote
so it reads, “Using Quick-Connect as an Internet Service
Provider.” View the footnote, then delete it.
Footnotes and endnotes have two linked parts: the note
reference mark (usually a number) and the corresponding
footnote or endnote. Word automatically numbers
footnote and endnote marks for you, so when you add,
delete, or move notes, they are automatically renumbered.
Insert a footnote
A footnote appears on the same page as the text it
explains.
1. Place the insertion point where you want to insert the
footnote.
2. Click the References tab on the Ribbon and click the
Insert Footnote button in the Footnotes group.
Word inserts a footnote number at the insertion point
and moves the insertion point to the bottom of the
page, where you can type the footnote.
Figure 12-28: A footnote is inserted at the bottom of the
page in a document.
3. Type the footnote in the footnote area.
The footnote is inserted.
Insert an endnote
An endnote appears at the end of the section or document.
1. Place the insertion point where you want to insert the
endnote.
2. Click the References tab on the Ribbon and click the
Insert Endnote button in the Footnotes group.
Word inserts an endnote number at the insertion point
and moves the insertion point to the bottom of the
page, where you can type the endnote.
3. Type the endnote in the endnote area.
The endnote is inserted.
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Working with Outlines, Long Documents, and References
View a footnote or endnote
You don’t have to scroll down to the bottom of the page
or the end of the document to view what a footnote or
endnote says.
Position the pointer over the footnote or endnote number
for several moments. The contents of the footnote or
endnote appear in a small pop-up window.
Figure 12-29: A preview of the endnote in the document.
Edit a footnote or endnote
You don’t have to scroll down to the bottom of the page
or the end of the document to edit a footnote or endnote.
1. Double-click the footnote or endnote number.
Word jumps to the footnote text.
2. Edit the text in the footnote or endnote.
Once the text is edited, you can return to the rest of
the document.
Delete a footnote or endnote
Deleting a footnote or endnote is easy.

Select the footnote or endnote number and press the
<Delete> key.
The footnote or endnote number and reference are
deleted.
Tip:

Click the Dialog Box Launcher in the Footnotes
group to open the Footnote & Endnote dialog box.
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Working with Outlines, Long Documents, and References
Using Citations and
Bibliographies
Academic papers rely on citing the sources of research.
This lesson shows how Word can make citing sources and
creating a bibliography very easy.
Add a source to the Source Manager
 Exercise
• Exercise File: Proposal 12-14.docx
• Exercise: Go to the bottom of page 5 and click at the end
of the first full sentence under the Software heading. Add
a new source with the information from the figure below.
Insert another reference to the J. Chen source at the end of
the sentence above the System Installation heading on
page 6. Insert a bibliography after the index at the end of
the document.
When sources are entered for the document, the
information is saved so that it is easy to cite the source
again, and it’s also easy to compile the bibliography.
1. Place the insertion point where you want to insert the
citation.
2. Click the References tab on the Ribbon and click the
Insert Citation button in the Citations &
Bibliography group.
3. Select Add New Source.
The Create Source dialog box appears.
Figure 12-30: Creating a new source in the Edit Source
dialog box.
Tip: Select Add New Placeholder to insert a
citation and add the source information later. Be
sure to insert the same numbered placeholder for
citations that use the same source. Edit the
placeholder’s information in the Source Manager.
4. Enter the source information in the dialog box.
5. Click OK.
A citation is inserted in the document where the
insertion point is located. The source is also saved, so
it can be cited again in the document and included in
the bibliography.
The Source Manager stores and keeps track of all sources
created in Word. The Master List (left column) saves all sources
that have ever been added. The Current List (right column)
includes sources that can be cited in the current document.
Open the Source Manager
When a source is added, it is saved in the Master List for
sources. That means the source will be available in other
documents as well. Just copy the source from the Master
List into the Current List in the Source Manager.

Click the References tab on the Ribbon and click the
Manage Sources button in the Citations &
Bibliography group.
Insert a citation from the Source Manager
Figure 12-31: The Source Manager stores and keeps
track of all sources created in Word.
Once the source has been inserted, it is easy to insert
citations from the source.
1. Position the insertion point where you want to insert
the citation.
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Working with Outlines, Long Documents, and References
2. Click the References tab on the Ribbon and click the
Insert Citation button in the Citations &
Bibliography group.
A list of citations already inserted in the document
appear.
Tip: Select Add New Source if no sources have
been created.
3. Select the citation you want to reference.
The citation is inserted in the document.
Insert a bibliography
Once you have cited sources in the document, you can
create a bibliography that contains all the sources in the
Current List of the Source Manager.
Figure 12-32: Select a citation from the list.
1. Navigate to the location where you want to insert the
bibliography.
Most likely, you’ll want to insert the bibliography at
the end of the document.
2. Click the References tab on the Ribbon and click the
Bibliography button in the Citations & Bibliography
group.
A list of built-in options appears. You can choose
either of these built-in options to insert the
bibliography with heading text and formatting. Or,
select Insert Bibliography to insert only the sources.
3. Select the built-in bibliography you want to insert.
The cited sources are inserted in the document.
Tips:

Select Insert Bibliography to open the Bibliography
dialog box and create your own bibliography.

If buttons are grayed out in the Citations &
Bibliography group, there may be a problem with
your installation of Word. Repair Office through
Programs and Features in the Control Panel.
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Figure 12-33: Select a built-in bibliography or click Insert
Bibliography to create your own.
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Working with Outlines, Long
Documents, and References
Review
Quiz Questions
1.
When you view a document in Outline view, the ____________ contextual tab appears on the Ribbon.
A. Organizing
B. Numbering
C. Outlining
D. Typing
2.
To change a heading to body text, you must promote it. (True or False?)
3.
To select a multilevel numbering scheme, click the ________ button in the Paragraph group of the Home tab on the
Ribbon.
A. Executive Summary
B. Heading
C. Numbering
D. Multilevel List
4.
If a heading contains subheadings and body text, it is indicated with:
A. gray highlighting
B. A plus symbol
C. A heading link
D. An asterisk.
5.
You can expand a heading to show the first line of body text. (True or False?)
6.
You cannot use the Navigation Pane to rearrange document headings. (True or False?)
7.
How do you create a Master Document?
A. Insert one or more subdocuments.
B. Click the Show Document button.
C. Save the document as a .MST file.
D. Unlink the document from the Subdocument file
8.
When a master document is opened, the subdocuments appear as links. (True or False?)
9.
You can not use spaces when you create a name for a bookmark. (True or False?)
10. Which of the following will open the Go To dialog box?
A. Pressing <Ctrl> + <G>.
B. Clicking the Go To button on the File taskbar.
C. Clicking the Page file, then selecting Go To from the Search group.
D. Any of these methods will open the Go To dialog box.
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© 2013 CustomGuide, Inc.
11. You can update a cross reference field by right-clicking the reference and selecting Update Field. (True or False?)
12. When would you choose not to use a built-in Table of Contents?
A. If you are using a document that contains embedded or linked objects.
B. If you are using an index as well as a table of contents.
C. If you want more control to adjust settings to change the way the table of contents appears.
D. If you want to choose the insertion point for the table of contents.
13. You must include page numbers when you create a table of contents (True or False?)
14. What are the benefits to using TC entries to create a table of contents?
A. TC Entries are faster to create than the heading style method.
B. With TC Entries, you can use several tables of contents with different information in the same document.
C. Only TC Entries let you mark each section with a different title.
D. All of these are good reasons to use a TC Entries table of contents.
15. The keyboard shortcut to open a Mark Table of Contents Entry is:
A. <Alt> + <T>
B. <Ctrl> + <Alt> + <C>
C. <Shift> + <Ctrl> + <C>
D. <Alt> + <Shift> + <O>.
16. You need to update the caption number if the picture is moved in the document.(True or False?)
17. Which of the following options can be changed in a Table of Figures?
A. Show or hide page numbers.
B. Line up page numbers along the right side of the page.
C. Choose which text appears with the caption.
D. All of these options can be changed in a Table of Figures.
18. Index entries are:
A. Visible unless you click the Show/Hide button.
B. Invisible unless you click the Show/Hide button.
C. Temporary unless you save a cross-reference.
D. The same as Table of Contents entries.
19. The Mark Entry button is located in the Index group of the References tab on the Ribbon. (True or False?)
20. A reference note that appears at the bottom of a page is called:
A. An endnote.
B. A footnote
C. A page-end reference diacritical mark
D. A legume.
21. The Footnotes group is located on the ________.
A. References tab on the Ribbon.
B. Options tab on the Ribbon.
C. The endnotes command on the Office button.
D. The only way to access footnotes is through a keyboard shortcut.
22. A source can only be cited once within a document. (True or False?)
23. When you insert a built-in bibliography, you can choose to insert formatting and heading text above the bibliography, or
only insert the sources. (True or False?)
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Quiz Answers
1.
C. When you view a document in Outline view, the Outlining contextual tab appears on the Ribbon.
2.
False. To change a heading to body text, you must demote it.
3.
D. To select a numbering scheme, click the Multilevel List button in the Paragraph group of the Home tab on the
Ribbon.
4.
B. If a heading contains subheadings and body text, it is indicated with a plus symbol.
5.
True. You can expand a heading to show only the first line of body text.
6.
False. You can use the Navigation Pane to rearrange document headings.
7.
A. To create a master document, insert one or more subdocuments into any document.
8.
True. When a master document is opened, the subdocuments appear as links.
9.
True. You cannot use spaces when you create a name for a bookmark.
10. A. You can open the Go To dialog box by pressing <Ctrl> and <G> on your keyboard.
11. True. You can update a cross reference field by right-clicking the reference and selecting Update Field.
12. C. The built-in table of contents does not offer as much control to adjust settings or change the way the table of contents
appears.
13. False. You can choose whether or not you’d like to include page numbers in your table of contents.
14. B. With TC Entries, you can use several tables of contents with different information in the same document.
15. D. The keyboard shortcut to open a Mark Table of Contents Entry is <Alt> + <Shift> + <O>.
16. False. If the picture is moved in the document, the caption number updates automatically.
17. D. All of these options can be changed in a Table of Figures.
18. B. Index entries are invisible unless you click the Show/Hide button.
19. True. The Mark Entry button is located in the Index group of the References tab on the Ribbon
20. B. A reference note that appears at the bottom of a page is called a footnote.
21. A. The footnotes group is located on the References tab on the Ribbon.
22. False. A source can be cited repeatedly in a document and included in the bibliography.
23. True. You can choose to insert formatting and heading text or only insert the sources.
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Working with
Templates
Creating a Document Template ...................... 268
Using a Document Template .......................... 269
Creating Building Blocks ................................ 270
13
A template is like a mold. Once you
define the properties of a template (text,
macros, formatting properties, etc.) you
can create new documents that have those
same properties. In fact, every document
you create in Word is based on a template.
You will learn how to save time creating
similar documents using this technique.
Creating AutoText ............................................ 272
Using Building Blocks .................................... 273
Insert a building block ............................ 273
Insert AutoText ....................................... 273
Attaching a Different Template to a Document
........................................................................... 274
Copying Styles between Documents and
Templates ......................................................... 276
Using Exercise Files:
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
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Working with Templates
Creating a Document
Template
A template is like a mold for Word documents; it contains
formatting options and document properties that you can
use again and again when creating new documents. In
fact, every Word document is based on a template.
There are so many templates available in Office that you
will rarely need to create one of your own.
 Exercise
• Exercise File: Formletter13-1.docx
• Exercise: Save Formletter13-1 as a template named
“Testimonial Request”. Close the Testimonial Request
template.
Click the Templates folder to save a
template in the correct location.
However, if you find yourself applying and creating the
same properties, features, or content each time you create
a new document, you can save yourself some time by
using a template.
Templates can contain the following information:
Text
Tables and graphics
Formatting
Styles*
Macros*
Building Blocks
Toolbars*
Ribbon Tabs
Keystroke shortcuts
* Can be copied between documents and/or templates.
1. Create a new blank document. Or, open a document
that you want to use as the template.
Remember that everything that appears in the
document will appear in the template.
If you have added macros, building blocks, or styles,
they are also included in the template.
2. Click the File tab and click Save As. Click the
Browse button.
Figure 13-1: The Templates folder in the Save As dialog
box.
The Save As dialog box appears.
3. Click the Save As Type drop down and select Word
Templates (*.dotx).
The default location for templates is opened.
As long as templates are saved here, they will be easy
to find in the New Document dialog box.
4. Click the File name text box and enter a name for the
template.
The name should be something that is easily
recognizable, that will be easy to identify later.
Figure 13-2: You can find your templates under
Personal.
6. Click Save to save the template.
The dialog box closes and the template is saved under
My Templates.
Tip:

Word uses a document template file named
Normal.Dot as its default template to create blank
documents. You can make changes to the Normal
template.
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Working with Templates
Using a Document Template
Once a template has been made, it is very easy to create a
new document based on the template. The most difficult
part is finding the template you want to use.
Word 2013 organizes your document templates so it’s
easier to find the one you want to use.
1. Click the File tab on the Ribbon and select New.
 Exercise
• Exercise File: Testimonial Request.dotx
• Exercise: Create a new document from the Testimonial
Request template. Replace the placeholder text with your
own information.
(NOTE: If you completed the Creating a Document
Template lesson, the Testimonial Request.dotx template
should be saved in the Templates folder. If it isn’t, you’ll
need to do so before you can complete this exercise.)
The New tab of Backstage view appears, displaying a
list of available templates.
Available templates
Table 13-1: Templates and Template Categories, to
the right, explains the choices under Available
Templates.
2. Click Personal under the Search for online templates
box.
Depending on the template or template category you
choose, more templates or a dialog box appears.
Tip: Personal templates appear in preview, the
same way as the Featured ones.
3. Click a template option.
Your template opens.
Figure 13-3: The New tab displays several template
choices under Available Templates
Table 13-1: Templates and Template Categories
Blank
document
Create a document from the default
template.
Blog Post
Create a blog post from the default
template.
Recent
templates
Search recently used templates.
Sample
templates
My
Templates
Office.com
Templates
University of Salford
Search Word’s sample templates.
Search all the templates you have
created or downloaded from
Office.com.
If you have an Internet connection, use
Office.com to find and download new
templates.
269
Working with Templates
Creating Building Blocks
If you find yourself typing the same text again and again,
or inserting the same types of tables or other objects, you
could save a lot of time by using building blocks.
Building blocks let you store the text and graphics you
use frequently, such as a return address, company mission
statement, or table design.
 Exercise
• Exercise File: Agent Meeting13-3.docx
• Exercise: Create an “NST Logo” building block for
North Shore Travel using the logo and North Shore Travel
text at the top of the page.
This lesson shows how to create building blocks from
existing content and apply them to other documents.
1. Select the content you want to save as a building
block.
The content can include almost anything: text,
formatting, tables, and images.
Tip: The content you use to create a building
block will be placed in the new document as is,
including lines, logos, hyperlinks, and more.
2. Click the Insert tab on the Ribbon and click the
Quick Parts button in the Text group.
Figure 13-4: Select the content you want to make into a
building block.
The Quick Parts menu appears, displaying quick
parts you can work with in your documents.
3. Select Save Selection to Quick Part Gallery from
the list.
The Create New Building Block dialog box appears.
Other Ways to Create a Building Block:
Press <Alt> + <F3>.
4. Click the Name text box and enter a name for the
building block.
Figure 13-5: Create a building block by saving it to the
Quick Part Gallery.
The name should be something that is easy to
recognize later on.
Tip: You can use the Gallery and Category
controls to assign the building block to a specific
gallery or category. Enter text in the “Description”
text box to describe the building block.
5. Click the Options list arrow and select how you want
the building block to be inserted.
By default the building blocks are inserted wherever
the insertion point is located in the document. But
you can also choose to insert the building block in its
own paragraph or page.
6. Click OK.
The building block is created.
270
Figure 13-6: Name the building block so that it is easy
to find. Use the other settings in this dialog box to
specify how the building block will work in the
document.
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Working with Templates
Tips:

By default, Word stores building blocks in a separate
Building Blocks.dotx file, so that all building blocks
are available in every document. However, you can
save the building block in the current document or
template by clicking the Save in list arrow and
selecting the file in which you want to save the
building block.

You can also use building blocks to create and save
headers, footers, watermarks, and much more!
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Working with Templates
Creating AutoText
If you’ve used previous versions of Word, you might have
heard of a tool called AutoText. You can create AutoText
for text and graphics you use frequently, such as a return
address or canned paragraph. When you’re ready to use
the AutoText, all you need to do is type a few letters.
Word 2013 reintroduces AutoText as a special kind of
building block. If you understand how to create a
building block, creating AutoText is easy!
 Exercise
• Exercise File: Agent Meeting13-4.docx.
• Exercise: Type the following information directly
beneath the North Shore Travel building block and create
an AutoText entry for it called “nsadd”:
“502 Caribou Avenue
Duluth, MN 55261”
1. Select the content you want to save as AutoText.
2. Click the Insert tab on the Ribbon and click the
Quick Parts button in the Text group.
The Quick Parts menu appears.
3. Select AutoText from the list.
The AutoText Gallery appears.
4. Select Save Selection to AutoText Gallery from the
list.
The Create New Building Block dialog box appears.
Tip: AutoText is a special type of building block
that is saved in the AutoText Gallery.
Figure 13-7: Select the content you want to make into
AutoText.
5. Click the Name text box and enter a name for the
AutoText entry.
The name should be something unique that you can
easily remember.
6. Click the Options list arrow and select how you want
the AutoText to be inserted.
By default AutoText is inserted wherever the
insertion point is located in the document. But you
can also choose to insert the AutoText in its own
paragraph or page.
Figure 13-8: AutoText is saved to the AutoText Gallery.
7. Click OK.
The AutoText is created.
Tip:

Word stores AutoText entries in template files
(usually in the default NORMAL.DOTX), so that the
AutoText entries are available in every document
created from that template.
Figure 13-9: AutoText is saved to the AutoText Gallery in
the Create New Building Block dialog box.
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Working with Templates
Using Building Blocks and
AutoText
Once you have created building blocks and AutoText, the
easy part is inserting these tools into your documents.
Insert a building block
Building blocks are easy to find, preview, and insert into
your document.
 Exercise
• Exercise File: Agent Meeting13-5.docx
• Exercise: Add the “NST Logo” building block to the end
of the document. Add the nsadd AutoText to the end of
the document.
(NOTE: If you did not complete the Creating Building
Blocks and Creating AutoText lessons before this lesson,
you’ll need to create the NST Logo building block and
nsadd AutoText.)
1. Place your insertion point where you want to insert
the building block.
2. Click the Insert tab on the Ribbon and click the
Quick Parts button in the Text group.
Any building blocks you have created appear in the
Quick Parts list.
3. Select the building block you want to insert in the
document.
The building block is inserted.
Other Ways to View and Insert Building
Blocks:
Click the Insert tab on the Ribbon and click the
Quick Parts button in the Text group. Select
Building Blocks Organizer from the list. You
can preview, edit, delete, and insert building
blocks from this dialog box.
Figure 13-10: Select the building block you want to
insert from the Quick Parts list.
Insert AutoText
AutoText is also easy to insert into a document.
1. Place your insertion point where you want to insert
the AutoText.
Figure 13-11: When you type the name of an AutoText
entry, a preview displays.
2. Type the name of your AutoText.
A preview of the AutoText displays.
3. Press <Enter>.
The AutoText is inserted.
Other Ways to View and Insert AutoText:
Click the Insert tab on the Ribbon and click the
Quick Parts button in the Text group. Select
AutoText from the list. Select the AutoText you
wish to use.
Figure 13-12: The building block and AutoText inserted in
the document.
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Working with Templates
Attaching a Different Template
to a Document
Unfortunately, customizations (styles, building blocks,
macros, etc.) that you create in a template are only
available in that template; they’re not available in other
templates. But you can work around this by attaching a
template to a document. When you attach a template to a
document, you use that template’s styles, as well as its
macros, building blocks, menus, toolbars, and shortcut
keys.
 Exercise
• Exercise File: Agenda.dotx and Agent Meeting136.docx
• Exercise: Attach the Agenda template to the Agent
Meeting13-6 document. Automatically update styles from
the template.
Check to overwrite the
document’s styles with the
attached template’s styles.
This lesson explains how to attach a different template to
a document, and how to update the current document’s
styles with the styles from the attached template.
1. Click the File tab and click Options.
The Word Options dialog box appears.
2. Click the Add-Ins tab.
The options for viewing and managing Microsoft
Office add-ins appear.
3. Click the Manage list arrow and select Templates.
Click Go.
The Templates tab of the Templates and Add-ins
dialog box appears.
4. Click the Attach button.
The Attach Template dialog box appears. All your
templates are normally stored in a special folder
called Templates, located in the Microsoft Office
folder. Word automatically opens this folder and
displays only document templates when you click the
Attach button.
Opens the Organizer, where you can copy individual styles from
one document or template to another.
Figure 13-13: The Templates tab of the Templates and
Add-ins dialog box.
Tip: If the template you want to attach is saved
elsewhere, navigate to that location on the
computer and select the template.
5. Select the template you want to attach to the
document.
Now attach the template to the document.
6. Click the Open button.
The file path of the template appears in the Attach
text box.
If you want to use the styles in the attached template
instead of the styles in the current document, you’ll
want to select the “Automatically update document
styles” option.
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Figure 13-14: Select the template that contains the
style(s) you want to copy to another document.
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Working with Templates
7. Click the Automatically update document styles
check box.
This updates styles that have the same name between
the template and the document. For example, if the
document uses a style named “Command Text” and
so does the template, the style in the document will
be updated to appear as the style in the template.
8. Click OK.
The Templates and Add-ins dialog box closes and the
document is updated with the attached template.
Figure 13-15: The document before and after the Agenda template is attached to it. Note the difference of style in the
headings and subheadings.
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Working with Templates
Copying Styles between
Documents and Templates
Attaching a different template to a document allows you
to use all the template’s styles, macros, building blocks,
menus, and shortcut keys in that document. Sometimes,
however, you may only want to use a few styles from a
template, and attaching a different template may be
overkill.
 Exercise
• Exercise File: Agent Meeting13-7docx and Agenda.dotx
• Exercise: Copy the “Seminar” style from the
Agenda.dotx file into the Agent Meeting 13-7 document.
This lesson explains how you can use the Organizer to
copy styles between documents and templates (or
between templates and templates).
1. Click the File tab and click the Options button.
The Word Options dialog box appears.
2. Click the Add-Ins tab.
The options for viewing and managing Microsoft
Office add-ins appear.
3. Click the Manage list arrow and select Templates.
Click Go.
The Templates tab of the Templates and Add-ins
dialog box appears.
Figure 13-16: Select the template that contains the
style(s) you want to copy into the document.
4. Click the Organizer button.
The Styles tab of the Organizer dialog box appears.
The left side of the dialog box displays the name and
styles of the current document. The right side of the
dialog box displays the name and styles of the
currently attached template. You must close the
current document or template before you can open a
different one.
Lists styles in the document or template. Select the style you want to copy, delete, or rename.
Copies the selected
style to the other
document or template.
Deletes the selected
style.
Renames the selected
style.
If the file you want is
not open, click Close
File, then click Open
File and open the file
you want.
Make sure the files you want to copy the styles between are listed in these
boxes.
Figure 13-17: The Styles tab of the Organizer dialog box.
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6. Click the Close File button of the file whose styles
you don’t want to use.
Now you need to find the document or template that
contains the style you want to copy.
7. Click the Open File button.
The Open dialog box appears.
8. Navigate to the document or template that contains
the style(s) you want to copy and click Open.
The styles of the document or template appear in the
right side of the Organize dialog box.
9. Select the style(s) you want to copy and click the
Copy button.
Tip: Use the <Ctrl> and <Shift> keys to select
multiple styles at a time.
Once the styles are copied, into the document or
template, you can close the Organizer.
10. Click the Close button.
The Organizer dialog box closes and the styles are
copied and updated in the document or template.
Figure 13-18: This dialog box appears if the style already
exists in the document.
Figure 13-19: The document before and after the Seminar style is copied over. Note the difference of color in the headings
that use the Seminar style.
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Working with Templates Review
Quiz Questions
1.
A template does not contain information about:
A. Text Tables and graphics
B. Styles
C. Formatting
D. Word Count.
2.
You cannot make changes to the default template Normal.dot. (True or False?)
3.
To work with one of Microsoft Word’s pre-made templates, select:
A. My templates
B. Installed Templates
C. New from Existing
D. Blank and Recent
4.
If you add a paragraph with an active hyperlink as a building block, the hyperlink will not be saved. (True or False?)
5.
Building Blocks you create are available:
A. In the current document only.
B. Only in documents that use the current template
C. Only in documents with a .docx extension.
D. In all Word Documents.
6.
You can only include text in AutoText. (True or False?)
7.
To put building blocks on the Quick Parts list:
A. Click the Insert tab on the Ribbon and click the Quick Parts button.
B. Click the References tab on the Ribbon and click the Building Block button.
C. Click the Page Layout tab on the Ribbon and click the Building Blocks Organizer button.
D. Click the Building Blocks tab on the Ribbon and click the Add to Quick Parts button.
8.
Templates are usually stored in:
A. the Desktop.
B. a folder called Templates.
C. a folder called Customizations
D. the Favorites list .
9.
When you attach a template to a document, you use that template’s macros, and building blocks. (True or False?)
10. In order for the Organizer to work, all of the Styles on the left side of the Organizer dialog box must match the styles on
the right side. (True or False?)
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Quiz Answers
1.
D. Templates do not contain information about Word Count.
2.
False. You can make changes to the default template Normal.dot.
3.
B. To work with one of Microsoft Word’s pre-made templates, select Installed Templates in the New Document dialog
box.
4.
False. If you add a paragraph with an active hyperlink as a building block the hyperlink will be saved as is.
5.
D. Building Blocks are available in all Word Documents.
6.
False. You can create AutoText for text and graphics you use frequently.
7.
A. To put building blocks on the Quick Parts list, click the Insert tab on the Ribbon and click the Quick Parts button.
8.
B. Templates are usually stored in a folder called Templates.
9.
True. When you attach a template to a document, you use that templates, styles, as well as its macros, building blocks,
and shortcut keys.
10. False. You can choose any styles from one side of the Organizer dialog box and transfer them to the other.
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Working with
Forms
Creating a New Form ....................................... 282
Display the Developer tab on the Ribbon
............................................................... 282
Adding Content Controls ................................ 283
Group content controls .......................... 283
Set content control properties ................ 283
Assigning Help to Form Content Controls ... 284
Make a content control disappear ......... 284
Preparing the Form for Distribution .............. 285
Protect the entire form ........................... 285
Protect parts of the form ........................ 286
Filling Out a Form ............................................ 287
14
A form created in Word is very similar to
the paper form you fill out with a pen or
pencil. However, Word forms have
several major advantages over the
traditional paper type of forms. The
greatest benefit of a Word form is that you
can complete it in Word—saving you
time, effort, and paper. You also don’t
have to worry about trying to read bad
penmanship! Another advantage of a
Word form is you can provide the user
with information and prompts to help
them complete the form.
Word forms can include fill-in-the blank
fields and check box fields, just like their
paper counterparts. In addition, you can
include a list of options from which the
user can choose to complete the form.
By now you’re probably anxious to create
and use your own online forms. Let’s get
started…
Using Exercise Files
This chapter suggests exercises to practice
the topic of each lesson. There are two
ways you may follow along with the
exercise files:
 Open the exercise file for a lesson,
perform the lesson exercise, and close
the exercise file.
 Open the exercise file for a lesson,
perform the lesson exercise, and keep
the file open to perform the remaining
lesson exercises for the chapter.
The exercises are written so that you may
“build upon them”, meaning the exercises
in a chapter can be performed in
succession from the first lesson to the last.
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Working with Forms
Creating a New Form
 Exercise
When you create a form, you usually start by creating a
template that contains the text on the form that doesn’t
change, that contains formatting, and that contains a table
to line everything up neatly. By using a template as the
basis for a form, users can fill out the form without
changing the text or formatting of the form itself. Think of
the template as a blank form when putting it together.
Some of the tools you use when creating a form include:
• Exercise File: Form15-1.docx
• Exercise: Open the Developer tab on the Ribbon.

Templates: Forms are normally saved as templates
so that they can be used again and again.

Content controls: Content controls are the areas
where users input information in a form. We’ll learn
more about content controls in upcoming lessons.

Tables: Tables are often used in forms to align text
and form fields, and to create borders and boxes.

Protection: Forms are protected so that users can
complete the form without changing the text and/or
design of the form itself.
Once the form document looks the way you want it to,
you are ready to insert form controls.
Figure 14-1: Add the Developer tab to the Ribbon from
the Word Options dialog box.
Display the Developer tab on the Ribbon
The Developer tab must be displayed on the Ribbon in
order to access and insert the form controls.
1. Click the File tab on the Ribbon and select Options.
The Word Options dialog box appears.
2. Click the Customize Ribbon tab.
A list of tabs appear on the right side of the
Customize Ribbon tab.
3. Select the Developer check box under Customize the
Ribbon and click OK.
Figure 14-2: The Developer tab of the Ribbon.
The Word Options dialog box closes and the
Developer tab is displayed on the Ribbon.
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Working with Forms
Adding Content Controls
 Exercise
Once you have created the form document, you can start
inserting the content controls the user needs to fill out.
• Exercise File: Form14-2.docx
• Exercise: Insert content controls in the form. (Replace
the text in the right column of the table with the correct
content control, as indicated in the image below.)
Tip:

If content controls are not available, you may have
opened a document created in an earlier version of
Word. To use content controls, you must convert the
document to Word 2013 format.
1. Place your insertion point where you want to insert a
form content control.
2. Click the Developer tab on the Ribbon.
The Controls group is where the content controls you
can insert in the form are located.
3. Click the content control you want to use in the
Controls group.
Figure 14-3: The form with content controls filled in.
Table 14-1: Form Content Controls describes each of
the content controls you can insert in the form.
Group content controls
You can group content controls to make them easier to
work with.
1. Once you’ve inserted the controls you need you’re
your document, select the ones you want to group.
Table 14-1: Form Content Controls
Rich Text
Text
2. Click the Group button in the Controls group.
3. Select Group from the list.
Picture Content
Control
Set content control properties
You can change the properties for a content control after it
is inserted; do this to change the options available under a
drop-down list, for example:
1. Select the content control you want to change and
click Properties in the Controls group.
Building Block
Gallery
3. Click OK.
This is limited to a plain text paragraph,
so no formatting can be included.
Fills the content control with a single
picture.
Shows a gallery of formatted design
choices you can add to the content
control. Specify the building blocks you
want to make available from the Quick
Parts gallery.
Combo Box
Contains a list that you can edit directly.
Formatting can be saved by saving or
closing the document.
Drop-Down List
Choose from several predetermined
selections that appear upon clicking the
list arrow.
Date Picker
Use this to help users enter a date. The
content control allows you to control
the format and appearance of the date.
The Properties dialog box appears.
2. Change the content control’s properties as necessary.
Formatting can be saved by loading,
saving, or closing the document. Use
this control for a short paragraph.
Insert a check box into a form.
Check Box
Legacy Tools
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If you prefer the form controls from
previous versions of Word, they are
available here.
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Working with Forms
Assigning Help to Form
Content Controls
Help out the people who fill out the forms you create by
adding instructional text to the content controls.
Instructional text already appears when the content
controls are inserted, such as “Choose an item,” or “Click
here to enter text.”
 Exercise
• Exercise File: Form14-3.docx
• Exercise: Change the placeholder text in the Client’s
Name control to, “Enter your name: Last, First”
You can enter instructional text that is more specific to
your form, such as “Click here to enter your first name.”
1. Click the Developer tab on the Ribbon and click the
Design Mode button in the Controls group.
The form content controls change so that they are
editable.
2. Click the content control that you want to add
instructional text to.
3. Edit and format the placeholder text as you wish.
Once you’re done editing the placeholder text for
content controls, turn off Design Mode.
4.
Figure 14-4: Design Mode allows you to change the
instructional (placeholder) text of content controls.
Click the Design Mode button in the Controls group.
The content controls are edited with instructional
text.
Make a content control disappear
You can make a content control disappear when someone
enters their own content in a Rich Text control or Text
control.
1. Click the Developer tab on the Ribbon and click the
Design Mode button in the Controls group.
The form content controls become editable.
2. Click the Rich Text or Text content control.
3. Click the Properties button in the Controls group.
The Content Control Properties dialog box for the
control appears.
4. Click the Remove content control when contents
are edited check box.
5. Click OK.
Select this check box to make the content control disappear
when it is edited.
Figure 14-5: The Content Control Properties dialog box
for a Rich Text content control.
6. Click the Design Mode button in the Controls group.
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Working with Forms
Preparing the Form for
Distribution
You need to protect a form before distributing it so that
the content controls cannot be removed or edited when
users fill out the form.
 Exercise
• Exercise File: Form14-4.docx
• Exercise: Protect the form so it is ready to be distributed.
Protect the entire form
If you are asking people to fill out a form, in most cases
you will want people to fill out the entire form.
1. Open the form.
Make sure the form and its content controls appear
the way you want users to see it before filling out the
form.
2. Click the Developer tab on the Ribbon and click the
Restrict Editing button in the Protect group.
The Restrict Formatting and Editing task pane
appears.
3. Click the Allow only this type of editing in the
document check box in the Restrict Formatting and
Editing task pane.
Figure 14-6: Protecting the form for distribution.
Specify the type of editing to be allowed in the
editing restrictions list.
4. Click the Editing restrictions list arrow and select
Filling in forms from the list.
If that is all the protection you need, you are ready to
start protecting the document.
5. Click the Yes, Start Enforcing Protection button.
The Start Enforcing Protection dialog box appears.
It’s a good idea to enter a password so that users can’t
change the editing restrictions.
6. Click the Enter new password (optional) text box
and enter a password.
7. Click the Reenter password to confirm text box and
enter the password again.
8. Click OK.
The document is protected, and the protection level is
shown in the Restrict Formatting and Editing task
pane.
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Working with Forms
Protect parts of the form
Protect only parts of the form if you want people to be
able to edit the document beyond the form content
controls.
1. Open the form.
Make sure the form and its content controls appear
the way you want users to see it before filling out the
form.
2. Select the content control or the content control
group you want to protect.
If content controls are grouped, you can change their
protection properties all together.
3. Click the Developer tab on the Ribbon and click the
Properties button in the Controls group.
There are two locking options you can use to protect
a content control:
Content control cannot be deleted: This allows
editing of the content control, however it cannot be
deleted.
Contents cannot be edited: This allows deleting on
the content control, but it cannot be edited.
4. Select one or both of the locking options in the dialog
box and click OK.
The form is protected accordingly.
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Figure 14-7: The Content Control Properties
dialog box.
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Working with Forms
Filling Out a Form
 Exercise
Fill out a form once you’ve completed creating it to make
sure it’s working correctly.
• Exercise File: Form14-5.docx
• Exercise: Fill out the form using your own information,
or the information shown in the image below.
Also, if you receive a form from someone, here’s how to
fill it out.
1. Click a content control to begin working with it.
Content controls should have some instructive text on
or near them to help you understand how to fill out
the content control.
2. Select an option from the content control or enter text
as directed.
The document around the content controls should
also be able to help you with controlling these
options.
3. Save the form when you are finished filling it out.
Your changes to the form are saved and ready to be
tabulated.
Figure 14-8: Choose an option from the date picker to proceed.
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Working with Forms Review
Quiz Questions
1.
The areas where users input information in a form are called:
A. Input Centers
B. Developer Tabs
C. Templates
D. Content Controls
2.
The Controls group is located in:
A. The References tab on the Ribbon.
B. The Developer tab on the Ribbon.
C. The Review tab on the Ribbon.
D. The View tab on the Ribbon.
3.
When you click the Developer tab on the Ribbon and click the Design Mode button:
A. The form content controls change so that they are editable.
B. The form content controls are changed to pre-selected alternate text.
C. All placeholder text disappears.
D. The form content controls are locked so that they cannot be changed.
4.
Why would you protect a form before distributing it?
A. To prevent the form from viruses.
B. To prevent the form from receiving junk e-mail.
C. To prevent the content controls from being removed or edited by users.
D. To prevent people from stealing your information.
5.
You can allow content controls to be edited while still preventing it from being deleted.(True or False?)
6.
To begin working with a content control, just click it. (True or False?)
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Quiz Answers
1.
D. The areas where users input information in a form are called content controls.
2.
B. The Controls group is located in the Developer tab on the Ribbon.
3.
A. When you click the Developer tab on the Ribbon and click the Design Mode button, the form content controls change
so that they are editable.
4.
C. You need to protect a form before distributing it so that the content controls cannot be removed or edited when users
fill out the form.
5.
True. You can allow content controls to be edited while still preventing it from being deleted
6.
True. To begin working with a content control, just click it.
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Customizing
Word
Customizing the Ribbon ................................. 292
Create a new group ............................... 292
Rename a tab or group .......................... 292
Add a command to a group ................... 293
Restore the default Ribbon .................... 293
Remove a tab or group .......................... 293
15
Customization is a great asset in an
application. Customization lets you use a
particular mix of commands and shortcuts
that are best for your working style.
The lessons in this chapter focus on how
to customize the Ribbon, the Quick
Access Toolbar, and AutoCorrect. We’ll
also discuss how to access and review the
default options for a program.
Customizing the Quick Access Toolbar ........ 294
Using and Customizing AutoCorrect ............. 295
How AutoCorrect works ......................... 295
Create an AutoCorrect entry .................. 295
Changing Word’s Default Options ................. 297
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Customizing Word
Customizing the Ribbon
 Exercise
One of the most useful features in Office 2013 is that you
can customize the Ribbon. Add your own tabs and groups,
or rearrange the Ribbon to better fit your work style.
• Exercise File: None required.
• Exercise: Create a new group on the Home tab called
“Printing” and include the command to Print Preview and
Print.
Restore the Ribbon defaults.
Create a new tab or group
Click to reorder the
selected tab or group.
You can add new groups to tabs, or you can create new
tabs with new groups.
1. Click the File tab on the Ribbon and select Options.
The Options dialog box appears.
2. Click the Customize Ribbon tab.
The left column displays commands that you can add
to the Ribbon.
The right column displays the tabs on the Ribbon,
and the groups and commands in each tab.
Tip: Click the plus sign next to a tab or group to
expand it.
3. In the right column, select the tab where you wish to
add the new tab or group.
A new tab, which automatically includes a new
group, will be inserted below the selected tab.
A new group will be inserted within the selected tab.
Click to
create a
new tab.
Click to
create a
new group.
Click to
rename the
selected tab
or group.
4. Click the New Tab or the New Group button.
The new tab or group is added.
Figure 15-1: Use the buttons in the Options dialog
box to add a new tab or group to the Ribbon.
Rename a tab or group
Once you’ve created a tab or group, give it a name.
1. Select the tab or group you want to rename.
2. Click the Rename button.
The Rename dialog box appears.
3. Enter a name for the selected tab or group in the
Display Name text box.
The tab or group is renamed. For a group, also select
a symbol to represent the group.
4. Click OK.
The tab or group is renamed.
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Customizing Word
Add a command to a group
Once you have created a new tab or group, you can add
commands to the group. You can also add commands to
groups that already appear on the Ribbon.
Click to view
another group of
commands.
Click to add the
command on the
left to the selected
group on the right.
Click to view
all the tabs on
the Ribbon.
1. In the right column, select the group to which you
want to add a command.
This could be a group you’ve created from scratch, or
even a group that appears by default.
2. In the left column, select the command you want to
add to the Ribbon. Click the Add button.
The command is added to the group.
Tip: Not finding the command you want to add?
Click the Choose commands from list arrow and
select the group of commands you want to view.
Restore the default Ribbon
If you no longer want to use the customizations you’ve
added to the Ribbon, you can restore the Ribbon to its
original, default settings.
1. Click the Reset button.
Two options appear:
Figure 15-2: Adding commands to groups on the Ribbon.
The Print Preview and
Print command added
to the Printing group.
 Reset only selected Ribbon tab: Restores the
default settings for the selected tab.
 Reset all customization: Removes all Ribbon
and Quick Access Toolbar customizations,
restoring them to the default arrangement and
appearance.
The Printing group,
added to the Home tab
of the Ribbon.
2. Select the reset option you wish to use.
The Ribbon is restored to its default settings.
Remove a tab or group
Figure 15-3: The Home tab of the Ribbon, customized
with a new group.
You can also remove a specific tab or group from the
Ribbon.
1. In the right column, right-click the tab or group you
wish to use.
2. Select Remove.
The tab or group is removed from the Ribbon.
Tips:

Any changes you make to a program’s Ribbon will
appear only in that program.

To hide a tab on the Ribbon, deselect its check box.
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Customizing Word
Customizing the Quick Access
Toolbar
The Quick Access Toolbar is a shortcut for commands
that are used often. If the Quick Access Toolbar doesn’t
contain enough of your frequently used commands, you
can customize it by adding or deleting commands.
1. Click the File tab and select Options.
The Word Options dialog box appears.
 Exercise
• Exercise File: None required.
• Exercise: Add the Print Preview command from the
Popular Commands group to the Quick Access Toolbar.
Move the Quick Access Toolbar below the Ribbon.
Click to view
another group of
commands.
Commands on the
Quick Access
Toolbar are listed
here.
2. Click the Quick Access Toolbar tab.
This tab displays options for customizing the Quick
Access Toolbar.
The left column displays commands you can add to
the Quick Access Toolbar. The right column displays
commands that appear there.
3. In the left column, select the command you want to
add to the Quick Access Toolbar.
4. Click the Add button.
The command is added to the Quick Access Toolbar.
Tips:

Arrange the order in which the commands are
displayed by clicking the Move Up and Move Down
buttons to the right of the column.

Click the Reset button and select Reset only Quick
Access Toolbar to return the Quick Access Toolbar
to its default commands.

Click to move the
Quick Access Toolbar
below the Ribbon.
Click to reset the Quick
Access Toolbar to its
default settings.
Figure 15-4: Adding a command to the Quick Access
Toolbar.
Select a command in the Quick Access Toolbar
column and click the Remove button to remove it
from the Quick Access Toolbar.
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Customizing Word
Using and Customizing
AutoCorrect
AutoCorrect automatically corrects many common typing
and spelling errors as you type. It is also a great way to
use shorthand for longer words, phrases, or symbols.
 Exercise
• Exercise File: None required.
• Exercise: Create an AutoCorrect entry that replaces “ot”
with “to”.
Try the AutoCorrect entry with this phrase, “He was going
ot the store.”
AutoCorrect is a feature that is shared across the
Microsoft Office suite—so any additions or changes you
make to AutoCorrect in one program, such as Word, will
appear in all Microsoft Office programs, like Excel,
PowerPoint, and Outlook.
How AutoCorrect works
You may have already noticed that sometimes your typos
are corrected as you enter text in Word. When you type an
AutoCorrect entry and then press the <Spacebar>,
AutoCorrect replaces that text with the correct text.
For example, AutoCorrect will change the mistyped
words “hte” to “the”, or “adn” to “and”. AutoCorrect also
corrects simple grammar mistakes, such as capitalization
problems. For example, it would change “GOing” to
“Going,” or capitalize the first letter in sentences.
He was going ot
Press <Spacebar>
He was going to 
Figure 15-5: An example of how AutoCorrect works.
Create an AutoCorrect entry
Word already has many entries in AutoCorrect, but you
can add your own entries to correct habitual misspellings,
quickly insert a symbol, or insert a shorthand version of a
long phrase that you frequently use.
1. Click the File tab and select Options.
The Word Options dialog box appears.
2. Click the Proofing tab.
This tab displays options for how Word corrects and
formats text.
3. Click the AutoCorrect Options button.
The AutoCorrect dialog box appears with the
AutoCorrect tab in front.
4. Type the word or phrase you want to correct or use as
shorthand in the Replace text box.
This is the text that AutoCorrect will recognize when
you type.
5. Type the word or phrase you want to appear in the
With text box.
Figure 15-6: The AutoCorrect tab of the AutoCorrect
dialog box.
When the text in the “Replace” text box is typed with
a space, the text in the “With” text box will appear.
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6. Click Add.
The entry is added to the AutoCorrect list.
7. Click OK to close the AutoCorrect dialog box. Click
OK to close the Word Options dialog box.
The dialog boxes close and the entry will now be
available in all Word documents, and also in all other
Office applications.
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Customizing Word
Changing Word’s Default
Options
 Exercise
• Exercise File: None required.
• Exercise: Explore the tabs in the Word Options dialog
box.
Microsoft spent a lot of time and research when it decided
what the default settings for Word should be. However,
you may find that the default settings don’t always fit
your own needs.
This lesson isn’t so much an exercise as it is a reference
on how to customize Word by changing its default
settings.
1. Click the File tab and select Options.
The Word Options dialog box appears.
2. Click the tabs on the left to view different option
categories.
See Table: 15-1: Tabs in the Word Options Dialog
Box, for more information on these categories.
3. Change the options as you see fit. Click OK to
confirm the changes.
The changes are applied to the Word program.
Figure 15-7: The Advanced tab of the Word Options
dialog box.
Table 15-1: Tabs in the Word Options Dialog Box
General
Change the most commonly modified options in Word. This includes enabling the Mini Toolbar and Live
Preview. Also, change the color scheme, control ScreenTips, and change the user name.
Display
Change how content is displayed on the screen and when printed. Change screen display options such as
showing white space between pages in Print Layout view and choose which formatting marks you always
want to display on the screen, such as tab characters and paragraphs. Set printing options, such as
updating fields before printing and printing hidden text.
Proofing
Change how Word corrects and formats your text. Change the types of errors that Word flags when
looking for spelling and grammar errors.
Save
Customize how documents are saved, such as how often AutoRecover saves a document, and change
default file locations.
Language
Add additional languages to edit your documents. Also set the language priority order for added
languages.
Advanced
Advanced options for working with Word. Change how Word works when you edit text; modify how cut,
copy, and paste commands operate; customize tools in the window, such as how it displays screen tips and
scroll bars; control how the document is printed; and choose advanced save options.
Customize Ribbon
Create custom tabs and groups for the Ribbon.
Quick Access Toolbar
Add commands to the Quick Access Toolbar.
Add-Ins
View and manage Microsoft Office add-ins, such Acrobat PDFMaker and custom XML data.
Trust Center
Help keep your document safe and your computer secure and healthy. Read privacy statements and change
Trust Center Settings to control how Word works with macros, add-ins, the message bar, trusted
publishers and locations, and more.
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Quiz Questions
1.
You can only add custom groups to custom tabs. (True or False?)
2.
What is the purpose of the Quick Access Toolbar?
A. To provide quick access to the commands you use most frequently.
B. To make Word 2013 look more like previous versions.
C. To provide Microsoft Access commands in the Word program.
D. To provide a backup in case the Ribbon fails
3.
AutoCorrect changes:
A. Spelling errors
B. Grammar errors
C. Capitalization errors
D. All of these.
4.
AutoCorrect entries created in Word will not appear in any other programs. (True or False?)
5.
Which of the following is NOT a tab in the Word Options dialog box?
A. Proofing, which changes how Word corrects your text.
B. Graphics, which lets you set default properties for graphic files.
C. General, which lists the most commonly modified options in Word
D. Trust Center, which changes your privacy options.
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Quiz Answers
1.
False. You can add custom groups to default tabs or to custom tabs.
2.
A.The purpose of the Quick Access Toolbar is to provide quick access to the commands you use most frequently.
3.
D.AutoCorrect changes spelling errors, grammar errors, and capitalization errors.
4.
False. AutoCorrect entries created in Word will appear in all other Microsoft Office programs.
5.
B.There is no Graphics tab in the Word Options dialog box.
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Convert documents to Word 2013 ................. 302
Translating Text ............................................... 303
Select a translation language ................ 303
Translate an entire document ................ 303
Translate selected text ........................... 303
Translate a single word .......................... 304
Editing a PDF ................................................... 305
Inserting Online Videos .................................. 306
Online Collaboration ....................................... 307
Sharing a workbook by Inviting People . 307
Sharing a workbook by sending a Link .. 307
Sharing a workbook via Social Networks
............................................................... 308
Presenting your document online .......... 308
Publishing a Blog Entry .................................. 310
Register a blog service provider with Word
............................................................... 310
Create a blog post ................................. 310
Register with another provider ............... 311
Using Hyperlinks ............................................. 312
Insert a hyperlink ................................... 312
Edit a hyperlink ...................................... 313
Delete a hyperlink .................................. 313
Viewing Document Properties and Finding a
File..................................................................... 314
View document properties ..................... 314
Find a file ............................................... 315
16
This chapter explains how to tailor Word
to work the way you do. In this chapter,
you will get to customize many of Word’s
settings through Word Options.
First, learn how to customize the Quick
Access Toolbar and work with
AutoCorrect. Add the commands you use
most often so they are readily available on
the Quick Access Toolbar above the
Ribbon. AutoCorrect is the feature that
instantly corrects common spelling and
typing errors, such as changing “teh” to
“the.”
You’ll also learn more about how to
customize word by changing its default
options, viewing document properties,
finding a document on your computer,
recovering documents when Word
crashes, and repairing Word when it does
not work properly.
The last topic covered by this chapter is
macros. A macro helps you perform
routine tasks by automating them. Instead
of manually performing a series of timeconsuming, repetitive actions in Word,
you can record a single macro that does
the entire task, all at once.
Recovering Your Documents ......................... 316
Understand how AutoRecover works .... 316
Change AutoRecovery settings ............. 317
Managing Versions .......................................... 318
Recover new documents ....................... 318
Recover previously saved documents ... 318
Restore earlier versions of the current
document ............................................... 319
Recording a Macro .......................................... 320
Show the Developer tab on the Ribbon . 320
Record a macro ..................................... 320
Playing and Deleting a Macro ........................ 322
Play a macro .......................................... 322
Delete a macro ...................................... 322
Editing a Macro’s Visual Basic Code ............. 323
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Converting documents to
Word 2013
 Exercise
• Exercise File: Old document.doc
• Exercise: Convert the old document to 2013 format.
Word 2013 can work with Word documents created in
earlier versions of Word, thanks to its Compatibility
Mode. When an early version of a Word document is
opened in Word 2013, Compatibility Mode is
automatically turned on. This ensures that only features
that are compatible with earlier versions are available, so
people still using early versions of Word will still have
full editing capabilities.
Tip:

When you convert a file, the original file is
overwritten. If you ever intend on using the original
file again, save a copy of it in its original file format
before converting.
1. In Word 2013, open the document that you want to
convert.
Converting the file to Word 2013 .docx format will
make many new features available in the file.
2. Click the File tab on the Ribbon.
Click the Info tab.
3. Click the Convert button.
Figure 16-1: When a document created in an earlier
version of Word is opened in Word 2013, it is opened in
Compatibility Mode. To enable all features of Word, you’ll
need to convert it to Word 2013 format.
The Microsoft Office Word dialog box appears,
asking you to confirm that you want to convert the
document.
Tips:

The Convert option only appears when Word is in
Compatibility Mode.

Select the Do not ask me again about converting
documents check box if you don’t want to see this
dialog box in the future when converting documents.
Figure 16-2: This dialog box appears when a document is
being converted.
4. Click OK.
The document is converted, and Compatibility Mode
is no longer on.
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Translating Text
 Exercise
Translating a document into a different language can be a
difficult task. Word includes several translation tools to
make it easier.
• Exercise File: Description15-2.docx
• Exercise: Select the translation language as French.
Translate a single word in the document into French.
Select a translation language
Before you start translating a document, select the
language into which you want to translate it.
1. Click the Review tab on the Ribbon and click the
Translate button in the Language group.
A contextual list of options appears.
2. Select Choose Translation Language from the list.
The Translation Language Options dialog box
appears. You can select the language that the Mini
Translator should use or the language you want to use
to translate an entire document.
Figure 16-3: The Translate button.
3. Select the language you want to use and click OK.
You are ready to translate your document into the
language you selected.
Translate an entire document
If you have an Internet connection, you can use
Microsoft’s online translation service to translate an entire
document.
1. Click the Review tab on the Ribbon and click the
Translate button in the Language group.
A list of options appears.
Figure 16-4: Select your languages in the Translation
Language Options dialog box.
2. Select Translate Document.
The Translate Whole Document dialog box appears.
Confirm that you want to translate the entire
document.
3. Click Send.
Your Web browser appears, displaying the translated
document.
Translate selected text
If you only need to translate a few words or a short
phrase, you can use Word’s Research pane.
Figure 16-5: A document translated into another
language.
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1. Select the text you wish to translate.
The text is highlighted blue.
2. Click the Review tab on the Ribbon and click the
Translate button in the Language group.
A list of options appears.
3. Select Translate Selected Text from the list.
The Research pane appears, displaying your text
beneath the Translation heading.

You can change the languages Word translates from
and to by clicking the From and To list arrows in the
Research pane.
Translate a single word
The Mini Translator lets you translate a single word by
pointing to it with your mouse.
1. Click the Review tab on the Ribbon and click the
Translate button in the Language group.
A list of options appears.
2. Select Mini Translator from the list.
Figure 16-6: The Research Pane.
You are now ready to use the Mini Translator.
3. Point to the word you wish to translate.
The Mini Translator displays the translation.
Tips:

Click the Play button in the Mini Translator to listen
to the word’s pronunciation.

Word’s translation software is not perfect. No matter
which translation tool you use, always proofread your
document carefully for any mistakes.
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Figure 16-7: Use the Mini Translator to translate a
single word in a document.
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Editing a PDF
By far one of the most anticipated new features of Word
2013 is its ability to open and edit a PDF. No more copy
and pasting and re-exporting.
 Exercise
• Exercise File: Christmas Bingo.pdf
• Exercise: Open the file and change the border color of
the table to red. Export your file as a PDF document.
Opening and editing a PDF
1. To open a PDF in Word, click the File tab and select
Open. Browse for your PDF, select it and click
Open.
Your PDF is opened in Word. Edit your document
the way you would a regular Word document. When
you are done, you will have the option of saving at as
a Word document or exporting it as a PDF.
2. Click the File tab, and select Export.
3. Click Create PDF/XPS document. Give your
document a name and click Publish.
4.
If you don’t rename the file, a window will appear
asking you if you want to replace the previous
version of the PDF. If you do, click Yes. If not, go
back and change the name of your document so that
you have an original and the new version.
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Figure 16-8: A PDF file can be opened and edited in Word
2013.
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Inserting Online Videos
With Word 2013 you can insert videos into your
document and watch them without navigating away from
your screen.
1. Place your cursor in the area you would like to insert
your video. Click the Insert tab.
2. In the Media group, click the Online Video button.
The insert Video window appears.
3.
Search for your video in the Search box and press
<Enter>.
Figure 16-9: Inserting an online video
4. The search results are populated. Click the plus sign
on a video to view it before you insert it. Select the
one you want and click Insert.
The video is now embedded as an actual video in
your document.
Tip:
If you already have the link to the video, you can
embed it by going to Insert – Online Video, and then
copying the link into the From a Video Embedded
Code box and pressing Enter.
Figure 16-10: Searching for a video online
Figure 16-11: The video is inserted into the document
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Online Collaboration
Office 2013 has added four new improved ways to share
documents and aid in online collaboration in a more
relevant way.
Sharing a document by Inviting People
Once you have saved your document on your OneDrive
account, you can grant people access to it so that they can
view or edit it.
1.
Navigate to and click on the File tab.
2.
Click Share.
Trap: Note that in order to share a document by
sending a Link, you must first save the document
on a shared network location like SharePoint. If
you have not done this, the Get a Link option will
not be visible as a Share option.
3.
Click Invite People, and in the right-hand pane, type
the name or email address of the person or people
you want to share with.
4.
In the small box to the right, select their permissions
from the drop box to either Can edit or Can view.
5.
Include a message with the invitation (optional).
6.
If you want the user to sign in before accessing the
document, check the Require user to sign-in before
accessing document box.
7.
Click Share.
Figure 16-12: Once you have saved your document to
OneDrive, you can share this document in several ways.
Sharing a document by sending a Link
Get a link to your document and send it to those you
would like to share it with.
1.
Navigate to and click on the File tab.
2.
Click Share.
Trap: Note that in order to share a document by
sending a Link, you must first save the document
on a shared network location like SharePoint. If
you have not done this, the Get a Link option will
not be visible as a Share option.
3.
Click Get a Sharing Link, and in the right-hand
pane, select Create Link from either the View Link
section or the Edit Link section, depending on the
permissions that you set.
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Figure 16-13: Getting a Sharing Link.
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4.
Once the link has been created under Shared links,
right-click the new link and select Copy Link.
5.
Open a new email and paste the link into it. When
you’re done composing your email, click Send.
Tip: To email the link to a contact, click on the
contact/s under the Shared with heading and click the
envelope.
Sharing a document via Social Networks
Post your document online to your social network of
choice.
1. Navigate to and click on the File tab.
2.
Click Share.
Trap: Note that in order to share a document via
Social Networks like Facebook or LinkedIn, you
will need to have activated Social Connector
under your Outlook Account Settings before you
will be able to share documents via Social
Networks.
3. Click Post to Social Networks, and in the right-hand
pane select the social network you wish to post to.
4. Set the permissions of the people who have access to
the document by selecting Can view or Can edit
from the drop-down.
5. Include a personal message in the message box
(optional).
6. Click Post.
Presenting your document online
Present your document to friends or colleagues who can
watch it in a web browser using a link to the document.
You will need a Microsoft account to start the
presentation, and anyone using the link will be able to see
the document while you are presenting. The document
will be available for download for those who want to go
over the document again at a later stage.
1.
Navigate to and click on the File tab.
2.
Click Share.
Trap: Note that in order to present a document
online, you will need to have a Microsoft
associated account or Organizational account in
order to make use of this feature.
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Figure 16-14: With Word 2013, you can now present your
document online.
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3.
Select Present Online, and in the right-hand pane
read the Service Agreement if you have not already.
4.
Click Present Online.
5.
Sign in to your Office account if necessary.
6.
The link is created, and you can choose to either
copy and send it to your audience by selecting Copy
link, or you can email it to them by clicking Email
link.
7.
Click Start Presentation.
Your presentation is now active, and your audience
can view the document.
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Publishing a Blog Entry
 Exercise
Blogs have become one of the most popular ways to make
your voice heard on the Internet. More popular than
personal Web pages, a blog (Web log) is a Web site where
entries about an individual’s thoughts are recorded. Most
are themed for politics, food, or another topic of the
author’s choice. Others are run more like an online
journal.
• Exercise File: None required.
• Exercise: Create a blog post. If you wish, register your
blog service provider with Word and publish the blog post.
Register a blog service provider with Word
You need a blog provider that hosts and maintains your
blog before you begin writing blog entries in Word.
Word 2013 works with several blog service providers.
These providers are listed in Table 16-1: Blog Service
Providers.
Once you have a blog account with a blog service
provider, you can register the blog’s information in Word.
Tip:

Table 16-1: Blog Service Providers

SharePoint blog

WordPress

Blogger

Windows Live Spaces

Community Server

TypePad
If you don’t register your blog account in Word, you
won’t be able to publish entries to your blog from
Word.
Create a blog post
Creating an actual blog entry is not very difficult at all.
Just use the commands available to you in the Blog Post
and Insert tabs on the Ribbon and publishing to your
registered account is a snap.
1. Click the File tab on the Ribbon and select New.
Options for creating a new document appear.
2. Select the Blog post template under Featured
templates and click the Create button.
The Word document will convert itself into a blog
post. You can continue to edit your entry or publish
your post.
3. Enter a Post Title and, if necessary, create your blog
post entry.
A blog post entry can be any combination of text and
items you can insert under the Insert tab, such as
pictures, links, or videos.
Figure 16-15: When the post is completed it can be
published directly to your blog (as long as your blog
service is registered with Word).
When the post is ready, publish it to your blog.
4. Click the Publish button in the Blog group.
The Connect to dialog box appears.
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5. Click the User Name text box and enter your user
name.
6. Click the Password text box, enter your password,
and click OK.
The Microsoft Office Word dialog box appears,
telling you that it may be possible for other people to
see information such as your blog user name and
password.
7. Click Yes.
A message appears informing you that the blog post
was published.
Register with another provider
You can register with another blog service provider if
yours is not listed in Word.
1. Click the File tab on the Ribbon and select New to
create a new blog post. Select the Blog post template
under the Featured templates section and click the
Create button.
If you have not registered a blog service provider, the
Register a Blog Account dialog box appears.
2. Click Register Now.
Figure 16-16: The registration page at Wordpress.com
The New Blog Account dialog box appears.
3. Click the Blog list arrow and select Other from the
list. Click Next.
The New Account dialog box appears. The
information required in this dialog box is available
from the blog service provider.
4. Type your user name, password, API, and blog post
URL. Click OK.
Word confirms the information with the provider.
Once the confirmation process is complete, you can
begin writing and posting blog entries using Word.
Tip:

If you have multiple blogs, click the Blog Post tab
and click the Manage Accounts button in the Blog
group to set a default account, add an account, or
remove an inactive account.
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Using Hyperlinks
If you have ever been on the World Wide Web, you’ve
used hyperlinks to move between different Web pages. A
hyperlink points to a file, a specific location in a file, or a
Web page on the Internet or your organization’s Intranet.
Whenever you click a hyperlink, you jump to the
hyperlink’s destination.
 Exercise
• Exercise File: Description15-4.docx
• Exercise: Select “North Shore Travel” in the first body
paragraph. Use it as the text for a link to
http://www.customguide.com.
Delete the link.
Tip:

A hyperlink is usually indicated by colored and
underlined text.
Insert a hyperlink
You can insert a hyperlink anywhere in a document.
1. Select the text you want to use for the hyperlink.
Hyperlink text is often part of a regular sentence. For
example, “The Elk Pine Lodge is the premier locale
for destination weddings in Colorado.”
2. Click the Insert tab on the Ribbon and click the
Hyperlink button in the Links group.
The Insert Hyperlink dialog box appears.
Other Ways to Insert a Hyperlink:
Select the text to which you want to add a
hyperlink and press <Ctrl> + <K>. Or, right-click
the text and select Hyperlink from the contextual
menu.
Figure 16-17: Inserting a hyperlink.
There are four different types of hyperlinks you can
create:
 Existing File or Web Page: Create a link that
takes you to another Word document or to a file
created in another program, such as a Microsoft
Excel worksheet or Web page on the Internet. This
is the most common type of hyperlink.
 Place in This Document: Takes you to a
bookmark in the same document.
 Create New Document: Creates a new Microsoft
Word document and then inserts a hyperlink to the
new document.
Figure 16-18: The Insert Hyperlink dialog box.
 E-mail Address: Creates a clickable e-mail
address.
3. Click the Link to button you want to use.
The dialog box changes to allow you to select the
destination of the hyperlink.
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4. Enter information for what you want the hyperlink to
link to.
Once the hyperlink destination is set, create the link.
5. Click OK.
Edit a hyperlink
You can change a hyperlink’s display text, type, or
destination after it is inserted.
1. Right-click the hyperlink and select Edit Hyperlink
from the contextual menu.
The Edit Hyperlink dialog box appears. You can
change the type of link, the link’s destination or
target, or the text that is displayed for the hyperlink.
2. Edit the hyperlink and click OK.
The hyperlink is updated with the new information.
Delete a hyperlink
If you no longer want to include a hyperlink in the Web
page or document, it is easy to remove the hyperlink from
the text.
Right-click the hyperlink and select Remove Hyperlink
from the contextual menu.
The hyperlink is removed from the text.
Other Ways to Remove a Hyperlink:
Right-click the hyperlink and select Edit
Hyperlink from the contextual menu. Click
Remove Link in the Edit Hyperlink dialog box.
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Figure 16-19: Right-click a hyperlink for more hyperlink
commands.
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Viewing Document Properties
and Finding a File
Document properties are bits of information that describe
and identify a document. This information includes the
title, author name, subject, and keywords in the document.
You can also add your own tags to properties to help
organize and identify the document later.
 Exercise
• Exercise File: Timesheet15-5.docx
• Exercise: View the Timesheet.docx document properties
and add “Human Resources” to the Tags property.
Search for “times” in the Search box under the Start
button.
View document properties
1. Click the File tab on the Ribbon and select Info.
The standard document properties appear on the right
side of the window. You can also view more
advanced properties.
2. Click the Show All Properties link at the bottom of
the screen.
All document properties are displayed. Once you are
done viewing and editing document properties, you
can return to your document.
Tip: To add or change properties, hover your
pointer over the property you want to update and
type the information.
3. Click the File tab on the Ribbon.
Any changes you made to document properties are
saved automatically.
Figure 16-20: Document Properties appear on the Info tab
in Backstage view.
Show the Document Panel
You can also view and edit a document’s properties by
opening the Document Panel.
1. Click the File tab on the Ribbon and select Info.
Information about your document appears.
2. Click the Properties button list arrow and select
Show Document Panel from the list.
The document returns to Normal view, and the
Document Information Panel appears with the
document’s standard properties displayed.
3. To modify the document’s standard properties, click
the appropriate field and enter the desired
information.
The information is modified. You can also view more
advanced properties.
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4. Click the Document Properties list arrow in the
upper-left corner of the Document Panel and select
Advanced Properties.
The Properties dialog box appears. Use these tabs to
view and change more document properties.
5. Make any changes as necessary and click OK when
you’re finished.
The Properties dialog box closes.
6. Click the Close button in the Document Panel.
The Document Panel closes.
Figure 16-21: The Document Panel.
Find a file
It is just as easy to misplace and lose a file in your
computer as it is to misplace your car keys—maybe
easier! Luckily, Windows comes with a great search
feature that can track down your lost files. Search can
look for a file, even if you can’t remember its exact name
or location.
1. Click the Start button and type what you want to
search for in the Search for programs and files search
box.
Instant Search looks for file names, file contents, and
file tags that match the text you are searching for and
displays the results in the Start menu.
2. Click the file that matches your search.
The selected file appears.
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Recovering Your Documents
Computers don’t always work the way they’re supposed
to. Nothing is more frustrating than when a program, for
no apparent reason, decides to take a quick nap, locks up,
and stops responding to your commands—especially if
you lose the precious document that you’re working on!
 Exercise
• Exercise File: None required.
• Exercise: Understand how AutoRecover works. Change
the AutoRecover save interval to 8 minutes.
Fortunately, Microsoft realizes that people might want to
recover their documents when Microsoft Word locks up or
stops responding. If Word 2013 encounters a problem and
stops responding, you can restart Microsoft Word or your
computer and try to recover your lost documents.
Sometimes Word will display a dialog box similar to the
one shown below and automatically restart itself.
Understand how AutoRecover works
If AutoRecover is enabled in Word, you don’t have to do
anything to make it work. When Word suddenly crashes,
Word automatically restarts and returns as close as it can
to the state of the program as it was. For example, if you
had several documents open, Word would reopen all the
documents to the same window size and status before the
crash.
1. Restart Microsoft Word (if it doesn’t restart by itself).
In a majority of cases, Word will restart on its own.
2. Select the best recovered document in the Document
Recovery task pane.
Sometimes Word will display several recovered
documents in the Document Recovery task pane,
such as the original document that was based on the
last manual save, and a recovered document that was
automatically saved during an AutoRecover save
process. You can see the status of any recovered
document by simply pointing at the recovered
document for a second or two.
Figure 16-22: The Document Recovery task pane
appears when Word reappears after closing abnormally.
3. Click Close to close the task pane.
You can resume working with the document(s).
Table 16-2: Status Indicators in the Document
Recovery Task Pane
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Original
Original file based on last manual save.
AutoSaved
File recovered during recovery process or file
saved during an AutoRecover save process.
Repaired
Word encountered problems while recovering
the document and has attempted to repair
them.
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Change AutoRecovery settings
You can further protect your work by using the
AutoRecover feature to periodically save a temporary
copy of the document you're working on. To recover work
after a power failure or similar problem, you must have
turned on the AutoRecover feature before the problem
occurred. You can set the AutoRecover save interval to
occur more frequently than every 10 minutes (its default
setting). For example, if you set it to save every 5
minutes, you'll recover more information than if you set it
to save every 10 minutes. Here’s how to change the
AutoRecover save interval…
1. Click the File tab and select Options.
The Word Options dialog box appears.
2. Click the Save tab.
Options for how to customize save settings appear.
Figure 16-23: The AutoRecover options are located in the
Save tab of the Word Options dialog box.
3. Under Save Documents, ensure that the Save
AutoRecover information every check box is
checked and specify the desired interval, in minutes,
in the minutes box.
You can’t specify the interval if the check box is not
selected.
4. Click OK when you’re finished.
Now Word will automatically save a copy of the
document at regular intervals as you use Word.
Tip:

Even with Word’s document recovery features, the
best way to ensure that you don’t lose much
information if your computer freezes up is to save
your work regularly.
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Managing Versions
 Exercise
No matter how many warning dialog boxes Word
displays, sometimes you close a document without saving
it. Word makes it easy for users to recover documents that
were automatically saved using the AutoRecover option.
• Exercise File: None required.
• Exercise: Understand how to recover an unsaved
document.
Tip:

Word stores an unsaved document for four days after
the document has been closed.
Recover new documents
You can recover new documents that you created but
closed without saving.
1. Open Microsoft Word.
2. Click the File tab on the Ribbon and select Info.
Information about the current document is displayed.
3. Click the Manage Versions button and select
Recover Unsaved Documents.
The Open dialog box appears.
4. Select the file you want to open and click Open.
The document opens in a new Word window.
Figure 16-24: New documents that were closed without
being saved are temporarily saved.
Tip: If you want to save the file, click the Save
As button in the Info bar.
Recover previously saved documents
If you make edits to a saved file then close it without
saving, you can recover the last AutoSave version.
1. Open the saved document.
2. Click the File tab on the Ribbon and select Info.
Information about the document appears.
3. Under the Versions section, select the version of the
file labeled (when I closed without saving).
The file opens. You can choose to restore the file or
compare it to the previously saved version.
Click an AutoSave version to open and restore it.
Figure 16-25: AutoSave versions of a document can be
found under Versions on the Info tab of Backstage view.
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4. Click Compare or Restore on the Info bar.
Depending on what you choose, Word will either
overwrite the previously saved version or open a new
window comparing documents.
Restore earlier versions of the current
document
You can also restore the file you are working on to an
earlier version.
1. Click the File tab on the Ribbon and select Info.
Information about the document appears.
2. Under the Versions section, select the version of the
file which you would like to view.
The file opens. You can choose to restore the file or
compare it to the previously saved version.
3. Click Compare or Restore on the Info bar.
Depending on what you choose, Word will either
overwrite the previously saved version or open a new
window comparing documents.
Figure 16-26: When you open an AutoSave version of a
document, you can choose to compare it to the current
document or to restore the AutoSave document.
Tip: Most AutoSave versions of your open
document will be deleted when you close the file.
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Recording a Macro
 Exercise
A macro is a series of commands and instructions that are
recorded so that they can be executed as a single
command. Instead of manually performing a series of
time-consuming, repetitive actions in Word yourself, you
can create a macro to perform the task for you.
There are two ways to create a macro: by recording them
or by writing them in Word’s Visual Basic programming
language. This lesson explains the easy way to create a
macro—by recording the task(s) you want the macro to
execute for you.
• Exercise File: Timesheet15-10.docx
• Exercise: Show the Developer tab on the Ribbon.
Create a macro named “ExpenseReport”. Assign the
keystroke shortcut <Ctrl> + <Shift> + <Y> to the macro
and add the description, “This macro automatically fills
out information for Sandra’s expense reports.” The macro
should record these commands:
Go to the EmployeeName bookmark. Type “Sandra
Wills”, press <Tab>, type “10369”, press <Tab>, and
insert date and time using the Month Day, Year format.
Show the Developer tab on the Ribbon
The Developer tab must be displayed on the Ribbon in
order to access and insert the macro controls.
Record Macro
1. Click the File tab on the Ribbon and select Options.
Macro Security
Pause Recording
The Word Options dialog box appears.
2. Click the Customize Ribbon tab.
The right column displays the tabs on the Ribbon and
the groups and commands in each tab.
3. Select the Developer check box under Customize the
Ribbon and click OK.
The Word Options dialog box closes, and the
Developer tab is displayed on the Ribbon.
Record a macro
When you record a macro, imagine you’re being
videotaped; everything is recorded—all your commands,
the data you enter, even any mistakes you make. Before
recording a macro, it’s helpful to write down a script that
contains all the steps you want the macro to record.
Practice or rehearse your script a couple times, to make
sure it works, before you actually record it.
If you do make a mistake while recording a macro, don’t
worry—you can always delete the existing macro and try
again or edit the macro’s Visual Basic source code to fix
the mistake.
Figure 16-27: The Code group on the Developer tab.
1. Click the Developer tab on the Ribbon and click the
Record Macro button in the Code group.
The Record Macro dialog box appears.
2. Enter a name for the macro.
Next you can enter a number of specifications for the
macro, including assigning a keystroke shortcut to
the macro for easy access.
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3. (Optional) Click the Keyboard button and in the
Press new shortcut key box, press the keystroke
shortcut that you want to use. Click Close.
If the keystroke is not already assigned to another
command, [unassigned] appears in the dialog box.
You may also choose if you want to save the macro in
the current document or template, or enter a
description for the macro.
4. Finish entering the macro information and click OK.
Now the Record Macro dialog box closes, and
everything you do is recorded.
5. Perform the actions you want to include in your
macro.
You can perform a command from the Ribbon, a
keystroke shortcut, or a dialog box.
Figure 16-28: Enter a macro name that will be easily
recognizable in the Record Macro dialog box. Include a
description to make the macro even easier to find.
Tip: You cannot use the mouse to edit and select
text as you normally would while recording a
macro—you have to use the keyboard instead.
You still can use the mouse to access the Ribbon,
however.
Tip: Use the Pause Recording button if you need
to stop the macro command progression so you
don’t have to start all over again.
6. Click the Stop Recording button in the Code group.
The macro is recorded and ready to use.
Other Ways to Stop Recording:
Click the Stop Recording button on the status
bar.
Click the Stop Recording button when you
are finished recording the macro.
Figure 16-29: An example of recording a macro.
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Playing and Deleting a Macro
 Exercise
Once you have created a macro, you’re ready to use it in
your documents.
• Exercise File: Timesheet15-11.docx
• Exercise: Run the ExpenseReport macro so that Sandra
Wills’ information appears in the table.
Tip:

If you see a Security Warning message beneath the
Ribbon telling you that macros have been disabled,
click the Enable this content, and click OK.
Play a macro
1. Click the Developer tab on the Ribbon and click the
Macros button in the Code group.
The Macros dialog box appears. Here you can see the
macros that are available in the document.
Other Ways to View Macros:
Press <Alt> + <F8>.
2. Select the macro you want to run and click the Run
button.
The macro runs, performing the steps you recorded.
Other Ways to Run a Macro:
Click the button or press the keystroke shortcut
assigned to the macro.
Figure 16-30: The Macros dialog box displays all macros
that are available in the document.
Delete a macro
Delete a macro when it is no longer needed. This lowers
the security threat of the document.
1. Click the Developer tab on the Ribbon and click the
Macros button in the Code group.
The Macros dialog box appears.
2. Select the macro you want to delete and click the
Delete button in the dialog box.
Another dialog box appears, asking if you really want
to delete the macro.
3. Click Yes.
The macro is deleted.
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Editing a Macro’s Visual Basic
Code
This lesson introduces you to the Visual Basic (also called
VB or VBA) programming language—the code Word
uses to record macros. Using the Visual Basic language
and the Visual Basic editor, you can make minor changes
to your macros once you have recorded them.
The best way to learn about Visual Basic is to view
existing code. In this lesson we’ll look at how to view and
edit the code for an existing macro.
 Exercise
• Exercise File: Timesheet15-12.docx
• Exercise: Edit the ExpenseReport macro so that it enters
“Brad Johnson” instead of “Sandra Wills” and “12561”
instead of “10369”.
Run the macro to see how it has changed.
1. Click the Developer tab on the Ribbon and click the
Macros button in the Code group.
The Macros dialog box appears. Here you can see the
macros that are available in the document.
Other Ways to View Macros:
Press <Alt> + <F8>.
2. Select the macro you want to edit and click the Edit
button.
The Microsoft Visual Basic Editor program appears.
Those funny-looking words are Visual Basic—the
language that was used by Word to record the macro
you created.
Figure 16-31: The Microsoft Visual Basic Editor.
You don’t have to learn Visual Basic to be proficient
at Word, but knowing the basics can be helpful if you
ever want to modify an existing macro. If you take a
close look at the code for your macro, some of the
procedures should make a little sense to you. For
example, if your macro contains a copy or paste
command, you may see the text “Selection.Copy” or
“Selection.Paste”.
You can delete sections of code to delete certain
actions from the macro, or edit the code to change the
macro’s actions.
3. Edit the macro’s code as desired, then click the Save
button on the Standard toolbar.
4. Click the Close button in the upper right-hand corner.
The Visual Basic Editor window closes, and the Word
program window becomes active once again.
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Quiz Questions
1.
The Convert button only appears when Word is in Compatibility Mode. (True or False?)
2.
You can use the ____________ to translate a single word in a Word document.
A. Mini Translator
B. Spell Checker
C. Grammar Checker
D. You cannot translate text into another language in Word.
3.
You can now edit PDF files in Word. (True or False?)
4.
In Word 2013, you can now insert videos into your documents. What happens when you click a video link?
A. You will be directed to the video's online location.
B. The link opens a new window in Word.
C. The link opens a new window online.
D. The link opens a new window from Word.
5.
Before you publish a blog post in Word, you must:
A. Convert your document to a .blg format.
B. Register with a blog service provider.
C. Insert hyperlinks into your document.
D. Click the Blog button in the Web Publishing tab on the Ribbon.
6.
Blog entries can only contain text. (True or False?)
7.
A hyperlink can take you to:
A. An existing Web page.
B. A different place in the document you are viewing.
C. An e-mail composition page.
D. All of the above.
Double-clicking a hyperlink will let you edit it.(True or False?)
8.
9.
You can see the status of any recovered document simply by pointing at it for a moment in the Document Recovery task
pane. (True or False?)
10. You can specify how often a document is automatically saved. (True or False?)
11. If you close a document before you save it, the document is lost forever. (True or False?)
12. A macro is:
A. A very large document.
B. A series of instructions that can be executed as a single command.
C. A program that allows developers to translate Visual Basic programming into HTML so it can be displayed on the
Internet.
D. An audio program that accompanies documents in Microsoft Word whenever it is opened.
13. To play a macro in the Macro dialog box, click the _______ button
A. Run
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B. Play
C. Macro
D. Go
14. Macros are written in the ________ programming language.
A. ABC
B. Visual Basic
C. Basic Macro
D. Visual Office
15. You can delete a section of code without deleting an entire macro. (True or False?)
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Quiz Answers
1.
True. The Convert button only appears when Word is in Compatibility Mode.
2.
A. You can use the Mini Translator to translate a single word in a Word document.
3.
True.
4.
D. The link plays in Word.
5.
B. Before you can publish a blog post from Word, you must register your blog service provider in Word.
6.
False. Blog entries can contain images, videos, audio clips, and links.
7.
D. A hyperlink can take you to an existing Web page, a different place within the current document, a new document, or
an e-mail composition page.
8.
False. Right-clicking a hyperlink will let you edit it.
9.
True. You can see the status of any recovered document simply by pointing at it in the Document Recovery task pane.
10. True. You can specify how often a document is automatically saved.
11. False. If you have the AutoRecover option enabled, you can recover unsaved document from Backstage view.
12. B. A macro is a series of instructions that can be executed as a single command.
13. A. Click the Run button in the Macro dialog box to play a macro.
14. B. Macros are written in the Visual Basic programming language.
15. True. You can delete a section of code without deleting an entire macro.
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