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Advanced embedding details, examples, and help! Get more done quickly with Word Jump in wherever you need answers--brisk lessons and colorful screenshots show you exactly what to do, step by step Includes index Get started with Word -- Create professional documents -- Enhance document content -- Review and finalize documents -- Use advanced Word functions.

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Microsoft and the trademarks listed at www. All other marks are property of their respective owners. Thank you! This Step by Step book has been designed to make it easy for you to learn about key aspects of four of the Microsoft Office apps—Word, Excel, PowerPoint, and Outlook.

In each part, you can start from the beginning and build your skills as you learn to perform specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. Who this book is for Microsoft Office Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office apps who want to use Word, Excel, and PowerPoint to create and edit files, and Outlook to organize email, contacts, and appointments.

The content of the book is designed to be useful for people who have previously used earlier versions of the apps, and for people who are discovering the apps for the first time. Although the chapters in this book thoroughly cover key skill sets for each of the four apps, Microsoft Office Step by Step is best used as an introduction.

A listing of the contents of each book is provided at the end of this book. Each topic includes expository information followed by generic procedures. Follow the instructions on the webpage. You should install the apps before working through the procedures and practice tasks in this book. If you later want to repeat practice tasks, you can download the original practice files again. Get support and give feedback This topic provides information about getting help with this book and contacting us to provide feedback or report errors.

If you need to contact the Microsoft Press Support team, please send an email message to mspinput microsoft. The survey is short, and we read every one of your comments and ideas.

Thanks in advance for your input! You can achieve dramatic flair by applying predefined WordArt text effects. To keep the appearance of documents and other Microsoft Office files Practice files consistent, you can format document elements by apply- For this chapter, use the practice ing predefined sets of formatting called styles.

For practice file download document with one click by applying a theme. A paragraph can contain one word, one sentence, or multiple sentences. Paragraph marks and other structural characters such as spaces, line breaks, and tabs are usually hidden, but you can display them. Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it.

You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting. The ruler is usually hidden to provide more space for the document content. It sets the left end of each line of the paragraph at the left page margin or left indent. It results in a straight left edge and a ragged right edge. It results in a straight right edge and a ragged left edge.

It results in ragged left and right edges. It results in straight left and right edges. To open the Paragraph dialog box 1. To set paragraph alignment 1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust. This space is usually measured in points. The default line spacing for documents created in Word is 1. Changing the line spacing changes the appearance and readability of the text in the paragraph and, of course, also changes the amount of space it occupies on the page.

You can quickly adjust the spacing of most content in a document by selecting an option from the Paragraph Spacing menu on the Design tab. Although the menu is named Paragraph Spacing, the menu options control both paragraph spacing and line spacing.

These options, which are named by effect rather than by specific measurements, work by modifying the spacing of the Normal paragraph style and any other styles that depend on the Normal style for their spacing. In standard templates, most other styles are based on the Normal style. The Paragraph Spacing options modify the Normal style in only the current document, and do not affect other documents. The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings.

Paragraph Before After Line spacing option paragraph paragraph spacing Default Spacing options are controlled by the style set No Paragraph Space 0 points 0 points 1 line Compact 0 points 4 points 1 line Tight 0 points 6 points 1. Each paragraph spacing option controls space around and within the paragraph 2. Click the option you want to apply to all of the paragraphs in the document. To adjust the spacing between paragraphs 1. Select all the paragraphs you want to adjust. To make a quick adjustment to selected paragraphs, on the Home tab, in the Paragraph group, click Line And Paragraph Spacing, and then click any of the line spacing commands on the menu.

Clicking one of the last two options adds or removes a preset amount of space between the selected paragraphs. Open the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing area, make the adjustments you want to the paragraph spacing, and then click OK. Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of the paragraphs between the margins by indenting the left or right edge of the paragraph.

A paragraph indent is the space from the page margin to the text. You can change the left indent by clicking buttons on the Home tab, or you can set the indents directly on the ruler. The ruler indicates the space between the left and right page margins in a lighter color than the space outside of the page margins.

The default setting for the Right Indent marker is the distance from the left margin to the right margin. For example, if the page size is set to 8.

You can arrange the Left Indent and First Line Indent markers to create a hanging 3 indent or a first line indent. Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text essentially, it is outdented.

First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecu- tive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler.

Moving the Left Indent marker also moves the First Line Indent marker, to maintain the first line indent distance. You can move the First Line Indent marker independently of the Left Indent marker to change the first line indent distance. To display the ruler 1. On the View tab, in the Show group, select the Ruler check box. TIP In this book, we show measurements in inches.

If you want to change the measure- ment units Word uses, open the Word Options dialog box. Then click OK. To indent or outdent the left edge of a paragraph 1. If you do need to extend an indent beyond the margins, you can do so by setting negative indenta- tion measurements in the Paragraph dialog box.

To create a hanging indent or first line indent 1. In the By box, set the amount of the indent, and then click OK. Set the left indent of the paragraph body.

On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph. To indent or outdent the right edge of a paragraph 1. TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be ragged, but no line will extend beyond the right indent or outdent.

For real drama, you can do both. You can select a predefined border from the Borders menu, or design a custom border in the 3 Borders And Shading dialog box. You can customize many aspects of the border After you select the style, color, width, and location of the border, you can click the Options button to specify its distance from the text. You can do this by using two different hidden characters: line breaks and tabs. These characters are visible only when the option to show paragraph marks and formatting symbols is turned on.

You might use this technique to dis- play only specific text on a line, or to break a line before a word that would otherwise be hyphenated. TIP Inserting a line break does not start a new paragraph, so when you apply para- graph formatting to a line of text that ends with a line break, the formatting is applied to the entire paragraph, not only to that line. A tab character defines the space between two document elements.

For example, you can separate numbers from list items, or columns of text, by using tabs. You can then set tab stops that define the location and alignment of the tabbed text. You can align text in different ways by using tabs You can align lines of text in different locations across the page by using tab stops.

The easiest way to set tab stops is directly on the horizontal ruler. By default, Word sets left-aligned tab stops every half inch 1. To set a custom tab stop, start by clicking the Tab button located at the intersection of the vertical and horizontal rulers until the type of tab stop you want appears.

For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number. When you insert tab characters, the text to the right of the tab character aligns on the tab stop according to its type. For example, if you set a center tab stop, pressing the Tab key moves the text so that its center is aligned with the tab stop. To display or hide paragraph marks and other structural characters 1.

To insert a line break 1. Position the cursor where you want to break the line. To insert a tab character 1. Position the cursor where you want to add the tab character.

Press the Tab key. To open the Tabs dialog box 1. Select any portion of one or more paragraphs that you want to manage tab stops for. In the lower-left corner of the Indents and Spacing tab, click the Tabs button. Select any portion of one or more paragraphs that you want to set the tab stop for. When the Tab button shows the alignment you want, click the ruler at the point where you want to set the tab. TIP When you manually align a tab and set a tab stop, Word removes any default tab stops to the left of the one you set.

Open the Tabs dialog box. In the Tab stop position box, enter the position for the new tab stop. In the Alignment and Leader areas, set the options you want for this tab stop. Click Set to set the tab, and then click OK. To change the position of an existing custom tab stop 1. In the Tab stop position list, select the tab stop you want to change. Click the Clear button to clear the existing tab stop. Enter the replacement tab stop position in the Tab stop position box, click Set, and then click OK.

Earlier in this chapter, you learned about methods of applying formatting to para- graphs. This topic covers methods of formatting the text of a document.

Formatting that you apply to text is referred to as character formatting. By default, the font used for text in a new blank document is point Calibri, but you can change the font of any element at any time. The available fonts vary from one computer to another, depending on the apps installed. Sometimes you can set additional sizes beyond those listed.

The font size is measured in points, from the top of the ascenders letter parts that go up, as in h to the bottom of the descenders letter parts that drop down, as in p. The most common are regular or plain , italic, bold, and bold italic. For example, you might use a bold font style in various sizes and various shades of green to make words stand out in a newsletter.

The available effects match the current theme colors. To change the font of selected text 1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font you want to apply. Then press the Enter key. To format selected text as bold, italic, or underlined 1.

TIP To quickly apply a different underline style to selected text, click the arrow next to the Underline button on the Home tab, and then in the list, click the underline style you want to apply.

To cross out selected text by drawing a line through it 1. On the Home tab, in the Font group, click the Strikethrough button. Select the characters you want to reposition. To apply artistic effects to selected text 1.

Then make selections on the submenus to apply and modify those effects. To change the font color of selected text 1. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected text. In the Colors dialog box, click the color you want in the honeycomb on the Standard page, or click the color gradient or enter values for a color on the Custom page. To change the case of selected text 1. If the selection ends in a period, Word does not include the Capitalize Each Word option in the rotation.

If the selection does not end in a period, Word does not include Sentence case in the rotation. To highlight text 3 1. When the pointer changes to a highlighter, drag it across one or more sections of text to apply the highlight. Click the Text Highlight Color button or press the Esc key to deactivate the highlighter. To copy formatting to other text 1.

Click anywhere in the text that has the formatting you want to copy. When the pointer changes to a paintbrush, click or drag across the text you want to apply the copied formatting to.

If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the formatting. Then click the Format Painter button once, or press the Esc key, to deactivate the tool. To repeat the previous formatting command 1. Select the text to which you want to apply the repeated formatting. To open the Font dialog box 1. To remove character formatting 1. Select the text you want to clear the formatting from. To change the character spacing 1.

Select the text you want to change. Open the Font dialog box, and then click the Advanced tab to display character spacing and typographic features. In the Spacing list, click Expanded or Condensed. In the adjacent By box, set the number of points you want to expand or condense the character spacing. In the Font dialog box, click OK. Used judiciously, character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message.

Bear in mind that lowercase letters tend to recede, so using all uppercase capital letters can be useful for titles and headings or for certain kinds of emphasis. However, large blocks of uppercase letters are tiring to the eye. TIP Where do the terms uppercase and lowercase come from? Until the advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case.

Create and modify lists Lists are paragraphs that start with a character usually a number or bullet and are formatted with a hanging indent so that the characters stand out on the left end of each list item.

Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important—for example, for a list of people or supplies—a bulleted list is the best choice. And when the order is important—for example, for the steps in a procedure— you will probably want to create a numbered list.

If the list is numbered, Word automatically updates the numbers. You can change both the overall indentation of the list and the relationship of the first line to the other lines. To format a new bulleted or numbered list as you enter content 1. When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the new paragraph.

Typing items and pressing Enter adds subse- quent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, click None. Select the paragraphs that you want to convert to list items. On the Home tab, in the Paragraph group, do either of the following: Click the Bullets button to convert the selection to a bulleted list. To create a list that has multiple levels 1. Start creating a bulleted or numbered list.

In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme.

TIP For a multilevel list, you can change the numbering pattern or bullets by clicking the Multilevel List button in the Paragraph group on the Home tab and then clicking the pattern you want, or you can define a custom pattern by clicking Define New Multilevel List. To modify the indentation of a list 1. To sort bulleted list items into ascending or descending order 1. Select the bulleted list items whose sort order you want to change. In the Sort by area, click Ascending or Descending.

To change the bullet symbol 1. Select the bulleted list whose bullet symbol you want to change. On the Home tab, in the Paragraph group, click the Bullets arrow. In the Bullets gallery, click the new symbol you want to use to replace the bullet character that begins each item in the selected list.

To define a custom bullet 1. In the Bullets gallery, click Define New Bullet. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button, and make a selection from the wide range of options.

Click OK to apply the new bullet style to the list. To change the number style 1. Select the numbered list whose number style you want to change. On the Home tab, in the Paragraph group, click the Numbering arrow to display the Numbering gallery. Make a new selection to change the style of the number that begins each item in the selected list.

Click OK to apply the new numbering style to the list. To start a list or part of a list at a predefined number 1. Place the cursor within an existing list, in the list paragraph whose number you want to set. In the Set value to box, enter the number you want to assign to the list item. You can learn more about these and other AutoFormatting options by exploring the Auto- Correct dialog box, which you can open from the Proofing page of the Word Options dialog box.

You can select and clear options to control automatic formatting behavior One interesting option in this dialog box is Border Lines. With a couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a document outline that is reflected in the Navigation pane and can be used to create a table of contents. Apply styles Styles can include character formatting such as font, size, and color , paragraph format- ting such as line spacing and outline level , or a combination of both.

Styles are stored in the template that is attached to a document. By default, blank new documents are based on the Normal template.

The Normal template includes a standard selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other elements.

By default, most common predefined styles are available in the Styles gallery on the Home tab. For this reason, formatting document content by using styles produces a harmonious effect. After you apply named styles, you can easily change the look of an entire document by switching to a different style set that contains styles with the same names but different formatting.

Style sets are available from the Document Formatting gallery on the Design tab. Pointing to a style set in the gallery displays a live preview of the effects of applying that style set to the entire document TIP Style sets provide a quick and easy way to change the look of an existing document.

You can also modify style definitions by changing the template on which the document is based. On the Home tab, click the Styles dialog box launcher. To change which styles are displayed in the Styles pane 1. Open the Styles pane, and then click Options. Open the Styles pane, and then select or clear the Show Preview check box. To add a style to the Styles gallery 3 1. In the Styles pane, point to the style, click the arrow that appears, and then click Add to Style Gallery.

To remove a style from the Styles gallery 1. To apply a built-in style 1. Select the text or paragraph to which you want to apply the style. TIP If the style you want to apply is a paragraph style, you can position the cursor anywhere in the paragraph. If the style you want to apply is a character style, you must select the text. In the Styles gallery on the Home tab, or in the Styles pane, click the style you want to apply. To change the style set 1. On the Design tab, in the Document Formatting group, click the More button if necessary to display all the style sets.

Point to any style set to preview its effect on the document. Click the style set you want to apply. Manage outline levels Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline, and to tag content as a certain type so that you can easily locate it. Outline levels include Body Text and Level 1 through Level 9.

Most documents make use only of body text and the first three or four outline levels. They appear as headings in the Navigation pane and act as handles for the content that appears below them in the hierarchy. You can collapse and expand the content below each heading, and move entire sections of content by dragging the headings in the Navigation pane.

To display the document outline in the Navigation pane 3 1. In the Navigation pane, click Headings to display the document structure. TIP Only headings that are styled with the document heading styles appear in the Navigation pane. To expand or collapse the outline in the Navigation pane 1. TIP If there is no triangle next to a heading, that heading does not have subheadings. To expand or collapse sections in the document 1. In a document that contains styles, point to a heading to display a triangle to its left.

The theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone. To change the look of a document, you can apply a different theme from the Themes gallery. The default installation of Word offers 30 themes to choose from Each theme has a built-in font set and color set, and an associated effect style. In some font sets, the heading and body fonts are the same. For example, the first color in each set is applied to the Title and Intense Refer- ence styles, and different shades of the third color are applied to the Subtitle, Heading 1, and Heading 2 styles.

If you create a combination of theme elements that you would like to be able to use with other documents, you can save the combination as a new theme. By saving the theme in the default Document Themes folder, you make the theme available in the Themes gallery. In a corporate environment with managed computer configurations, the user profile folder might be located elsewhere. By default, Word applies the Office theme to all new, blank documents. In Word , the Office theme uses a primarily blue palette, the Calibri font for body text, and Calibri Light for headings.

If you plan to frequently use a theme other than the Office theme, you can make that the default theme. Use theme elements that reflect your corporate colors, fonts, and visual style, and then save the theme to a central location or send the theme file by email and instruct your colleagues to save it to the default Document Themes folder. To apply a built-in theme to a document 1. On the Design tab, in the Document Formatting group, click the Themes button, and then click the theme you want to apply.

TIP If you have manually applied formatting to document content, the theme does not override the manual formatting. To change theme elements in a document 1. Apply a base theme, and then modify the theme colors, fonts, and effects as you want them. Then click folders in the Navigation pane, double-click folders in the file pane, or enter the folder location in the Address bar.

Double-click the document you want to open. To look through a document without making any inadvertent changes, you can open the document as readonly, open an independent copy of the document, or open it in Protected view. You can also open the document in a web browser. In the event of a computer crash or other similar incident, you can tell the app to open the document and try to repair any damage.

In your browser, navigate to the OneDrive folder. Browse to and click the file you want to open. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then click Sign in. In File Explorer, navigate to the OneDrive folder. Browse to and double-click the file you want to open. When you finish, you can save the file as a document or as a PDF.

In Word, display the Open page of the Backstage view, navigate to the file location, click the file, and then click Open. Word converts the file to an editable Word document. If the file contains complicated formatting and layout, the Word version of the document might not be a perfect replica of the PDF, but most simple files convert quite cleanly. Move around in documents If you open a document that is too long or too wide to fit in the content pane, you can bring off-screen content into view without changing the location of the cursor by using the vertical and horizontal scroll bars.

The scroll bars appear only when the document is longer or wider than the content pane. You can make them reappear by moving the mouse. You can also move around in a document by moving the cursor. You can place the cursor in a specific location by clicking there, or you can move the cursor different distances and in different directions and by pressing keyboard keys.

The location of the cursor is displayed on the status bar. You can do this from the Navigation pane. From this tab, you can locate pages, sections, lines, bookmarks, comments, footnotes, endnotes, fields, tables, graphics, equations, objects, or headings.

You can jump directly to a specific object if you know its position within the sequence of that type of object in the document for example, if it is the fifth equation , move forward or backward a specific number of objects, or browse from one to the next. Click above or below the scroll box to move up or down by the height of one screen.

Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document.

Or 43 Chapter 2: Create and manage documents 1. To move the cursor by using the keyboard keys 1. Move the cursor by pressing the key or key combination described in the following table. On the View tab, in the Show group, select the Navigation Pane check box. Then click any heading to move directly to that location in the document. Then click any thumbnail to move directly to that page of the document.

At the right end of the search box, click the arrow. In the Find list, click the type of object you want to browse by. Then click the Next and Previous arrows to move among those objects. In the Navigation pane, click the Search arrow, and then in the Search for more things list, click Go To. To browse by object from the Go To What list 1. Display the Go To tab of the Find and Replace dialog box.

In the Go to what list, click the type of object you want to search for. For example, to move to the fourth field in the document, you would enter 4. If you want to take a closer look at the document content, you can increase the magnification of the content pane.

If you want a high-level view of the content—for example, to quickly review all the pages of a document for length—you can decrease the magnification and view multiple pages at the same time.

Word has five views in which you can create, organize, and preview documents. Each view is suited to a specific purpose. You can review elements such as margins, page breaks, headers and footers, and watermarks. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for searching and navigating in the document.

Web Layout view also displays page backgrounds and effects. Display different views of documents You manage the display of views and of window elements from the View tab of the ribbon.

Three of the views are also available from the View Shortcuts toolbar near the right end of the status bar. Each page is represented at the size specified in the document layout settings, with margins and other white space represented as they will appear when the document is printed.

As you scroll a multipage document, spaces appear between the pages. If you want to fit more content on the screen, you can hide the white space on and between pages.

The junction of two pages with and without white space When working in Outline or Draft view, you can display the paragraph style of each paragraph in the left margin, in an area called the style area pane. By default, the style area pane width is set to zero inches wide, so it is effectively closed. If you want to display it, you can increase the width. You can also use the Navigation pane to display and move among page thumbnails or search results, as described in the previous topic.

Word has many other task-specific panes in which you can, for example, display Clipboard content, research terminology, review spelling, and format graphics. These panes usually appear to the right or left of the content pane and span the full height of the content pane. Some of them can float within or outside of the Word window or be docked to other sides of the window. I discuss these panes in the context of their functionality in other chapters. Regardless of the purpose of the pane, however, you use the same methods to resize or move it.

A new feature introduced with Word permits you to entirely hide not only the ribbon content, but also the ribbon tabs and the app window title bar. You can also adjust the magnification of the content area by using the tools available in the Zoom group on the View tab and at the right end of the status bar. You can easily switch among multiple open documents. If you want to compare or work with the content of multiple documents, you can simplify the process by displaying the documents next to each other.

A feature that can be invaluable when you are fine-tuning the layout of a document in Word is the display of nonprinting characters such as tabs, paragraph marks, and section breaks that control the layout of your document. You can control the display of these characters for each window.

To switch among views of a document 1. To hide or display white space in Print Layout view 1. Point to the space between two pages. When the pointer changes to display a representation of that space, double-click.

To show or hide the Navigation pane 1. To adjust the size of the Navigation pane 1. Point to the right border of the Navigation pane. When the pointer changes to a double-headed arrow, drag to the right or left. When you adjust the width of the Navigation pane, the pane content changes accordingly. For example, the Navigation pane displays more page thumbnails in a narrow pane and fewer page thumbnails in a wide pane.

In the Backstage view, click the Options page tab to open the Word Options dialog box. In the Word Options dialog box, click the Advanced page tab. On the Advanced page, scroll to the Display area about halfway down the page and change the Style area pane width in Draft and Outline views setting to any number greater than 0.

Then click OK. To resize the style area pane in Draft view or Outline view 1. Point to the right border of the style area pane. When the pointer changes to a double-headed arrow, drag the border to the left or right.

To change the magnification of document content 1. In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then click OK. At the left end of the slider, click the Zoom Out button to decrease the magnification in percent increments. At the right end of the slider, click the Zoom In button to increase the magnification in percent increments.

To split a window into two panes 1. On the View tab, in the Window group, click the Split button. To display a different open document 1. Point to the Word button on the Windows taskbar, and then click the thumbnail of the document you want to display. To display multiple open documents at the same time 1. On the View tab, in the Window group, click the Arrange All button. Some properties exist to provide information to computer operating systems and apps.

You can display properties within the content of a document for example, you can display the page number on the document pages. Word automatically tracks some of the file properties for you, and you can set others.

Some of the properties stored with a typical Word document You can change or remove basic properties in the default Properties pane or expand the Properties pane to make more available, or you can display the Properties dialog box to access even more properties. Display the Info page of the Backstage view. The Properties area in the right pane displays the standard properties associated with the document.

At the bottom of the Properties pane, click Show All Properties to expand the pane. At the top of the Properties pane, click Properties, and then click Advanced Properties to display the Properties dialog box. To edit file properties 1. In the Properties pane, click the value for the property you want to edit to activate the content box.

Enter or replace the property value, and then press Enter. On the Custom page, select the property you want to modify in the Name list, and then enter or replace the property value in the Value box. Save and close documents When you save a document in Word, it is saved in the default.

For example, if you plan to distribute the document electronically to people who use a different wordprocessing program, you can choose a compatible format, or if you want to protect the document content, you can save it as a PDF file. Both actions open the Save As page, where you can select a storage location. If your company is running SharePoint, you can add a SharePoint site so that it is available from the Places pane of the Save As page, just like any other folder.

After you save a document for the first time, you can save changes simply by clicking the Save button on the Quick Access Toolbar.

The new version of the document then overwrites the previous version. To save a document for the first time 1. Click the File tab to display the Backstage view. In the left pane of the Backstage view, click Save As.

On the Save As page of the Backstage view, click a storage location, and then click a recently accessed folder in the right pane, or click Browse. In the Save As dialog box, browse to the folder you want to save the document in. In the File name box, enter a name for the document. If you want to save a document in a format other than the one shown in the Save As Type box, click the Save as type arrow and then, in the Save as type list, click the file format you want.

In the Save As dialog box, click Save. To add a cloud storage location 1. In the Add a service dialog box, enter the email address you use to sign in to the cloud storage service, and then click Next. In the Sign in dialog box, enter the password associated with the account, and then click Sign In to add the cloud storage location associated with that account to the Places list.

To save a copy of a document 1. Display the Save As page of the Backstage view. Save the document with a different name in the same location or with any name in a different location. To save a document without changing its name or location 1. OneDrive is a cloud-based storage solution.

The purpose of OneDrive is to provide a single place for you to store and access all your files. Although this might seem like a simple concept, it provides major value for people who use Word or other Office products on multiple devices, including Windows computers, Mac computers, iPads and other tablets, and Windows, iPhone, and Android smartphones.

If you use the full suite of Office products within your organization, you can even present the document in a Skype for Business meeting from your tablet PC, all while the document is stored in the same central location.

Each OneDrive is linked to a specific account. You might have both types of OneDrive available to you; if you do, you can connect to both from within Word or any Office app.

In this book, the personal and organizational versions are referred to generically as OneDrive sites. You can share specific files or folders with other people by sending a personalized invitation or a generic link that allows recipients to view or edit files. Through File Explorer, when you synchronize your OneDrive site contents with the computer. Through a web browser. Because OneDrive and OneDrive for Business file storage locations are easy to add to any version of Word , OneDrive is a simple and useful cloud storage option.

To adjust the time interval between saves 1. Display the Backstage view, and then click Options to open the Word Options dialog box. In the left pane, click Save. Word offers a selection of file formats intended to provide specific benefits. Each file format has a file name extension that identifies the file type to the system. Recipients can display the file in the free Microsoft Reader or Adobe Reader apps, and can display and edit the file in Word or Adobe Acrobat.

Both types of files can easily be sent by email to many recipients and can be made available on a webpage for downloading by anyone who wants them. However, the files are no longer Word documents. A PDF file can be converted to the editable Word format. An XPS file cannot be opened, viewed, or edited in Word. You can create a PDF file from all or part of a document When you save a Word document in PDF or XPS format, you can optimize the file size of the document for your intended distribution method—the larger Standard file size is better for printing, whereas the Minimum file size is suitable for online publishing.

You can open. When you open a file created in Word or an earlier version of Word, the title bar displays [Compatibility Mode] to the right of the document name. You can work in Compatibility mode, or you can convert the document to Word format by clicking the Convert button on the Info page of the Backstage view, or by saving a copy of the document with Word Document as the file type.

To save part or all of a document in PDF format 1. Open the Save As dialog box. In the File type list, click PDF. The dialog box content changes to provide additional options. If you want to create a PDF file that has a smaller file size but lower quality , click Minimum size publishing online.

Close documents Every time you open a document, a new instance of Word starts. When you close the file, you can exit that instance of Word.

If you have only one document open, you can close the file and exit Word, or you can close the file but leave Word running. To close a document 1. Display the Backstage view, and then click Close to close the document without exiting Word. On the Windows taskbar, point to the Word button to display thumbnails of all open documents.

Point to the thumbnail of the document you want to close, and then click the Close button that appears in its upper-right corner. You can save the results of the tasks in the same folder. Create documents Perform the following tasks: 1. Start Word and create a new, blank document. Display the available templates for new documents. Scroll through the list of featured templates and note the types of documents you can create from them. For example, you could use a search term such as food, school, children, or customers.

Review the categories in the right pane of the search results. Filter the results by two categories and notice the effect. Then remove one of the category filters. Preview a template from the search results. If the template preview includes multiple images, preview each of those by clicking the arrows below the image. Without closing the preview window, preview the next or previous template by clicking the arrows to the sides of the preview window.

From the preview window, create a document based on the currently displayed template. Notice that the unsaved blank document remains open. Close the blank document without saving it. Leave the template-based document open for use in a later set of practice tasks. Open and move around in documents In Word, perform the following tasks: 1.

Display the Open page of the Backstage view. From the Open page, browse to the practice files folder, and open the NavigateFiles document. In the second line of the document title, click at the right end of the paragraph to position the cursor. Use a keyboard method to move the cursor to the beginning of the line. Use a keyboard method to move the cursor to the beginning of the word Regulations.

Use a keyboard method to move the cursor to the end of the document. Use the scroll bar to move to the middle of the document. Use the scrollbar to change the view of the document by one screen. Open the Navigation pane. In the Navigation pane, click the Landscaping heading to move the cursor directly to the selected heading. At the top of the Navigation pane, click Pages.

On the Pages page, scroll through the thumbnails to review the amount of visible detail, and then click the thumbnail for page 5 to move the cursor directly to the top of the selected page.

At the right end of the Navigation pane title bar, click the Close button the X to close the pane. Close the document without saving it. Display different views of documents Open the DisplayViews document in Word, and then perform the following tasks: 1.

If the document is not already in Print Layout view, display it in that view. Switch to Web Layout view and scroll through the document to the end. Notice that the lines break differently and that there are no longer any page breaks. Move the cursor back to the beginning of the document, and switch to Read Mode view.

On the Read Mode toolbar, click Tools to review the commands on the menu, and then click View to review the commands on that menu. In Print Layout view, hide the white space between pages. Scroll through the document and notice the change in the page lengths when the white space is hidden. Open the Navigation pane and display the document headings.

Adjust the pane width to the minimum necessary to display the headings. Close the Navigation pane. Then click OK to return to the document. Display the document in Draft view. Notice that the style area is visible along the left side of the document, but it is wider than necessary. Notice that only the active pane changes. Then remove the split. Use commands on the View tab to arrange the DisplayViews document and the document you created in the first set of practice tasks side by side on the screen.

In the DisplayViews document, display the gridlines. Notice that they appear in both open documents. Switch to the document you created in the first set of practice tasks.

Display the rulers. Notice the effect of this action in the other open document. Save and close both documents. Display and edit file properties Open the EditProperties document in Word, and then perform the following tasks: 1. Notice the types of information that have been saved with the document.

If necessary, click Show Fewer Properties to switch back to the original list for comparison purposes. Experiment with adding a Manager property from your address book. Click the Properties header, and then display the advanced properties.

Notice the properties that you added in steps 1 and 2. Notice the information that is available only in the Properties dialog box. Click OK. Verify that the information you entered in the Properties dialog box appears in the Properties list. Save and close documents In Word, perform the following tasks: 1.

Save a copy of the EditProperties document in the practice file folder as MyDocument. Close the document and this instance of Word. Close the document you created in the first task without exiting Word.

Close the remaining open documents, and exit Word. This can be text that you enter yourself or text that you import from another file. For example, you can select a word, a sentence, a line, or a paragraph. You can select one of these elements at a time, or you can select several at the same time. These words, sentences, lines, or paragraphs can be adjacent that is, next to each other in your document or non-adjacent that is, in different areas of the document.

You can also select all the content in a document at the same time. Word also includes a wide array of reference and research tools. This chapter guides you through procedures related to entering or importing text; moving, copying, and deleting text; finding and replacing text; and using reference and research tools. A blinking cursor shows where the next character you enter will appear. When you begin entering text, any existing text to the right of the cursor moves to make room for the new text.

When the cursor reaches the right margin, the word you are entering moves to the next line. To enter text 1. Click to position the cursor where you want to add your text, and begin typing. To start a new paragraph 1.

Press the Enter key. To import text 1. In the target document, position the cursor where you want to insert text from another document. On the Insert tab, in the Text group, click the Object arrow not the button. Then click Text from File to open the Insert File dialog box. Browse to the file that contains the text you want to insert, click the file, and then click the Insert button to import the text into your document. For example, you might want to compile 12 monthly reports into an annual report.

It would be tedious to select and copy the text of each report and then paste it into the annual report document. Instead, you can have Word import the text from those documents in one easy operation.

In the target document, position the cursor where you want to insert the existing documents. On the Insert tab, in the Text group, click the Object arrow not the button and then, in the list, click Text from File. In the Insert File dialog box, open the folder that contains the source files you want to insert. If the files containing the text you want to import are listed together, click the first file. Then, while pressing the Shift key, press the last file. All the files will be selected.

If the files are not listed together, click the first file. Then, while pressing the Ctrl key, click each additional file. Click the Insert button. The content of each file you selected will be added to the target document. Or you might want to edit a document that you created for one purpose so that you can use it for a different purpose.

You can edit a document as you create it, or you can write it first and then revise it. Selected text appears highlighted on the screen. To highlight text is to apply the Highlight character format. You can select content by using the mouse, using the keyboard, tapping, or combining multiple tools. When the mouse pointer is in the selection area, it changes to an arrow that points toward the upper-right corner of the page.

This method is easiest to use when you can display the original location and destination on the screen at the same time.

You can create a copy by holding down a key while dragging. There are multiple methods for cutting, copying, and pasting text. No matter which method you use, when you cut text, Word removes it from its original location. When you copy text, Word leaves the original text intact. You can display items that have been cut or copied to the Clipboard in the Clipboard pane.

The Clipboard stores items that have been cut or copied from any Microsoft Office app You can cut and copy content to the Clipboard and paste the most recent item from the Clipboard without displaying the Clipboard pane. If you want to work with items other than the most recent, you can display the Clipboard pane and then do so. If you make a change to a document and then realize that you made a mistake, you can easily reverse, or undo, one or more recent changes.

In addition to moving and copying text, you can also simply delete it. The easiest way to do this is by using the Delete key or the Backspace key. To select any amount of adjacent content, hold down the Shift key and then click at the end of the content that you want to select. To select a word, double-click anywhere in the word. Word selects the word and the space immediately after the word, but not any punctuation after the word. To select a sentence, hold down the Ctrl key and click anywhere in the sentence.

Word selects all the characters in the sentence, from the first character through the space following the ending punctuation mark. This activates the non-adjacent multi-selection functionality described in a later procedure. Word selects the text of the paragraph and the paragraph mark. To release a selection 1. Click anywhere in the window other than the selection area. To cut text to the Clipboard 1. To copy text to the Clipboard 1.

To paste the most recent item from the Clipboard 1. Right-click where you want to insert the text, and then in the Paste Options section of the menu, click a paste option. Drag the text from the original location to the new location. Hold down the Ctrl key and drag the text from the original location to the new location.

To display the Clipboard pane 1. On the Home tab, click the Clipboard dialog box launcher.