Microsoft Word 2016

Essentials
INFOCUS COURSEWARE

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 a classroom workbook for instructor-led teaching and
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 a self-study guide for self-paced learning;
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 a handy, desk-side reference for computer users.

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Microsoft Word 2016

Essentials

© 2017 The University of Nottingham

MICROSOFT WORD 2016
ESSENTIALS
........................................

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READ ME FIRST
In case you're not familiar with the terminology, This section contains some important information to
Read Me First is quite often the name given to a help you use this book so we thought we'd start
computer file that contains important information with a Read Me First section.
for people to know prior to using an application.

What skills and knowledge The skills and knowledge acquired in Microsoft Word 2016 - Essentials
you will acquire... are sufficient to be able to use and operate the software effectively.
What you'll need to know Microsoft Word 2016 - Essentials assumes little or no knowledge of the
before beginning this software. However, it would be beneficial to have a general
course... understanding of personal computers and the Windows operating system
environment.

The objectives of this guide… At the completion of this course you should be able to:
work with the basic features of Word
create a new document
work with a document
select and work with text in a document
1
use a range of font formatting techniques
work with tabs
use formatting techniques to position text and paragraphs
print a document
understand and work 4with printing features
create and modify tables
use table features to improve the layout and format of tables
insert and work with pictures in a Word document

What you get in a chapter... Each chapter begins with a summary page listing the topics covered in
that chapter. The chapter then consists of single-page topic sheets
pertaining to the theme of the chapter.

What you'll need to have Many of the topics in this learning guide require you to open an existing
before commencing this file with data in it. These files can be obtained from your instructor and
course... need the product code for this course which is WordIntroduction.

As you work through this It is strongly recommended that you close all open files, if any, prior to
guide… commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of exercise files and any from a previous
chapter are no longer required.

Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.

© 2017 The University of Nottingham The University of Nottingham -i-

Preface
WORKING WITH TOPIC SHEETS
The majority of this book comprises single-page additional reference (optional) material at the
topic sheets. There are two types of topic sheets: bottom. Task sheets contain a Try This Yourself
task and reference. The layout of both is similar step-by-step exercise panel in the detail area as
– an overview at the top, detail in the centre and shown below.

1
2

5 6

 Topic name

 General topic overview provides an introduction to the topic

Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice

 exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
In Task topic sheets screen shots and graphics provide a visual clue as to what
 will happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually
represent information and concepts.
The For Your Reference (optional) element provides a quick summary of the steps
 required to perform a task. These usually only appear in Task-based topic sheets.
The Handy To Know (optional) element provides additional information such as
 alternate ways of accomplishing a task or further information providing handy tips.

© 2017 The University of Nottingham The University of Nottingham - ii -

Preface
 CONTENTS

Chapter 1 Getting Started With Word .......................................................................................... 1

Starting Word From The Desktop ............................................................................................ 2
Understanding The Start Screen ............................................................................................. 3
Creating A New Blank Document ............................................................................................ 4
The Word Screen ..................................................................................................................... 5
How Microsoft Word 2016 Works ............................................................................................ 6
Using The Ribbon .................................................................................................................... 7
Showing And Collapsing The Ribbon ...................................................................................... 8
Understanding The Backstage View ........................................................................................ 9
Accessing The Backstage View ............................................................................................. 10
Using Shortcut Menus ............................................................................................................ 11
Understanding Dialog Boxes ................................................................................................. 12
Launching Dialog Boxes ........................................................................................................ 13
Understanding The Quick Access Toolbar ............................................................................ 14
Adding Commands To The QAT............................................................................................ 15
Understanding The Status Bar ............................................................................................... 16
Exiting Safely From Word ...................................................................................................... 17
Chapter 2 Your First Document ................................................................................................. 19
Creating Documents In Word ................................................................................................. 20
Typing Text ............................................................................................................................ 21
The Save As Place ................................................................................................................ 22
The Save As Dialog Box ........................................................................................................ 23
Saving A New Document On Your Computer ........................................................................ 24
Typing Numbers ..................................................................................................................... 25
Inserting A Date ..................................................................................................................... 26
Document Proofing ................................................................................................................ 27
Checking Spelling And Grammar........................................................................................... 28
Making Basic Changes .......................................................................................................... 29
Saving An Existing Document ................................................................................................ 30
Printing A Document .............................................................................................................. 31
Safely Closing A Document ................................................................................................... 32
Chapter 3 Working With A Document ....................................................................................... 33
The Open Place ..................................................................................................................... 34
The Open Dialog Box ............................................................................................................. 35
Opening An Existing Document ............................................................................................. 36
Navigating With The Keyboard .............................................................................................. 37
Scrolling Through A Document .............................................................................................. 38
Page Zooming ........................................................................................................................ 39
Viewing The Ruler .................................................................................................................. 40
Showing Paragraph Marks ..................................................................................................... 41

© 2017 The University of Nottingham The University of Nottingham - iii -

Preface
 Counting Words ..................................................................................................................... 42
Chapter 4 Working With Text ..................................................................................................... 43
Techniques For Selecting Text .............................................................................................. 44
Selecting Text Using The Mouse ........................................................................................... 45
Selecting Text Using The Keyboard ...................................................................................... 46
Editing Text In Insert Mode .................................................................................................... 47
Editing Text In Overtype Mode .............................................................................................. 48
Deleting Text .......................................................................................................................... 49
Using Undo ............................................................................................................................ 50
Using Redo ............................................................................................................................ 51
Using Repeat ......................................................................................................................... 52
Using Click And Type ............................................................................................................. 53
Inserting Symbols And Special Characters ........................................................................... 54
Understanding Find And Replace .......................................................................................... 55
Finding Words ........................................................................................................................ 56
The Find And Replace Dialog Box ......................................................................................... 57
Replacing Words .................................................................................................................... 58
Performing Advanced Searches ............................................................................................ 59
Using Go To ........................................................................................................................... 60
Chapter 5 Text Appearance ........................................................................................................ 61
Understanding Font Formatting ............................................................................................. 62
Understanding Font Formatting Tools ................................................................................... 63
Working With Live Preview .................................................................................................... 64
Changing Fonts ...................................................................................................................... 65
Changing Font Size ............................................................................................................... 66
Increasing And Decreasing Font Size ................................................................................... 67
Making Text Bold ................................................................................................................... 68
Italicising Text ........................................................................................................................ 69
Underlining Text ..................................................................................................................... 70
Applying Strikethrough ........................................................................................................... 71
Subscripting Text ................................................................................................................... 72
Superscripting Text ................................................................................................................ 73
Highlighting Text .................................................................................................................... 74
Changing Case ...................................................................................................................... 75
Changing Text Colour ............................................................................................................ 76
Applying Text Effects ............................................................................................................. 77
Using The Format Painter ...................................................................................................... 78
Using The Font Dialog Box .................................................................................................... 79
Clearing Font Formatting ....................................................................................................... 80
Chapter 6 Tabs ............................................................................................................................ 81
Using Default Tabs ................................................................................................................ 82
Setting Tabs On The Ruler .................................................................................................... 83
Modifying Tabs On The Ruler ................................................................................................ 84

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Preface
 Setting Tabs In The Tabs Dialog Box .................................................................................... 85
Setting Tab Leaders ............................................................................................................... 86
Setting Bar Tabs .................................................................................................................... 87
Setting Mixed Tabs ................................................................................................................ 88
Removing Tabs ...................................................................................................................... 89
Chapter 7 Formatting Techniques ............................................................................................. 91
Applying First Line Indents ..................................................................................................... 92
Applying Hanging Indents ...................................................................................................... 93
Applying Right Indents ........................................................................................................... 94
Understanding Pagination ...................................................................................................... 95
Controlling Widows And Orphans .......................................................................................... 96
Keeping Paragraphs Together ............................................................................................... 97
Keeping Lines Together ......................................................................................................... 98
Inserting A Page Break .......................................................................................................... 99
Applying Hyphenation To Text ............................................................................................. 100
Hiding Text ........................................................................................................................... 101
Inserting A Drop Cap ........................................................................................................... 102
Understanding Returns ........................................................................................................ 103
Inserting Hard And Soft Returns .......................................................................................... 104
Removing Returns ............................................................................................................... 105
Revealing Formatting ........................................................................................................... 106
Chapter 8 Printing Your Documents ....................................................................................... 107
Understanding Printing ........................................................................................................ 108
Previewing Your Document ................................................................................................. 109
Quick Printing ....................................................................................................................... 110
Selecting A Printer ............................................................................................................... 111
Printing The Current Page ................................................................................................... 112
Specifying A Range Of Pages ............................................................................................. 113
Specifying The Number Of Copies ...................................................................................... 114
Chapter 9 Printing Features ..................................................................................................... 115
Understanding Printing Options ........................................................................................... 116
Printing Without Drawing Objects ........................................................................................ 117
Printing Hidden Text ............................................................................................................ 118
Printing Document Properties .............................................................................................. 119
Specifying What To Print ..................................................................................................... 120
Printing Odd Pages .............................................................................................................. 121
Printing Even Pages ............................................................................................................ 122
Printing Multiple Pages Per Sheet ....................................................................................... 123
Scaling To Fit Paper Size .................................................................................................... 124
Printing Uncollated Copies ................................................................................................... 125
Printing To The XPS Document Writer ................................................................................ 126
Printing An OXPS Document ............................................................................................... 127
Manual Duplex Printing ........................................................................................................ 128

© 2017 The University of Nottingham The University of Nottingham -v-

Preface
 Understanding Printing Problems ........................................................................................ 129
Chapter 10 Tables ..................................................................................................................... 131
Understanding Tables .......................................................................................................... 132
Creating A Table .................................................................................................................. 133
Adding Data To A Table ....................................................................................................... 134
Selecting In Tables Using The Ribbon ................................................................................ 135
Selecting In Tables Using The Mouse ................................................................................. 136
Inserting Columns And Rows ............................................................................................... 137
Deleting Columns And Rows ............................................................................................... 138
Changing Column Widths .................................................................................................... 139
Changing Row Heights ........................................................................................................ 140
AutoFitting Columns ............................................................................................................. 141
Shading Cells ....................................................................................................................... 142
Modifying Borders ................................................................................................................ 143
Adding Custom Borders ....................................................................................................... 144
Choosing A Table Style ....................................................................................................... 145
Chapter 11 Table Features ....................................................................................................... 147
Creating A Table From Text ................................................................................................. 148
Aligning Data In Cells ........................................................................................................... 149
Displaying Table Gridlines ................................................................................................... 150
Inserting Formulas Into A Table ........................................................................................... 151
Updating Formulas In A Table ............................................................................................. 152
Sorting Table Data ............................................................................................................... 153
Merging Table Cells ............................................................................................................. 154
Splitting Table Cells ............................................................................................................. 155
Understanding Table Properties .......................................................................................... 156
Aligning Tables..................................................................................................................... 157
Changing The Direction Of Text .......................................................................................... 158
Repeating Heading Rows .................................................................................................... 159
Converting A Table To Text ................................................................................................. 160
Chapter 12 Pictures................................................................................................................... 161
Understanding Pictures ........................................................................................................ 162
Understanding Online Pictures ............................................................................................ 163
Inserting A Picture ................................................................................................................ 164
Inserting An Online Picture .................................................................................................. 165
Selecting Pictures ................................................................................................................ 166
Positioning Pictures ............................................................................................................. 167
Applying Text Wrapping Styles ............................................................................................ 168
Resizing A Picture ................................................................................................................ 169
Applying Picture Styles To Pictures ..................................................................................... 170
Resetting Pictures ................................................................................................................ 171
Changing The Picture .......................................................................................................... 172
Cropping A Picture ............................................................................................................... 173

© 2017 The University of Nottingham The University of Nottingham - vi -

Preface
 Deleting Pictures .................................................................................................................. 174

© 2017 The University of Nottingham The University of Nottingham - vii -

Preface
 NOTES:

© 2017 The University of Nottingham The University of Nottingham - viii -

Preface
 Microsoft Word 2016 - Essentials

CHAPTER 1 GETTING STARTED WITH WORD

INFOCUS

Microsoft Word is a word processing application that is usually part

of a suite of Microsoft applications, known as Microsoft Office.
You can use Word to create all sorts of documents, including
letters, reports, faxes, forms, emails, web pages, invitations and
certificates.
Before you leap into creating anything, it is worth taking some time
to become familiar with the Word window and its features.

In this session you will:

 learn how to start Word from the desktop

 gain an understanding of the Word 2016 Start Screen
 learn how to create a new blank document
 gain an understanding of the Word 2016 screen
 gain an understanding of how Word 2016 works
 learn how to use the ribbon
 learn how to minimise the ribbon
 gain an understanding of Backstage View in Word
 learn how to access the Backstage View
 learn how to use shortcut menus
 gain an understanding of how dialog boxes work
 learn how to launch a dialog box
 gain an understanding of the Quick Access Toolbar
 learn how to add commands to the Quick Access
Toolbar
 gain an understanding of the status bar
 learn how to exit correctly and safely from Word.

© 2017 The University of Nottingham Page 1 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

STARTING WORD FROM THE DESKTOP

To create or edit a workbook, the first thing you apps list in the Start menu. You can then choose
must do is start Word. The first time you use to pin it to the Start menu or the taskbar so that
Word you will need to open it from the taskbar you can access it more quickly and easily the next
Search the web and Windows bar or the All time you use it.

1
Try This Yourself:
Before starting this exercise
Open
File

ensure the computer is

switched on…

 If there is no Word icon in the

taskbar at the bottom of the
desktop, click on the Windows
icon in the taskbar, as shown,
to display the Start menu

 Click on All apps to display a

list of all the apps on your
computer
Scroll down to the W section
 Word 2016 is listed here…

 Click on Word 2016 to start

Word

 Right-click on the Word icon in

the taskbar to display a menu
of options, as shown, then
select Pin this program to
taskbar
You can now click on this icon
to open Word from the
desktop. This icon will remain
in the taskbar unless you
remove it… 5

 Repeat step 5 to select Close

window to close Word

 Click on the Word icon in the

taskbar to open Word again

For Your Reference… Handy to Know…

To add a Word icon to the desktop taskbar:  You can start Word by clicking in the taskbar
1. Display the Start menu, then click on All Search… bar, typing word, then clicking on
apps Word in the list of search results.
2. Right-click on Word 2016  You can pin Word to the Start menu by
3. Select Pin to taskbar displaying the All apps list, right-clicking on
Word 2016 and selecting Pin to Start.

© 2017 The University of Nottingham Page 2 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

UNDERSTANDING THE START SCREEN

Most times you open Word, a start screen will recently accessed files, open a document which
display. From this initial screen, you can choose has been saved to Computer or OneDrive or
what kind of document you want to work with. create a new document using the available
You can choose to work with one of your most templates.

Microsoft Word 2016 Start Screen

The Microsoft Word 2016 Start screen is very helpful if you want to quickly access files you have worked
on recently or create a new document based on one of the available templates (including the default
Blank document template).
If you have already worked on a document or several documents in Word, a list of recent files will display
below Recent in the blue pane to the left of the screen. If you haven’t worked on any documents yet, you
can still open existing documents by clicking on the link, Open Other Documents, located below
Recent. This lets you open an existing file from your computer or OneDrive.
The main pane of the start screen displays available templates you can use to create a new document
and a search box you can use to search the internet for additional templates. Templates are simply
layouts that have already been created which you can customise to suit your needs and then enter
relevant content. If you want to start with a clean slate you can choose the Blank document template –
you’ll probably find this is the one you will use the most.
In the top right corner of the screen you’ll see information about the account you’ve used to sign into
Windows as well as help, minimise, restore down, and close tools.

The start screen will only display when you launch the Word 2016 application directly – that is, by
clicking on the Word tile on the Windows 10 Start screen, clicking on the application on the Apps
screen or under search results, or clicking on the taskbar icon if the application has been pinned to the
desktop Taskbar.
Word 2016 can also be started in Windows 10 by double-clicking on a Word document in File
Explorer. When this occurs Word 2016 will start with the document open on the screen and the start
screen shown above will be bypassed.

© 2017 The University of Nottingham Page 3 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

CREATING A NEW BLANK DOCUMENT

When you want to create a letter, shopping list, template. A template defines the basic layout of a
annual report or anything with words in it for that document. To create a simple document, you are
matter, you will first need to create a document. able to base it on the Blank document template
All documents created in Word are based on a installed with Word.

Try This Yourself:

Before starting this
Open File

exercise you MUST

ensure the Microsoft
Word Start screen is
displayed…

 Click on Blank
document (the first
option beneath the
title, Featured)
A new blank
document will open.
1
Notice that the
document is
automatically
assigned a
temporary name,
which is displayed in
the Title bar

For Your Reference… Handy to Know…

To create a Blank document:  If you already have a document open and
1. Open Word so that the start screen is want to create a new one, click on the File
displayed tab to open Backstage view, click on the
New tab and then select Blank document.
2. Click on Blank document in the list of
templates  You can also use the keyboard shortcut
+ to instantly open a new document
based on the Blank document template.

© 2017 The University of Nottingham Page 4 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

THE WORD SCREEN

The Microsoft Word screen is made up of several Office 2016 applications so once you know how they
key components which are described on this page. work you won’t have to relearn them when you use
Some of these components, such as the ribbon other applications.
and Backstage view, are common to all other

2
6

5 8


The File tab is used to access the Backstage view which contains file management functions, such as
saving, opening, closing, printing, sharing, and so on. There is also information contained here such as
your document Properties. Options are also available so that you can set your working preferences for
Word.


The ribbon is the tabbed band that appears across the top of the window. It is the control centre of
Word. You use the tabs on the ribbon to access the commands that are categorised into groups. The
commands include galleries of formatting options you can select from, such as the Styles gallery shown
above.


The Insertion point shows where the text will appear if you start typing.


The Mouse Pointer is used, amongst other things, to move the insertion point to different locations in the
document. It may appear as a pointer or an I-bar, as in this example, or any number of other forms,
depending upon its function at that position on the screen.


The Status bar appears across the bottom of the window and displays the current location of the
insertion point, page number and word count. You can access additional information such as Section
number, Column number, and so on, by right clicking on the Status bar.


Dialog box launchers are positioned in the bottom right corner of some groups of commands on the
ribbon. Clicking on a dialog box launcher opens a dialog box with additional options relating to that
group of commands.


The Scroll bar indicates your current position in the document and lets you move to other positions in
the document by clicking or dragging the bar. The arrows can also be used to move through the
document.


The View buttons and the Zoom slider are used to change the view and to increase or decrease the
zoom ratio for your document.

© 2017 The University of Nottingham Page 5 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

HOW MICROSOFT WORD 2016 WORKS

The Word 2016 screen has three key areas. The or file, and changes to the file are controlled in
data you type is placed on a page. The data can be Backstage view. These key components are
manipulated using commands on the ribbon. The described on this page.
page is part of a larger entity known as a document

The Page
If you create a new blank document, it will
appear as a blank page in the document
window with a blinking insertion point. When
you start typing, the text will appear at this
location. You can also create a new
document from a template, such as this
resume shown to the right, where specific
information will appear by default on the
page, and you can edit it and add your own
data as desired.

The Ribbon
When you need to do something with the
data on a page, such as format it, colour
it, move it, copy it, and much more, you’ll
find all of the relevant commands on the
ribbon. The ribbon has the commands
organised thematically using a series of
tabs across the top.

Backstage View
When you want to do something with
the data in your document, such as
save it so that you can access it again
later, print it, share it with a colleague,
send it to your boss, protect it from
prying eyes, or whatever, you will need
to access the Microsoft Office
Backstage view of Microsoft Word.
Backstage view is accessed using the
File tab on the ribbon. Rather than
displaying commands on a ribbon,
Backstage occupies the entire screen
and has a series of tabs down the left
side which allow you to perform a
number of operations. In our sample to
the right, the Print tab is active, and
that is why you can see a preview of the
document and a number of print-related
options on the screen.

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 Microsoft Word 2016 - Essentials

USING THE RIBBON

The ribbon is the command centre for Word. It the command groups. Commands are activated by
provides a series of commands organised into clicking on a button, tool or gallery option.
groups that are placed on relevant tabs. Tabs Everything you could possibly want to do in Word
are activated by clicking on their name to display will be found somewhere on this ribbon.

Try This Yourself:

Before starting this exercise,
you MUST ensure that Word
has started and a new
document is displayed…

 Examine the groups on the

Home tab 1
These are the most commonly
used commands...

 Click on the Insert tab

The commands on this tab are
used to create pages, tables,
illustrations, comments,
headers and footers, text
objects and equations and to
add things such as apps and
media to your document...

 Click on Shapes in the

Illustrations group to display
the Shapes gallery
This gallery includes a huge 3
range of shapes as well as the
menu option New Drawing 5
Canvas...

 Click on each of the tabs and

examine the commands
Some of these open ‘dialog
boxes’...

 On the View tab, click on

Zoom in the Zoom group to
open the Zoom dialog box

 Click on [Cancel] then click on

the Home tab

For Your Reference… Handy to Know…

To use the ribbon:  Additional tabs known as Contextual tabs
1. Click on a tab to display the commands appear in specific circumstances. For
example, if you insert a picture, the Picture
2. Click on a button to activate a command,
Tools: Format tab will appear. This provides
display a gallery or display a dialog box
quick access to all of the tools you may need
to modify and work with the picture.

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 Microsoft Word 2016 - Essentials

SHOWING AND COLLAPSING THE RIBBON

The ribbon, valuable as it is, does occupy a operation or have it constantly minimised and
reasonable amount of space. To maximise your display full commands only briefly when a tab is
working space you can minimise the ribbon so clicked. You can do all this by using Ribbon
only the tabs are visible, minimise it as a once-off Display Options button.

Try This Yourself:

Before starting this exercise, you
MUST ensure a blank document is
displayed…

 Click on Ribbon Display Options in

the top right corner of the window to
display a menu of options
Notice Show Tabs and Commands is
selected. Let’s hide the ribbon…
1

 Select Auto-Hide Ribbon

The ribbon, Quick Access toolbar
and title bar will disappear
completely…

 Point to the top of the window so that

a blue bar appears, then click on the
bar
The ribbon will open temporarily…

 Click anywhere in the document to

hide the ribbon
Now let’s display the tabs…
3

 Repeat step 3 then steps 1 and 2 to

select Show Tabs

 Click on the Insert tab to open it

temporarily, then click anywhere in
the document to hide it again
This view is a good compromise as it
provides more screen space but you
only need to click once to display the
desired tab rather than twice as you
do with Auto-hide Ribbon mode…

 Repeat steps 1 and 2 to select Show

Tabs and Commands again to show
both tabs and commands
6

For Your Reference… Handy to Know…

To hide/display the ribbon:  If you wish to quickly collapse the ribbon to
1. Click on Ribbon Display Options in the top display only the tab names, you can click on
right corner of the window Collapse the Ribbon, located in the top right
corner of the ribbon or press + . You
2. Select the desired mode
can quickly expand it again by double-
clicking on a tab.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING THE BACKSTAGE VIEW

The ribbon lets you work on the content in a File tab, lets you do something with the content you
document so that you can add more content, format create. You can save it for later use, print it on paper,
it, insert pictures into it, copy it, and much more. send it via email, and more by using the options found
The Backstage view, which is accessed using the in Backstage

The Backstage View

The File tab on the ribbon is not a normal tab – as you can tell by the fact that it is coloured. Clicking on the File tab
launches a mini-program within Microsoft Word known as Backstage view. Backstage, as it’s known for short,
occupies the entire screen.
At the left of the Backstage is a navigation pane which is made up of tabs. These tabs provide you with access to
various operations, such as printing, saving and sharing. They can also provide you with information about your
document such as the file size.
Clicking on one of these tabs brings up a range of options associated with the particular operation.
The whole underlying purpose of Backstage is to let you protect your data, share it with others, and
provide you with valuable information about your document. Depending on what type of document it is
and what has been done to it, different information may display when the Info tab is selected.

Backstage Tabs
The Backstage tabs provide more options for working with a document
Info Provides status information about the current document and lets you
manage versions and permissions.
New Lets you create a new document and provides access to a gallery of
inbuilt templates as well as ready access to a range of online
templates.
Open Provides a list of recent documents as well as the option to search
through your Computer, OneDrive or other place, to find what you
are looking for.
Save Saves your current document (if already saved to a location) or
prompts you to save to a location.
Save As Allows you to name your document and save it to a location.
Save as Allows you to save a Word document in the format of a PDF for
Adobe PDF viewing in Word or PDF readers.
History When this option is greyed out as in the example to the right, it is
unavailable. However when it appears white you can select it to view
the version history of the file you are working on.
Print Lets you print the current document and preview it.
Share Lets you share your document with other people via email, online
presentation, blog or Cloud (OneDrive).
Export Allows you to create a PDF/XPS document or change the file type of
your document.
Close Closes your current document.
Account Contains product and user information.
Options Presents you with a range of options which assist in the creation and
editing of your document.
Feedback Allows you to send feedback on Word to Microsoft.

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 Microsoft Word 2016 - Essentials

ACCESSING THE BACKSTAGE VIEW

The Backstage provides you with options for the left of the ribbon, but it can also appear when
working on your documents and key information keyboard shortcuts for specific commands are
about the status of Microsoft Word 2016. It is used.
usually accessed by clicking on the File tab to

1
Try This Yourself:
Before starting this
exercise you MUST
ensure Word has
started and a blank
document is
displayed…

 Click on the File tab

on the ribbon to
display the Backstage

 Ensure Info is
selected in the left blue
pane to view
3

information relating to
your document such
as the Properties

 Click on Print to see

the printing options
A preview of how the
document will print will
appear…

 Click on Account to
see the account
options and product 5
licensing information

 Click on the Back

arrow at the top of the
blue panel to close
Backstage and return
to the document

For Your Reference… Handy to Know…

To access the Backstage:  You can close the Backstage by pressing
1. Click on the File tab on the ribbon .
2. Click on the desired tab in the blue pane to
the left of the screen

© 2017 The University of Nottingham Page 10 Chapter 1 - Getting Started With Word
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USING SHORTCUT MENUS

In addition to the ribbon, Word also features where you click. Shortcut menus provide an
shortcut menus that appear when you right-click alternative (and usually quicker) way to searching
in an area on the screen or on an object. The through the ribbon to find a specific operation or
content of the menu will vary depending on command.

Try This Yourself:

Before starting this exercise
ensure you have a blank
document open…

 Point to the middle of the

document and click with the
right mouse button to display
a shortcut or contextual
menu
Because you have clicked in
the body of the document, the
menu includes Font and
Paragraph options. As no text
is actually selected the Cut,
Copy and Paste options are 2
greyed out as they are
unavailable…

 Click anywhere on the page

with the left mouse button to
close the shortcut menu

 Point to any of the tabs on the

ribbon

 Right-click on a tab to display

a shortcut menu
This menu differs from the
previous one and displays
toolbar and ribbon options
instead of text options. Word
has made an educated guess
about what you want to do
based upon what you have
clicked...
4

 Click anywhere on the page

with the left mouse button to
close the shortcut menu

For Your Reference… Handy to Know…

To display a shortcut menu:  Once a shortcut menu appears, the options
1. Point to the object or area of the screen on in it are selected by clicking on them with the
which you want to perform an operation left mouse button.
2. Right-click to display the shortcut menu

© 2017 The University of Nottingham Page 11 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

UNDERSTANDING DIALOG BOXES

Dialog boxes contain a series of controls that right corner of a group on the ribbon, or when you
are used to adjust settings for a particular aspect click on a command that displays a dialog box.
of a document. They appear either when you Dialog boxes are often used for adjusting some of
click on a dialog box launcher at the bottom the more advanced aspects of a document.

Typical Dialog Box Controls

Dialog boxes have various tools to help you perform tasks. These tools are known as controls and
some typical ones are shown below.

Tabs are used to

provide more
settings on the one
dialog box.
Text boxes are
used to enter text
such as font or size.

Drop arrows
provide a list of
options for the text
box when the arrow
Check boxes turn is clicked. The list
settings either on or “drops down” from
off. When settings the arrow.
are on the checkbox
displays a tick and Preview boxes
therefore these provide a preview of
controls are also what the selected
known as tick boxes. settings will look like.

Command buttons provide a means of saving the

changed settings [OK], or closing the dialog box
without accepting any changes made [Cancel].

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 Microsoft Word 2016 - Essentials

LAUNCHING DIALOG BOXES

Dialog boxes can be launched either as a result dots (an ellipsis) … after a menu option indicates
of clicking on a dialog box launcher or a that the menu option, when selected, will open a
command button, or by selecting a command dialog box. Dialog boxes are generally used for
from a menu. In a menu, the presence of three advanced features or detailed settings.

Try This Yourself:

Before starting this exercise
ensure you have a blank
document open…

 Click on the Home tab, then point

to the dialog box launcher in the
Font group to display a tooltip
that explains what will happen if
you click on it

 Click on the dialog box launcher

to open the Font dialog box 1
This dialog box has a selection of
controls to make formatting fonts
easier… 7

 Click on the Advanced tab to see

more controls

 Click on [Cancel] to close the

dialog box
Some commands on the ribbon
automatically launch a dialog
box…

 Click on the Design tab, then

click on Page Borders in the
Page Background group to open
the Borders and Shading dialog
box

 Click on [Cancel]

 Click on Page Colour in the Page

Background group and select
Fill Effects to open the Fill
Effects dialog box

 Click on [Cancel]

For Your Reference… Handy to Know…

To launch a dialog box:  In some situations, the dialog box launcher
 Click on a dialog box launcher, relevant actually opens a task pane. For example, if
command button or menu option you click on the dialog box launcher in the
Clipboard group on the Home tab, the
Office Clipboard task pane will appear.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING THE QUICK ACCESS TOOLBAR

The Quick Access Toolbar, also known as the most frequently, such as Save. By default the QAT
QAT, is a small toolbar that appears at the top also contains the Undo and Redo buttons. You can
left corner of the Word window. It is designed to add buttons to the Quick Access Toolbar to make
provide access to the command tools you use finding your favourite commands easier.

The Quick Access Toolbar

The Quick Access Toolbar is positioned at the top left corner of the Microsoft Word 2016 screen. In
its default state, it includes the Save tool, the Undo tool and the Repeat tool.

The Undo Tool

The Save Tool The Repeat
Tool

Customising the Quick Access Toolbar

Appearing immediately to the right of the Quick Access Toolbar is the Customise Quick Access
Toolbar tool. Clicking on this tool displays a list of commonly used commands that you can add to the
toolbar. You can select the items you want to add from the list by clicking on them. The ticks that
appear to the left of the menu options show which options already appear on the QAT.

You can also add commands to the Quick Access Toolbar

by right-clicking on a command in the ribbon and selecting
Add to Quick Access Toolbar.

© 2017 The University of Nottingham Page 14 Chapter 1 - Getting Started With Word
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ADDING COMMANDS TO THE QAT

The Quick Access Toolbar is a handy location clicking on it and choosing the Add to Quick
to place the commands from the ribbon that you Access Toolbar option from the short cut menu
use most frequently. Adding commands from the that appears.
ribbon involves locating the command, right-

2
Try This Yourself:
Before starting this exercise
ensure Word has started and
you have a blank document
open...

 Point to the first button on the

Quick Access Toolbar to
see the name of the tool and
its shortcut
In our case it’s the Save 3
tool…

 On the Home tab, right-click

on Format Painter in the
Clipboard group to display a
shortcut menu

 Select Add to Quick Access

Toolbar to add the Format
Painter tool to the QAT

 Click on Customise Quick

Access Toolbar to display a
menu

 Select Open to add the Open

tool to the QAT 4
It is just as easy to remove
tools you don’t want from the 6
QAT…

 Right-click on the Format

Painter tool and select
Remove from Quick Access
Toolbar, to remove the tool
as shown

 Repeat step 6 to remove the

Open tool from the QAT

For Your Reference… Handy to Know…

To customise the Quick Access Toolbar  You can position the QAT under the ribbon by
 Right-click on the command you want to add clicking on Customise Quick Access Toolbar
and select Add to Quick Access Toolbar, and selecting Show Below the Ribbon. This
or puts the tools that you use most frequently
closer to your document making it quicker to
Click on Customise Quick Access Toolbar
access them.
and select a command

© 2017 The University of Nottingham Page 15 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

UNDERSTANDING THE STATUS BAR

The status bar is the bar across the bottom of the zoom in and out of the page. The status bar includes
Word window. It is a useful aid that displays tools that can change the document view. You can
information such as the current page number and customise the status bar to change the information
number of words in the document. It also lets you shown.

1 2 3 4 5 6 7

 Page Number The page number indicates the position of the insertion point in the
document. In this example, the insertion point (where text will appear when
you type) is on page 1. This indicator also tells you how many pages there
are in total – in this case 1. If you click on the page number, the Navigation
Pane will open.

 Word Count The Word Count tells you the total number of words in the document. In
this example the total number of words is 5. Be careful – it doesn’t count
words in text boxes – only those that appear directly on the page. You can
click on Word Count to open the Word Count dialog box with complete
details.

 Proofing If a tick appears in the Proofing Indicator, you can rest assured that your
Indicator spelling and grammar are correct. If a cross appears, then proofing errors
have been detected. If you click on this indicator a navigation pane will
appear to the right of your screen which allows you to correct spelling and
grammar.

 Language If you click on Language you can set the language you wish to proof the
document in. You have to be careful when selecting English that you select
the English specific to your country, otherwise spell check will change the
spelling of some words

 View Tools The Document View tools allow you to change the view of the document.
You can select from Read Mode, Print Layout and Web Layout.

 Zoom Slider The Zoom Slider indicates the current zoom level, where the centre mark
indicates 100%. You can either drag the marker to the left or right, or click
on a specific point on the slider to set a zoom percentage. You can also
click on the plus or minus symbol at either end of the slider to zoom in or
zoom out.

 Zoom Level This button displays the current zoom percentage. If you click on the button,
the Zoom dialog box will appear so that you can select a specific zoom
percentage.

What appears on the status bar can vary greatly. Don’t be alarmed if the one on your screen doesn’t exactly
match the example shown above.
One way you can change your status bar is by right-clicking on the status bar itself and from the shortcut menu
selecting any additional tools you may want to add to it.

© 2017 The University of Nottingham Page 16 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

EXITING SAFELY FROM WORD

When you are finished working with Word you’ll exiting. You’ll learn all about saving a little later on.
find there are several ways to exit from it. If you If you don’t wish to retain any changes you’ve
have made changes to the document, Word will made, you can decline Word’s offer to save your
ask if you wish to save these changes before work.

1
Try This Yourself:
Before starting this exercise
ensure you have a blank
document open…

 Click in the document to

position the insertion point
then type your name, as
shown

 Click on Close in the top right

of the window
You will be prompted to save
2
your document if you wish to
retain your data. The
message you receive will look
like the one shown.
We have no reason for
keeping this document so we
won’t bother saving it…
Click on [Don’t Save] to exit
 Word

It is possible to have more than one document open at a time.

If you have more than one document open you need to close
each one using the steps in this exercise. Alternatively you
can right-click on the Word icon in the taskbar and select
Close all windows to close all documents at once. When the
last document is closed, Word will terminate.

For Your Reference… Handy to Know…

To safely exit Microsoft Word:  Whenever you are in doubt about whether or
1. Click on Close not to save, you should err on the side of
caution and save the document. You can
2. If you want to keep your changes click on
delete unwanted documents at a later date,
[Save] then specify a document name and
but you can seldom retrieve data that has not
location. Otherwise, click on [Don’t Save]
been saved!

© 2017 The University of Nottingham Page 17 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

NOTES:

© 2017 The University of Nottingham Page 18 Chapter 1 - Getting Started With Word
 Microsoft Word 2016 - Essentials

CHAPTER 2 YOUR FIRST DOCUMENT

INFOCUS

Pivotal to working successfully within Microsoft Word is having the

ability to create a new document. There are several basic skills you
will need to master in order to achieve this. These include being
able to type and edit text, manage proofing, printing and the ability
to save information for future use (not necessarily in that order!).

In this session you will:

 gain an understanding of the process of creating a

document
 learn how to type text into a document
 gain an understanding of the Save As place
 gain an understanding of the Save As dialog box
 learn how to save a new document
 learn how to type numbers into a document
 learn how to insert the current date into a document
 learn how to check the spelling and grammar in a
document
 learn how to check the spelling and grammar in a
document
 learn how to make basic changes
 learn how to save an existing document
 learn how to print a document
 learn how to safely close a document.

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 Microsoft Word 2016 - Essentials

CREATING DOCUMENTS IN WORD

Creating electronic documents using Word is can be kept very simple, but as you become more
designed to be instinctive, based on your experienced, you will be able to incorporate an
experience with pen and paper. You will find that extensive range of tools and features to create
the series of steps required to create a document professional-looking documents.

 Grab A ‘Sheet Of Paper’

Just like creating a paper document, the initial step for creating an electronic document (whether it
is a letter, shopping list or annual report) is to obtain a ‘sheet of paper’, which is how a new blank
document initially appears on the screen. Every document you create in Word is based on a
template, which is essentially a proforma style sheet that contains predefined settings specifying
page and text formatting, layout and so on. Templates can be used time and time again, ensuring
consistency across the documents being produced – this is especially important within a business.
To keep matters simple, you can use the default Word template. When creating a new document,
the Blank document template appears as the first template option under File > New.
As you become more experienced with Word, you can create your own templates bearing logos,
customised formatting, headers and footers, and so on, and use these for your new documents
instead.

 Type The Document Text

Once you have a blank document open in Word, you are ready to type text. The text will be
automatically formatted according to the options specified within the template attached to the
document. The look and feel of the document can easily be changed at any point.
An additional bonus when creating documents using Word is that you are able to greatly improve
accuracy through the Proofing tools, located on the Review tab, which include tools such as
Spelling & Grammar.

 Save The Document

Once you have typed some text, it is critical to save the new document to ensure the information is
not inadvertently lost. This also enables you to store the document for later use. The process of
saving a document moves the document content from the computer’s short-term memory (also
known as RAM, or Random Access Memory) to a source of long-term memory. This latter form
of memory might be the computer’s hard disk drive, a network drive or perhaps a portable drive
such as a memory stick.
Just like filing a paper document in a folder in a filing cabinet in your office, you will need to locate
a suitable electronic folder for your Word document in the filing system of your computer or
network.
When storing a document on your computer, you are required to assign a name to it. This enables
you to easily search for and distinguish individual files.
Once you have completed this initial save process, you will then need to regularly save any new
changes you make to the document.

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 Microsoft Word 2016 - Essentials

TYPING TEXT
The fastest way to learn how to type text into a the text can all be sorted out later. Any text you
Word document is simply to start. The text will type will appear at the insertion point (the small
adopt the default appearance determined by the blinking black bar on your screen). So, to type,
template. Changing the appearance and layout of position the insertion point and type away.

Try This Yourself:

Before starting this
exercise ensure
there is a blank 1
document open...

 Click in the
document and type
Housing
Construction
Report

 Press
new line
to start a 3

 Type the paragraph

as shown without
pressing

 Press
the second
then type

paragraph as shown

 Press
complete the
to

paragraph and to
4
insert a blank line at
the end

For Your Reference… Handy to Know…

To type text:  The wavy red line that appears under some
1. Position the insertion point words indicates words that are not
recognised by Microsoft Word. The existence
2. Type the text
of built-in dictionaries enables Word to cross-
3. Press to start a new paragraph reference the text that is typed into
documents.

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 Microsoft Word 2016 - Essentials

THE SAVE AS PLACE

The Save As place appears when you open the can save your documents. For example, the folders
Backstage and click on Save As in the left pane. on your computer or in OneDrive. It also gives you
The Save As place gives you easy access to the option of adding an alternative place for you to
locations (known as places in Office) where you save your documents to.

The Save As Place

The Save As place opens automatically when you choose to save a new document for the first time by
clicking on the File tab and clicking on Save. The Save As place will also open if you save an open, existing
document to a new storage location by clicking on the File tab and clicking on Save As.
The Save As place lists storage places in the middle pane of the Backstage so they are easily accessible. By
default, Microsoft lists OneDrive at the top of the list as they are trying to encourage you to store documents
in the ‘cloud’. When you click on either OneDrive or Computer, a list of recently accessed folders in that
place will appear in the right pane plus the option to [Browse] the folders.

OneDrive
OneDrive, or OneDrive.com, is an online file storage system from Microsoft. Currently, Microsoft gives you
7GB of free cloud storage (or 20GB for Office 365 users) on OneDrive to store your files and photos, sync files
across your computers or storage devices, share specific files with friends and colleagues, and edit and
collaborate on Office documents. You can access the latest version of your files from any device with an
internet connection, including mobile devices. You can also create new files directly in OneDrive.
Before you can upload files to OneDrive, you will need to create a Microsoft Account (which you will be
prompted to do the first time you try to save a file to OneDrive). From then on you can go to OneDrive and
sign in with your Microsoft account to access, view and share your online files.

Adding A Place
By default the Save As place lists your OneDrive and PC as places you can save your documents to.
However you also have the option of adding Sharepoint to this list. Clicking on Add a Place beneath Save
As will open a dialog box that will take you through the steps necessary for adding Sharepoint. Once it is
added, Sharepoint will appear in your list of available places.

Current Folder
If you have been working with a document that has already been saved to a folder, the Save As place will
remember the location and display it under Older at the top of the right pane so you can easily access it.

Recent Folders
If you have been working with
documents stored in various
folders, these folders will be listed
under Older in the right pane
You can save your document to
one of these folders by clicking on
it under Older and the Save As
dialog box will open with that
folder already selected. By default
5 folders will display under Recent
Folders. However you can change
this by clicking on Options in the
Backstage and clicking on
Advanced. Under Display set the
number of recent folders you wish
to display between 0 and 20.

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 Microsoft Word 2016 - Essentials

THE SAVE AS DIALOG BOX

When you have typed some text into a document, of more permanent memory (such as the
it is vital you save the document if you plan to computer’s hard disk drive). To save the document
keep it. By saving a document, you move the you must access and use the Save As dialog box,
information from temporary memory, to a source as described below.

It doesn’t matter whether you want to save your document to your computer or to OneDrive, you still have
to use the Save As dialog box. This dialog box allows you to choose a name for your document and the
location you wish to store your document in so you can easily access the document again.
The Navigation pane, located on the left side of the dialog box, enables you to browse through the files
and folders in your computer or OneDrive in order to choose an appropriate location to save your document
in.
When you hover over the Navigation pane, some folders will display a small, white, right-pointing arrow –
this indicates the folder contains subfolders. When you click on the white arrow, the folder will expand to
display a hierarchy of subfolders. The arrow will then change to a small black arrow .
Click on a drive or a folder in the Navigation pane to identify the folder in which you want to save the file.
The current contents of the folder will display in the pane to the right of the dialog box.
You can also use the Address bar at the top of the dialog box to move up or down one or more levels in
the folder structure if desired. To do this, simply click on the name of the folder you wish to open in the
Address bar. For instance, in the example below clicking on Documents in the Address bar would take you
back to the Documents folder.

The Address bar

Navigation
pane

The contents of the folder

you have selected in the
Navigation pane will
display here (the Letters
to Mary folder in our case

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 Microsoft Word 2016 - Essentials

SAVING A NEW DOCUMENT ON YOUR COMPUTER

Few things are more frustrating in the world of work regularly. Saving your work moves the
computers than doing an hour’s work and then information from the computer’s short-term memory
losing it all because the computer crashes. This (known as RAM), to long-term memory like the
is one reason why it is important to save your hard disk drive so you can access it again later.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Creating A New
Document_1.docx...

 Click on the File tab, click

on Save As, then click on
This PC under Save As, as
shown

 Click on Browse to open

the Save As dialog box
Word automatically 1
proposes a name for the
document, based on the
text typed in the first line…

 Type Alpheius Housing

Report in File name

 Click on OS (C:) under

Computer in the
Navigation pane to display
the folders on drive C
The list of folders will
appear in the pane on the
right…

 Double-click on Course
Files for Microsoft Word
2016 in the right pane

 Click on [Save] to save the 3

document
Notice the new name
appears in the title bar at
the top of the screen

For Your Reference… Handy to Know…

To save a new document:  You can press the keyboard shortcut +
1. Click on the File tab then click on Save As or click on Save in the Quick Access
tab Toolbar to quickly save a document.
2. Locate the storage folder in the Navigation
pane
3. Type a File name then click on [Save]

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 Microsoft Word 2016 - Essentials

TYPING NUMBERS
Typing numbers into a document is a little number keys above the alphabet keys or the
different to typing text because most standard numeric keypad at the right end of a keyboard. If
keyboards offer more than one way of doing this. you have many numbers to enter, it is usually
To enter numbers you can either use the row of quicker and easier to use the numeric keypad.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Creating A New
Document_1.docx...

 Ensure the insertion

point is positioned at
the end of the
document, type 3
Country and press
twice to position the
insertion point as shown

 Type Q1 and press

twice

 Type the information as

shown, pressing
twice between each
entry to align the figures
4
 Press to start a
new paragraph, then
type the information as
shown, pressing tab
once after typing the
country name and twice
in between each
numerical figure
Try using both sets of
number keys on your
keyboard...

 Press
the last line
at the end of

For Your Reference… Handy to Know…

To type numbers:  The numeric keypad at the right of the
1. Position the insertion point keyboard is used to navigate through the
2. Type using either the alpha numeric keypad document or to type numbers. The key
or the dedicated numeric keypad is used to toggle between navigation arrows
3. Press to start a new line and numbers on the keypad.

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 Microsoft Word 2016 - Essentials

INSERTING A DATE
Most documents and letters you send are dated. date to update automatically every time you open
To spare you having to type the date every time the document. This can be a time saver if you use
you send a letter, Word has a facility for inserting the same document regularly.
dates. If you choose to, you can set an inserted

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file Creating A

New Document_2.docx... 1

 Ensure the cursor is

positioned at the end of the
document (use + to
move there if necessary),
then type Report compiled
on and press

 Click on the Insert tab

 Click on Date & Time in the

Text group to open the
Date and Time dialog box

 Click on the second format

that includes the name of
the day, as shown

 Ensure that Update

automatically appears
without a tick
4

This will ensure the date is

not updated the next time
the document is opened...

 Click on [OK] to insert the

date into the document
7
 Type a fullstop (.) to
complete the sentence

For Your Reference… Handy to Know…

To insert a date into a document:  If you want to insert a date that always
1. Position the insertion point updates when you open the document,
ensure Update automatically is ticked in the
2. Click on the Insert tab then click on Date &
Date and Time dialog box.
Time in the Text group
3. Select the date format and other settings
4. Click on [OK]

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 Microsoft Word 2016 - Essentials

DOCUMENT PROOFING
Proofing a document involves checking the document which can include proofing it manually or
spelling, grammar and overall appearance of the allowing Word to check the accuracy automatically.
document prior to sending or printing the
information. There are several ways to proof a

Reasons For Document Proofing

The first and most obvious reason for proofing your work is an environmental one: saving paper. You
really do not want to be printing a 100-page document only to find there is a spelling error in the footer
on every page.
Another important reason is public perception of you and/or your company. The quality of your document
reflects your thoroughness and professionalism. Many of us have experienced reading literature that
was not thoroughly proofed and contained spelling errors, missing text or erroneous information. Think
about your perception, in these situations, of the company or individual who was responsible for the
document. Everything you create and present is assessed by the reader, even if only subconsciously.

Methods For Document Proofing

Luckily for us, we can use technology to proof our electronic documents. This takes the tedium out of the
bulk of the work and quickly pinpoints major errors.
However, technology is not infallible and you should never underestimate the ability of manually proofing
information. For instance, consider situations where the misspelt word is still, in fact, a valid word. This
may be a simple oversight involving such words as “their” and “there” which would not be detected by a
computer. However, consider also the awful reality of incorporating the word “pubic” instead of “public” in
an Annual Report and then disseminating this information corporation wide – scary, right?
This reason alone presents a strong argument for reading a document thoroughly in order to check the
accuracy of the text. Also it’s a good idea to ask another person to proof-read the document as it’s
amazing what a fresh set of eyes will pick up.
Microsoft Word Tools For Proofing
Microsoft Word comes equipped with a comprehensive spelling and grammar checking tool. You have
the option of Word highlighting spelling and grammatical issues as you type, or simply running a check
of the document when you are finished.
Checking errors as you type enables you to save time later. Running a check at the end enables you to
deal with all the spelling and grammatical issues in one hit. It’s a personal choice and you can set the
option to suit you.
Word is equipped with dictionaries you can customise or you can create your own personal dictionary.
The dictionaries enable Word to crosscheck the text and in instances of detecting an ‘error’, Word offers
a list of suggestions generated from the dictionaries. This makes proofing and correcting your work
much quicker than tediously retyping each mistake.

© 2017 The University of Nottingham Page 27 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

CHECKING SPELLING AND GRAMMAR

One of the most powerful tools in Word is suggests a correction. You can then accept the
Spelling & Grammar. Spelling & Grammar suggestion or make a correction of your own. Using
runs a spell check that highlights each misspelt it regularly before you print is an excellent practice
word or instance of incorrect grammar and to get into as it can help save a lot of paper.

Try This Yourself:

Before starting this exercise you
Open
File

MUST open the file Creating A New

Document_3.docx…

 Press + to position the

insertion point at the beginning of
the document

 Click on the Review tab

 Click on Spelling & Grammar in

the Proofing group 3
The Spelling pane will open,
displaying the first instance Word
detects as a spelling or
grammatical error. In the example
shown here, the company name
Alpheius is not recognised by
Word...

 Click on [Ignore]
Normally in the workplace you
would click on [Add] to add your
company name to the dictionary,
but we won’t here.
If there are more errors, the next
error will be displayed – the word 4
“poor” has been misspelt...

 Click on [Change] to accept the

highlighted suggestion
5

When all the errors have been

reviewed, Word will advise that the
spelling and grammar check is
complete...

 Click on [OK]

For Your Reference… Handy to Know…

To check the spelling and grammar:  Word will normally check your spelling and
1. Click on the Review tab grammar as you type. Misspelt words are
underlined with a wavy red line and
2. Click on Spelling & Grammar in the
grammatical errors are highlighted with a
Proofing group
wavy green line (you might also see a wavy
3. Click on [Add to dictionary], [Change] or blue line; this is not a spelling or grammar
[Ignore] to each instance then click on [OK] issue but rather an inconsistency in style).

© 2017 The University of Nottingham Page 28 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

MAKING BASIC CHANGES

It is a rare event, and truly a reason to celebrate, using an eraser. Typically, as long as the insertion
if you are able to type an entire document and point is positioned in the correct place within the
not make a single mistake! Luckily, basic document, you should have no problems.
changes are almost as easy to accomplish as

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
1
Creating A New
Document_4.docx...

 Click to the left of the word

year in the first sentence to
position the insertion point
at the front of the word

 Type two and press

4

 Press four times to

move to the end of the
word year and type the
letter s
You can also easily delete
words...

 Move the mouse pointer to

the left of the word half in
the next sentence, then
5

click and drag across the

words half of the to select
them

 Press
words
to delete the

7
Now let’s replace a word…

 Double-click on the last

word in the first paragraph:
half to select it

 Type year to replace the

word
Your new typing will
replace selected text 6

For Your Reference… Handy to Know…

To make basic changes:  Pressing deletes text to the right of the
1. Position the insertion point insertion point, while pressing deletes
2. Add or delete text as necessary text to the left of the insertion point.
3. Type new text as necessary

© 2017 The University of Nottingham Page 29 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

SAVING AN EXISTING DOCUMENT

Once a document has been named and saved crashes. However, you must still save the
for the first time you can open and close it at will document regularly when you are working on it to
and work in full confidence that, unless it is ensure you do not lose any information you have
deleted, it is reasonably safe from computer added since the last time you saved it.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Creating A New
Document_5.docx...

 Click at the end of the

heading Housing
Construction Report
2

to position the
insertion point

 Press
– 2015
and type

 Click on the File tab to

open the Backstage
then click on Save to
4
save the changes
made up to this point
As an alternative to
using Backstage, you
can use the Save tool
on the Quick Access
Toolbar. So let’s make
another change...

 Double-click on the
value in Q4 for
Hungary to select it,
then type 256

 Click on Save on the

Quick Access
Toolbar to save the
document again 5

For Your Reference… Handy to Know…

To save an existing document:  You can use the keyboard shortcut +
 Click on the File tab and then click on Save, to save your changes quickly.
or
 Click on Save in the Quick Access Toolbar

© 2017 The University of Nottingham Page 30 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

PRINTING A DOCUMENT
Word gives you a lot of control over what and preview of your document to make sure the
how much you print as well as enabling you to content, layout, grammar and spelling are all
select the printer to use. But, before you print correct. The preview is conveniently located to the
your document, ensure you thoroughly check the right of the print options in the Backstage.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Creating A New
Document_6.docx...

 Click on the File tab to

display the Backstage,
then click on Print to see
the printing options
The available print options
will depend on the make
and model of the printer
you are using...

 Click on the up spinner

arrow for Copies to
change it to 2

 Click on the drop arrow

for Printer to see a list of
devices
1

3 5
 Select a printer from the
list

 Click on Collated
Notice that Collated is
selected by default. This
option is useful when you
print several copies of a
multiple paged
document…

 Click on [Print] to print

the pages or click on the
Back arrow to return to
the document if you want
to conserve paper

For Your Reference… Handy to Know…

To print a document:  You can preview each page in a multi-page
1. Click on the File tab, then click on Print document by clicking on the Next Page
2. Select a printer arrow beneath the preview pane. You can
3. Nominate the Pages to print and the number change the magnification of the preview
of Copies pane by dragging the zoom slider. If you see
4. Click on [Print] a change you need to make, click on the
Back arrow to exit the Backstage.

© 2017 The University of Nottingham Page 31 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

SAFELY CLOSING A DOCUMENT

When you have finished working on a document, close each file independently and then exit Word if
it should be safely closed. Simply exiting the you have finished with the application.
Word program is not a safe method for closing
documents. It is strongly recommended that you

You can access unsaved documents for

1 a limited time by accessing Backstage
Try This Yourself:
view and clicking on Open > Recent
Documents > Recover Unsaved
Continue using the previous Documents
Same

file with this exercise, or open

File

the file Creating A New

Document_6.docx...

 Click on the File tab to display

Backstage, then click on
Close
If you have saved your work
the document will close but
Word will remain open ready
for you to start working on a
different document. However if
you have not saved your work,
you will be prompted to do so.
And here you have a choice…

 If you want to save the

changes you’ve made to the
file, click on [Save] to close
the document
If you want to close the
document without saving your
changes, click on [Don’t Save] 2
If you elect to not save your
changes, Microsoft Word will
retain the latest autosaved
version of the file in case you
change your mind. This is no
substitute for saving your work To close a document without closing Word, press + .
however, as Word only creates
autosave versions at the
intervals specified in the
Options and the latest
autosaved files are only
retained for four days

For Your Reference… Handy to Know…

To close a document:  You can access the last autosaved draft of
1. Click on the File tab to display the your document by clicking on the drop down
Backstage arrow for Manage Versions in the Info tab of
the Backstage. Autosaved drafts are kept for
2. Click on Close
only four days after creation or until you next
3. Save changes as desired modify the file, whichever is earlier.

© 2017 The University of Nottingham Page 32 Chapter 2 - Your First Document

 Microsoft Word 2016 - Essentials

CHAPTER 3 WORKING WITH A DOCUMENT

INFOCUS

Whenever you use Word to work with a report, letter, book or the
like, you are working with what is known as a document.
Documents are the actual repositories of what you type: your data.
There are fundamental skills that you will require to successfully
work with documents.

In this session you will:

 gain an understanding of the Open place

 gain an understanding of how to use the open dialog box
 learn how to open an existing document
 learn how to navigate a document using the keyboard
 learn how to scroll through a document
 learn how to change the zoom level for a document
 learn how to view and hide the ruler
 learn how to show paragraph marks
 learn how to count the number of words in a document.

© 2017 The University of Nottingham Page 33 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

THE OPEN PLACE

The Open place provides easy access to displays when you click on the File tab and select
recently opened files, as well as access to Open or use the keyboard shortcut + .
locations where your files may be stored such as
your hard drive or OneDrive. The Open place

The Open Place

When you access the Backstage and click on Open, the Open place will display (see below for an
example). By default, Recent Documents is selected in the middle pane making it very easy for you to
open a file you have been working on recently.
If the document you wish to open doesn’t appear in the Recent Documents list, you can either access
the folders on This PC or in OneDrive by clicking on the appropriate option in the middle pane. Clicking
on [Browse] in the right pane for either place will display the Open dialog box where you can navigate
to the desired folder and select the file to open.
You can change the number of Recent Documents that display in the right pane by clicking on File >
Options > Advanced > and then in the options box for Show this number of recent documents
selecting a number between 0 and 50.

Keyboard Shortcuts
To quickly access the Open place you can use the keyboard shortcut + . You may find this handy
if you tend to open and work on the same files, or regularly open files located in different places.
You can access the Open dialog box directly if desired by using the keyboard shortcut + .
If you would prefer to bypass the Open place altogether, you can adjust the settings so that the shortcut
+ displays the Open dialog box rather than the Open place. This may be useful if you don’t use
OneDrive or if you simply prefer to always display the Open dialog box. To do this:
1. Click on the File tab to open the Backstage
2. Click on Options to open the Options dialog box
3. Click on Save in the left pane
4. Click on Don’t show the Backstage when opening or saving files under Save documents
5. Click on [OK]
Note: Selecting this option also means the Backstage will not appear when you save your document
using the shortcut + . Instead the Save As dialog box will display automatically.
Also note that selecting this option in Word or another Office program will change the setting in all Office
programs.

© 2017 The University of Nottingham Page 34 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

THE OPEN DIALOG BOX

To access documents that have previously been Open dialog box. The options available in the Open
created and saved on your computer, network or other dialog box for files saved to This PC are explained
storage device (but not OneDrie), you will need to below.
display the Open tab in the Backstage and access the

3 4 5

1
6

The Open Dialog Box Options

 The Navigation Pane lists the available storage devices and displays the folders and subfolders contained within
these. There are two parts to this pane; a list of Favourites in the top half of the pane and a list of all Folders in the
lower half. You can use the Navigation Pane to browse through the available folders and subfolders to locate the
required document. Click on the arrows to the left of each folder and subfolder to expand and collapse folders, thereby
displaying and hiding the hierarchy within folders. Click on a folder name to display the folder’s contents in the File List
pane (see 6 below)

 The Toolbar buttons enable you to control the display and organisation of the files displayed in the dialog box. For
instance, you can move and rename files using the Organise tool, or change the File List to display the files as icons
instead of as a list using the Change your view tool.

 When you click on a folder in the Navigation pane, the folders you click on are recorded in the background. The Back
button enables you to backtrack through the previously visited folders and the Forward button enables you to move
forward through them again.

 The Address Bar displays the file path location of the files that are currently displayed in the File List pane.

 The Search box enables you to use search criteria to locate a file. This criteria can be based on file name, file type or
author and can incorporate Boolean filters (e.g. AND, NOT, OR etc) for more advanced searching.

 The File List pane displays a list of files and subfolders contained within the folder currently selected in the Navigation
pane. You can double-click on a folder or file in this list to open it.

 In this area at the bottom of the dialog box, there are a number of options. The File name field displays the selected
file’s name. You can click on the File name drop arrow to display a list of files recently opened. The Tools option lists a
selection of additional tools related to the dialog box. Click on [Open] to open the file displayed in File name or
[Cancel] to close the dialog box without opening a file.

© 2017 The University of Nottingham Page 35 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

OPENING AN EXISTING DOCUMENT

There are a number of ways to open an existing document from the Recent list. But, if you already
document, such as double-clicking on a file in have Word open, the easiest method for opening
File Explorer or right-clicking on a Word shortcut an existing document is via Open in the
on the desktop Taskbar and selecting a Backstage.

1
Try This Yourself:
Before starting this exercise
ensure Word has started
and you have a document
open…

 Click on the File tab to

display the Backstage,
then click on Open to
display a list of locations
from which you can open
files 2
Recent will be selected by
default…

 Click on This PC in the

middle pane then click on
[Browse] as shown
This will display the Open
dialog box…

 Click on the hard drive (C:)

under This PC
The contents of the hard 3
drive will be displayed in
the file list...

 Double-click on Course
Files for Microsoft Word
2016 to display its contents
This is the folder where the
files for this course are
located…

 Click on Working With A

Document_1.docx, then
click on [Open] to open it

For Your Reference… Handy to Know…

To open an existing document:  You can use the keyboard shortcut +
1. Click on the File tab, then click on Open to display the Open place in the Backstage.
2. Select the required location, then click on  To open a document you have used recently,
[Browse] click on Open in the Backstage, click on
3. Click on the required file Recent Documents and select your file from
the Recent Documents list.
4. Click on [Open]

© 2017 The University of Nottingham Page 36 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

NAVIGATING WITH THE KEYBOARD

There are a number of different methods you can methods you can use is keyboard shortcuts. By
use to navigate a Word document. For example, using a set of keyboard shortcuts you can move all
you can use the mouse, scroll bars or the around a document as you will see in this exercise.
Navigation pane. But one of the quickest

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With A
Document_1.docx... 1

 Hold down
press
and
to move to the
end of the document

 Press + to
move to the start of the
document
2

 Press + to
move to the next page

 Press + to
move to the previous
page

 Press + five
times to move down five
3
paragraphs

 Press to move to the

end of the current line

 Press to move to
the start of the current
line

 Press + to move
the insertion point to the 5
next word in the
sentence

 Press + to
move to the start of the
document again

For Your Reference… Handy to Know…

To navigate with the keyboard, press:  To obtain a list of keyboard shortcuts
 + or + to move to the start available in Word, click on the Microsoft
or end of the document, respectively Word Help tool in the upper right corner of
 or to move to the end or start of the the ribbon, then type keyboard shortcuts in
current line, respectively Search and press .
 + or + to move to the next
or previous page, respectively

© 2017 The University of Nottingham Page 37 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

SCROLLING THROUGH A DOCUMENT

Another easy method for scrolling through a several buttons: a long grey slider button and an
longer document is to use the mouse and the up and down scrolling arrow.
scroll bar. The scroll bar, which is located on the
right side of the document window, comprises

Try This Yourself:

Continue using the previous file with
Same
File

this exercise, or open the file Working

With A Document_1.docx...

 Ensure the insertion point is at the top

of the document – the status bar
shows you are on page 1 of 4

 Hold down or click repeatedly on the 1

down arrow at the base of the scroll
bar to move to the second page
Notice you can no longer see the
. insertion point as it remains at the top
of the document. Also the page
number indicator in the status bar has
changed to reflect the page you are
now viewing…

 Click or hold down the up arrow until

the screen stops scrolling – you should
now see the top of the document 2

 Point to the slider button, hold down

the left mouse button – a tip box
indicates the current page

 Continue to hold down the left mouse

button and drag the scroll bar down
until you reach the bottom of the scroll
bar – this is the bottom of the
document

 Drag the scroll bar up, until you reach

the top of the document
4
 Right click on the scroll bar and select
page down to move to the next page.
To move up a page, simply select
page up instead of page down

For Your Reference… Handy to Know…

To scroll:  The slider button changes length depending
 Up and down – use the up and down on the number of pages in the document and
arrows on the vertical scroll bar the zoom factor you are working at. The
 Quickly – drag the slider button up or down more pages and the greater the zoom, the
 Page by page – right click on the scroll bar smaller the slider button.
and select Page up or Page down

© 2017 The University of Nottingham Page 38 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

PAGE ZOOMING
In Word it is possible to zoom a document, that text, images, tables etc. When you zoom out, you
is, you can make a document larger or smaller on reduce the size of the page, thereby enabling you
the screen. When you zoom in on a page, you to see more of the document on the screen, but not
increase the size of the contents of the page – as detailed.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Working With A
Document_1.docx...

 Ensure you are at the

top of the document,
then click on the View
2

tab

 Click on Zoom in the

Zoom group to display
the Zoom dialog box

 Click on 200% in Zoom

to then click on [OK]
The document will be
magnified to 200%...

 Click on Zoom in the

Zoom group to display
the Zoom dialog box
again
3

 Click on Page Width in

Zoom to then click on
[OK]
Now the document is
sized so that each page
is as wide as the
screen...

 Repeat steps 2 and 3 to

change the zoom to
100%

For Your Reference… Handy to Know…

To zoom in and out of a page:  To quickly zoom, you can use the Zoom
1. Click on the View tab options in the bottom right corner of the
taskbar at the bottom of the screen. Either
2. Click on Zoom in the Zoom group
drag the Zoom slider or click on Zoom Out
3. Click on the scale required or Zoom In to adjust the scale. Alternatively,
4. Click on [OK] click on the current Zoom level to display the
Zoom dialog box.

© 2017 The University of Nottingham Page 39 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

VIEWING THE RULER

The Microsoft Word ruler can be displayed both and is also a useful visual aid for lining up objects,
along the top and down the left side of the such as graphics, within the document. However,
document window. The ruler can be used to set you do not necessarily have to display the ruler and
tabs, indents and margins within the document it is easily switched on and off.

1
Try This Yourself:
Continue using the
Same file

previous file with this

exercise, or open the
file Working With A
Document_1.docx...

 Ensure the View tab

is active
By default the rulers
are not displayed...

 Click on Ruler in the

Show group so it
appears with a tick
2

The horizontal and

vertical rulers will
appear on the
screen…

 To turn the ruler off,

repeat step 2 to
ensure that Ruler
appears without a
tick

For Your Reference… Handy to Know…

To view the ruler:  It is possible to deactivate the vertical ruler.
1. Click on the View tab To de/reactivate the vertical ruler, click on
the File tab to display the Backstage, then
2. Click on Ruler in the Show group until it
click on Options. Select Advanced then
appears with a tick
click on Show vertical ruler in Print Layout
view under Display.

© 2017 The University of Nottingham Page 40 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

SHOWING PARAGRAPH MARKS

Word documents contain special marks, or instructing Word to begin a new paragraph. Word
symbols, which define the different keyboard indicates this action by inserting a paragraph end
buttons used to create that document’s layout. mark. You can choose to display or hide these
For instance, every time you press , you are formatting marks as you work.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file Working With A

Document_1.docx...

 Click on the Home tab

When paragraph marks are
not being shown, the
Show/Hide tool is not
highlighted...

 Click on Show/Hide in the

Paragraph group to display
the formatting symbols
2

Notice the end of each

paragraph is indicated by a
symbol, whereas the spaces
in the document (inserted
when you press ) are
indicated by a dot...

 Click on Show/Hide in the

Paragraph group again to
hide the paragraph marks
You can also use a
keyboard shortcut to display
and hide paragraph marks...
3
 Press + + to
display the paragraph marks
Note this only works if you
use the on the 8 key and
not the numeric keyboard…

 Repeat step 4 to hide the

marks again

For Your Reference… Handy to Know…

To show paragraph marks:  You can choose to always display paragraph
1. Click on the Home tab marks on your screen. To do this, click on
the File tab to display the Backstage and
2. Click on Show/Hide in the Paragraph group
click on Options. Select Display, then tick
Paragraph marks under Always show
these formatting marks on the screen.

© 2017 The University of Nottingham Page 41 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

COUNTING WORDS
If you need to know how many words are in your count the words for you. Word can also count the
document – for instance if you need to write a number of pages, paragraphs and lines in your
document with a word limit or one that must document, as well as the number of characters;
contain a minimum number of words, Word can including or not including spaces.

2
Try This Yourself:
Continue using the previous file
Same

with this exercise, or open the

File

file Working With A

Document_1.docx...

 Click on the Review tab

 Click on Word Count in the 5

Proofing group to display the
Word Count dialog box
There are 1,605 words in this
document. You can also track
the words as you type...

 Click on [Close] to close the

Word Count dialog box

 Look at the left side of the

status bar – you will see the
number of words is displayed
here 6
Let’s add some words...

 Press + to move to the

end of the document, press
and type Any project
would be considered.
The word count has adjusted to
display the new tally. You can
also count selected words...

 Click and drag over the last

sentence to select it – the word
count now displays: 5 of 1610
words
This means you have selected
5 of the 1610 words in the
document

For Your Reference… Handy to Know…

To perform a word count:  To count the number of words in a text box,
1. Click on the Review tab you will need to select the words and then
check the word count displayed in the status
2. Click on Word Count in the Proofing group
bar.
 Click on Include textboxes, footnotes and
endnotes in the Word Count dialog box for
an extended count of words.

© 2017 The University of Nottingham Page 42 Chapter 3 - Working With a Document

 Microsoft Word 2016 - Essentials

CHAPTER 4 WORKING WITH TEXT

INFOCUS

What you type into a document often needs to be changed. You

might need to swap a sentence or paragraph around to improve
readability, replace several words or sentences, delete sections or
even cut and paste information from one document to another.
Whatever the reason, text in a document constantly changes.
To enable you to work with text, you must be able to locate and
select it. This then indicates to Word which part of the document will
be changed. Once text is selected, Word provides tools to enable
you to easily edit, delete, move, copy, cut and paste it.

In this session you will:

 gain an understanding of techniques for selecting text

 learn how to select text using the mouse
 learn how to select text using the keyboard
 learn how to edit text in Insert mode
 learn how to edit text in Overtype mode
 learn how to delete text in a document
 learn how to undo actions in a document
 learn how to redo actions in a document
 learn how to repeat actions in a document
 learn how to use the Click And Type feature
 learn how to insert symbols and special characters into a
document
 gain an understanding of Find And Replace
 learn how to quickly find words and phrases
 gain an understanding of the Find And Replace dialog
box
 learn how to replace words and phrases in a document
 learn how to perform more advanced searches
 learn how to use the Go To facility.

© 2017 The University of Nottingham Page 43 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

TECHNIQUES FOR SELECTING TEXT

You can select text in a document using either select and whether you are more comfortable using
the mouse or the keyboard and in some a mouse or a keyboard. The various techniques for
instances, a combination of both. The method selecting text are shown below.
you choose will depend upon what you want to

To select… Using the mouse Using the keyboard

Single character Click to the left of the character, hold down the left Use the arrow keys to position the
mouse button and drag to the right by one cursor to the left of the desired
character. character. Hold down and press
.
Multiple characters Click to the left of the character, hold down the left Use the arrow keys to position the
within a word mouse button and drag to the right to highlight the cursor to the left of the desired
desired characters. character. Hold down and press
for each character.
Word Double-click on the word. Use the arrow keys to position the
cursor to the left of the desired word.
Press + + .
Sentence Click anywhere on the first word of the sentence, Use the arrow keys to position the
then, while holding down the left mouse button, cursor at the start of the sentence,
drag the mouse to select the remaining words in then press + and hold
the sentence. until you have selected all of the
words in the sentence.
Line Hover over the blank selection bar to the left of Use the arrow keys to position the
the text until the pointer changes to a cursor at the start of the line, then
right-pointing arrow then click once. press + + until you have
selected all of the words in the line.
Paragraph Triple-click on a word in the paragraph, or Use the arrow keys to position the
Hover over the blank selection bar to the left of cursor at the start of the paragraph,
the text until the pointer changes to a then press + + .
right-pointing arrow then double-click.
Block of text Click anywhere on the first word of the block then, Use the arrow keys to position the
while holding down the left mouse button, drag cursor at the start of the text, then
the mouse over the remaining text, or press:
Use a combination of both the mouse and + + to select whole
keyboard – click at the start of the selection, scroll words, or
up/down so you can see the end of where you + to select characters.
want to select, then press and click at the
end of the selection.
Whole document Hover over the blank selection bar to the left of Press + to position the
the text until the pointer changes to a cursor at the start of the document,
right-pointing arrow then triple-click. then press + + , or
Use a combination of both the mouse
and keyboard – click anywhere in the
document and press + .

© 2017 The University of Nottingham Page 44 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

SELECTING TEXT USING THE MOUSE

Before you can edit specific text characters, you perform an action upon. You can select a
must first select them, as this tells Word where to character, word, sentence, line, paragraph or even
apply the changes. Selecting text involves the entire document. You can use the mouse to
highlighting the area of a document you want to select text easily.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

Working With Text_1.docx...

 Point to three in the first line

and double-click to select the
word
1

 Triple-click anywhere in the

third paragraph to select the
entire paragraph
You can also select text using
the selection bar (the margin
area to the left of the text)... 2

 Point to the left of the second

line of the third paragraph –
when you move into the
selection bar, the pointer will
change to a right pointing
arrow

 Click once to select that line

Now to select the paragraph...
4 You can select all the text in a document by triple-clicking in the
selection bar at the left of the text or pressing + .

 Ensure the mouse pointer is

still to the left of the third
paragraph then double-click
to select the entire third
paragraph

 Click anywhere to deselect

the paragraph
7
 Hold down then click in
the first sentence of the fourth
paragraph to select the
sentence

For Your Reference… Handy to Know…

To select text using the mouse:  You can select all text in a document by
 Double-click to select a word clicking on Select in the Editing group on
 Triple-click to select a paragraph the Home tab and clicking on Select All.
 Press and click in a sentence to select it
 Click and drag to select any range of text

© 2017 The University of Nottingham Page 45 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

SELECTING TEXT USING THE KEYBOARD

When changing text characters, you must first use the mouse, the keyboard or a combination of
select the text you want to change, thereby the two. To use the keyboard to select text there is
indicating to Word exactly what text to modify. one principle to remember: hold down and use
There are different ways to select text: you can a key to move the insertion point.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_1.docx... 2

 Click to the left of the word

Enterprises in the first line
of the first paragraph to
position the insertion point

 Press + +
select the word and the
to

space immediately
following the word, as 4
shown

 Click to the left of They in

the first line of the third
paragraph to position the
insertion point

 Press +
the line of text
to select

 Press + +
select the paragraph
to 5

 Press + to select
the entire document

 Press + to return
the insertion point to the
start of the document

For Your Reference… Handy to Know…

To select text using the keyboard:  If you wish to select contiguous words, for
 Press + + to select a word example, the first half of a sentence, position
 Press + to select a line of text the insertion point and press + then
keep pressing until you have selected all
 Press + + to select a paragraph
words required.
 Press + to select the document

© 2017 The University of Nottingham Page 46 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

EDITING TEXT IN INSERT MODE

By default, as you type in a document, the text is edit a document and easily insert new characters
inserted at the position of the insertion point and and even new words or whole paragraphs within
the existing text is pushed to the right. This is the current text; all you need to do is click and type.
called Insert mode. This mode enables you to

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Working With
Text_1.docx...

 Click to the right of the

number 2 in the
second sentence of
2

the fourth paragraph

 Type .5 to edit the text

The text should now
be 2.5 million. You can
also insert whole
words...

 Click to the left of the

first instance of the
word orphanage in
3

the last sentence of

the third paragraph

 Type old then press

to insert the
word

For Your Reference… Handy to Know…

To edit text in Insert mode:  You can display a mode indicator in the
1. Click in the sentence where you want to add status bar to enable you to easily check
the text which mode you are working in select
Overtype. Insert will display when you are
2. Type the text
using Insert mode and Overtype will display
when you are using Overtype mode.

© 2017 The University of Nottingham Page 47 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

EDITING TEXT IN OVERTYPE MODE

As you type text in a document, the text is to Overtype mode, where the text you type
inserted by default at the position of the insertion replaces the existing text positioned to the right of
point and the existing text is pushed to the right. the insertion point. To use Overtype mode, you
This is called Insert mode. You can also switch first need to activate it.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Working With
Text_2.docx...

 Click on the File tab to

open the Backstage,
then click on Options to
open the Word Options
dialog box

 Click on Advanced to
display the advanced
options, then tick Use
overtype mode under
Editing options 2

 Click on [OK] to
activate Overtype
mode
Now let’s try it out...

 Click to the left of

Dunedin in the third
paragraph to position
the insertion point
4

 Type Manukau
The existing text will be
replaced with the new
text...

 Repeat steps 1 and 2 to

deactivate Overtype
mode and revert to the
default Insert mode
5

For Your Reference… Handy to Know…

To edit text in Overtype mode:  The Use the Insert key to control overtype
1. Click on the File tab, then click on Options, mode option in the Word Options dialog
then click on Advanced and check that Use box enables you to press to quickly
overtype mode is ticked, then click on [OK] toggle between Insert and Overtype modes.
2. Type the text

© 2017 The University of Nottingham Page 48 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

DELETING TEXT
One of the primary advantages of working with a and keys to remove text. The key
word processor is the ease with which removes characters to the right of the insertion
corrections can be made. In Word, text can easily
point, while removes characters to the left.
be deleted from your document by using the

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Working With

Text_3.docx...
1

 Click to the left of very in the

third paragraph to position the
insertion point

 Press to delete the letter

to the right: v

 Press four more times to

delete ery and the space
3

 Click to the right of

remarkably in the second
paragraph and press 11
times
This will delete the characters
to the left of the insertion
point…
4

 Click to the left of very

peculiar in the next paragraph

 Press +
This keyboard shortcut deletes
an entire word...

 Click to the left of good in the

next paragraph, hold down
and click at the right end
6

of good to select the word but

not the space

 Press
Notice how the spacing
between the words is adjusted
automatically
8

For Your Reference… Handy to Know…

To delete text:  You can select non-contiguous ranges of
Position the insertion point, then: text. Simply select the first range, then hold
 Press to remove text to the right down and select the next range/s. When
using this method to delete multiple words,
 Press to remove text to the left
keep in mind that Word may not
 Press + ,or automatically adjust the spacing between
 Press + to delete a word words.

© 2017 The University of Nottingham Page 49 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

USING UNDO
If you find that you have inadvertently deleted, Word holds a snapshot of your document prior to
changed or moved text, you can undo the each and every action you perform, enabling you to
changes that were made and revert to a previous revert the document back to how it was before you
version of the document. The Undo operation in made a change.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_4.docx... 1

 Triple-click in the first

paragraph to select it

 Press to delete it
Whoops! Didn’t actually
mean to do that...

 Click on Undo in the

Quick Access Toolbar 2
The deleted paragraph will
be reinstated. Let’s see
how the Undo list of
actions builds...
¶
 Click immediately before
founders in the second
paragraph, type Alpheius
then press 4

 Double-click on tiny in the

third paragraph and press
twice – this will delete
the word and redundant
comma

 Click on the drop arrow for

Undo in the Quick
Access Toolbar to display 5
the list of actions

 Point to the third action

and click on it – this will
undo the last three actions

For Your Reference… Handy to Know…

To undo previous actions:  You can use the keyboard shortcut +
 Click on Undo in the Quick Access Toolbar to quickly undo the previous action.
to undo a single action, or Alternatively, hold down and press
 Click on the drop arrow for Undo in the repeatedly to undo consecutive actions.
Quick Access Toolbar and select a series
of actions

© 2017 The University of Nottingham Page 50 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

USING REDO
The Undo function has a handy partner called where you delete some text from your document
the Redo function. Redo enables you to reverse and then change your mind. Undo will reinstate the
an action that has just been undone. Sound text, but if you change your mind again, Redo will
confusing? Well it’s not. Consider an instance delete the text once again.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_5.docx...
1

 Triple-click in the first

paragraph to select it

 Click on the Home tab,

then click on Bold in the
Font group
Oops, this wasn’t the
formatting we wanted...

 Click on Undo in the

Quick Access Toolbar
to remove the formatting
2

Notice the Redo tool is

now available in the
Quick Access Toolbar,
enabling you to change
your mind once again...

 Click on Redo in the

Quick Access Toolbar
to reapply the bold
3
The Undo tool
formatting

 Repeat step 3 to remove

the Bold formatting

4 The Repeat tool

For Your Reference… Handy to Know…

To redo a change (after undoing one first):  The Redo tool is only available after you
 Click on Redo in the Quick Access Toolbar have used the Undo tool first to reverse a
change – until that time, it is replaced with
the Repeat tool.
 You can also use the keyboard shortcut
+ to redo an action.

© 2017 The University of Nottingham Page 51 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

USING REPEAT
There will be many occasions when you are the font of headings or italicising words throughout
performing the same action repeatedly on the document. After performing an action once, the
different text within a document. For instance, Repeat function enables you to repeat the action
you might be typing the same words, changing on different text.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_6.docx...
2
 Select the heading The
Orphanages

 Press + to apply
bold formatting to the
heading text

 Scroll down the page

and select the heading
Out in the World 3

 Click on Repeat in the

Quick Access Toolbar
When you point to the
w Repeat tool, a tooltip
appears indicating the
action that will be
repeated. In this case it
4
reads: Repeat Bold. The
heading will now be
formatted bold...

 Repeat steps 3 and 4 to

bold the heading The
Meeting

 Repeat the previous

steps to now italicise
the same three
6

headings
Notice the Repeat tooltip
now displays: Repeat
Italic

For Your Reference… Handy to Know…

To repeat the last action:  The Repeat tool will switch to a Redo tool if
1. Click on Repeat in the Quick Access you use the Undo tool. If you then make a
Toolbar change to the document or click on Redo it
will switch back again.
 You can also use the keyboard shortcut
+ to Repeat your last action.

© 2017 The University of Nottingham Page 52 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

USING CLICK AND TYPE

Click and Type is an ingenious feature in depending on where you hover over the page.
Microsoft Word that enables you to double-click Once you understand the different Click and Type
anywhere you want the text to appear and then pointers, you will have control over text placement
simply type. The mouse pointer will change without the need for alignment tools.

1
Try This Yourself:
Before starting this file ensure
you have a blank document
open…

 Point to the middle of the

page, below the top margin
The pointer should appear as
shown... 3

 Double-click to reposition the

insertion point
Notice Centre alignment has
been applied...

 Type JJ Smith & Associates

 Double-click in the centre of

the page at approximately the
10 cm mark on the vertical 5
ruler, then type Annual
Report

 Select the text JJ Smith &

Associates then click on the
drop arrow for Font Size in the
Font group and select 36

 Double-click in the bottom right

corner of the page to right-
align the insertion point and 6
type Prepared by
Abercrombie Reed
Accounting

 Select the text Annual Report

and change the font size to
12 pt

For Your Reference… Handy to Know…

To Click and Type:  If your rulers are not visible, you can display
1. Double-click where you want the text to them by clicking on the View tab Ruler in the
appear Show group.
2. Type the text

© 2017 The University of Nottingham Page 53 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

INSERTING SYMBOLS AND SPECIAL CHARACTERS

Microsoft Word enables you to insert many include practical examples like the copyright
different types of symbols and special characters, symbol © and registered trademark symbol ®,
including characters that are not normally found through to artistic wingding characters like
on the keyboard. These special characters telephones  and envelopes .

1
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file

Working With Text_7.docx…

 Click immediately after

TakeCare in the third
paragraph and press
2

 Click on the Insert tab, then

click on Symbol in the
Symbols group
This will display a palette of
commonly used symbols...

 Click on Copyright Sign © to

insert it into the paragraph
3
You can also use the
Symbols dialog box to choose
from the complete symbols
and special characters
collection...

 Click on Symbol in the

Symbols group, then select
More Symbols to open the
4
Symbol dialog box

 Click on the drop arrow for

Font and click on Webdings
Alternatively, click on
Wingdings if Webdings is not
available. You will now see a
collection of some of the
graphical characters...

 Browse through the various

characters then click on
[Cancel] to close the dialog
box

For Your Reference… Handy to Know…

To insert symbols:  You can use the Special Characters tab in
1. Click on the Insert tab, then click on Symbol the Symbol dialog box to insert characters
in the Symbols group such as Em Dashes (–) which present
clearer in documents than normal dashes
2. Click on More Symbols
and Nonbreaking Spaces which prevent
3. Select a Font then click on a symbol consecutive words separating from the end
4. Click on [Insert] then click on [Close] of one line and moving onto the next.

© 2017 The University of Nottingham Page 54 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

UNDERSTANDING FIND AND REPLACE

Quite logically, Find and Replace is the act of instance, in a 100-page document. There are many
locating information and replacing it with other facets to the Find and Replace function as it is
information. Microsoft Word automates the capable of finding and replacing more than just
procedure which is particularly handy, for text.

What is Find and Replace?

Within Microsoft Word, Find and Replace is the tool that enables you to locate specific things and replace
them (if you choose to) with an alternative. In its simplest form, this involves searching for a word and
replacing each instance with a different word. For example, to localise a document that you plan to send to
the UK, you might want to locate all instances of the word ‘dollars’ and replace them with ‘pounds’ (or euros).
There are two ways to conduct the replacement: automatically or manually. The quicker alternative is to
choose to replace all instances of the word automatically. This is useful, for example, in a document that
contains the maiden name of a recently married woman who has changed her surname. In this instance you
would want all instances of her maiden name to be replaced with the married. However, in some instances, it
may be more beneficial to manually move through the matches one-by-one and change only those that
require it. Consider a document that contains the words ‘stationary’ and ‘stationery’, or ‘principal’ and
‘principle’ – you may suspect that you have used the incorrect version of the word at times, so simply
replacing one with the other is not really what you want to achieve in this case. By searching for each
instance, one at a time, you can decide which ones to change.
Replacing searched text is not mandatory; you can also use the Find facility independently of Replace. This
is useful if you want to check through your document and see each instance of a particular word, but not
necessarily make any changes.

What Can I Find and Replace?

The Find and Replace tool is very comprehensive. It is not limited to only locating single words; you can also
find phrases, special characters, formatting and document marks. Word also enables you to search on similar
sounding words (this is especially good if you’re not sure how to spell a word), parts of words using wildcards
or specific text case to name just a few. Simply use the options in the Find Options or the Find and Replace
dialog box to set the criteria, as shown in the table below.

The Search (Find) Options

Option Description Example
Match case Only text exactly matching the case typed in the Search field AlphECom will not find
will be returned alphecom
Find whole words Only text that matches the whole word/s typed will be sand will not find sandpit or
only returned sandfly
Use wildcards Wildcards can be substituted for characters, digits or letters. b^$t finds bit, bet, bat, but
Select them from [Special]
Sounds like Text that is phonetically similar to the search word will also be groan will also find grown
(English) found
Find all word Finds text that is another form of the search word, even when was finds were, is, am
forms (English) spelled differently
Match prefix Only text with the search string located at the beginning is pre finds preschool not
returned Supre
Match suffix Only text with the search string located at the end is returned per finds super not person
Ignore Finds matches irrespective of punctuation (e.g. full stops and sit still also finds sit. Still
punctuation commas)
characters
Ignore white- Caters for words often being concatenated. Will find the there by also finds thereby
space characters search words with spaces in between and without.
Highlight all Highlights every instance of the search string in the document an will be highlighted in
antelope
Incremental find Highlights each letter of the search criteria in the document
as you type it

© 2017 The University of Nottingham Page 55 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

FINDING WORDS
You can perform an incremental search using the search text and highlights each instance of
Navigation pane. This means you don’t need to matching text as it finds it. You can also clarify or
type the exact term you’re looking for – just part generalise the request by specifying additional
of it. By default, Word ignores the case of the search options in the Find Options dialog box.

1 2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file

Working With Text_8.docx...

 Click on the Home tab then

click on Find in the Editing
group to open the Navigation
pane

 Type product in the search

box
Six instances have been found,
including products, Products
and production. They are listed
in the Navigation pane and are
highlighted in the document…

 Click on the top result to select

the first instance of product
You can select a specific
instance from the Navigation
pane… 3

 Click on the last search result

to highlight the last instance of
product in the document

 Click on Search for more

things to the right of the search
box and select Options to
5

open the Find Options dialog

box
You can specify the case…

 Tick Match case, click on [OK]

and then type EnviroFlair in
the search box

 Close the Navigation pane to

return to the document

For Your Reference… Handy to Know…

To perform a simple search:  As well as text, you can use the search box
1. Click on the Home tab, then on Find in the in the Navigation pane to search for
Editing group to open the Navigation pane graphics, tables and more.
2. Type the search criteria in the search box  You can set specific options to be used as
3. Click on Next Search Result or on the the default search options. Click on Find
desired search result in the bottom of the Options, select Options, set the options and
Navigation pane click on [Set As Default].

© 2017 The University of Nottingham Page 56 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

THE FIND AND REPLACE DIALOG BOX

Find and replace sounds simple and it is; you also lets you locate formatting, specify text case,
find something and replace it with an alternative. highlight specified text, or search on words that
But you can do more than just find words and sound like the one you’re looking for. You can
replace them. The Find and Replace dialog box access this dialog box from several places.

The Find and Replace dialog box may

initially appear in the abridged format.
Click on [More] to display the full range of
options.

The top section of both the Find and

Replace tabs enable you to type specific
text that enables you to also type the
replacement text (see below).

The Search Options enable you to

customise what you are searching for.

The Find options enable you to specify

exact formatting or special characters to
search for. If you click on an option in the
format list, the corresponding box will be
displayed, enabling you to select the
precise formatting.

The Replace tab of the dialog box additionally

enables you to enter the text or formatting that
you want to replace the searched text with.

© 2017 The University of Nottingham Page 57 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

REPLACING WORDS
Replacing words or phrases is as easy as replacing text throughout a document. To replace
locating them using the Find and Replace dialog text, you simply need to indicate the text you want
box. The Replace tab in the dialog box is one of to locate and the text you want to replace it with.
three tabs, and it contains the settings for

2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file

Working With Text_9.docx...

w
 Press +
the insertion point
to position

 Click on the Home tab, then

click on Replace in the
Editing group
3

The Replace tab of the Find

and Replace dialog box is
displayed, carrying over any
previous settings...

 Type well-known in Find

what, press and type
renowned in Replace with

 Click on [Find Next] to locate

the first instance
4

 Click on [Replace] to replace

the text, then click on [OK] to
return to the dialog box
5
Let’s try Replace All…

 Type Aaron in Find what and

type Aron in Replace with

 Click on [Replace All] to 7

replace every instance of
Aaron
Word will have found and
replaced eight instances…

 Click on [OK] and then on

[Close] to close the Find and
Replace dialog box

For Your Reference… Handy to Know…

To replace words or phrases:  Rather than selecting [Replace All] to
1. Click on the Home tab, then click on replace all instances of a misspelled word in
Replace in the Editing group one go, it is safer to check each word before
replacing it – in other words, click on [Find
2. Type the search text in Find what and the
replacement text in Replace with Next] and then [Replace] for each instance.
3. Click on [Find Next] then click on [Replace]

© 2017 The University of Nottingham Page 58 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

PERFORMING ADVANCED SEARCHES

It is easy to search for words or phrases using specify detailed search criteria and Word records
the search box in the Navigation pane. But, it is them as Options under the Find what box which
easier to perform more advanced searches using means you can see exactly what you are searching
the Find and Replace dialog box. Here you can for at all times.

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the

file Working With Text_9.docx...

 Click on the Home tab, then

click on the drop arrow for Find
in the Editing group and select
Advanced Find to open the
Find and Replace dialog box
If necessary, click on [More] to
display the full dialog box as
shown…

 Ensure no Search Options are

ticked, then click on [Special]
and select En Dash
The characters ^= will be added
to Find what… 2

 Click on [Find Next] to find the

first instance of an en dash
You can also search for specific
formatting…

 Delete ^= from Find what, then 3

click on [Format] and select
Font to open the Find Font
dialog box

 Click on Italic under Font style

then click on [OK] to close the
dialog box

 Click on [Find Next] to continue

The first instance of italicised
text will be highlighted…

 Click on [No Formatting] then

on [Cancel]

For Your Reference… Handy to Know…

To perform an advanced search:  If you search for specific formatting, click on
1. Click on the Home tab, then click on the drop [No Formatting] and perform another
arrow for Find in the Editing group and search prior to closing the Find function.
select Advanced Find Otherwise, if you use the Find and/or
Replace functions within the same session,
2. Specify the search criteria
Word will continue searching for the specified
3. Click on [Find Next] formatting and any other criteria you set.

© 2017 The University of Nottingham Page 59 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

USING GO TO
When working in Word documents that have Word has a feature known as Go To that enables
multiple pages and objects, it can become tricky you to locate pages, sections, tables, graphics and
and time-consuming to move around the other special markers quickly and accurately. Using
document to specific locations. To simplify this, Go To, you can quickly navigate the document.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

Working With Text_10.docx...

 Ensure the Home tab is

active, then click on the drop
arrow for Find in the Editing
group and select Go To 1

 4 Click on Page in Go to what

then type +2 in Enter page
number
The ‘+’ indicates you want to
move forward two pages from
the current page...

 Click on [Go To] to move to

page 3

 Click on Bookmark in Go to
what
2
Bookmarks are special
markers in documents. You
can only view them in Go To if
the Show bookmarks option is
turned on.…

 Click on the drop arrow for

Enter bookmark name, click
on Holy_Sisters then click on
[Go To] 5

 Click on Heading in Go to
what then click on [Previous]
The insertion point moves
back to the previous heading...

 Click on [Close]

For Your Reference… Handy to Know…

To go to a specific part of the document:  In general, use Find to locate text within a
1. Click on the Home tab document and Go To, to find a type of
content, such as a table, section and so on.
2. Click on the drop arrow for Find in the
Editing group and select Go To  To display bookmarks, tick Show
3. Select the object to go to in Go to what bookmarks under Show document content
in the Advanced category of the Word
4. Click on [Go To] Options dialog box.

© 2017 The University of Nottingham Page 60 Chapter 4 - Working With Text

 Microsoft Word 2016 - Essentials

CHAPTER 5 TEXT APPEARANCE

INFOCUS

When your document comprises pages and pages of plain text, it

can be very hard for your reader to find the important ideas buried
in the page. You can improve the appearance and readability of
your document by changing the appearance of the text – this is
known as formatting.
There are dozens of tools and facilities in Word to achieve this,
giving you endless opportunities to make your text come alive.

In this session you will:

 gain an understanding of font formatting

 gain an understanding of how to use font formatting tools
 learn how to use live preview
 learn how to change fonts
 learn how to change font size
 learn how to increase and decrease font size
 learn how to make text bold
 learn how to italicise text
 learn how to underline text
 learn how to apply strikethrough
 learn how to subscript text
 learn how to superscript text
 learn how to highlight text
 learn how to change case
 learn how to change text colour
 learn how to apply effects to text
 learn how to use the format painter
 learn how to use the Font dialog box
 learn how to clear font formatting.

© 2017 The University of Nottingham Page 61 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

UNDERSTANDING FONT FORMATTING

Font formatting refers to the appearance of text. quote, reflect a particular mood or feeling, and to
You can change the format or appearance of text ensure that the overall effect is one of continuity
to make a particular phrase stand out, make text and consistency. Text anywhere in a document can
more or less prominent, indicate that the text is a be formatted for any reason you like.

Text in Documents
Some of the simplest documents consist of text on a page. The text you use can be formatted to meet
corporate requirements, fit more words on a page, make it easier to read or make the document look like
a flyer rather than a letter. Basically, text can be formatted for a wide variety of reasons.
For example, you may like to change the font, font size, apply bold or italics, underline or change the
colour of text.

Text in Tables
Text is used in tables, as shown here. The text can be formatted to show:

Headings
Normal table entries
Quotes
Samples and many other things...

Text in Boxes
Text can also be used in text boxes and other shapes (such as the callout example above). This text can
also be formatted to match your document or as a caption for an image in a borderless text box, for
example.

Keep it Simple
Formatting of text is best applied simply. Only make a limited number of changes unless your project
specifically calls for more. A single overall font change can often be more effective than multiple changes
that confuse or distract the reader. As a rule of thumb:
 use no more than four formats on a page
 reserve underlining for very special cases because it can interfere with the readability of text and
imply a hyperlink
 don’t use ALL UPPERCASE because it is not as easy to read as lowercase or mixed case and
can be taken to imply SHOUTING
 emphasise only the key words.

© 2017 The University of Nottingham Page 62 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

UNDERSTANDING FONT FORMATTING TOOLS

Microsoft Word provides a range of font to access as most of them are located on the
formatting tools which can be used to change the ribbon. You can also locate some font formatting
appearance of the text to suit the type of tools from a mini toolbar.
document you are creating. These tools are easy

Font Formatting Tools

Because text can be added to a document in so many ways, it stands to reason you will want your font
formatting tools on hand wherever text appears. Font tools appear in the Font group on the Home tab
(as shown below in the first image) and in the mini toolbar that appears when text is selected or when
you right-click on text to display a shortcut menu (as shown in the second image).
The tools work as:
 toggles, such as Bold, which turn a tool either on or off
 single-use buttons such as Increase Font Size which only ever do what their tool tip says
 buttons to display a menu of choices, such as Change Case
 multi-purpose tools such as Font Colour which can be used to either apply the displayed colour
or to display a menu of alternatives. These have two-part buttons which usually consist of an icon
and a drop down arrow.
The Home tab
To find out what each tool icon represents, point to the icon to see a tool tip which displays the tool’s
name and a brief description of what it does. The names of some of the commonly used font tools are
shown below.

Font
Increase Font Size Decrease Font Size

Underline
Bold Text Effects Font Colour
Italic
and
Typography
The Mini Toolbar
An even quicker and easier way to access common font formatting tools is to use the mini toolbar. You
can display the mini toolbar by selecting text. The toolbar contains a few of the most popular Font
formatting tools as well as tools from other groups on the Home tab including (from left to right) Font,
Font size, Increase Font Size, Decrease Font Size, Format Painter (from the Clipboard group),
Bold, Italic, Underline, Text Highlight Colour, Font Colour, Bullets (from the Paragraph group),
Numbering (from the Paragraph group) and Styles (from the Styles group).

© 2017 The University of Nottingham Page 63 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

WORKING WITH LIVE PREVIEW

Live Preview helps you apply the right font ‘test drive’ effects until you find the one you want,
formatting effect the first time, every time, by then you can select it. Live Preview changes the
displaying a preview of the effect before it is appearance of your text as you point to a font
actually applied. It gives you the chance to formatting option in a gallery or list.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file Font

Formatting_1.docx...
In this example, all of the text
is in text boxes...

 Click in the introductory text

to display the text box
handles, then click on the
edge of the text box to select
it 1

The dotted line between the

handles will change to a solid
line, and any changes you
make will affect all of the text
in the text box...

 Click on the Home tab, then

click on the drop arrow for
Font in the Font group to
open the Font gallery

 Point to a few different fonts

until you find one you like
We’ve chosen Bradley Hand 2
ITC...

 Point to the page

Notice the change is not
permanent – you just get a
sneak preview...

 Click on the font of your

choice
This will apply the font
change and close the menu

For Your Reference… Handy to Know…

To work with Live Preview:  You can apply formatting to single letters or
1. Select the text you want to modify words by selecting them first. In this
2. Click on the Home tab, then click on the drop example, we could have used the mouse to
arrow for Font in the Font group to open the drag across and select some of the text
Font gallery instead of selecting the entire text box.
3. Point to the option you want to preview and  Live Preview works with only some of the
click on it to apply it font formatting commands.

© 2017 The University of Nottingham Page 64 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CHANGING FONTS
The appearance you choose for your text is word processing, font just refers to the typeface or
referred to as the font or typeface. Font shape of the letters. Typical classic fonts include
traditionally refers to a combination of typeface, Times New Roman, Arial, Century Gothic and
style and size in points (e.g. Arial Bold 12 pt). In Copperplate.

1
Try This Yourself:
Before starting this
Open

exercise you MUST open

File

the file Font

Formatting_2.docx...

 Press +
all of the text
to select

Notice the Font group on

the HOME tab indicates
the font is Calibri
(Body)...
2
 Click on the Home tab,
then click on the drop
arrow for Font and point
to a font
The text will adjust to
reflect a Live Preview of
the new font...
Point to Arial Narrow, then
 Book Antiqua, Garamond
and Gill Sans MT
If you don’t have these
fonts, try different ones.
As you point to each font, 4
the preview will change...

 Scroll down and click on

Verdana, or another
font of your choice to
apply the change
This time the font
formatting is permanent –
it won’t change again
unless you repeat this
process

For Your Reference… Handy to Know…

To apply font formatting:  You can jump directly to a font. For example,
1. Select the text if you want to preview Garamond, click in the
2. Click on the Home tab, then click on the drop text box for Font and press . Word will
arrow for Font in the Font group jump to the fonts that start with the letter G
and Live Preview will modify the text
3. Point to a font to preview it temporarily. Keep typing the name until you
4. Click on the font to apply it reach the font you want.

© 2017 The University of Nottingham Page 65 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CHANGING FONT SIZE

One way you can emphasise text is by changing also be changed to make the text smaller for
the size of the font. For example, if your normal detailed items such as comments in a text box or a
text is 11 pt, you may like to make the headings caption for a picture.
13 pt or larger so they stand out. Font size may

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Font
Formatting_3.docx...

 Press +
all of the text
to select

 Click on the Home tab,

then click on the drop
arrow for Font Size and 2
point to 14
Live Preview will display 3
the text in the larger font
size...

 Click on 10 to change
the font size to 10 pt
then click away from the
text to view the result
You can also change the
font size of selected
parts of a document, and
you can use the mini
toolbar for this if you
like... 4

 Point to the left of the

first address at the top of
the document, click and
drag downwards to
select it, then point to the
selected text to display
the mini toolbar

 Click on the drop arrow

for Font Size and
select 9

For Your Reference… Handy to Know…

To change font size:  If the mini toolbar doesn’t display when you
1. Select the text you want to change move your mouse over the selected text,
simply right-click on the selected text.
2. Click on the Home tab, then click on the drop
arrow for Font Size in the Font group
3. Click on the required font size

© 2017 The University of Nottingham Page 66 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

INCREASING AND DECREASING FONT SIZE

If you’re not exactly sure what font size you want incrementally. Each time you click on Increase
but you know you want to make the text larger or Font Size, it changes the font size to the next
smaller, you can simply use Increase Font Size larger size on the list. This is another way that you
and Decrease Font Size to adjust the font size can test-drive different font sizes.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Font
Formatting_4.docx...

 Click to the left of AGE

Corporate
Endeavours: Green
2

Force Projects to
select the line

 Click on the Home tab,

then click on Increase
Font Size in the Font
group twice to increase
the font size to 12 pt 4
The size is displayed in
the Font Size control...

 Click on Increase Font

Size a few more times
to see how the size
increases each time
Now to decrease font
size... 5

 Click on Decrease Font

Size to reduce the size
of the font until it is 8 pt
It should be smaller than
the surrounding text...

 Click on Increase Font

Size until the font size is
11 pt
This is one point larger
than the majority of the
text

For Your Reference… Handy to Know…

To increase font size:  The keyboard shortcut for increasing the
 Select the text and click on Increase Font font size is + .
Size until it reaches the required size  The keyboard shortcut for decreasing the
To decrease font size: font size is + .
 Select the text and click on Decrease Font
Size until it reaches the required size

© 2017 The University of Nottingham Page 67 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

MAKING TEXT BOLD

One of the most common ways of emphasising intensity of bold text draws the reader’s eye
text is to make it bold. Bold text is darker in directly to it so that they read the most important
appearance because the letters are thicker, but it information first. Like all formatting features, text
retains the same shape as normal text. The must be selected before it can be made bold.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_5.docx...

 Click to the left of AGE

Corporate
Endeavours: Green
2

Force Projects to
select the line as shown

 Click on the Home tab,

then click on Bold in
the Font group
The letters increase in
thickness and 3
intensity...

 Click away from the text

to see the final effect
This makes the subject
of the letter easier to
identify

For Your Reference… Handy to Know…

To make text bold:  Bold text is created by replacing the original
1. Select the text letters with a darker, thicker version of them.
Many typefaces, such as Times New Roman,
2. Click on the Home tab
have a series of typeface variations such as
3. Click on Bold in the Font group normal, bold, italics and bold italics. When you
apply bold, Word replaces your normal
typeface with a bold version of it.

© 2017 The University of Nottingham Page 68 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

ITALICISING TEXT
Italic text is a variation of a typeface that slants for book names, such as Murder on the Orient
to the right. It was originally based on calligraphy Express, scientific names such as Homo sapiens,
and is used to emphasise words for a variety of foreign words such as in vitro, quotations, and
special reasons. For example, you can use italics unspoken dialogue in a novel.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_6.docx...

 Select the text

Alpheuis Research
Institute in the third
2

paragraph

 Click on the Home

tab, then click on
Italic in the Font
group

 Click away from the 3

text to deselect it
You can see clearly
how the text now
slants to the right

For Your Reference… Handy to Know…

To italicise text:  It is recommended that you don’t use italics
1. Select the text for long passages of text because the angle
of the letters makes it harder to read than
2. Click on the Home tab
normal text.
3. Click on Italic in the Font group

© 2017 The University of Nottingham Page 69 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

UNDERLINING TEXT
wAn underline is one or more lines appearing treatment, such as italics, in documents that were
immediately below text. Underlining was typeset. These days, underlining is used primarily
originally used to emphasise text in hand-written to indicate the presence of hyperlinks in online
documents, or to indicate special typographical documents or for emphasis.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Font Formatting_7.docx...

 Select the text AGE

Corporate Endeavours’
Green Force in the third 2
paragraph, as shown

 Click on the Home tab,

then click on Underline in
the Font group to apply a
single underline

 Click away from the text

to examine the underline
You can also apply 4
different forms of
underlining...

 Double-click on
November in the fourth
paragraph to select it, as
shown

 Click on the drop arrow

for Underline to open a
gallery of options, then 5
point to different underline
options
Live Preview will display
each type of underlining
as you point to it...

 Click outside the

underline gallery to close
it without applying
underlining

For Your Reference… Handy to Know…

To underline text:  Underlining should be used sparingly in
1. Select the text documents because it makes text more
difficult to read. It should only be used in web
2. Click on the Home tab, then click on
pages if it indicates a hyperlink. Underlined
Underline in the Font group
text will confuse a user if they click on it in a
web page and nothing happens.

© 2017 The University of Nottingham Page 70 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

APPLYING STRIKETHROUGH
Strikethrough refers to the placement of a line particularly useful for legal documents and for
through text, as in strikethrough. In word making suggested changes to a colleague’s or
processing, strikethrough allows you to cross out student’s work, as the reader can see both the
selected text without actually deleting it. It is original and the amended text.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open
the file Font
Formatting_8.docx...

 Select the text upon

my return to
Australia towards 2
the bottom of the
letter, as shown

w
 Click on the Home
tab, then click on
Strikethrough in the
Font group to place
a line through the
text

 Click away from the

text to display the
result
3

The advantage of
strikethrough is that
you can still read the
text

For Your Reference… Handy to Know…

To apply strikethrough:  Word has a feature called change tracking
1. Select the text which monitors all changes made to a
document. When change tracking is turned
2. Click on the Home tab, then click on
on and you delete any part of your
Strikethrough in the Font group
document, Word applies strikethrough to the
deleted text.

© 2017 The University of Nottingham Page 71 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

SUBSCRIPTING TEXT
Subscript text is text that appears below the Zk+n,m = Zk,m and in chemical formulas and other
normal position of letters and is slightly smaller in scientific notations, such as ammonia, which is
size, usually around ⅔ of normal text. It is usually NH3, and methylene chloride, which is CH2Cl2.
used in mathematical formulas, for example,

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_9.docx...

 Click at the end of

the third paragraph in
the letter and type
2

My thesis is entitled
Sustaining H2O.

 Select the number 2

in H2O, as shown

 Click on the Home

tab then click on
Subscript in the
Font group 4

 Click away from the

text to see the result
The 2 is now clearly
smaller and lower
than it was before
and forms part of the
scientific name for
water

For Your Reference… Handy to Know…

To subscript text:  You can apply subscript as you type by
1. Select the text pressing + before and after the
2. Click on the Home tab then click on character you want to subscript. The second
Subscript in the Font group time you press + , subscript is turned
off.

© 2017 The University of Nottingham Page 72 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

SUPERSCRIPTING TEXT
Superscript text is text that appears above the when expressing the powers of a number, e.g. 2x 2
normal position of letters and is slightly smaller in = 22, and is also used for ordinals such as 2 nd and
size, usually around ⅔ of normal text. It is often 25th and in chemistry for variations in elements
used in mathematical formulas, for example, known as isotopes, such as 12C and 13C for carbon.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_10.docx...

 Click at the end of the

third paragraph, press
and type:
3

There have been

some particularly
interesting studies
lately in Boron
isotopes 10B and
11B as found in polar
ice sheets. 5

 Select 10 in 10B
This is the first number
than needs to be
superscripted. We can
actually select both
numbers and apply
superscript to them
simultaneously...

 Hold down
select 11 in 11B
and

Both numbers should

be selected...

 Click on the Home tab,

then click on
Superscript in the
Font group

 Click away from the

text to deselect it

For Your Reference… Handy to Know…

To superscript text:  Superscript is applied automatically to
1. Select the text ordinals in Word, such as 25th. These
settings can be viewed and changed by
2. Click on the Home tab then click on
clicking on the File tab and then on Options.
Superscript in the Font group
Click on the Proofing category and then
click on [AutoCorrect Options]. Ordinals is
found on the AutoFormat As You Type tab.

© 2017 The University of Nottingham Page 73 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

HIGHLIGHTING TEXT
One formatting option that is used mainly online computer equivalent of using a highlighter pen and
is highlighting. Highlighting places a coloured is great for editing or studying your own or other
background behind text so that you can find it people’s work. Highlighting colours range from
more easily or grab a reader’s attention. It’s the yellow to black.

1
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file Font

Formatting_11.docx...

 Select the text reducing

greenhouse gas emissions
in the second paragraph, as
2
shown

 Click on the Home tab, then

click on Text Highlight
Colour in the Font group to
apply the default colour to the
text
It should be yellow. You can
also apply highlighting in a
3
similar way to using a
highlighter pen...

 Click away from the text to

deselect it, then click on Text
Highlight Colour and drag it
across the text business
process reorganisation, as
shown
Notice the pointer changes 5
and this time the colour is
applied as you drag. You can
also select different colours...

 Click on the drop arrow for

Text Highlight Colour and
click on Turquoise

 Drag the mouse across polar

ice sheets to apply the
colour, as shown

 Press
highlighter
to turn off the

For Your Reference… Handy to Know…

To highlight text:  Remove highlighting from selected text by
1. Click on the Home tab clicking on the drop arrow for Text Highlight
Colour and clicking on No Colour.
2. Select the text then click on the Text
Highlight Colour, or  Search for highlighted text by clicking on the
drop arrow for Find, selecting Advanced
Click on Text Highlight Colour and then Find, clicking on [Format] and selecting
drag to highlight the desired text
Highlight.

© 2017 The University of Nottingham Page 74 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CHANGING CASE
Case refers to whether the uppercase (capital) or Sentence case, where the first letter is a capital,
lowercase form of a letter is used. Word allows lowercase, UPPERCASE, Capitalise Each Word,
you to change between cases so you don’t have and tOGGLE cASE, which swaps between upper
to retype text. Change case options are and lower case.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Font
Formatting_12.docx...
2
 Select the heading AGE
Corporate Endeavours:
Green Force Projects

 Ensure the Home tab is

active, then click on
Change Case in the Font
group and select
Sentence case
3
All the capitals, other than
the very first one, will
change to lowercase...

 Click on Change Case

and select UPPERCASE
This time all letters will
change to capitals...
4

 Click on Change Case

and select tOGGLE cASE
This will change all the
uppercase letters to
lowercase (and vice
versa)...

 Click on Change Case

and select Capitalise
Each Word, then change
Age to uppercase
This will convert the
letters back to a form
more suitable for a
heading

For Your Reference… Handy to Know…

To change case:  Text typed in all UPPERCASE letters is
1. Select the text rarely used as it is harder to read (as there’s
no shape variation) and because uppercase
2. Click on the Home tab
can be interpreted as shouting when used in
3. Click on Change Case in the Font group correspondence. All uppercase is best
4. Select the required case reserved for short headings or headlines
which appear in much larger font sizes.

© 2017 The University of Nottingham Page 75 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CHANGING TEXT COLOUR

The colour of text can be changed to any colour and catch the eye of a passerby. With colour, as
you select from the wide ranging palette. Colour with many of the other font formatting features, less
can be used to reflect a corporate brand identity, is more – use too many colours and you will just
the mood of a document, or to just jazz it up a bit confuse the reader.

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file Font

Formatting_13.docx...

 Double-click on AGE
in the first paragraph
to select it
1

 Ensure the Home tab

is active then click on
the drop arrow for
Font Colour in the
Font group to display
the colour palette

 Point to different
colours to see the
effect on the text
Live Preview will
update the display...

 Point to Green under

Standard Colours
The tool tip will
display the name of
the colour so it’s
easier to find...
2
 Click on Green to
apply the colour
green to the text

 Click away from the

text to deselect it and
display the result

For Your Reference… Handy to Know…

To change text colour:  Once you have selected a colour, it will
1. Select the text appear in the actual Font Colour tool. You
can then click on the tool rather than the drop
2. Click on the Home tab then click on the drop
arrow to apply the colour.
arrow for Font Colour in the Font group
3. Click on the colour of your choice  You can remove a font colour from selected
text by clicking on Automatic in the Font
Colour gallery.

© 2017 The University of Nottingham Page 76 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

APPLYING TEXT EFFECTS

Word enables you to apply various effects to the options available in the text effects palette, you
selected text. For instance, you may want to use can apply visual effects to text such as shadows,
a fancy heading in a flyer or apply eye-catching glows, reflections or outlines.
effects to the text on a birthday invitation. Using

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_14.docx...

 Select the heading 2

AGE Corporate
Endeavours: Green
Force Projects

 Ensure the Home tab

is active, then click on
the drop arrow for
Text Effects and
Typography in the
Font group to open
the Text Effects
gallery

 Point to different
options to see the
effect on the text in
Live Preview

 Click on a text effect

to apply it to the
heading

 Click away from the

text to see the result

For Your Reference… Handy to Know…

To apply a text effect:  Rather than selecting a predefined text
1. Select the text effect, you can apply an outline, shadow,
reflection, glow, or a combination of these
2. Click on the Home tab, then click on drop
options. To do this, point to the desired
arrow for Text Effects and Typography in
option in the text effects gallery which will in
the Font group
turn open a further gallery of options.
3. Click on the option of your choice

© 2017 The University of Nottingham Page 77 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

USING THE FORMAT PAINTER

The process of formatting text in Word involves laborious and difficult to reproduce exactly.
first selecting the text to be changed and then Fortunately, Word has a tool called Format Painter
applying the formatting. If you have a lot of that allows you to copy the formatting of text from
changes to make, this can become quite one place to another.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Font Formatting_15.docx...

 Select the text Sustaining

H20 in the third paragraph
3
 Ensure the Home tab is
active, click on Bold, Italic,
then click on the drop arrow
for Font Colour and click
on Blue under Standard
Colours

 Click away from the text so

you can see the formatting
If you had to repeat these 5
formatting steps several
times it could become quite
tedious. Instead, you can
copy the formatting from
this text to other text...

 Click back in the formatted

text
7
You don’t need to select it...

 On the Home tab click on

Format Painter in the
Clipboard group
The mouse pointer will
change to a paint brush...

 Drag across the text

Alpheius Research
Institute to apply the
formatting

 Click away from the text to

see the result

For Your Reference… Handy to Know…

To use the format painter:  If you double-click on Format Painter you
1. Click in the formatted text can keep pasting the format until you press
or click on Format Painter again.
2. On the Home tab, click on Format Painter in
the Clipboard group  When you paste a format it will replace any
3. Select the text to be formatted previous font formatting.

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 Microsoft Word 2016 - Essentials

USING THE FONT DIALOG BOX

The Font dialog box is accessed by clicking on selected text and if you need to use any of the
the dialog box launcher at the bottom right corner advanced features that aren’t shown on the ribbon.
of the Font group. This is especially useful if you The Font dialog box controls the appearance,
want to apply a series of formatting effects to spacing and position of text.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Font
Formatting_16.docx...
2
 Ensure the Home tab is
active, then select the
heading AGE
Corporate
Endeavours: Green
Force Projects

 Click on the dialog box

launcher in the Font
group to display the
Font dialog box, then
click on the Font tab if
it isn’t already selected
This displays some of
the current settings of
the selected text...

 Click on All caps under

Effects so that it
appears with a tick,
then type 13 in Size

 Click on [OK], then

click away from the text
to see the result
4

For Your Reference… Handy to Know…

To use the Font dialog box:  The Preview pane at the bottom of the Font
1. Select the text dialog box shows you how the selected text
will appear when you click on [OK].
2. On the Home tab, click on the dialog box
launcher in the Font group  You can apply advanced visual effects to text
3. Select the options required by clicking on [Text Effects] in the Font
dialog box, including gradient fills and 3-D
4. Click on [OK] effects.

© 2017 The University of Nottingham Page 79 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CLEARING FONT FORMATTING

If you decide that the formatting applied to text formatting effects by using the same tool you used
actually makes it more difficult to read, or you’ve to apply the effect, or you can remove all formatting
accidentally applied formatting you don’t want, and return text to its original normal state using the
you can easily clear it. You can reverse some Clear Formatting tool.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Font

Formatting_17.docx...

 Examine the text

Many formatting changes
have been applied to it, 3
including font and font size as
well as some special
formatting effects...

 Press
text
+ to select all

 Click on the Home tab, then

click on Clear All Formatting
in the Font group to return
the text to Calibri 11 pt and
remove the font formatting
effects

 Click anywhere in the

document to deselect the text
then scroll down to examine it
5

All font formatting, except for

the highlighting has been
removed...

 Select reducing greenhouse

gas emissions, press
and select business
process reorganisation and
polar ice sheets

 Click on the drop arrow for

Text Highlight Colour and
click on No Colour 6
The text is returned to its
original format

For Your Reference… Handy to Know…

To clear all formatting:  Clear Formatting changes text back to the
1. Select the text default settings specified in the Font dialog
2. Click on the Home tab, then click on Clear box. It does not affect settings that don’t
All Formatting in the Font group, or appear in the Font dialog box, such as Text
Highlight Colour.
Press +

© 2017 The University of Nottingham Page 80 Chapter 5 - Text Appearance

 Microsoft Word 2016 - Essentials

CHAPTER 6 TABS
INFOCUS

Tabs are stopping points along the horizontal ruler. These stopping
points are often used to create columns of text and numbers.
Word has default tab stops set every 1.27 cm on the ruler, but you
can change this spacing if desired.
Word also provides several types of tab stops depending upon
whether you want to align text or numbers to the left of the stop, to
the right, to the centre, or even around a decimal point.

In this session you will:

 learn how to use default tabs

 learn how to set tab stops on the ruler
 learn how to modify tab stops on the ruler
 learn how to use the Tabs dialog box
 learn how to insert tab leaders
 learn how to insert bar tabs
 learn how to set mixed tab types for a paragraph
 learn how to remove tabs.

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 Microsoft Word 2016 - Essentials

USING DEFAULT TABS

Tabs are special markers placed along the specific requirements of your document, Word has
horizontal ruler to determine how much spacing default tabs for you to use without the need to set
should exist between columns of text when you your own.
press . While tabs can be set to meet the

2
Try This Yourself:
Before starting this
exercise ensure you
have a blank document
open…

 Click on the Home tab,

then click on Show/Hide
in the Paragraph group
3

to display the paragraph

marks

 Type Staff Name and

press to jump to the
next default tab stop

 5Type the text as shown,

pressing between
5
each entry, then press
to move to the next
line

 Type Peter Dawson,

then press
Ensure that the insertion
point is located 6
immediately below
Department (MEL)...

 Complete the line of text

as shown, then press

 Repeat steps 4 and 5 to

enter the text as shown
You will need to press
several times after
shorter text entries...

 Save the document as

My Tabs.docx

For Your Reference… Handy to Know…

To use default tabs:  To display the ruler click on the View tab
1. Position the insertion point then click on the check box for Ruler so that
a tick appears. To hide the ruler simply click
2. Press
on the check box for Ruler again until it
3. Type the text appears without a tick.
4. Press to move to the next default tab
stop

© 2017 The University of Nottingham Page 82 Chapter 6 - Tabs

 Microsoft Word 2016 - Essentials

SETTING TABS ON THE RULER

Because default tab stops are so close together, An easy way to create your own tab stops is to click
they may not be practical for specialised tasks, on the ruler where you want to apply them.
such as creating lists or invoices. Sometimes you Customised tab stops on the ruler override the
may need to set your own tab stops on the ruler. default tab stops.

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or

open the file Tabs_1.docx...

 Ensure the ruler is turned

on

 Press + to select the

whole document
3

 Click on the tab selector

above the vertical ruler to
see it change to a different
tab icon then click on it until
the Left Tab icon
appears again
A left tab stop is ideal for
setting the start position for
text...

 Click on the base of the

ruler at the 3 cm mark to
insert a left tab stop at that
4

position

 Click on the 7 cm and 11

cm marks to insert two
more tab stops
Let’s delete the spare tabs
to clean this up...

 Click immediately to the left

of 37.50 and press
until it is left-aligned with
125.00 in the line above 6

 Repeat step 6 to remove

the remaining spare tabs as
shown, then save the
document

For Your Reference… Handy to Know…

To set tab stops on the ruler:  The tab stops you set will only be applied to
1. Select the text or click in the paragraph the current paragraph or to selected
paragraphs.
2. Click on the tab selector until it displays the
type of tab you want
3. Click on the ruler at the desired location

© 2017 The University of Nottingham Page 83 Chapter 6 - Tabs

 Microsoft Word 2016 - Essentials

MODIFYING TABS ON THE RULER

You can modify tab stops on the ruler by clicking thing to remember about tabs: any changes you
and dragging them to their new position. You can make to the tabs will only apply to the current
also remove unwanted tabs by dragging them up paragraph or to selected paragraphs.
or down off the ruler. But, there is an important

1
Try This Yourself:
Continue using the previous
Same
File

file with this exercise, or

open the file Tabs_2.docx...

 Click to the left of the top

Peter Dawson, then hold
down and click to the
right of 12.50 to select the
four lines of text 2

 Click and drag the 11 cm tab

stop on the ruler down into
the page
The marker will vanish from
the ruler and the Amount
values will move to the left
and align to the next nearest
default tab stop...

 Click on the tab selector

until it changes to the
3
Decimal Tab

 Click on the 12 cm mark on

the ruler to insert a decimal
tab stop

 Click anywhere in the

heading paragraph to
reposition the insertion point

 Click and drag the 11 cm tab

stop to 11.5 cm on the ruler 6

Now the Amount heading

lines up better with its
underlying values…

 Save the document

For Your Reference… Handy to Know…

To reposition tab stops on the ruler:  A decimal stop aligns numbers around a
 Select the text or click in a paragraph, then decimal point – the decimal point will always
click and drag the tab stop left or right along be in the same position irrespective of the
the ruler number of digits.
To remove tab stops from the ruler:
 Click and drag the tab stop off the ruler

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 Microsoft Word 2016 - Essentials

SETTING TABS IN THE TABS DIALOG BOX

Using the ruler to set tab stops is perfect for your tabs using the Tabs dialog box. In addition to
those situations where judgement by eye is setting tabs at precise positions, you can also use
appropriate. However, in circumstances where the Tabs dialog box to insert a tab leader and alter
exact measurements are required you should set the spacing for the default tabs.

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Tabs_3.docx...

 Select the four lines of text

beneath the heading row

 Double-click on any custom

tab stop on the ruler to open
the Tabs dialog box
Let’s adjust the existing tabs
so they are positioned more
accurately... 2 4

 Click on [Clear All] to delete

all three tab stops 5

 Type 3.5 in Tab stop position

and click on [Set], then repeat
to create a tab stop at 8 cm
Both stops are left aligned...

 Type 13.25 in Tab stop

position and click on Decimal
in Alignment, then click on
[Set] and click on [OK]

 Click in the heading line, then

repeat step 2 to open the Tabs
dialog box

 Repeat steps 3 and 4 to clear

the existing tab stops and
insert three new Left tab stops
at 3.5 cm, 8 cm and 12.5 cm

 Click on [OK] to close the

dialog box and apply the
changes, then save and close
the document

For Your Reference… Handy to Know…

To set and clear tabs in the Tabs dialog box:  A decimal tab stop aligns numbers around a
1. Select the paragraph(s) decimal point − the decimal point will always
2. Double-click on a custom tab stop on the be in the same position irrespective of the
ruler number of digits.
3. Click on [Clear All] if required
4. Type the new tabs in Tab stop position,
select the Alignment, then click on [Set]

© 2017 The University of Nottingham Page 85 Chapter 6 - Tabs

 Microsoft Word 2016 - Essentials

SETTING TAB LEADERS

Leader tabs are tabs with leaders – characters Leader tabs can be applied in the Tabs dialog box,
that form a line to help lead the eye across the or you can select existing tabs and add leaders to
page from left to right. Leader tabs are often used them. Leaders can comprise dots, dashes or solid
for price lists or a table of contents, for example. lines.

2
Try This Yourself:
Before starting this
exercise you MUST
open a new, blank
document...

 On the Home tab, click

on Show/Hide to ensure
that the paragraph
3
marks are displayed

 Type Table of Contents

and press twice

 Click on the dialog box

launcher for the
Paragraph group to
open the Paragraph
dialog box

 Click on [Tabs] to open

the Tabs dialog box
Let’s insert a right-
aligned leader tab...

 Type 14 in Tab stop

position, then click on
Right in Alignment

 Click on 2.... in Leader,

then click on [Set] and
click on [OK] 4

 Type Introduction and

press , then type 1
8
and press

 Complete the table of

contents as shown

 Close the document

without saving

For Your Reference… Handy to Know…

To set leader tabs:  Leader tabs cannot be set using the tab
1. On the Home tab, click on the dialog box selector and ruler. You must use the Tabs
launcher for the Paragraph group and click dialog box.
on [Tabs]  If you double-click towards the centre of the
2. Type the Tab stop position, select an ruler the Page Setup dialog box will display.
Alignment and click on the desired Leader
3. Click on [Set], then click on [OK]

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 Microsoft Word 2016 - Essentials

SETTING BAR TABS

No, bar tabs are not the bills you run up in the between columns of text. Bar tabs can be created
pub. Not in Word, anyway. Bar tabs are a special using the Tabs dialog box or the tab selector on
type of tab that insert a vertical bar at the tab the horizontal ruler. Bar tabs are always centre-
position. Bar tabs are often used to create lines aligned and cannot have leaders.

Try This Yourself:

Before starting this
Open
File

exercise you MUST open

the file Tabs_4.docx…

 Click on the Home tab,

then turn off the paragraph
marks and press +
to select all of the text
1
 Click on the tab selector
(left of the ruler) until the
Bar Tab icon appears

 Click on the ruler at 2.75

cm, 7.25 cm and 11.75
cm to create three bar
tabs
The tab stops appear grey
because mixed tab stops
have been applied to the
selected paragraphs, that
is, different tabs have
been applied to the
heading line than to the 2
remaining text…

 Click on a blank part of the

document to deselect the
text so you can see the
vertical bars created by
the bar tabs
Notice with bar tabs, you
didn’t need to press to
make the vertical bar
appear…

 Save and close the

document
3

For Your Reference… Handy to Know…

To insert bar tabs:  Like other tab types, you can set bar tab
1. Select the paragraph(s) stops before or after you type the text in your
document.
2. Click on the tab selector (left of the ruler)
until the bar tab icon appears  Unlike other tab stop types, bar tabs do not
3. Click on the ruler at the desired location for position text.
the vertical bar

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 Microsoft Word 2016 - Essentials

SETTING MIXED TABS

After selecting a paragraph, you can set the use the Tabs dialog box to set several tab types
various tab types (Left, Centre, Right, Decimal which will replace the alignment and positioning set
and Bar) using the Tabs dialog box or the tab by the default stops currently in use in the
selector on the ruler. For this exercise, you will document.

Try This Yourself:

Before starting this exercise you
Open
File

MUST open the file

Tabs_5.docx...

 Select all the data rows starting

from Peter Reynolds

 Click on the Home tab, click on

the dialog box launcher for the
Paragraph group, then click on
1
[Tabs] to open the Tabs dialog
box
Let’s set some left tabs...

 Type 2.25 in Tab stop position,

ensure Left is selected in
Alignment, then click on [Set]

 Repeat step 3 to create another

left tab at 4.75 cm
Let’s line up the salaries with a
decimal tab...
5
 Type 13 in Tab stop position
and click on Decimal in
Alignment, then click on [Set]
and click on [OK]
Now let’s create centred tabs for
the heading row...

 Click in the heading row, then

repeat step 2 to open the Tabs
dialog box

 Repeat step 3 to set three

Centre tabs at 2.25 cm, 8 cm and
12.5 cm
7

 Save the document

For Your Reference… Handy to Know…

To create left, centre, right or decimal tabs:  To set a tab that right-aligns text, that is, so
1. Select the paragraph that text appears to the left of the cursor as
2. Click on the dialog box launcher for the you type, select Right in Alignment in the
Paragraph group, then click on [Tabs] Tabs dialog box.
3. Type the Tab stop position, select the
Alignment, then click on [Set]
4. Click on [OK]

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 Microsoft Word 2016 - Essentials

REMOVING TABS
To remove custom tab stops from the ruler, you remove tab stops, any text that was aligned
simply drag the tab marker off the ruler. with that tab stop will align with the previous
Alternatively, you can clear tab stops in the Tabs custom tab stop. Where no custom tabs are set,
dialog box for the selected paragraph(s). When the text will align with the previous default tab stop.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Tabs_6.docx...

 Click anywhere in the row

above Peter Reynolds to
display the tabs on the
ruler

 Click and drag the centre

tab marker at 12.5 cm
down off the ruler
3

Default tab stops reappear

and the Salary heading is
aligned to the first tab stop
after Position…

 Click on the Home tab,

click on the dialog box
launcher for the
Paragraph group to open
the Paragraph dialog box,
then click on [Tabs] to
open the Tabs dialog box
Let’s clear the remaining 5
tab stops…

 Click on [Clear All]

 Click on [OK]
Notice that Staff Name,
Position and Salary have
left-aligned to the nearest
default tab stop…

 Save and close the

document

For Your Reference… Handy to Know…

To remove tabs for a paragraph:  Adding tab stops and repositioning and
1. Click in the paragraph removing tab stops on the ruler takes a little
practice! In fact, it’s all too easy to
2. Click and drag the tab stop off the ruler, or
inadvertently add tab stops to the ruler – you
In the Tabs dialog box, select the relevant may find that as you work with the ruler to
Tab stop position and click on [Clear] or modify or remove tabs, you will create extra
[Clear All] tab stops that you don’t need!

© 2017 The University of Nottingham Page 89 Chapter 6 - Tabs

 Microsoft Word 2016 - Essentials

NOTES:

© 2017 The University of Nottingham Page 90 Chapter 6 - Tabs

 Microsoft Word 2016 - Essentials

CHAPTER 7 FORMATTING TECHNIQUES

INFOCUS

You can format paragraphs in a variety of ways to improve the

readability and overall appearance and layout of a document. Using
correct formatting techniques gives you much greater control over
the layout and positioning of sections, headings and paragraphs.

In this session you will:

 learn how to create first line indents

 learn how to create hanging indents
 learn how to insert a right indent
 gain an understanding of pagination options
 learn how to apply widow and orphan control
 learn how to keep paragraphs together
 learn how to keep lines together
 learn how to insert a page break
 learn how to automatically and manually hyphenate text
 learn how to hide text
 learn how to insert a drop cap
 gain an understanding of hard and soft returns
 learn how to insert hard and soft returns
 learn how to remove hard and soft returns
 learn how to reveal formatting.

© 2017 The University of Nottingham Page 91 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

APPLYING FIRST LINE INDENTS

When you apply a first line indent to a paragraph, document or novel as this indicates the beginning
only the first line of the paragraph is indented. It of the section or chapter. First line indents are
is common to apply first line indents to the first controlled by the position of the first line indent
paragraph of a new section or chapter in a marker on the ruler.

Try This Yourself:

Before starting this
Open File

exercise you MUST open

the file
Formatting_1.docx…

 Click at the beginning of

the paragraph after
Introduction
Ensure the ruler is 1
displayed by clicking on the
View tab and selecting
Ruler in the Show group.
Note the position of the
indent markers on the ruler.
Currently they align with
the left margin...

 Press
line
to indent the first

A smart tag will appear

because Word has
converted your tab to a first 2
line indent, and the smart
tag is giving you the option
to change it back to a tab.
You can click on the smart
tag to view and select
options. Let’s reduce the
indent using the first line
indent marker on the
ruler...

 Click on and drag the first

line indent marker on the
ruler to 0.5 cm, as shown
3

 Release the mouse to

position the marker, then
save the document

For Your Reference… Handy to Know…

To create a first line indent:  You can set a first line indent in the
 Click at the beginning of the paragraph and Paragraph dialog box. On the Home tab,
press , or click on the dialog box launcher for the
 Click and drag the first line indent marker on Paragraph group. Click on the drop arrow for
the ruler to the required position Special in Indentation and select First line.
Adjust the distance in By, then click on [OK].

© 2017 The University of Nottingham Page 92 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

APPLYING HANGING INDENTS

When you apply a hanging indent to a paragraph and numbered lists. Hanging indents can be
all lines in the paragraph will be indented except applied to a paragraph by dragging the hanging
for the first line, which ‘hangs out’ from the rest. indent marker on the ruler or via the Paragraph
Hanging indents are typically used for bulleted dialog box.

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file

Formatting_2.docx...

 Scroll down and select the

three paragraphs under
Coagulation
Notice the position of the
indent markers on the
ruler...

 Click on the Home tab, then

click on the dialog box
launcher in the Paragraph
group to display the
Paragraph dialog box

 Click on the drop arrow for

Special and select
Hanging, then click on [OK]
The first line indent marker
remains aligned with the left
margin and the hanging and
left indent marker is
indented to the first tab stop
at 1.27 cm.
Let’s adjust the hanging
indent on the ruler…

 Click and drag the hanging

indent marker on the ruler
slightly to the left as shown

 Release the mouse button

when the hanging indent is
set at 0.5 cm, then click
outside the text to see the 4
result

For Your Reference… Handy to Know…

To apply a hanging indent:  Position the insertion point in the paragraph,
1. Click in the paragraph then press + to apply a hanging
2. Click on the Home tab, then click on the indent.
dialog box launcher in the Paragraph group
3. Click on the drop arrow for Special and
select Hanging then click on [OK]

© 2017 The University of Nottingham Page 93 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

APPLYING RIGHT INDENTS

When you apply a right indent to a paragraph, room to insert objects or pictures. You can apply a
the paragraph is indented from the right margin. right indent by dragging the right indent marker on
You might insert a right indent to make one the ruler or by using the Paragraph dialog box.
paragraph stand out from the rest or to make

3
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Formatting_3.docx...

 Scroll down and click in the

first paragraph below the
Sand Filtration heading

 Click on the Home tab,

then click on the dialog box
launcher for the
Paragraph group to
display the Paragraph
dialog box

 Select the value for Right

in Indentation and type 2

 Click on [OK] to apply the

changes
The paragraph will now be
indented 2 cm from the
right margin – in line with
the right indent marker.
You can also adjust the
right indent using the
mouse...

 Drag the right indent

marker on the ruler to
15 cm then release the
4

mouse
The text will adjust to fit...

 Press + to reset the

paragraph to its default
indentation

For Your Reference… Handy to Know…

To apply a right indent:  By applying both a right and left indent to a
1. Click in the paragraph paragraph, you can make it stand out from
the rest of the text, as it creates white space
2. On the Home tab click on the dialog box
on both sides of the paragraph. If you also
launcher for the Paragraph group
apply italics, the paragraph will take on the
3. Enter a value for Right in Indentation appearance of a quote or extract.
4. Click on [OK]

© 2017 The University of Nottingham Page 94 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

UNDERSTANDING PAGINATION
Pagination refers to how headings and on a page. Once a page is filled, Word will force the
paragraphs are organised on the page. When text onto a new page. Word provides several
you establish the document’s paper size and pagination options to control how headings and
margins, Word will calculate how much text will fit paragraphs are arranged on a page.

Page Breaks
When text runs over onto the next page, Word inserts a soft page break. Soft page breaks cannot be
seen in Print Layout view but if you want to see them, simply switch to Draft view.
You can insert your own page breaks using + at any point in a document and these are known
as hard page breaks. Hard page breaks force text onto the next page. If you click on Show/Hide to
display hidden characters, a hard page break appears like this:

Pagination Settings
Sometimes it is necessary to ensure that paragraphs stay together with headings or other paragraphs.
For example, you wouldn’t want a heading to appear at the bottom of a page and its text to be on the
next page. It would be important that the heading and paragraph stay together. Also, having the first or
last line of a paragraph split from the rest of the paragraph breaks standard editing conventions. Word
has several pagination settings that can be applied to ensure correct paragraph layout. These settings
can be found on the Line and Page Breaks tab in the Paragraph dialog box.
Widow/Orphan Control
A widow is the last line of a paragraph that appears on a new page all by itself. An orphan is the first
line of a paragraph that appears at the bottom of a page all by itself. Widow/Orphan control, which is
turned on by default, ensures that at least two lines of a paragraph appear on a page. In the case of a
widow, the second last line of the paragraph will be moved to the next page to accompany the last line.
In the case of an orphan, the first line will be moved to the new page so that it appears with the other
lines of the paragraph.
Keep With Next
Sometimes it is important that two paragraphs or a heading and a paragraph appear on the same page.
This can be ensured by clicking in the first paragraph or heading and applying Keep with next. If the
second paragraph is forced onto a new page, either automatically by Word or by you, the first paragraph
will also move to the next page. This is a good way of keeping a heading with the text that follows.
Keep Lines Together
You can ensure that all of the lines in a paragraph stay together, rather than being split by a page break,
by applying Keep lines together.
Page Break Before
If you want a paragraph or heading to start at the top of a new page, you can apply Page break before.
No matter where the preceding text is placed on a page, this paragraph will always start at the top of a
page.

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 Microsoft Word 2016 - Essentials

CONTROLLING WIDOWS AND ORPHANS

When the last line of a paragraph appears at the widows and orphans using the Paragraph dialog
top of a new page it is called a widow. When the box. Widow/Orphan control is turned on by
first line of a paragraph appears at the bottom of default, but here we will deactivate it to see what
a page it is called an orphan. You can control happens.

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Formatting_4.docx...

 Scroll down to and click in the

paragraph spanning the
bottom of page 1 and the top
of page 2
Notice the last two lines
appear together at the top of
the second page...

 Click on the Home tab, then

click on the dialog box
launcher for the Paragraph
1

group to display the

Paragraph dialog box

 Click on the Line and Page

Breaks tab
Notice the Widow/Orphan
control check box is ticked...

 Click on Widow/Orphan
control to remove the tick

 Click on [OK]
The control will be removed
and the third line of the
paragraph will move to the
previous page, leaving a
widow on the next...

 Click on Undo in the Quick

Access Toolbar to restore
the widow/orphan control
5

For Your Reference… Handy to Know…

To control widows and orphans:  Widow/Orphan control is either on or off.
1. Click in the paragraph When it’s on, the point at which a paragraph
2. On the Home tab, click on the dialog box is split across pages will be adjusted if
launcher for the Paragraph group necessary to avoid widows and orphans.
3. Click on the Line and Page Breaks tab When it’s off, paragraphs will be split across
pages depending on how much of the
4. Click on Widow/Orphan control, then click
paragraph can fit on a page.
on [OK]

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 Microsoft Word 2016 - Essentials

KEEPING PARAGRAPHS TOGETHER

The Keep with next setting is used to keep to prevent text from being separated from its
related headings and paragraphs together by heading and to keep all the items in a bulleted list
preventing page breaks being inserted between on the same page.
them. For instance Keep with next can be used

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file

Formatting_5.docx...

 Click at the start of the

paragraph that begins Sand
filtration doesn’t… (near
the bottom of page 1)
We’ll link these two
paragraphs so they both
appear on the same page...

 On the Home tab, click on

the dialog box launcher for
the Paragraph group to
display the Paragraph
dialog box

 On the Line and Page

Breaks tab, click on Keep
with next until it appears
4

with a tick, then click on

[OK]
Nothing will happen until
Word tries to put a page
break between the
paragraphs...

 Press four times to

move the paragraph down
towards the end of the page
The entire paragraph will
shift to the next page with
the following one...

 Click on Undo twice to

restore the default
pagination settings

For Your Reference… Handy to Know…

To keep paragraphs together:  Keep with next is a bit like grouping
1. Click in the paragraph paragraphs. Where one goes, the other
follows. Note that Keep with next will not
2. On the Home tab click on the dialog box
prevent the second paragraph from being
launcher for the Paragraph group
split by a page break. It just ensures the
3. Click on the Line and Page Breaks tab second paragraph starts on the page on
4. Click on Keep with next, then click on [OK] which the first one appears.

© 2017 The University of Nottingham Page 97 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

KEEPING LINES TOGETHER

To ensure that a paragraph is not split across two lines together setting is applied using the
pages you can apply the Keep lines together Paragraph dialog box.
setting. You may need to do this to ensure
complete paragraphs sit on a page. The Keep

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

Formatting_6.docx...

 Click in the paragraph at

the bottom of page 1 1

 On the Home tab, click on

the dialog box launcher
for the Paragraph group
to display the Paragraph
dialog box

 On the Line and Page

Breaks tab, click on Keep
lines together so it
appears with a tick

 Click on [OK]
The paragraph will be
moved to the second
page so the lines are kept
together...

 Click on Undo to restore

the default pagination
settings

For Your Reference… Handy to Know…

To keep lines together:  Keep lines together does not work if the
1. Click on the Home tab, click in the paragraph appears in a table that is split
paragraph, then click on the dialog box across a page. Use Keep with next instead.
launcher for the Paragraph group
2. Click on the Line and Page Breaks tab
3. Click on Keep lines together, then click on
[OK]

© 2017 The University of Nottingham Page 98 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

INSERTING A PAGE BREAK

When you apply the Page break before setting images and the like that need to appear on a new
to a paragraph, the paragraph is forced to start page. The Page break before setting is applied via
on the next page. This is ideal when starting new the Paragraph dialog box.
sections or chapters and also for paragraphs,

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file
Formatting_7.docx...

 Click in the Sand

Filtration heading
4

 Click on the Home

tab, then click on the
dialog box launcher
for the Paragraph
group to display the
Paragraph dialog
box

 On the Line and

Page Breaks tab,
click on Page break
before until it
appears with a tick
Notice that Keep with
next and Keep lines
together are selected
by default for this
heading style...

 Click on [OK]
The heading and the
following paragraphs
will be forced onto
the second page

For Your Reference… Handy to Know…

To insert a page break before a paragraph:  One of the best things you can do with
1. Click in the paragraph pagination settings such as Page break
2. On the Home tab click on the dialog box before and Keep with next is to incorporate
launcher for the Paragraph group them into styles so they are automatically
3. Click on the Line and Page Breaks tab applied with formatting.
4. Click on Page break before then click on
[OK]

© 2017 The University of Nottingham Page 99 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

APPLYING HYPHENATION TO TEXT

Hyphenation is used to break a word across two default, so text will wrap to the next line. But you
lines when it is too long to fit on the first line, by may prefer to hyphenate words to make good use
inserting a hyphen between the first and second of available space, especially in narrow layouts
half of the word. Hyphenation is turned off by such as columns.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Formatting_8.docx...

 Click on the Layout tab,

then click on Hyphenation
in the Page Setup group
to display a list of options
Notice that it is currently
set to None...

 Select Automatic, then

scan down the right-hand
edge of the document and
2

see how many words are

hyphenated
There should be several.
Manual hyphenation lets
you decide which words
you want hyphenated...

 Repeat step 1 and 2 and

select None in
Hyphenation to turn it off
again
Let’s manually hyphenate 4
the document…

 Repeat steps 1 and 2 and

select Manual

 Click on [Yes] to step

through the words and
apply manual hyphens,
5

then click on [OK]

For Your Reference… Handy to Know…

To apply hyphenation to text:  Manual hyphens can only be removed
1. Click on Hyphenation manually.
2. Select Automatic or Manual  You can change the hyphenation settings by
clicking on Hyphenation and selecting
To remove automatic hyphenation: Hyphenation Options.
 Click on Hyphenation and select None

© 2017 The University of Nottingham Page 100 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

HIDING TEXT
You can hide text in a document. This might be versions of a document. The only downside is that
useful during the editing stage when you have hidden text is not protected in any way unless you
additional information you may or may not want apply a password.
to use later, or if you need to distribute different

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Formatting_9.docx...

 Select the Sedimentation

heading

 Click on the Home tab, then

click on the dialog box
launcher for the Font group
1

to display the Font dialog box

 Click on Hidden in Effects,

until it appears with a tick,
then click on [OK]
The text is now hidden. Let’s
redisplay it...

 Press
text
+ to select all

If you’re not sure where the

3 5
hidden text is, simply unhide
all text within the document…

 Click on the dialog box

launcher for the Font group
to display the Font dialog box

 Click on Hidden in Effects

twice – first to display the tick
then to remove it – then click
on [OK]
The text will reappear

For Your Reference… Handy to Know…

To hide text:  One way to tell if there is hidden text in a
1. Select the text, then on the Home tab click document is to select the entire document
on the dialog box launcher for the Font ( + ) and check the Font dialog box to
group see if the checkbox for Hidden is filled. The
2. Under Effects click on Hidden until it dot in the checkbox, rather than a tick,
appears with a tick indicates part of the document is hidden.
3. Click on [OK]

© 2017 The University of Nottingham Page 101 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

INSERTING A DROP CAP

A drop cap is the first letter of a paragraph that is several lines of the paragraph. Cap means the
larger than the rest of the text, and is typically letter is in uppercase. As a drop cap is somewhat
used to indicate the beginning of an article or larger than the rest of the text, it helps the reader to
chapter. Drop means the letter drops down over navigate a document or book.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Formatting_10.docx...

 Click in the paragraph

below the Introduction
heading
2

It doesn’t matter where you

click – the drop cap will only
be applied to the first letter
in the paragraph...

 Click on the Insert tab,

then click on Drop Cap in
the Text group to display
the options

 Point to Dropped to see

the drop cap in Live
Preview
5 7

 Point to In margin to see

this option in Live Preview

 Select Drop Cap Options

to display the Drop Cap
dialog box

 Click on Dropped, then

click on the drop arrow for
Font, and select Cambria

 Click on the down spinner

arrow for Lines to drop
until it reads 2, then click on
8
[OK]

 Click away from the drop

cap to deselect it

For Your Reference… Handy to Know…

To insert a drop cap:  You can modify a drop cap by clicking on it,
1. Click in the paragraph selecting the text and making changes such
as font or font size. You can also drag it to
2. Click on the Insert tab, then click on Drop
different positions.
Cap
3. Click on the option of your choice or select  You can remove a drop cap by clicking in the
Drop Cap Options paragraph, then clicking on Drop Cap and
selecting None.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING RETURNS
A return is a hidden character that forces the text the paper. In word processing packages, returns
onto the next line. This terminology comes from are a little more sophisticated because they are
the old typewriter days when you would want the created automatically as you type. This page
typewriter head to ‘return’ to the left-hand side of discusses the use of returns in word processing.

Word Wrap and Automatic Soft Returns

Word processing packages are designed to place words on a page. They include margins and indent
markers that control where the text is placed. When you add text that doesn’t fit on a line, the word
processing package automatically moves the text to the start of the next line. This is known as word
wrap.
Word wrap is made possible because the computer inserts a hidden character to indicate the text should
start on a new line. This is known as a soft return. It is not visible in Word, even if you display the
paragraph markers. Part of the reason they are called soft returns is because they are flexible and adjust
as the text is modified. If text is deleted and more words can fit on the line, the soft return is repositioned
automatically to allow for an adjustment of the word wrapping. If additional text is added to a line, the soft
return is also repositioned to push any text that doesn’t fit to the next line and so on through the
paragraph.
A paragraph wrapped using soft returns, when displayed using Show/Hide, will appear as shown below.
The paragraph marker indicates the end of the paragraph.

Hard Returns and Manual Soft Returns

There are times, however, when you want text to appear on the next line and don’t want to use word
wrap. You can do this using either a manual soft return or a hard return. A manual soft return
( + ) forces text onto a new line without starting a paragraph and uses the current line spacing
settings, while a hard return ( ) creates a new paragraph and applies the spacing between
paragraphs that applies according to the style.
When you press to create a hard return, a paragraph marker is inserted at the end of the
paragraph. This portion of text – the paragraph, can be formatted independently of other paragraphs.
When you press + to create a soft return, a soft return marker is inserted at the end of the line
and the text is forced onto the next line. However, both lines are part of the same paragraph and
therefore, any paragraph formatting that is applied to either line will affect both. A soft return is also
sometimes referred to as a line feed.
A paragraph including a manual soft return, when displayed using Show/Hide will appear as shown
below. The paragraph marker indicates the end of the paragraph and the position of the hard return.

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 Microsoft Word 2016 - Essentials

INSERTING HARD AND SOFT RETURNS

Returns are used in documents to force text to paragraph. How you use returns in a document will
appear on the next line. Hard returns create a depend entirely on the layout that you want to
new paragraph while manual soft returns just create. Manual soft returns are particularly useful in
place the text on a new line within the same lists when you don’t want a new bullet or number.

2
Try This Yourself:
Continue using the previous
Same
File

file with this exercise, or open

the file Formatting_11.docx...

 Scroll down to page 2 until you

can see the bulleted list

 Click at the end of the second

bullet point on Ultrafiltration

 On the Home tab, click on

Show/Hide in the Paragraph
group to display the paragraph
marks and other symbols 4

Each item in the list is a

separate paragraph. The dot
between each word indicates
a space…

 Press to insert a hard

return (paragraph marker) and
create a new bullet point

 Type Reverse Osmosis

 Press +
manual soft return
to insert a

This time there is no new 6

bullet – just the manual soft
return marker and a
continuation of the paragraph
formatting...

 Type Great for desalination

 Repeat step 3 to hide the

formatting symbols

For Your Reference… Handy to Know…

To insert a hard return:  Manual soft returns can be used to override
 Press the default spacing between paragraphs. For
example, if you want to type an address and
To insert a soft return: have the lines of the address close together,
 Press + press + between the lines instead
of pressing .

© 2017 The University of Nottingham Page 104 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

REMOVING RETURNS
Removing unwanted and extra hard and soft considered characters, albeit usually hidden, you
returns in a document is a common editing task. can use the same commands to delete them as
The trick is to be careful about where you place you use to delete any other characters.
the cursor before you press . As returns are

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file

Formatting_12.docx...

 On the Home tab, click on

Show/Hide in the
Paragraph group to display
the formatting marks

 Click at the end of the bullet

point Reverse Osmosis on
page 2 3
You’ll find that you can’t
click after the manual soft
return marker; the insertion
point appears in front of it...

 Press to delete the

manual soft return, then
type : (colon) and press
to separate the words

 Click at the beginning of the

paragraph immediately
above the bulleted list

 Press to delete the

hard return at the end of the
5

previous paragraph
The sentence ‘The size of
the pore...’ now becomes
part of the previous
paragraph...

 Click on Show/Hide to hide

the formatting marks, then
save the document

For Your Reference… Handy to Know…

To remove hard or soft returns:  Removing returns is easier if you can see
 Click in front of the return and press what you’re doing – which is why we used
, or
Show/Hide in the Paragraph group. If things
Click at the beginning of the next line and don’t go as expected, look for extra spaces
press or other hidden characters that may be
causing problems. Don’t forget that you can
always click on Undo if you get stuck.

© 2017 The University of Nottingham Page 105 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

REVEALING FORMATTING
The Reveal Formatting pane displays all of the Formatting pane to display the relevant dialog box
formatting applied to selected text, such as font and make changes to the formatting as required.
and paragraph formatting. You can click on the
hyperlink for a particular format in the Reveal

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Formatting_13.docx...

 In the first paragraph beneath

the Coagulation heading,
click in the word
Sedimentation in the first
line

 Press + to display
the Reveal Formatting pane 1
on the right side of the Word
window
The formatting that is applied
to ‘sedimentation’ will be
detailed in the task pane...

 Double-click on aluminium
(four words along) to select it,
then click on Italic in the mini
toolbar to change the format
The task pane will show that
Italic is applied to the font…


Click on SPACING in the
Reveal Formatting pane to
display the Paragraph dialog
box
Here you can make further
changes to the formatting for
selected text…

 Click on [Cancel]

2 3
 Click on Close to close the
Reveal Formatting pane

For Your Reference… Handy to Know…

To display the formatting applied to selected  Click on Distinguish style source at the
text: bottom of the Reveal Formatting task pane
1. Click in the text to view the styles applied to the text or
paragraph.
2. Press +
 The Show all formatting marks option at
the bottom of the Reveal Formatting task
pane is the same as Show/Hide.

© 2017 The University of Nottingham Page 106 Chapter 7 - Formatting Techniques

 Microsoft Word 2016 - Essentials

CHAPTER 8 PRINTING YOUR DOCUMENTS

INFOCUS

In a traditional sense, printing means producing your document on

paper. The printing process on the computer, however, is much
more flexible than this. In Microsoft Word the printing commands
allow you to control how the document will be printed, where it will
be printed and what will be printed.

In this session you will:

 gain an understanding of printing

 learn how to preview a document before printing
 learn how to use the quick print feature
 learn how to select a printer
 learn how to print the current page
 learn how to print a range of pages
 learn how to specify the number of copies.

© 2017 The University of Nottingham Page 107 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

UNDERSTANDING PRINTING
Printing, in its simplest form, means producing a printing only requires a printer that converts the
paper copy of a document you have created on the electronic form of the document into a piece of paper
computer. Early forms of printing required with text and/or graphics on it. Before you commit a
typesetting, printing presses and ink. These days, document to paper, consider the following points.

Resisting The Urge To Print

These days printers are very cheap, easy to install and easy to print to. While computers were supposed to
reduce the amount of paper we used and introduce a paperless age, in reality they have made it easy to go
through pages and pages of paper while we review and modify documents. If you take some time to think the
following things through, you may well reduce the volume of paper you use.

Draft Versus Final

The first thing to consider is why you are printing. If you just want to review the layout and proof the text, there
is a good case for printing only a draft copy of the document. This uses less ink and in some cases prints
more quickly than a best-quality copy. If you have a colour printer, you can often choose to print in greyscale
or black and white, saving the more expensive colour ink for later. If it’s the final copy you want to print, then
you should make sure you’ve previewed the output so that you don’t waste precious ink, time, paper and
patience.

Previewing Before You Print

When you select Print in the Backstage, a preview of how the document will look when it’s printed will appear
in the right half of the view. You should always check the preview of a document in the Backstage before
sending it to a printer.

Printer Type
Though it may appear that printing is handled by Word, it is actually handled through Microsoft Windows.
With Windows you install printers on your computer – these printers may be sitting on the table next to your
computer, or may even be a fair distance away in another room and connected via your network. Once a
printer has been installed on your computer it will become available for printing. One of the installed printers
on your computer will be set up as the default printer. The default printer is the printer that appears in the
Print dialog box when you select File > Print. It’s the printer that will be used unless you select another one.
One of the first things you should do before printing a document is to select the printer you intend to use. This
is partly because functionality may vary between printers. For example, printers designed to print photographs
can print right to the edge of the page (borderless printing) whereas other printers, such as most lasers, have
a non-printable area around the edge of the page. There are many types of printers you may have access to,
such as colour printers versus black and white and laser printers as opposed to inkjet. As a rule of thumb,
colour printing is more expensive than black and white, and laser printing is more expensive, but better
quality, than ink jet. Depending on what you want to print may influence your choice of printer.

When Printing Isn’t Printing

Traditionally, printing referred to creating a hard copy of a document, meaning a copy of the document on
paper. These days, printing can also be used to create an electronic version of the document, known as a soft
copy. For example, you can print to the Microsoft XPS Document Writer and create an XPS version of the file.
You can also print to a file and create a .PRN file which is used for printing.
Paper Size and Type
Before you send a document to a printer, you need to consider the size and type of the paper you intend to
print on. Does the size of the paper that your printer uses match the size you have selected in Word? If not,
you either need to change the paper in the printer or reorganise your document in Word so the paper sizes
agree.
What type of paper do you need for your specific print job? Are you printing photographs that you want to
appear on glossy paper? Are you printing a normal document that needs normal copy paper? What about
sticky labels or envelopes? Make sure that you have the right paper product in your printer before you start.

© 2017 The University of Nottingham Page 108 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

PREVIEWING YOUR DOCUMENT

Computers came with the promise of a paperless before printing them. The preview shows you on
office but it hasn’t really worked out that way. You the screen how the document will look when it is
can help save paper by previewing your printed. If you need to make any changes, you
documents in the Print area of the Backstage simply exit the Backstage and alter the file.

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file

Printing_1.docx…

 Click on the File tab to

open the Backstage,
then click on Print
The first page of the
document will display on
the right side of the
screen...

 Click on the Next Page

arrow at the bottom left
corner of the preview
pane to step through the
pages until you reach
page 3
1
You can alter the
magnification… 2

 Click on Zoom In at the

bottom right of the
preview pane until the
magnification changes
to 100%

 Click on the Previous

Page arrow until you
return to page 1
3

 Press or click on the

Back arrow to return to
Print Layout view

For Your Reference… Handy to Know…

To preview a document:  While in the print area of the Backstage, you
1. Click on the File tab can access the Page Setup dialog box, if
necessary, by clicking on Page Setup.
2. Click on Print

© 2017 The University of Nottingham Page 109 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

QUICK PRINTING
Quick Printing refers to sending a document want one copy of the entire document and you
directly to the default printer without checking the have checked the preview of your document to
printer settings. This is the best choice when you make sure that it is okay (or you’re confident that it
know the printer you want is selected, you only will be).

3
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Printing_1.docx...

 Click on the File tab to

open the Backstage

 Click on Print to display the

print settings and document
preview
To quickly access the
Backstage view printer
settings press + …
Click on [Print] – this large
 button appears at the top
left of the print settings
Your document will be sent
directly to the printer

For Your Reference… Handy to Know…

To quick print:  You can make printing an entire document
1. Click on the File tab even quicker by adding Quick Print to the
Quick Access Toolbar. Click on the drop
2. Click on Print
arrow for Customise Quick Access
3. Click on [Print] Toolbar and select Quick Print. Printing
then becomes a single click operation.

© 2017 The University of Nottingham Page 110 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

SELECTING A PRINTER
It is likely you have access to several printers, colour laser or because it has different stock loaded
especially in a work environment. You may want to (paper, envelopes, labels). You can select a different
use a printer other than the default printer because printer via the Printer drop list which allows you to
it provides different functionality – e.g. borderless, choose any printer installed in Windows.

2
Try This Yourself:
Continue using the previous
Same
File

file with this exercise, or open

the file Printing_1.docx...

 Click on the File tab and click

on Print to display the print
settings

 Click on the drop arrow for

Printer to display the list of
available printers
We have only one printer
installed at this stage. Your list
of printers may be different to
ours...

 Click on the printer of your

choice
You will need to ensure that
the printer you have chosen is
online and ready to use...
A green tick next to the printer
icon indicates it is ready

 Click on [Print] if you want to

send your document to the
new printer, or press to
return to Page Layout view
without printing the document
Your new printer settings will
be retained until you change
them again even if you don’t
print the document

For Your Reference… Handy to Know…

To select a printer:  You can change the default printer by
1. Click on the File tab opening the Control Panel which you can
access from the Apps screen (right click on
2. Click on Print
the Start screen to display the Apps screen).
3. Click on the drop arrow for Printer and click Click on View devices and printers under
on the required printer Hardware and Sound. Right-click on the
4. Click on [Print] printer and select Set as default printer.

© 2017 The University of Nottingham Page 111 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

PRINTING THE CURRENT PAGE

There will be times when you only want to print a to printing the current page is to ensure that the
single page of a document, not the entire thing. page you want to print is the first page visible on
To make it easy for you, Word allows you to the screen. You don’t even have to click on the
nominate the current page to be printed. The trick page or select any text.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file

Printing_1.docx...

 Ensure you are in Print

Layout view then scroll down
the document until you can
see only page 3
You may not be able to see 3
all of it, but the main thing is
to ensure you can’t see any
of page 2...

 Click on the File tab and click

on Print to display the print
settings in the Backstage

 Click on Print All Pages

under Settings to display a
list of what you can print

 Click on Print Current Page

to select this option

 Click on [Print] to print page

3
If you don’t want to print,
press instead

For Your Reference… Handy to Know…

To print the current page:  You can print part of one page by first
1. Scroll to the page you want to print selecting the text and/or images. Click on the
File tab and click on Print. Click on Print
2. Click on the File tab and click on Print
Selection then click on [Print].
3. Select Current page under Settings
 The keyboard shortcut for displaying the print
4. Click on [Print] settings in the Backstage is + .

© 2017 The University of Nottingham Page 112 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

SPECIFYING A RANGE OF PAGES

If you want to print more than one page but not determine this by previewing the pages and
the entire document, you can specify a range of checking the page numbers below the preview.
pages. To do this, you need to know the page You then use a special format to specify individual
numbers of the pages you want to print. You can pages or a series of consecutive pages (range).

3
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Printing_1.docx...

 Click on the File tab then

click on Print

 Click on Next Page to

move to page 2
We want to print this page
and the next…

 Hover over the text box for

Pages
A tooltip will appear giving
you examples of ranges
that you can use. A hyphen
denotes a range of pages
and commas separate
individual page numbers or
ranges, as in 1,3, 5-12 (1
and 3 and 5 through to
12)...

 Click in Pages and type 2-3

 Click on [Print] to print the

second and third pages of
the document

For Your Reference… Handy to Know…

To specify a range of pages to print:  You can print sections of a document.
1. Click on the File tab and click on Print Sections are used to allow multiple
formatting layouts in a document, such as
2. Click in the text box for Pages and type the
columns and tables. In translation, p1s1,
pages and ranges
p1s2, p1s3-p8s3 will print page 1 of section
3. Click on [Print] 1, page 1 of section 2, and pages 1 to 8 in
section 3.

© 2017 The University of Nottingham Page 113 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

SPECIFYING THE NUMBER OF COPIES

When you print a document you can specify the pages together. But, if you’re printing a report, you
number of copies you need and whether or not may prefer to print the document in sets of
to collate the pages. If you have a series of consecutive pages, otherwise known as collated.
handouts, you may prefer to keep all of the same

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file

Printing_1.docx...

 Click on the File tab then

click on Print
The default settings for
printing are one copy and
collated...

 Click on the up spinner arrow

for Copies until it reads 3
This field is located at the top
of the print settings…

 Click on Collated to display

a drop-down menu, then click
on Uncollated
Notice that the tiny preview
to the left of the option
changes to show that if you
printed the document now, it
would print the copies of
page 1, then the copies of
page 2 and so on... 2 3

 Click on [Print] to print the

copies of the document
If you don’t want to print,
press instead

For Your Reference… Handy to Know…

To print multiple copies:  Photocopying instead of printing multiple
1. Click on the File tab copies may be marginally cheaper than laser
printing, but the loss of quality is generally
2. Click on Print
not worth the savings you make.
3. Click on the up spinner arrow for Copies
until you reach the number required then  You can print multiple copies of specific
ranges of pages if you need to.
click on [Print]

© 2017 The University of Nottingham Page 114 Chapter 8 - Printing Your Documents
 Microsoft Word 2016 - Essentials

CHAPTER 9 PRINTING FEATURES

INFOCUS

Microsoft Word provides a comprehensive set of printing features

that allow you to control not only how the document will be printed,
but also what will be printed.

In this session you will:

 gain an understanding of printing options

 learn how to print a document without drawing objects
 learn how to print hidden text
 learn how to print document properties
 learn how to specify what to print
 learn how to print odd pages
 learn how to print even pages
 learn how to print multiple pages per sheet
 learn how to print pages scaled to a particular paper size
 learn how to print uncollated copies of a document
 learn how to print to the XPS Document Writer
 learn how to print an OXPS document
 learn how to manually print a document double-sided
 gain an understanding of printing problems.

© 2017 The University of Nottingham Page 115 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

UNDERSTANDING PRINTING OPTIONS

Microsoft Word’s printing settings are accessible Display in the list on the left of the dialog box to
via the Word Options dialog box. You can display the Printing options in the bottom half of
access this dialog box by clicking on the File tab the Word Options dialog box.
and clicking on Options. You must then click on

Printing options Description

Print drawings By default, all images and drawing objects will be printed when you print your
created in Word document. If your document includes a lot of drawings, you may speed up
printing by clearing this checkbox.
Print background Selecting this option will print all background colours and images. You may
colours and images speed up printing by clearing this checkbox.
Print document Word stores summary information for a document in the Properties pane
properties (accessible under Info on the File tab) If you want to print this summary
information on a separate page at the end of the document, select this option.
Print hidden text You can print text that has been formatted as hidden by selecting this option.
Hidden text will appear on the screen with a dotted underline.
Update fields before If you have used fields in your document, you can select this option to have
printing Word update the fields just before printing the document.
Update linked data If you have linked information in your document, you can select this option to
before printing have Word update the links just before printing the document.

© 2017 The University of Nottingham Page 116 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING WITHOUT DRAWING OBJECTS

If a document comprises many drawing objects document without the drawing objects. This is ideal
that you have created in Word such as shapes, if you want to print the document so that you can
text boxes or images placed in text boxes, you review the textual information on a hard copy rather
can save both toner and time if you print the than on your monitor.

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the file

Printing Features_1.docx...

 Ensure that you are on page 1,

then click on the image at the top
of the page
Notice that the image is contained 1
within a text box. Let’s print this
page without the picture...

 Click on the File tab, then click on

Options to open the Word
Options dialog box

 Click on Display to see the

Printing options in the right side
of the lower half of the dialog box

 Click on Print drawings created

in Word so it appears without a
tick, then click on [OK]

 Click on the File tab and click on

Print to display the Print area of
the Backstage
Notice that the preview shows
page 1 without the image…

 Click on Print all pages in

Settings and select Print
Current Page, then click on
[Print] to print the first page
without the image
3
Let’s reset the printing option...

 Repeat steps 2 and 3, then click

on Print drawings created in
Word so it appears with a tick and
click on [OK]

For Your Reference… Handy to Know…

To print a document without drawing objects:  The Print drawings created in Word option
1. Click on the File tab and click on Options will only hide drawing objects created in
Word, such as text boxes and shapes. It will
2. Click on Display, remove the tick in Print
not hide images, tables, charts or borders,
drawings created in Word and click [OK]
during printing.
3. Click on the File tab, then click on Print,
then click on [Print]

© 2017 The University of Nottingham Page 117 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING HIDDEN TEXT

You can format specific text in your documents printing option, you can print the hidden text when
as hidden text. When you view or print a you print your document. By clicking on Show/Hide
document containing hidden text, it remains you can view all hidden text, which appears with a
hidden by default. However, by changing a dotted underline.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx... 1

 Scroll to the bottom of page 1

Hidden text appears as dotted,
underlined text. The hidden
text on this page is shown at
the bottom of the page in the
last paragraph...

 Click on the File tab, click on

Options to open the Word
Options dialog box, then click
on Display and click on Print
hidden text until it appears
with a tick

 Click on [OK]

 Click on the File tab, then click

on Print to display the Print
options

 Ensure that Print Current

Page is selected in Settings,
then click on [Print] to print the
first page with the hidden text 2

 Repeat steps 3 and 4 to

remove the tick from Print
hidden text

For Your Reference… Handy to Know…

To print hidden text:  Hidden text can be useful for several
1. Click on the File tab, click on Options, then reasons. For example, you may wish to print
click on Display two different versions of a document, and by
using hidden text you can omit portions of
2. Select Print hidden text, then click on [OK]
text in one of the documents.
3. Click on the File tab, click on Print, then
click on [Print]

© 2017 The University of Nottingham Page 118 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING DOCUMENT PROPERTIES

Microsoft Word automatically maintains comments where applicable. It also contains
properties for a document. These include the advanced properties such as the file name and
author and title, as well as the subject, number of path, creation date, last saved date, and the file
words in the document, creation date and size. This information can be printed.

2 3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then

ensure Info is selected to see
the Properties pane on the
right side of the window
The Properties pane displays
some of the properties for this
document. Let’s look at some
more…
Click on Show All Properties
 to display further properties
You can also view advanced
properties…
Click on [Properties] as
 shown and select Advanced
Properties to open the
Properties dialog box
Now that we know what the
document properties contain,
let’s print them… 6
Click on [Cancel] to close the
 Properties dialog box, then
click on Print in the left pane
to display the Print options
Click on Print Current Page in
 Settings and select
Document Info, then click on
[Print] to print the document
properties

For Your Reference… Handy to Know…

To print document properties:  If you want to print the properties for a
1. Click on the File tab, then click on Print document every time you print it, you can
apply this as the default setting. To do this,
2. Click on the first option in Settings and
click on the File tab, then click on Options,
select Document Properties
click on Display and select Print document
3. Click on [Print] properties. Click on [OK].

© 2017 The University of Nottingham Page 119 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

SPECIFYING WHAT TO PRINT

In the majority of cases, you will print the entire document’s properties, you can print a list of
document, the current page or specific pages. AutoText entries, mark-ups, and a list of styles
But Word also lets you print other elements of the used in the document.
document. As well as printing a summary of the

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options in Backstage View

 Click on the first option in

Settings to display a list of
printing options

 Select Styles, then click on

[Print]
A list of the styles used in the
document will be printed

For Your Reference… Handy to Know…

To specify what to print:  You can print a list of shortcut key
1. Click on the File tab, then click on Print assignments that have been stored in the
document or template. This may be useful if
2. Click on the first option in Settings
there are many shortcut keys assigned to
3. Select what to print macros, for example. In the Print options,
4. Click on [Print] click on the first option in Settings and select
Key Assignments. Click on [Print].

© 2017 The University of Nottingham Page 120 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING ODD PAGES

Word provides you with numerous ways in which sided document but your printer does not have this
to print your document, including printing only the facility. You can print all odd pages in a document,
odd pages in a document. This might be useful, or you can select which odd pages you want to
for example, where you want to print a double- print.

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options in Backstage View

 Click on the first option in

Settings to display a list of
printing options

 Select Only Print Odd Pages,

then click on [Print]
Only the odd pages in the
document will be printed, that
is, pages 1, 3 and 5

For Your Reference… Handy to Know…

To print all odd pages in a document:  You can select to print only some of the odd
1. Click on the File tab, then click on Print pages in a document. In the Print options,
click on the first option in Settings and select
2. Click on the first option in Settings and
Only Print Odd Pages. Click in Pages and
select Only Print Odd Pages
type the page range, specifying the pages to
3. Click on [Print] print, such as 1-11 or 1,3,5, then click on
[Print].

© 2017 The University of Nottingham Page 121 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING EVEN PAGES

As well as printing just odd pages, you can print manual duplex printing. You might first print the odd
only the even pages in a document. Again, this pages and then reinsert the printed pages into the
is useful for printing a double-sided document printer to print the even pages for a double-sided
where your printer does not support automatic or document finish.

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options in Backstage View

 Click on the first option in

Settings to display a list of
printing options

 Select Only Print Even

Pages, then click on [Print]
Only the even pages in the
document will be printed, that
is, pages 2 and 4.
Let’s restore the default
printing settings…

 Click on the File tab, then click

on Print to display the Print
options

 Click on the first option in

Settings to display a list of
options and select Only Print
Even Pages to disable this
setting

For Your Reference… Handy to Know…

To print all even pages in a document:  Most laser printers today have a double-
1. Click on the File tab, then click on Print sided print facility. To print to a double-sided
printer, click on the File tab, then click on
2. Click on the first option in Settings and
Print. Click on Print One Sided in Settings
select Only Print Even Pages
and select Print on Both Sides. Click on
3. Click on [Print] [Print].

© 2017 The University of Nottingham Page 122 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING MULTIPLE PAGES PER SHEET

One way to save paper when printing a longer pages comprising a document. And if your eyes are
document is to use the multiple pages per sheet particularly good, you may even be able to review
printing feature. This feature can also be useful the text – but that will depend on how many pages
for reviewing the overall look and layout of the you print per sheet!

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options
Let’s print the first two pages
of the document on a single
sheet of paper…

 Click in Pages in Settings and

type 1-2

 Click on 1 Page Per Sheet in

Settings to display a list of
multiple-page printing options

 Select 2 Pages Per Sheet,

then click on [Print]
One page will be printed. It will
include both the first and
second pages. Now to restore
the default settings…

 Click on the File tab, then click

on Print to display the Print
options

 Select the text 1-2 in Pages

and press , then click on 2
2

Pages Per Sheet and select 1 3

Page Per Sheet
You could also close and
reopen the document to
restore the default printing
settings

For Your Reference… Handy to Know…

To print multiple pages per sheet:  If you are printing multiple pages per sheet to
1. Click on the File tab, then click on Print review a draft copy of text, think carefully
about the font that you use for the text. A
2. Click on 1 Page Per Sheet and select the
sans serif font, such as Calibri, for example,
desired option
will be easier to read than a serif font, such
3. Click on [Print] as Cambria.

© 2017 The University of Nottingham Page 123 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

SCALING TO FIT PAPER SIZE

Even if you have created a document with a designed an A4 poster and your printer is capable
particular paper size, such as A4, you can select of using A3 paper, you can scale the document up
to print it to a different paper size, scaling the to double its size and print it on A3 paper.
content accordingly. For example, if you have

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options
Let’s print only the first page
on Letter paper size, which is
the default U.S. paper size…

 Click in Pages in Settings and

type 1

 Click on A4 in Settings to
display a range of paper sizes
6

 Select Letter, then click on

[Print]
Now to restore the default
settings…

 Click on the File tab, then click

on Print to display the Print
options

 Select the value in Pages in

Settings and press , then
click on Letter and select A4
3
 Click on the Back arrow to
return to the document

For Your Reference… Handy to Know…

To scale a document to a different paper size:  If Word cannot scale to the desired paper
1. Click on the File tab and click on Print size you will receive a message notifying of
this, and Word will revert to the original paper
2. Click on A4 in Settings and select the
size. For example, if you have created a
desired paper size
document in A4 and print to A5, you will not
3. Click on [Print] be able to do this, as A5 is only half of A4 so
not everything on the page will print.

© 2017 The University of Nottingham Page 124 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING UNCOLLATED COPIES

When you print a document you can choose to pages 1,2,3,4 will print together. Uncollated means
print collated or uncollated copies of a that all the pages that are numbered the same will
document. Collated means that the pages of a be printed together. For instance pages 1,1,1,1,
document will be printed in sets. For instance, then 2,2,2,2 will be printed, etc.

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab and click

on Print to display the Print
options

 Click twice on the up spinner

arrow for Copies in Print until
it reads 3

 Click on Collated in Settings

and select Uncollated
This setting means that Word
will print 3 copies of page 1
followed by 3 copies of page 2,
and so on. As we don’t want to
waste that much paper, we will
just reset the options for now…

 Click on Uncollated in
Settings and select Collated
to restore the default setting

 Click twice on the down

spinner arrow for Copies in
Print until it reads 1

 Click on the Back arrow to

return to the document

For Your Reference… Handy to Know…

To print uncollated copies of a document:  It may be necessary to print uncollated
1. Click on the File tab and click on Print copies of a document; for instance if different
coloured paper is used throughout the
2. Select the required number of Copies in
document. For instance if you wanted the
Print
first page of every document to be a specific
3. Click on Collated in Settings and select colour.
Uncollated, then click on [Print]

© 2017 The University of Nottingham Page 125 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING TO THE XPS DOCUMENT WRITER

Open XML Paper Specification (OXPS) format OXPS format has been standardised as an open
is a fixed-layout format that preserves formatting format and is the default format when printing to a
and enables file sharing. This format is based on the XPS document writer when using Windows 10.
the XPS format – the difference being that the

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options

 Click on the default printer in

Printer to display a range of
available printers
The printers shown here will
differ to the printers that you
have available…

 Select Microsoft XPS

Document Writer

 Click on [Print]
The Save As dialog box will
open, prompting you to save
the file in the OXPS format…

 Type My OXPS Document in

File name, navigate to and
open the course files folder,
then click on [Save] to create
the XPS document
Now let’s reset the default
printer…

 Click on the File tab, click on

Print, then click on Microsoft
XPS Document Writer in
5

Printer and select your default

printer

For Your Reference… Handy to Know…

To print to the XPS Document Writer:  You can save a document as an OXPS
1. Click on the File tab, then click on Print document using normal save procedures. To
do this, click on the File tab, then click on
2. Click on the default printer in Printer and
Save As. Type a File name, navigate to the
select Microsoft XPS Document Writer
save location, then click on the drop arrow
3. Type a File name, select a save location, for Save as Type and select OXPS
then click on [Save] Document (*.oxps). Click on [Save].

© 2017 The University of Nottingham Page 126 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

PRINTING AN OXPS DOCUMENT

When you open an OXPS document, it will open you can view the document in the same way that
in either your default PDF viewer (such as Adobe anyone else with a PDF or XPS viewer will see the
Reader) or, if you don’t have a PDF viewer document, and you can also print the XPS
installed, it will open in XPS Viewer. From here document.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_2.oxps...

 Navigate to the File Explorer

 Navigate to and click on the

course files folder in the left
pane, to display its contents 3

 Double-click on Printing
Features_2.xps in the right
pane to open the document
4

The document will open in

your default PDF viewer or
Microsoft’s XPS Viewer. In our
example the document has
opened in Reader…

 Press + to display a list

of available printers, then
select a printer from the list

 Click on [Print]
The document will print to your
default printer

For Your Reference… Handy to Know…

To print an XPS document:  The OXPS document format is Microsoft’s
1. Open File Explorer answer to Adobe’s PDF document format.
Both document types are designed to enable
2. Navigate to the folder
file sharing and will preserve the layout and
3. Double-click on the OXPS document formatting of the original document, so
4. Use the print options to print anyone with a PDF or XPS viewer will see
the document as intended.

© 2017 The University of Nottingham Page 127 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

MANUAL DUPLEX PRINTING

Many laser printers include a feature that will printers that don’t provide this feature, you can print
automatically print on both sides of the page if one side of the page and then manually reinsert the
you have applied this setting in the Print options. printed pages to print on the other side. This is
This is called automatic duplex printing. For known as manual duplex printing.

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Printing

Features_1.docx...

 Click on the File tab, then click

on Print to display the Print
options

 In Pages, under Settings,

type 1-2, then click on Print
One Sided in Settings and
select Manually Print on Both
Sides

 Click on [Print]
The printer will start printing. If
your printer supports manual
duplexing, a message will
appear...

 Go to the printer and reinsert

the printed page 1 in the input
tray in the correct position

 Click on [OK] to complete the

duplex printing
Now let’s reset the printer…

 Click on the File tab, then click

on Print to display the Print
options

 Click on Print Custom Range

in Settings and select Print
All Pages, then click on
3

Manually Print on Both

Sides and Print One Sided

 Click on the Back arrow to

return to the document

For Your Reference… Handy to Know…

To manually print a double-sided document:  The available printer settings in the Print
1. Click on the File tab, then click on Print options for duplex printing will determine
exactly whether your selected printer
2. Click on Print One Sided and select
supports manual or automatic duplex
Manually Print on Both Sides
printing.
3. Click on [Print], reinsert the paper when
prompted, then click on [OK]

© 2017 The University of Nottingham Page 128 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

UNDERSTANDING PRINTING PROBLEMS

There are a few common issues that account for stick together as they pass through the printer?
the majority of printer problems, and most of Remove the paper from the printer tray, use your
these can be solved without trips to your local PC thumb to fan the paper, separating the pages, and
store. For example, what do you do when pages then replace the paper in the printer tray again.

The Printer Won’t Print

1. Ensure that the printer is turned on. The power light should be illuminated on the printer. If the
printer is on, try rebooting it by pressing the Off button, waiting a few seconds and then pressing
the On button again.
2. Ensure that both ends of the cable connecting your computer to the printer are firmly in place.
3. Ensure that the printer is ready to receive data. Most printers have an Online button that you can
press to activate this setting – a green or yellow light should illuminate indicating that the printer is
ready to receive data.
4. Ensure that the paper tray is not empty. If it is empty, refill it ensuring that you fan the paper
thoroughly with your thumb to eliminate static. If it is not empty, check that the paper tray is loaded
properly. You may need to pull the paper out of the bin or slot and then put it back in again. Or if
your printer has several paper bins or slots, try placing the paper in another bin.
5. Ensure that there is no paper jammed in the printer. Look for paper wedged between the rollers. If
this is the problem, carefully pull out the paper taking note not to leave even the tiniest remnant as
this can lead to more paper jams – fine tweezers can be useful for this job. Don’t reuse any paper
that you recover from a paper jam as this may cause future paper jams. Removing the paper from
the tray and fanning it again may also help to prevent further paper jams.
6. Ensure that you are printing to the correct printer. Display the Print window in Word and ensure
that the correct printer appears in Printer. You can also check the status of your printer, such as
whether it’s offline or if jobs are waiting to print. To do this, click on the Start button and select
Devices and Printers. Click on your default printer (will appear with a tick) and click on See
what’s printing in the toolbar. The printer’s dialog box will open and you can check the status,
and purge or delete any print jobs as required.
7. Reboot your computer by pressing + + . This simple act sorts out all sorts of
problems.
8. If you’re still having problems getting your document to print or if it is printing garbled data, update
your printer driver. Many computer manufacturers offer the latest drivers as free downloads on
their websites.

Poor Print Quality

If the print looks faded or is not a consistent colour, then you probably need to replace the toner or ink
cartridge in your printer. Check the printer’s user manual for instructions on opening the printer, and
locating and removing the toner or ink cartridge. But before replacing a toner cartridge, always try
shaking it and reinserting it again to see if you can wring a little more life out of it.
If the ink smears or blurs easily on the page, you are probably using the wrong paper. Replace the paper
with paper labelled specifically for use with your type of printer, such as inkjet or laser printer.
If streaks appear on the paper, this may indicate that you need to clean the printer. To do this, open the
printer and then use a clean, dry cloth to rub any residue off the rollers.
If your inkjet printer is turning out blank pages whenever you print, the print head could be dried out
(which can happen if you print infrequently, say every few weeks) or you may be out of ink. Try installing
a fresh ink cartridge. Print every few days to prevent the print head from drying out again.

Problems Once A Print Job Has Started

If you experience problems after you’ve started a print job, open the printer’s dialog box by clicking on
the Start button and selecting Devices and Printers. Click on the printer, then click on See what’s
printing. Here you will see a list of the current print jobs and the status of each. You can then delete,
pause or cancel print jobs as required.

© 2017 The University of Nottingham Page 129 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

NOTES:

© 2017 The University of Nottingham Page 130 Chapter 9 - Printing Features

 Microsoft Word 2016 - Essentials

CHAPTER 10 TABLES
INFOCUS

Tables are the perfect solution for creating documents where you
want to present information in a grid structure and as such, they are
ideal for setting out specific and detailed data. For example, you
can use tables to create order forms, invoices, price lists, and much
more.

In this session you will:

 gain an understanding of tables and how to insert and

format them
 learn how to create a table
 learn how to add data to a table
 learn how to select table components using the ribbon
 learn how to select text using the mouse
 learn how to insert columns and rows
 learn how to delete columns and rows from a table
 learn how to change column widths
 learn how to change row heights
 learn how to use the column autofitting feature
 learn how to apply shading to cells
 learn how to modify table borders
 learn how to add custom borders
 learn how to apply a table style to a table.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING TABLES
A table lets you present information in a grid-like of the table, one person per row; and show who is
format. Consider a roster – it may show the days rostered on each day by the number of rostered
of the week across the top of the table, one day hours in the cell beneath the relevant day.
per column; list the employees down the left side

What is a Table?
A table comprises one or more horizontal rows and one or more vertical columns. The rectangle
where a row and column intersects is called a cell. Each cell can be filled with text, pictures or other
objects.

Inserting Tables
Depending upon the type and style of table you require, there are several ways you can insert tables into
a document. Access to each of these functions is via the Table tool which is found on the INSERT tab
on the ribbon. If you want to quickly insert a formatted table into your document, you can choose from
one of Microsoft Word’s Quick Tables, such as the example below, on the left. Quick Tables are tables
that are preformatted with shading, column and row layout, and so on. They also contain sample
information which you can use to help visualise the way your data will appear. After inserting a quick
table, you can then replace the sample data with your own. You can also modify the table − such as
deleting or inserting rows or columns − just like any other table.
If you want to add a simple, unformatted table, you can drag to select the number of rows and columns
that you require on the Insert Table grid. Alternatively, you can also insert a simple table, specifying the
desired number of rows and columns, using the Insert Table dialog box. This method also lets you
specify additional settings such as fixed column width and autofit.
If you want to add a more complex table − for example, you may require a varying number of columns
per row − you can quickly draw a table like the example on the right.

Formatting Tables
After inserting a table into your document, Word offers you many ways to format it.
If you want to change the look of the entire table, you can use Table Styles. The advantage of using
Table Styles is that as you hover over the various styles included in the gallery, Word uses Live
Preview so you can see how the table will appear if you select the style.
You can also format many other aspects of your table using the various tools on the Table Tools
Design And Layout tabs. For example, you can apply shading and borders; specify headers and total
rows; split and merge cells; insert and delete rows, columns and cells; alter the alignment within the
cells; plus much, much more.

© 2017 The University of Nottingham Page 132 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

CREATING A TABLE
One of the simplest ways to create a plain, number of columns and rows you require as well as
unformatted table is to use the Insert Table the column width. When you use this command,
command. This command opens the Insert Word will create a table with equally spaced
Table dialog box from which you can specify the columns and rows based on your settings.

3
Try This Yourself:
Before starting this
Open

exercise you MUST

File

open the file Creating

Tables_1.docx…

 Press + to
move to the end of the
document

 Click on the Insert tab

4
 Click on Table in the
Tables group to open
the Insert Table grid
and drop menu

 Select Insert Table to

open the Insert Table
dialog box

 Type 3 in Number of
columns

 Press to move to
Number of rows and 7
type 5
The Insert Table dialog
box also gives you the
opportunity to specify
column width and to set
your choices as the
default values for future
tables, but we won’t
here...

 Click on [OK] to insert

the table into your
document

For Your Reference… Handy to Know…

To create a simple table:  You can insert a plain, unformatted table
1. Click on the Insert tab, click on Table in the using the Insert Table grid. To do this, click
Tables group on Table in the Tables group, then hover
2. Select Insert Table over the squares representing the number of
columns and rows you need for your table
3. Type the Number of columns and rows,
(e.g. 5x4 Table). When you are happy with
and specify other options as desired
the size click to insert the table.
4. Click on [OK]

© 2017 The University of Nottingham Page 133 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

ADDING DATA TO A TABLE

Entering text or data into a table is a very simple the document. The text is based on a style and it
process. You simply click in the cell and type. can be formatted in the same way as normal text. It
The text you enter into a table follows virtually the can also be aligned in the same way as a normal
same rules as the text you type into other parts of paragraph.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Creating
Tables_2.docx...

 Click in the top left cell

of the table to ensure
the insertion point is
located at the start of
the table, as shown 2

 Type Catalogue No,

then press to move
to the next column

 Type Model, then press

to move to the next
column

 Type Country, then

press to move to
the first cell in the
second row

 Repeat the above steps

to complete the table as
shown
5

If you press when

you get to the end of the
last row in the table,
Word will automatically
create a new row

For Your Reference… Handy to Know…

To enter data into a table:  If you want to indent or align text within a
1. Click in a table cell and type the desired text cell, click to position the insertion point, then
press + to move the text and
2. Press to move to the next cell
insertion point to the next tab stop. If you
press the insertion point will move to the
next cell.

© 2017 The University of Nottingham Page 134 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

SELECTING IN TABLES USING THE RIBBON

After inserting a table and entering content, the you want to select standard components, such as a
next thing you’ll want to do is format the table. cell, column, row, or the entire table, you can
But before you can do this, you must first learn quickly select these using the Select tool, which is
how to select the various table components. If found on the Table Tools: Layout tab.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Creating Tables_3.docx...

 In the table, click

anywhere in the cell that
contains the word Italy
This is now the active
cell.
3
Notice that two additional
tabs have appeared on
the ribbon – the Table
Tools: Design and the
Table Tools: Layout tab…

 Click on the Table Tools:

Layout tab, then click on
Select in the Table group
to display a menu of
options

 Click on Select Cell to

select the active cell 5

 Repeat steps 2 and 3 to

click on Select Column
to select the column
containing the active cell

 Repeat steps 1 to 3 to
click on Select Row to
select the row containing
the active cell

 Repeat steps 1 to 3 to
click on Select Table to
select the entire table

For Your Reference… Handy to Know…

To select in tables using the ribbon:  You can use the keyboard to quickly and
1. Click in the cell, then click on the Table easily select table components. For example,
Tools: Layout tab to select a cell, position the cursor anywhere
in a cell and press + + .
2. Click on Select
3. Click on the desired option to select the cell,
column or row

© 2017 The University of Nottingham Page 135 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

SELECTING IN TABLES USING THE MOUSE

You can only select standard table components contiguous or non-contiguous range of cells. You
using the ribbon, however using the mouse you can also select a single cell, or contiguous and
can select all aspects of a table. For example, non-contiguous range of cells, rows and columns.
you can select text in a single cell, or in a And, of course, you can select the entire table.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file Creating

Tables_3.docx...
1

 Click on the word Electric,

then drag to the right end of
the cell to select both words

 Click anywhere in TEL00001,

then drag down to
COM00014 to select the text
in the range of cells
2
 Double-click on Model, hold
down , then double-click
on both 1660 and Italy to
select text in a non-
contiguous range

 Point outside the table to the

left of TEL00015 so that the
pointer changes to a white
right-pointing arrow, then 3
click and drag down to the
next row to select both rows

 Point just above the top of

the Model column so that the
pointer changes to a black
downwards-pointing arrow,
then click to select the
column 5

 Point to the top left corner of

the table so that the table
move handle appears and
the cursor changes to a four-
headed arrow, then click
once to select the entire table

For Your Reference… Handy to Know…

To select in tables using the mouse:  You can select text in a cell by double-
 Click just outside the table to the left of a row clicking on the first word and then dragging
to select the row to the end of the cell.
 Click just outside the table above a column  To select a single cell, hover over the left
to select the column border of the cell until the pointer appears as
 Click on the table move handle to select the a small black right-pointing arrow, then click.
entire table

© 2017 The University of Nottingham Page 136 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

INSERTING COLUMNS AND ROWS

In an ideal world you would have correctly underestimate the number of columns and/or rows
determined the numbers of rows and columns you really need. Fortunately, Word makes it easy to
required before you created your table. But in the insert new rows and columns into your table.
real world, you will often find that you

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Creating
Tables_3.docx...
3

 Point to above the top

of the border between
the Model column and
the Country column
until the insert control
appears as shown

 Click on the insert

control to insert a new
column
4

 Repeat steps 1 and 2

to insert another new
column as shown

 Enter the details, as

shown, into the new
columns
6

Let’s create a new

row...

 Point to the bottom left

corner of the table
until the insert control
appears 7

 Click on the insert

control to insert a new
row

 Enter the details as

shown in the new row

For Your Reference… Handy to Know…

To insert a new column or row:  An alternative method for inserting a column
1. Point to just above or to the left of two is to split an existing column into two (or
existing columns or rows more). To do this, select the column, then
click on Split Cells in the Merge group to
2. When the insert control appears, click on it
open the Split Cells dialog box. To keep the
entries in the selected cells, deselect Merge
cells before split.

© 2017 The University of Nottingham Page 137 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

DELETING COLUMNS AND ROWS

Occasionally you will find you need to delete easy to delete columns and rows from a table as it
columns or rows from your table − perhaps is to insert them. But just as a note, if the columns
circumstances have changed and you no longer or rows to be deleted contain data, this data will be
need the information. In Word, it is almost as deleted along with the columns or rows.

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

Creating Tables_4.docx....
The AGE Marketing 1
Department has decided to
remove the Country from
the catalogue...

 Click on Country, then

ensure the Table Tools:
Layout tab is active

 Click on Delete in the

Rows & Columns group
to display a menu of
2

options, then select Delete

Columns
The column and its
contents will be deleted –
no questions asked.
The Electric Document is
no longer being produced
so we must remove this 3
product from the
catalogue...

 Click on Electric
Document

 Click on Delete in the

Rows & Columns group,
then select Delete Rows
The row and its contents 4
will be deleted and the
rows below will move up to
take its place

For Your Reference… Handy to Know…

To delete a row or column:  You can use Delete in the Rows & Columns
1. Click on the desired table cell, then activate group to delete a selected cell or entire table.
the Table Tools: Layout tab  You can delete all the content of a selected
2. From the Rows & Columns group, click on row or column without deleting the entire
Delete and select Delete Rows to delete a table by selecting the row or column and
row, or select Delete Columns to delete a pressing .
column

© 2017 The University of Nottingham Page 138 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

CHANGING COLUMN WIDTHS

Once you start entering data into a table you may look as neat as possible, you may need to change
find some columns are not wide enough for the column widths. This is easy to do using the Table
data while others are too wide. So to make the Column Width tool on the ribbon.
best use of available space and to make the table

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

Creating Tables_5.docx...
1
 Select the Catalogue No
column, then ensure the
Table Tools: Layout tab
is active
Currently the column is
3.51 cm, as shown in
Width in the Cell Size
group...

 Click on the down spinner

arrow for Width in the
Cell Size group until the
2

column’s width reduces to

2.7 cm

 Repeat steps 1 and 2 to

alter the widths of the
remaining columns to the
following
Model 4 cm
3
Category 3.8 cm
Plant 3.2 cm

For Your Reference… Handy to Know…

To change a column’s width:  You can change the width of adjacent
1. Select the desired table column, then click columns using the mouse. To do this, hover
on the Table Tools: Layout tab over the border between the columns until
the pointer appears as a pair of vertical lines
2. Click on the up or down spinner arrow for
with a double-headed arrow, then drag left or
Width in the Cell Size group
right as desired.

© 2017 The University of Nottingham Page 139 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

CHANGING ROW HEIGHTS

If you create a table on a new, blank document so if you increase the row height, you will increase
the text in the cells will appear with very little the white space below the text. To even out this
‘white space’ above and below them. By default, white space and ensure the table is aesthetically
the text is aligned to the top left corner of the cell pleasing, you simply alter the cell alignment.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Creating

Tables_6.docx...

 Select the Catalogue No row,

then ensure that the Table
Tools: Layout tab is active
1

Currently the row is

0.48 cm high, as shown in
Height in the Cell Size group...

 Click on the up spinner arrow

for Height in the Cell Size
group until the row’s height
increases to
0.7 cm 2
Let’s adjust the cell alignment
to centre the text vertically
within the cells...

 Click on Align Centre Left in

the Alignment group

 Select the TEL00001 row, then

hold down the mouse button
and drag down until the
remaining five rows are 3
selected

 Repeat steps 2 and 3 to

increase the height of the
remaining rows to 0.6 cm and
then centre the text vertically
within the rows by clicking on
Align Centre Left

For Your Reference… Handy to Know…

To change a row’s height:  If you have specified different heights for
1. Select the desired table row, then activate different rows, a quick way to ensure that
the Table Tools: Layout tab they all have the same height is to select
them and click on Distribute Rows in the
2. Click on the up or down spinner arrow for
Cell Size group.
Height in the Cell Size group

© 2017 The University of Nottingham Page 140 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

AUTOFITTING COLUMNS
By default, when you create a table using the add or delete columns. Using the AutoFitting
Insert Table command, it will automatically fit the feature you can change a table so the column width
window and the column widths will be equal but remains fixed, or you can reduce all column widths
not fixed – that is, their widths will change if you so that they fit their largest entry.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Creating

Tables_7.docx...

 Select the entire table, ensure

the Table Tools: Layout tab
is active, then click on AutoFit
in the Cell Size group to 1
display a menu of options

 Select AutoFit Contents

The width of the columns will
automatically reduce to fit...

 Click on AutoFit in the Cell

Size group and select Fixed
Column Width
Nothing will appear to have 2
happened. But let’s see what
happens when you insert a
new column...

 Select the Plant column and

insert a column to the right
The Table width will increase
by the width of the new
column (whose width will be
identical to the Plant 4
column)...

 Select the table again, then

click on AutoFit in the Cell
Size group and select AutoFit
Window
The width of each column will
increase so that the table will
be as wide as the window
5

For Your Reference… Handy to Know…

To AutoFit columns:  If a table is set to AutoFit Window and you
1. Select the table, then click on AutoFit insert a new column, the size of the existing
2. Select AutoFit Contents to reduce the columns in the table will reduce so that the
column widths to fit the content, or final table width (with the new column) will
Select Fixed Column Width to fix the still fit the window.
column width, or
Select AutoFit Window

© 2017 The University of Nottingham Page 141 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

SHADING CELLS
Word allows you to apply shading to selected your computer and Word. You apply shading to
cells in a table. For instance, you may want to cells via the Shading tool on the Table Tools:
highlight cells containing important information. Design tab on the ribbon or on the mini toolbar.
The shading can be any colour supported by

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Creating Tables_8.docx...

 Select the heading row of

the table, then click on
the Table Tools: Design
tab

 Click on the drop arrow

for Shading in the Table
Styles group
A gallery of available 3
colours will appear...

 Click on Blue, Accent 1,

Lighter 40% (4th row, 4th
column) to apply the
colour to the row

 Click outside the table so

you can see the shading
more clearly
5
Let’s try an even quicker
method…

 Click on Undo in the

QAT then reselect the
top row
A mini toolbar will
appear…

 Click on the drop arrow

for Shading to display
the colour gallery
7

 Repeat steps 3 to reapply

the shading to the
heading row

For Your Reference… Handy to Know…

To apply shading to cells:  The shading gallery includes numerous
1. Select the table cells shades of the selected theme colours plus
ten standard colours. If you want to choose a
2. Click on the Table Tools: Design tab
different colour, click on More Colours, drag
3. Click on the drop arrow for Shading the marker around the larger Colours box
4. Click on the desired colour plus the vertical colour ramp as desired, and
then click on [OK].

© 2017 The University of Nottingham Page 142 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

MODIFYING BORDERS
When you insert a table in Word, it appears with and to add more visual appeal to the table. For
a border by default. This gives a matrix-like example, you could add a thicker outside border to
appearance to the table. You can change any or give the table definition or you may even decide to
all of the lines in a table to suit your own tastes have no borders at all.

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Creating

Tables_9.docx...

 Select the table, then click on

the Table Tools: Design tab

 Click on the bottom half of

Borders in the Borders group
to display a gallery of options
From here you can select
what areas of the table the
border will be applied to…

 Select No Border, then click

outside the table to see the
result
Lets put an outside border
around the table…

 Select the table and on the

Table Tools: Design tab click
on the bottom half of Border 4
Styles in the Borders group
to display a gallery of options

 Select a style
For this exercise we have
chosen Double solid lines, ½
pt, Accent 5…

 Click on the bottom half of

Borders in the Borders group
and select Outside Borders
7

 Click outside the table to see

the result

For Your Reference… Handy to Know…

To modify borders:  You can use Line Style in the Borders
1. Select the table and click on the Table group to choose a style for your borders in
Tools: Design tab the same way you would use Border Styles.
2. Click on Border Styles in the Borders group
and select a style
3. Click on Borders in the Borders group and
select a border type

© 2017 The University of Nottingham Page 143 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

ADDING CUSTOM BORDERS

You may want to apply a variety of border styles can quickly and easily change specific parts of your
and colours to your table in order to highlight borders. You can also change the appearance of
different areas of your table such as headings or borders using a variety of tools such as Pen
important data. Using the Border Painter you Colour, Line Style and Line Weight.

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the file

Creating Tables_10.docx...

 Select the table, then click on the

Table Tools: Design tab
2
Lets add a border to the inside of
the table…

 Click on Line style in the Borders

group to open a gallery of options

 Select the dotted line option,

second from the top

 Click on Pen Colour in the

Borders group and select Blue
under Standard Colours 5

 Point to the table so the pointer

changes to the paintbrush icon
This means the Border Painter is
active…

 Click in the middle of the line

beneath Catalogue No then drag
to the right to apply the border to
the whole row
6
 Click outside the table to see the
result
This border is hard to see, lets
make it thicker…

 Click inside the table, then click on

Line Weight in the Borders group
and select 1 ½

 Repeat step 6 to apply this border

to all inside row and column
borders 9

For Your Reference… Handy to Know…

To add a custom border:  To turn Border Painter off press or click
1. Click on the Table Tools: Design tab on Border Painter in the Borders group.
2. Select a line style, line weight and pen  Border Painter turns on automatically if you
colour use any of the tools in the Borders group.
3. Using the Border Painter, paint borders The only exception to this is if you use
onto the table Borders.

© 2017 The University of Nottingham Page 144 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

CHOOSING A TABLE STYLE

Table styles provide you with a series of stylistic alignment, paragraph spacing, and the like. There
templates that can be applied to a table. These are many styles from which you can choose and
styles control the type and nature of the borders, you can even customise the existing settings of a
colours, shading, banding, style of text, style to suit your own tastes.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Creating
Tables_11.docx...

 Click in the table, then

click on the Table
Tools: Design tab
5

 Click on the More

arrow in the Table
Styles group, as
shown, to open the
Table Styles gallery

 Point to several
options to see a Live
Preview of the result

 Click on List Table 1

Light – Accent 1 (this
is a light blue style
located near the top of
the gallery)

 Click outside the table

to deselect it and view
the change

For Your Reference… Handy to Know…

To apply a table style:  After you have applied a table style to a
1. Click in the table table, you can modify it as desired. To do
this, click on the More arrow for Table
2. Click on the Table Tools: Design tab
Styles and select Modify Table Style. From
3. Click on the More arrow for Table Styles the Modify Styles dialog box you can
4. Select the desired style change all features including font, banding,
paragraph spacing, borders, plus more.

© 2017 The University of Nottingham Page 145 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

NOTES:

© 2017 The University of Nottingham Page 146 Chapter 10 - Tables

 Microsoft Word 2016 - Essentials

CHAPTER 11 TABLE FEATURES

INFOCUS

Tables in Word contain many features you can use to improve the
format and layout of your documents. As such, you can use tables
for a wide range of documents, such as invoices and forms.

In this session you will:

 learn how to create a table from text

 learn how to change cell alignment
 learn how to display and hide table guidelines
 learn how to insert formulas into a table
 learn how to update formulas in a table
 learn how to sort table data
 learn how to merge cells in a table
 learn how to split table cells
 gain an understanding of table properties
 learn how to align tables on the page
 learn how to change the direction of text in a table
 learn how to create repeating heading rows in tables
 learn how to convert a table to text.

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 Microsoft Word 2016 - Essentials

CREATING A TABLE FROM TEXT

You can easily convert a list into a table. This is a table, Word uses the paragraph marks to
useful if you have rows and columns of text you determine the number of rows and the tab marks to
would like to place into a table to make it easier determine where text should be split into cells.
to manage. By default when you convert text into

Try This Yourself:

Before starting this
Open

exercise you MUST open

File

the file Table

Features_1.docx…

 Select the data below the

heading Paris Telephone
Listing

 Click on the Insert tab,

then click on Table in the
Tables group to display a
menu of options

 Select Convert Text to

Table to open the
Convert Text to Table
1
3

dialog box
Word has recognised that
six columns are required,
based on the number of
tabs set in the text...

 Click on AutoFit to
window under AutoFit
behaviour and ensure
Tabs is selected under
Separate text at
The text in this document
is separated by Tab
characters…

 Click on [OK] to convert

the text into a table with
borders applied

For Your Reference… Handy to Know…

To create a table from text:  It is important to check that the Number of
1. Select the required text columns is correct in the Convert Text to
Table dialog box. If the number in this field
2. Click on the Insert tab, then click on Table in
isn’t as required, you may have forgotten to
the Tables group
insert a separator character in one or more
3. Select Convert Text to Table lines of text.
4. Select the desired options and click on [OK]

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 Microsoft Word 2016 - Essentials

ALIGNING DATA IN CELLS

When you enter data into a table, the data will be cell alignment is changed. For example, if you have
left aligned in each cell by default. While this cells containing numbers of different lengths, they
alignment usually works well, there are times will appear neater if they are right aligned within the
when the table design could be improved if the cell.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Table
Features_2.docx...

 Select the top row of

the table, then click on
the Table Tools:
Layout tab

 Click on Align Top

Centre in the
Alignment group to
change the cell 2
alignment to centre
aligned 4

 Click to the left of the

first salary 52,500, then
hold down and
click to the right of the
last salary 35,750 to
select all salaries

 Click on the Table

Tools: Layout tab,
then click on Align Top
Right in the Alignment
group to change the cell
alignment to right
aligned

 Click outside the table

to deselect the text and
see the changes more
clearly

For Your Reference… Handy to Know…

To change cell alignment:  If a table has rows that are significantly
1. Select the cell(s) higher than the text – perhaps you have
manually increased the Table Row Height –
2. Click on the Table Tools: Layout tab
the content will appear neater if you use the
3. Click on the desired alignment option in the three tools that centre the text vertically
Alignment group within the cell: Align Centre Left, Align
Centre or Align Centre Right.

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 Microsoft Word 2016 - Essentials

DISPLAYING TABLE GRIDLINES

Table gridlines are displayed by default in Word. have applied borders to your table you won’t see
Gridlines help you to identify the borders of each the gridlines, as they remain obscured by the
cell when entering and formatting data. Gridlines borders.
appear as dotted lines and do not print. If you

2
Try This Yourself:
Before starting this
Open

exercise you MUST

File

open the file Table

Features_3.docx...

 Click in the table, then

click on the Table
Tools: Layout tab
The gridlines show the
columns, but as borders
are applied to the rows, 3
you will not see the row
gridlines...

 Click on View Gridlines

in the Table group to
show the gridlines

 Click on View Gridlines

in the Table group to
hide the gridlines again
Leave the document
open for the next
exercise

For Your Reference… Handy to Know…

To display or hide gridlines:  Gridlines do not appear if you view the
1. Click in the table document in Print Preview or in a web
browser.
2. Click on the Table Tools: Layout tab
3. Click on View Gridlines in the Table group

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 Microsoft Word 2016 - Essentials

INSERTING FORMULAS INTO A TABLE

Word can conduct simple calculations in tables calculate it. Word uses a function name to identify
such as subtracting by using formulas. A formula the calculation (such as SUM for addition), and the
is an instruction you can insert into a table that cells as references (such as cell C4) to determine
tells Word what data to calculate and how to the data to be calculated.

Try This Yourself:

Continue using the previous file with
Same
File

this exercise, or open the file Table

Features_3.docx...

 Ensure the gridlines are displayed,

Click in the Line Total cell for the
2500lt tank

 Click on the Table Tools: Layout tab,

then click on Formula in the Data
group to open the Formula dialog box 1
Let’s change the formula so it
multiplies the values... 4

 Select the value in Formula and type

=C3*D3
This tells Word to multiply cell C3 (3)
by cell D3 ($890.00) where the column
is given a letter from A-Z and the row
is given a number from 1 onwards…

 Click on the drop arrow for Number

format and select
$#,##0.00;($#,##0.00) to format the
result as currency

 Click on [OK]

 Repeat steps 1 to 5 to enter the

following formulas:
5000lt tank =C4*D4
750lt tank =C5*D5
600 pump =C7*D7
45 pump =C8*D8
800 pump =C9*D9

 Click in the empty Total cell, click on

Formula, type =SUM(E3:E9), then
click on [OK]
7

For Your Reference… Handy to Know…

To insert a formula into a table:  The Formula dialog box has a list of built-in
1. Click in the cell, then click on the Table functions − such as Average, Maximum
Tools: Layout tab and If − that you can paste into the Formula
field. Using this feature will help to ensure
2. Click on Formula and type the Formula
that you type the formula correctly.
3. Select a Number format, then click on [OK]
 You can use the function PRODUCT(LEFT)
to multiply values.

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 Microsoft Word 2016 - Essentials

UPDATING FORMULAS IN A TABLE

A significant drawback when using formulas in quantity of an item, the line total for that item will
Word is that the formula does not update not update automatically. You can, however,
automatically if the data in one of the dependent instruct Word to refresh all formulas in a table after
cells changes. For example, if you change the changing any data.

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file Table

Features_4.docx...

 Triple-click on $1350.00 in
Unit Price for the 5000lt
tank to select the cell
We mistyped the Unit Price
for this tank...

 Type $1,390.50 and press 3

Notice the Line Total has

not updated – it is still
$2,700.00. For the correct
value to appear, the
formulas need to be
recalculated...

 Point to the top left corner of

the table until the cursor
changes to a four headed
arrow, then click once to
select the whole table
4

 Press to perform a
recalculation – every
formula in the table will
recalculate – then click
outside the table to deselect
it
Notice that the Line Total for
the 5000lt tank has
increased to $2,781.00 and
the Total at the bottom of
the table has increased to
$8,888.00

For Your Reference… Handy to Know…

To update formulas:  To update a formula once you’ve made
1. Make changes to the cell value(s) changes to its dependent data, right-click on
the formula and select Update Field. This
2. Select the table
will recalculate the cells and update the
3. Press formula value.

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 Microsoft Word 2016 - Essentials

SORTING TABLE DATA

The Sort function lets you sort data in a table. book or know at a glance which product is selling
Data can be sorted alphabetically, numerically or best, you can present the data in a table and then
by date, in either ascending or descending order. sort it.
So whether you want to organise an address

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Table Features_5.docx...

 Select the three rows

below Round Tanks

 Click on the Table Tools:

Layout tab, then click on
Sort in the Data group, to
W open the Sort dialog box
3

 Ensure Column 1 is
selected in Sort by, then
click on the drop arrow for
Type and select Number

 Ensure Ascending is
selected, then click on
[OK] to sort the three tank
rows in ascending order of
volume
Let’s sort the Pump rows
but this time the entries in
the first column are
textual...
4
 Select the three rows
below Pumps, then repeat
the steps 2 to 4 to sort the
rows using the same
settings in the dialog box

 Click outside of the table

to deselect it

For Your Reference… Handy to Know…

To sort table data:  To sort data in descending order select
1. Select the cells containing the data to be Descending in Sort by in the Sort dialog
sorted box.
2. Click on the Table Tools: Layout tab, then
click on Sort in the Data group
3. Select the sort criteria, then click on [OK]

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 Microsoft Word 2016 - Essentials

MERGING TABLE CELLS

You can merge two or more cells in a table. To merge two or more cells, select the cells to
When you merge cells, all selected cells will merge and then apply the Merge Cells command
become a single cell. This is useful for headings to the selection.
that span across several columns, for example.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Table Features_6.docx...

 Click in the Description

heading cell, then hold
down and click in the
cell to the right, to select
both cells

 Click on the Table Tools:

Layout tab, then click on
Merge Cells in the Merge
2

group
You can see the cells are
merged as the dotted
boundary has
disappeared between the
two cells…

 Repeat step 1 to select

the four cells in the
bottom row as shown
3

 Repeat step 2 to merge

the four cells into one
Because the word Total is
right-aligned, it remains in
the same position. If the
word had been left-
aligned, it would have
moved to the left of the
merged cell

For Your Reference… Handy to Know…

To merge cells:  To merge several cells into two or more cells
1. Select the cells to be merged (such as merging 8 cells into 4 cells), select
the cells, click on Split Cells in the Merge
2. Click on Table Tools: Layout tab, then click
group, to open the Split Cells dialog box,
on Merge Cells in the Merge group
ensure that Merge cells before split is
ticked, then enter the desired number of
columns or rows.

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 Microsoft Word 2016 - Essentials

SPLITTING TABLE CELLS

The Splitting Cells tool lets you select one or have created a form, you might split two cells into
more cells and split them into several cells. This six cells so that you can include several fields of
feature is particularly useful where you need data on the same row.
more cells in a particular row. For example, if you

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Table

Features_7.docx...
4
 Click in the Description cell,
then click on the Table Tools:
Layout tab
Let’s add a new heading
between Description and
Quantity – Description will
need to be split into two cells...

 Click on Split Cells in the

Merge group, to display the
Split Cells dialog box

 Ensure 2 appears in Number

of columns and 1 appears in
number of rows, then click on
5

[OK] to create two equal-sized

cells
Let’s now make the new
heading cell the same width as
the rest of the column…

 Point to the gridline between

the two heading cells, until the
pointer changes to , then
hold down and drag to the
left until the gridline lines up
with the column gridline

 Click in the new heading cell,

then press
type Details
+ (bold) and

For Your Reference… Handy to Know…

To split cells in a table:  If you have multiple cells selected (for
1. Select the cell(s) to split example 8 cells in one column), you can split
2. Click on the Table Tools: Layout tab, then them into numerous columns (e.g. 4) and
click on Split Cells in the Merge group merge them into a reduced number of rows
3. Specify the number of columns and/or rows (e.g. 2) simultaneously using the Split Cells
that you want to split the cell(s) into, then dialog box.
click on [OK]

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 Microsoft Word 2016 - Essentials

UNDERSTANDING TABLE PROPERTIES

Tables offer much more flexibility than simply Properties dialog box. You can access this dialog
allowing you to create a grid of columns and box via the dialog box launcher for the Cell Size
rows. Many of the extra features you may require group on the Table Tools: Layout tab.
for your table can be found in the Table

1 2 3 4 5

 Table Use the settings in the Table tab to specify how wide the table should be (Preferred
width), its alignment on the page, how text should be wrapped around the table, how
far the table should be indented from the left margin and borders and shading options.
You can also set default cell margins and cell spacing via [Options].

 Row Use the settings in the Row tab to specify how high one row, several rows, or all rows
should be, whether a row should act as a header row, and whether the row can break
across pages.

 Column Use the settings in the Column tab to specify how wide one column, several columns
or all columns should be.

 Cell Use the settings in the Cell tab to specify how wide an individual cell should be and
how the text within the cell should be vertically aligned (top, centre or bottom of the
cell). You can click on [Options] to specify the default internal margins for an
individual cell.

 Alt Text In the event that the table will be uploaded onto the web and visitors to the web page
are waiting for the table to load or cannot see the table, you can insert alternative text
that will be displayed in place of the table. Here you might enter the name or
description of the table.

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 Microsoft Word 2016 - Essentials

ALIGNING TABLES
You can align a table on a page, selecting to left- document. Word has several table alignment
align, centre-align or right-align the table. This is options available in the Table Properties dialog
useful if the width of the table doesn’t extend box.
across the page, or to improve the layout of your

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Table
Features_8.docx...

 Click anywhere in the

table to activate it

 Click on the Table

Tools: Layout tab,
then click on 2
Properties in the Table
group to open the
Table Properties
dialog box

 On the Table tab, click

on Centre in
Alignment, then click
on [OK] to centre the
table (horizontally) on
the page

For Your Reference… Handy to Know…

To align tables on the page:  You can open the Table Properties dialog
1. Click in the table box by right-clicking on a table and selecting
Table Properties, or by clicking on the
2. Click on the Table Tools: Layout tab
dialog box launcher for the Cell Size group.
3. Click on Properties in the Table group
4. Select an Alignment option
5. Click on [OK]

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 Microsoft Word 2016 - Essentials

CHANGING THE DIRECTION OF TEXT

You can change the direction of text in tables so invoices, and the like. Click repeatedly on Text
that it appears vertically rather than horizontally. Direction on the Table Tools: Layout tab to cycle
Changing text direction is a useful feature for through some of the available styles and select the
specialised tables such as price lists, reports, style you want.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

Table Features_9.docx...

 Click in the first empty cell in

the first column

 Type Round Tanks, then

press and type Pumps in
the second empty cell
2
 Click on the Table Tools:
Layout tab, then click on
Text Direction in the
Alignment group
The text becomes vertical.
Let’s keep clicking on Text
Direction to cycle through
some of the available
styles…

 Click on Text Direction to

apply the next style, Align
Bottom Centre

 Select Align Bottom Left in

the Alignment group, then
repeat step 4 until Round
3

Tanks is the same

orientation

 Select both cells, click on the

Table Tools: Layout tab,
then click on Align Centre
Left in the Alignment group,
to centre the text along the
left of the cell

 Deselect the text to view the

result

For Your Reference… Handy to Know…

To change text direction in a table:  Rather than cycling through the text direction
1. Select the text to be rotated options by clicking repeatedly on Text
Direction, you can also right-click on the cell
2. Click on the Table Tools: Layout tab, then
and select Text Direction to display the Text
click on Text Direction
Direction dialog box and then choose an
option directly.

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 Microsoft Word 2016 - Essentials

REPEATING HEADING ROWS

If you have a table with many rows, such as a on the first page, it may be hard to navigate if the
contact or product list, the table may extend headings only appear at the top of the table. This
across multiple pages. In this instance, when the can be resolved by repeating the header row at the
user is looking at a section of the table that is not top of each page.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

Table Features_10.docx…

 Scroll through the document

and notice the column
headings appear only at the
start of the table on the first
page

 Return to the top of the

document and click in the
blue-grey heading row
1

This row contains the

column headings that we
want to repeat on every
page…

 Click on the Table Tools:

Layout tab, then click on
Repeat Header Rows in the
Data group, to mark this row
as the repeating row 3

 Scroll down to page 2

The header row is now
repeated at the top of the
page…

 Click on the Next Page

button to view the other
pages
The header row should
appear at the top of each
page, where the table
occurs

For Your Reference… Handy to Know…

To insert a repeating header row:  Note that the repeating header row feature
1. Click in the row that contains the headings will not work on a table that has been split
over two pages with a manual page break.
2. Open the Table Tools: Layout tab
When inserting a page break between a
3. Click on Repeat Header Rows in the Data table, Word recognises the tables as two
group separate tables.

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 Microsoft Word 2016 - Essentials

CONVERTING A TABLE TO TEXT

Word lets you convert tables to text. You can conversion, you can specify the separator
choose to convert the whole table or a range of character that will be used in place of the column
contiguous rows anywhere within the table. You boundaries, such as tabs or spaces, while each
cannot convert selected cells. As part of the row will be separated with paragraph marks.

1
Try This Yourself:
Before starting this
Open

exercise you MUST open

File

the file Table

Features_11.docx…

 Click anywhere in the

table
You will convert all data in
the table to text…

 Click on the Table Tools:

Layout tab, then click on
Convert to Text in the
2

Data group to open the

Convert Table To Text 3
dialog box

\
 Ensure Tabs is selected,
click on [OK], then click in
the heading to deselect
the text
The table will be
converted to text, where
each cell in a row is
separated by a tab mark
and each row has
become a new
paragraph… 4

 Click on the Home tab,

then click on Show/Hide
to display the tab and
paragraph marks that
have been inserted to
separate the text in the
conversion

For Your Reference… Handy to Know…

To convert a table to text:  Although separating the text using tab marks
1. Click in the table, then click on the Table produces a pleasing effect when converting a
Tools: Layout tab table to text, you can choose other separator
characters. For example, if you want each
2. Click on Convert to Text and select a
cell entry to be converted to a new
separator
paragraph, click on Paragraph marks in the
3. Click on [OK] Convert Table To Text dialog box.

© 2017 The University of Nottingham Page 160 Chapter 11 - Table Features

 Microsoft Word 2016 - Essentials

CHAPTER 12 PICTURES
INFOCUS

You can insert pictures into a document to add colour and interest,
to convey a tone, or to improve the layout of a document. They can
help break up blocks of text in longer documents and can improve
readability. Pictures enable you to communicate visually to your
reader, which can sometimes say much more than text alone.

In this session you will:

 gain an understanding of pictures

 learn how to insert a picture
 learn how to insert a picture
 learn how to insert an online picture
 learn how to select clip art
 learn how to position clip art
 learn how to wrap text around a clip art image
 learn how to resize a picture
 learn how to apply picture styles to clip art
 learn how to reset clip art
 learn how to replace a picture
 learn how to crop a picture
 learn how to delete clip art.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING PICTURES
Word allows you to not only insert images from your computer or on a computer you are connected
clip art or the internet, but also to insert images to. They may be photographs, scans or various
you have created yourself. These kinds of forms of digital art.
images are digital images you have stored on

Inserting a Picture
Pictures are digital images which can be inserted into a document using the Pictures command on the
Insert tab.
Picture Positioning
Pictures are positioned as either inline or floating. An inline picture is one that is embedded into the
text itself, as shown in the second example directly below. A floating picture can be placed anywhere,
even in front or behind the text (as in the first example directly below). Floating pictures can be
positioned anywhere on the page and can even have text wrap around them as shown immediately
below.
This is an example of a
floating picture.

This is an example of
an inline picture.

Picture Tools – A Picture Editing Application

After a picture is inserted it can be edited by clicking on it to select it. When a picture is selected, the
Picture Tools: Format tab appears on the ribbon to reveal a range of editing commands and options –
in many ways you are provided with a range of tools previously only found in more sophisticated picture
editing applications.

This is the left half of the ribbon displaying

the Adjust and Picture Styles groups on
the Picture Tools: Format tab.
This is the right half of the ribbon
displaying the Arrange and Size groups
on the Picture Tools: Format tab.

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 Microsoft Word 2016 - Essentials

UNDERSTANDING ONLINE PICTURES

w
If you want to insert images into your document, graphics), your own images which have been
you have three options. You can choose to saved to your computer or online images from the
download and insert clip art (these include Bing search engine. You can then edit these
photographs, cartoons and other kinds of images using the Picture Tools: Format tab.

What Is An Online Picture?

You can access clip art by clicking on
the Insert tab then clicking on Online
Pictures in the Illustrations group. To
search for online pictures, type your
search term in the search box next to
Bing Image Search and press .
This is where you can
The difference between inserting an type your search term
image via the Pictures function and
the Online Pictures function is that
Pictures directs you to images stored
on your device, whereas Online
Pictures directs you to images stored
online. Both Pictures and Online
Pictures can be photographic images
or vector artwork. If you are using Online Pictures to specifically search for either vector or photographic
images, you will not be able to specify using the Insert Pictures pane. Instead you must open Bing in a
browser window, click on the Images tab and select the required options to specify the type of image you
wish to search for. You can then download the image, save it and insert it into Word using the Insert
Picture function (as it is now saved to your PC).
If you are signed in with your Microsoft account you can link certain social media accounts such as
Facebook and Flickr in order access photos stored in these accounts.

Copy Right And Online Images

Copyright is the legal right (automatically given to the creator of the content) to print, publish, perform or
film the content. Images found on the internet are usually protected by some kind of copyright that means
it is illegal to reproduce or use the image in certain contexts or quantities. Sometimes you have the ability
to purchase copyright for an image which may allow you to use an image with a number of conditions
such as for a fixed amount of time, or a number of times. When you search for an image using the
Online Picture function, the search results displayed will automatically be those that are licensed under
Creative Commons copyright. Creative Commons allows copyright owners to obtain free licenses that
mean they can share reuse and remix their material legally. This means that most images under Creative
Commons can be used in documents for your own personal use or even in some publications. If you
don’t require a Creative Commons license you can click on [Show all web results] in the Insert
Pictures pane. This displays images that have all different kinds of copyright licenses.

© 2017 The University of Nottingham Page 163 Chapter 12 - Pictures

 Microsoft Word 2016 - Essentials

INSERTING A PICTURE
Pictures are digital images that can be inserted stored somewhere on your computer. In Microsoft
into a document using the Picture command on Word a picture will be inserted with one of seven
the Insert tab. Pictures need to be in a relevant Wrap Text options, depending on the settings in
file format, usually a JPG file, and they must be Word Options.

Try This Yourself:

Before starting this exercise
Open
File

you MUST open the file

Pictures_1.docx…

 Click at the start of the first

paragraph
This is where we’ll insert the
picture…

 Click on the Insert tab, then

click on Pictures in the
Illustrations group to display 2
the Insert Picture dialog box

 Navigate to the folder where

the student files can be found
(C:\Course Files for
Microsoft Word 2016)

 Scroll to and click on Queen

Victoria_1.jpg and click on
[Insert] to insert the picture
into the document at the
insertion point

For Your Reference… Handy to Know…

To insert a picture into a file:  You can specify the Wrap Text style to be
1. Click to position the insertion point where applied to all inserted images by clicking on
you want the image inserted File > Options > Advanced and selecting a
2. Click on the Insert tab and click on Picture desired option in Insert/paste picture as
in the Illustrations group under the heading Cut, Copy and Paste.
3. Locate and click on the desired picture and
click on [Insert]

© 2017 The University of Nottingham Page 164 Chapter 12 - Pictures

 Microsoft Word 2016 - Essentials

INSERTING AN ONLINE PICTURE

As well as being able to insert pictures from your options for inserting pictures include the Office.com
local computer, Word also lets you insert pictures clip art collection, via a Bing search, or from your
from various online services without having to own OneDrive or Flickr account.
save them to your computer first. The online

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

Pictures_2.docx...

 Press + to
move to the end of the
document
This is where we’ll insert
the picture…

 Click on the Insert tab,

then click on Online
Pictures in the
Illustrations group to
display the Insert 3
Pictures pane

 Click in the Bing Image

Search box, type
Queen Victoria and
press
The Bing search will
return thousands of
images of Queen
Victoria, plus a reminder
that images may be
protected by copyright…

 Click on an image, then

click on [Insert] to
download the image and 4
insert it at the end of the
document
If the image is large it
may be inserted on a
new page

For Your Reference… Handy to Know…

To insert an online picture into a file:  If you sign into OneDrive, your account will
1. Click to position the insertion point appear as an online pictures option in the
Insert Pictures pane.
2. Click on the Insert tab, then click on Online
Pictures in the Illustrations group  You can use the same procedure to insert
3. Locate and click on the desired picture and an online video. Simply click on the Insert
click on [Insert] tab and click on Online Video in the Media
group, then follow the same steps.

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 Microsoft Word 2016 - Essentials

SELECTING PICTURES
Before you can modify, move, resize or format presence of the resizing handles at each corner,
clip art, you need to select it and be able to the rotation handle above and the Layout Options
recognise when it is selected. The key to button at the top right of the image.
identifying when clip art is selected is the

Try This Yourself:

Rotation handle
Continue using the
Same

previous file with this Layout Options button

File

exercise, or open the

file Pictures_3.docx...

 Click on the online

image to select it so the
resizing handles appear
Resizing handle

in the top of each

corner and halfway
along each edge, the
w rotation handle appears
above, and the Layout 1
Options button
appears at the top right
of the image
Notice if you point to
the image, your pointer
changes to the four-
arrow cursor indicating
the image is selected
and you can move it…

 Click outside the image

to deselect it

 Click on the image

again to select it
Notice when the image
is selected, the Picture 2
Tools: Format tab also
appears on the ribbon.
This contains the
necessary commands
and options for editing
images

For Your Reference… Handy to Know…

To select clip art:  To move from one clip art image to another
 Click on the clip art image in a document, click on any clip art image
then press . Each time you press
To deselect clip art: Word will select the next image in the
 Click outside the clip art image document. This is a useful way to move
between images in a long document.

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 Microsoft Word 2016 - Essentials

POSITIONING PICTURES
When inserting pictures, you usually need to position, or use the , , and keys for
position it where desired and there are several more precise positioning. When moving the image,
ways to do this. For many text wrapping styles Word may wrap text around it, depending on what
you can click on the image and drag it to its new text wrapping style is applied.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the

file Pictures_4.docx...

 Select the second

picture if it’s not
already selected
Let’s see how the
image looks on the
right side of the
page…
3

 Drag the image to the

end of the first line of
the last paragraph,
then release the
mouse button to
position it as shown
Now for more precise
positioning…

 Click away from the

image to deselect it
and view the result

5
 Scroll up to the first
image and click on it
to select it

 Drag the image to

position it as shown

For Your Reference… Handy to Know…

To move clip art:  Word has nine preset positions you can
1. Click on the picture to select it use to place images at specific points on the
page. To apply one, select the image, click
2. Drag the image to its new position, then
on the Picture Tools: Format tab, click on
release the mouse button
Position in the Arrange group and select a
3. Use the arrow keys for precise positioning preset position option. These positions
override any manual positioning.

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 Microsoft Word 2016 - Essentials

APPLYING TEXT WRAPPING STYLES

When you insert an image into a document, the character and therefore will sit on the same line as
image is automatically inserted with the text the text. To improve the layout of your document,
wrapping style In Line with Text applied. This you can apply one of many text wrapping styles,
means the image behaves like any textual depending on how you want the image to behave.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Pictures_5.docx...

 Ensure the first picture is

selected
Let’s apply a text wrapping
style…

 Click on the Picture Tools:

Format tab, then click on
Wrap Text in the Arrange
5

group to display a menu of

options
Notice In Line with Text is
selected here as this is our
default…
Arr
 Point to each style to view
a Live Preview before
clicking on In Front of Text
to apply text wrapping
7
 Click outside the image to
deselect it and view the
result
Let’s apply a different text
wrapping style…

 Repeat steps 1 to 3 to
apply Square text wrapping

 Use the arrow keys to align

the image with the text

 Repeat the above steps to

apply square text wrapping
to the second picture and
position it as shown

For Your Reference… Handy to Know…

To apply text wrapping to clip art:  To quickly apply a text wrapping style to an
1. Select the clip art image image, click on the Layout Options button
that appears to the top right of an image
2. Click on the Picture Tools: Format
when it is selected. This will display a menu
3. Click on Wrap text in the Arrange group of options from which you can select the text
4. Select a text wrapping option wrapping option that best suits your
purposes.

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 Microsoft Word 2016 - Essentials

RESIZING A PICTURE
Often the picture you want to include in a using the mouse, or accurately using either the
document is not exactly the size you need it to Size commands on the ribbon or the options in the
be. You have several options for resizing a settings.
picture. You can resize an image approximately

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the

file Pictures_6.docx...

 Click on the image on page 1 to

select it

 Point to the bottom left handle

until the pointer changes to a
double-headed arrow, then drag
to the left to increase the size of 4
the image proportionately
Notice how as you increase the
size of the image the text
automatically reflows.
If you had dragged one of the
middle handles rather than a
corner handle, you would have
stretched the image thereby
distorting it. Let’s resize the
image accurately now…

 Click on the Picture Tools:

Format tab, click on the value in
Width in the Size group to 5
select the value, type 5, then
press
The Height value will adjust
automatically to 6.8 cm as Word
resizes images proportionately

 Reposition the image if

necessary

 Repeat the above steps to make

the second image smaller

For Your Reference… Handy to Know…

To resize a picture:  You can use the Layout dialog box to alter
1. Select the picture, then click on the Picture not only the size of a picture, but also its
Tools: Format tab scale. This means you can resize a picture to
a specific percentage of the original size. To
2. Adjust the Height or Width in the Size
open this dialog box, click on the dialog box
group, or
launcher in the Size group on the Picture
Drag a corner handle Tools: Format tab.

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 Microsoft Word 2016 - Essentials

APPLYING PICTURE STYLES TO PICTURES

You can improve your pictures by applying across your document. The Picture Styles gallery
picture styles, such as ‘bevelled oval border’ and offers a range of preset options, and with the
‘shadow’. This might be particularly useful if you benefit of Live Preview, you are able to test drive
want to maintain a consistent look and feel the styles before selecting one to apply.

3
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the

file Pictures_7.docx...

 Ensure the second

picture is selected

 Click on the Picture

Tools: Format tab to
display the Picture
Styles gallery in the
Picture Styles group 6
Some of the available
styles are visible on
the ribbon...

 Click on the More

arrow for Picture
Styles to display the
entire gallery

 Point to the first style

in the gallery to see it
applied temporarily to
the image in Live
Preview
Notice the size of the
frame slightly
increases the size of
the clip art image...

 Point to the other

styles to preview them

 Click on Drop Shadow

Rectangle (first row)
to apply it to the image

For Your Reference… Handy to Know…

To apply a picture style:  To access Picture Styles quickly and easily,
1. Click on the picture to select it simply right-click on the image you wish to
apply a style to and click on Style in the mini
2. Click on the Picture Tools: Format tab, then
toolbar that appears, to display the Picture
click on the More arrow in the Picture
Styles gallery.
Styles group
3. Click on a style to apply it

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 Microsoft Word 2016 - Essentials

RESETTING PICTURES
You may apply a picture style to a clip art image formatting you have applied doesn’t suit the rest of
only to decide you wish to revert the image to its the document. Fortunately, Word gives you the
original, unformatted state. This may be for many option of removing styles and/or resizing from your
reasons, for instance you may decide the images.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the

file Pictures_8.docx...

 Ensure the second

picture is selected
There are two reset
options available. Let’s
apply the first option to
view the result… 3

 Click on the Picture

Tools: Format tab,
then click on the drop
arrow for Reset Picture
in the Adjust group to
display a menu of
options

 Select Reset Picture

The previously-applied
picture style will be
removed. Now to 4
restore the image to its
original size...

 Repeat step 2 to select

Reset Picture & Size
The image will be
restored to its original
size

For Your Reference… Handy to Know…

To reset clip art:  Reset Picture will remove any applied
1. Click on the picture to select it brightness, contrast or recolour settings,
(which are located in the Format task pane
2. Click on the Picture Tools: Format tab, then
or the Picture Tools: Format tab).
click on the drop arrow for Reset Picture in
the Adjust group  Reset Picture will not reset any wrap text,
3. Select Reset Picture or Reset Picture & positioning or alignment options you have
Size applied.

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 Microsoft Word 2016 - Essentials

CHANGING THE PICTURE

A lot of work often goes into inserting a picture another? Luckily you can swap pictures using the
and getting it in the right location with text Change Picture command on the Picture Tools:
wrapping and resizing. But what if you have to Format tab and all the changes you have made will
remove the picture, or perhaps replace it with be applied to the new picture.

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the

file Pictures_9.docx...

 Click on the picture on

page 1 to select it

 Click on the Picture

Tools: Format tab,
then click on Change
Picture in the Adjust
group to display the
Insert Pictures pane

 Click on [Browse] next

to From a file to open
the Insert Picture
2

dialog box

 If necessary, navigate
to the Course Files for
Microsoft Word 2016
folder, then click on
Queen Victoria 2.jpg
and click on [Insert] to
replace the previous
picture with this one

 Reposition the picture

until it is aligned to the
top of the paragraph

For Your Reference… Handy to Know…

To change a picture:  You can use a Clip Art image or an image
1. Select the picture then click on the Picture sourced from Bing to replace a picture.
Tools: Format tab Images sourced from these sites still retain
2. Click on Change Picture in the Adjust the formatting of the original image, saving
group you much time and effort.
3. Locate the desired replacement picture and
click on [Insert]

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 Microsoft Word 2016 - Essentials

CROPPING A PICTURE
Cropping can be likened to cutting part of a photo in Word is that, unlike when cutting out an area with
out with scissors. Many of us have performed this scissors, Word doesn’t automatically delete areas
action before, perhaps so that a photo will fit you have cropped out. So if you change your mind
better in a frame. The best thing about cropping you can easily restore these parts of an image.

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Pictures_10.docx...

w
 Scroll down to page 2 and click
on the picture to select it

 Click on the Picture Tools:

Format tab, then click on the
top half of Crop in the Size
group
Notice crop handles have 3 Notice the cropped out parts of the image appear greyed out as
appeared at the corners and they have not been permanently deleted.
halfway along each side of the
image. Let’s crop the image so
we only see the crown…

 Point to the bottom corner

handle until your cursor
changes to a crop handle, then
click and drag upwards and
release, as shown

 Click on the upper half of Crop

or press to apply the crop
Oops! We liked the image
better when we could see the
rest of the motif…
Ensure the image is selected,
 then Click on the top half of
Crop to redisplay the rest of
4

the image

 Pull down the bottom handle

until the bottom half of the
image is visible again then
press to apply the crop

For Your Reference… Handy to Know…

To crop a picture:  To quickly crop an image, right-click on the
1. Click on the picture to select it image to display a mini toolbar then click on
2. Click on the Picture Tools: Format tab then the crop icon to apply crop handles to your
click on the top half of Crop in the Size image. You can then crop your image as
group usual.
3. Drag the crop handles to adjust the image
4. Click outside the image to apply crop

© 2017 The University of Nottingham Page 173 Chapter 12 - Pictures

 Microsoft Word 2016 - Essentials

DELETING PICTURES
If you have inserted a picture that you no longer page. Deleting a picture does not remove it from
want, you can simply delete it. If the picture has the art gallery from which it was originally inserted.
text wrapped around it, the text will readjust to
the new space that becomes available on the

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the file

Pictures_11.docx...

 Ensure the second

picture is selected

 Press
The image will be
removed from the
document.
1
Oops! We didn’t mean to
do that. Let’s restore the
image…

 Press + to
restore the image
You can also use the
Undo tool on the Quick
Access toolbar if you
change your mind

For Your Reference… Handy to Know…

To delete clip art:  If the clip art image is positioned in line with
1. Click on the picture to select it text, it can be deleted like any other
character – that is, using either or .
2. Press
The only difference is that unlike text, you
must press or twice – once will select
the image then the second press will delete
it.

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 Microsoft Word 2016 - Essentials

CONCLUDING REMARKS

Congratulations!
You have now completed Microsoft Word 2016 - Essentials. Microsoft Word 2016 - Essentials
was designed to get you to the point where you can competently perform a variety of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step by step approach will serve as a reference for you when you need to repeat a task.

Where To From Here?

The following is a little advice about what to do next:
 Spend some time playing with what you have learnt. You should reinforce the skills that you
have acquired and use some of the application's commands. This will test just how much of
the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small
is a good way to start.
 Some aspects of the course may now be a little vague. Go over some of the points that you
may be unclear about. Use the examples and exercises in these notes and have another go
- these step-by-step notes were designed to help you in the classroom and in the work
place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
 read computer magazines - there are often useful articles about specific techniques
 if you have the skills and facilities browse the Internet, specifically the technical pages of
the application that you have just learnt
 take an interest in what your work colleagues have done and how they did it - we don't
suggest that you plagiarise but you can certainly learn from the techniques of others
 if your software came with a manual (which is rare nowadays) spend a bit of time each day
reading a few pages. Then try the techniques out straight away - over a period of time
you'll learn a lot this way
 and of course, there are also more courses and books for you to work through.

Hungry for More?

We live in an ever-changing world where we all need to review and upgrade our
skills.
If you have received this course book on a training course why not ask the tutor or
trainer for other courses that may be of benefit to you. If you are attending a
college ask for one of their brochures.
Alternatively, if you’ve enjoyed using this course book you can find others that
cover a wide range of topics at our web site www.watsoniapublishing.com.

© 2017 The University of Nottingham The University of Nottingham

Concluding Remarks
INDEX
command ......................................... 7 first line indent ...............................92
contextual menu ............................ 11 fnd and replace text .......................58
A copies print .................................. 114 font........................................... 62, 63
copy format ................................... 78 font bold ........................................68
add a table ................................... 133 Copyright symbol ........................... 54 font change ....................................65
add buttons ............................. 14, 15 create new document ...................... 4 font colour .....................................76
advanced properties .................... 119 creating documents ....................... 20 Font dialog box...............................79
All apps ............................................ 2 crop .............................................. 173 font formatting ..............................79
App bar ............................................ 2 crop picture ................................. 173 font size .............................. 62, 66, 67
App screen ....................................... 2 cropping ....................................... 173 font tools ........................................63
automatic hyphenation ............... 100 current folder................................. 22 format clear ...................................80
autosave versions .......................... 32 customise Quick Access Toolbar ... 14, format copy ....................................78
15 format delete .................................80
format font.....................................65
B format painter ................................78
D formatting ......................................63
Backstage feature ............................ 5 formatting, show ..........................106
Backstage view ................................ 6 dates .............................................. 26 formulas Updating .......................152
Backstage View .......................... 9, 10 decimal tab .................................... 85 formulas, insert ............................151
bar tabs .......................................... 87 decrease font size .................... 66, 67 formulas, table .............................151
bar tabs, set ................................... 87 default printer.............................. 108
blank document ............................... 4 default tabs .................................... 82
bold.................................... 62, 63, 68 delete highlight .............................. 74 G
bookmarks ..................................... 60 delete return ................................ 105
border painter ............................. 144 delete text...................................... 49 glow to text ....................................77
border styles ................................ 143 deleting clip art ............................ 174 go to ...............................................16
borders ........................................ 143 deleting text ................................... 71 Go To ..............................................60
buttons Adding to QAT .................. 14 dialog box ................................ 12, 13 grammar................................... 27, 28
buttons, adding to QAT ................. 15 dialog box launcher.................. 12, 13 gridlines, hide ...............................150
dialog box, Save As ........................ 23 gridlines, show .............................150
display formatting ........................ 106 group ................................................7
C display ribbon .................................. 8 grow font .......................................67
document information............... 9, 10
callout boxes.................................. 62 document properties, print ......... 119
cells, changing alignment ............ 149 document view .............................. 16 H
cells, merging ............................... 154 double-sided Print ....................... 128
cells, splitting ............................... 155 draft copy..................................... 108 hanging indent ...............................93
change case ............................. 63, 75 drawing objects, print without .... 117 hard return ...................................103
change font.................................... 65 drop caps ..................................... 102 hard return, insert ........................104
change printer ............................. 111 headings .........................................60
changing pictures ........................ 172 help ..................................................9
changing text ................................. 29 E help options ...................................10
clear formatting ............................. 80 hidden text, printing ....................118
click and type ................................. 53 ellipse ....................................... 12, 13 hide paragraph marks ....................41
clip art Delete .............................. 174 emphasise text ............................... 69 hide ruler........................................40
clip art Remove ............................ 174 even pages, printing .................... 122 hide text .......................................101
clip art Wrap Text ........................ 168 exiting ............................................ 17 highlight text ..................................74
clip art, deselect .......................... 166 exiting Word .................................. 17 hyphenation .................................100
clip art, move ............................... 167
clip art, position ........................... 167
clip art, reset................................ 171 F I
clip art, restore ............................ 171
clip art, select .............................. 166 final copy ..................................... 108 image Wrap Text ..........................168
closing ...................................... 17, 32 find ................................................. 55 images Select ...............................166
collated pages .............................. 114 Find ................................................ 60 images, deselect ...........................166
collating pages ............................... 31 find Advanced ................................ 59 images, resizing ............................169
colour printing ............................. 108 find and replace ....................... 55, 57 In line with text ............................168
colour text ..................................... 76 Find and Replace dialog box .... 57, 59 increase font size ..................... 66, 67
columns Fixed width .................... 141 find highlight .................................. 74 indent first line ...............................92
columns, changing widths ........... 139 find options .................................... 56 indent hanging ...............................93
columns, deleting ........................ 138 find text ......................................... 56 indent right ....................................94
columns, inserting in tables ......... 137 first letter capitals .......................... 75 Insert mode .............................. 47, 48
insert online pictures ................... 165 online pictures, insert .................. 165 printing key assignments .............120
insert pictures .............................. 165 open ............................................... 34 printing list of styles .....................120
insert return ................................ 104 open a document ........................... 36 printing marked up document .....120
insert right indent .......................... 94 open dialog box ............................. 35 printing multiple copies .................31
insert table .................................. 133 open documents ............................ 35 printing multiple pages per sheet 123
inserting dates ............................... 26 open place ..................................... 34 printing odd pages .......................121
insertion point ................................. 5 orphan ..................................... 95, 96 printing options ..............................10
italic ......................................... 63, 69 outlining text.................................. 77 Printing options ............................117
italics.............................................. 62 Overtype mode ........................ 47, 48 printing problems.........................129
printing scaled to paper size ........124
printing to XPS Document Writer.126
K P printing uncollated copies ............125
printing without drawing objects .117
keep lines together .................. 95, 98 page ................................................. 6 proofing indicator ..........................16
keep with next ......................... 95, 97 page break before.................... 95, 99 Properties pane ............................119
keeping paragraphs together ........ 97 page number.................................. 16 protect paragraph ..........................98
keyboard navigation ...................... 37 page zooming................................. 39
keyboard shortcuts ........................ 46 pagination ................................ 95, 96
keyboard shortcuts for navigation. 37 paper size ..................................... 108 Q
paper type.................................... 108
Paragraph dialog box ..................... 96 QAT customising ...................... 14, 15
L paragraph keep lines together ....... 98 QAT Toolbar, customising ..............15
paragraph marker ........................ 103 Quick Access Toolbar customising .14
language ........................................ 16 paragraph marks ............................ 41 quick print ....................................110
launch dialog box ..................... 12, 13 paragraph marks Show/Hide ......... 82 quick tables ..................................132
Layout options ............................. 168 paragraph, Next Page .................... 99
Left Tab .......................................... 83 pen colour .................................... 144
licensing information ..................... 10 photos .......................................... 162 R
line feed ....................................... 103 Picture Styles gallery .................... 170
line style ...................................... 144 picture styles, apply ..................... 170 range of pages print .....................113
line width ..................................... 144 pictures ................ 162, 163, 164, 172 recent document............................36
linking paragraphs ......................... 97 pictures, inserting ................ 163, 164 recent documents ..........................34
live preview ................................... 64 pictures, resizing .......... 163, 164, 169 recent folders .................................22
lowercase ...................................... 75 Pin .................................................... 2 redo ................................................51
Pin to Start ....................................... 2 reflections to text ...........................77
Pin to taskbar ................................... 2 remove buttons........................ 14, 15
preview font changes..................... 64
M preview print ............................... 109
remove formatting .........................80
remove return ..............................105
previewing printed document ....... 31 repeat ....................................... 51, 52
make changes ................................ 29 Print ............................................... 31
manual duplex printing................ 128 repeating actions ...........................52
print background colours ............. 116 repeating header rows in tables ..159
manual hyphenation ................... 100 print copies .................................. 114
manual soft return....................... 103 replace ...........................................55
print current page ........................ 112 replace text ....................................58
menu ............................................. 11 print directly ................................ 110
minimise ribbon............................... 8 resetting clip art ...........................171
print document properties .. 116, 119 resize icon ......................................16
mini-toolbar ................................... 66 print drawings .............................. 116
moving clip art ............................. 167 resizing handles............................166
print hidden text .......................... 116 resizing pictures ...........................169
multiple print copies.................... 114 print one page.............................. 112 return delete ................................105
print options ................................ 116 return insert .................................104
print preview ................. 31, 108, 109 reveal formatting .........................106
N print quickly ................................. 110 Reveal Formatting task pane........106
print range ................................... 113 ribbon ....................................... 5, 6, 7
naming documents ........................ 24 print selection .............................. 112 ribbon minimise ...............................8
navigation ................................ 37, 38 print several pages ....................... 113 ribbon, use .......................................7
navigation pane ............................. 35 printer change ............................. 111 right indent ....................................94
Navigation pane......................... 5, 56 printer problems .......................... 129 right-click........................................11
new document................................. 4 printer select................................ 111 rows, changing heights ................140
next page ....................................... 60 printer type .................................. 108 rows, deleting ..............................138
printing ........................................ 108 rows, distribute evenly .................140
printing and collating copies ........ 125 rows, inserting in tables ...............137
O printing building block entries ..... 120 ruler................................................83
printing document properties .... 119, ruler Modifying tabs .......................84
odd pages, print........................... 121 120 ruler Setting tabs ............................83
OneDrive........................................ 22 printing even pages ..................... 122 ruler Show/Hide .............................83
online pictures ............................. 165 printing hidden text ..................... 118
ruler, remove tabs ......................... 89 table Align .................................... 157 text superscript ..............................73
table Convert to Text ................... 160 text underline.................................70
table formulas Update ................. 152 text, applying glow .........................77
S table properties ........................... 156 text, applying outlines ....................77
Table Properties dialog box ......... 156 text, applying reflections................77
save.......................................... 20, 22 table, create from text ................. 148 text, applying shadows...................77
Save ............................................... 17 table, merging cells ...................... 154 text, convert to table ...................148
save as ........................................... 22 table, splitting cells ...................... 155 time ................................................26
Save As........................................... 17 tables ............................................. 62 title case .........................................75
Save As dialog box ................... 23, 24 tables AutoFit contents................ 141 tools Adding to QAT .......................14
save changes.................................. 30 tables AutoFit window ................. 141 tools, adding to QAT ......................15
save exisitng .................................. 30 tables Changing its alignment ...... 157 Trademark symbol .........................54
Save tool .................................. 24, 30 tables Changing text direction ..... 158 typing numbers ..............................25
saving ............................................. 32 tables Fixed column width ........... 141 typing text ......................................21
saving documents .......................... 24 tables Repeating header rows ..... 159
scroll bar ........................................ 38 tables shading .............................. 142
scroll bars ........................................ 5 tables Sorting data ....................... 153 U
scrolling ......................................... 38 tables Updating calculations ........ 152
Search .............................................. 2 tables, add data ........................... 134 uncollated pages ..........................114
search for text ............................... 56 tables, cell alignments ................. 149 underline .................................. 62, 70
search options ............................... 56 tables, changing column widths .. 139 undo ......................................... 50, 51
select ............................................. 44 tables, creating ............................ 133 Undo tool .......................................50
select printer ............................... 111 tables, creating formulas ............. 151 update fields before printing .......116
selecting clip art........................... 166 tables, deleting columns .............. 138 update linked data .......................116
selecting printers ........................... 31 tables, deleting rows.................... 138 uppercase................................. 62, 75
selecting tables ............................ 136 tables, distribute rows ................. 140 using the mouse .............................45
selecting text ............. 44, 45, 46, 136 tables, formatting ........................ 132
sentence case ................................ 75 tables, gridlines ............................ 150
tables, inserting ........................... 132
shadows to text ............................. 77
tables, inserting columns ............. 137
V
shortcut menu ............................... 11
Show all properties ...................... 119 tables, inserting rows ................... 137
tables, row heights ...................... 140 view ..................................................5
show paragraph marks .................. 41 view ruler .......................................40
shrink font ..................................... 67 tables, select ................................ 135
single page print .......................... 112 tables, select cell .......................... 135
Size dialog box ............................. 169 tables, select column ................... 135
size font ......................................... 66 tables, select row ......................... 135 W
soft return ................................... 103 tables, styles ................................ 145
soft return, insert ........................ 104 tabs Clear All .................................. 85 widow....................................... 95, 96
sorting data in table..................... 153 tabs Deleting .................................. 84 widow orphan control .............. 95, 96
special characters .......................... 54 Tabs dialog box ............ 85, 86, 88, 89 Window ............................................2
special indent ................................ 93 tabs Modifying on the ruler ........... 84 Window key .....................................2
spell check ............................... 27, 28 tabs Set .......................................... 85 Windows 10 .....................................2
spelling .......................................... 21 tabs Setting on ruler ...................... 83 word count ............................... 16, 42
Square text wrapping .................. 168 tabs Using default .......................... 82 Word Options dialog box ..... 116, 117
start screen ...................................... 3 tabs, bar ......................................... 87 Word screen .....................................5
Start screen ..................................... 2 tabs, centre .................................... 88 word wrap ....................................103
start screen Disabling ...................... 3 tabs, decimal .................................. 88 wrapping text ...............................168
status ............................................... 9 tabs, left ......................................... 88
status bar ............................. 5, 16, 42 tabs, removing ............................... 89
strikethrough ................................. 71 tabs, right ....................................... 88 X
subscript ........................................ 72 task pane ....................................... 13
superscript ..................................... 73 template .......................................... 4 XPS Document Writer ..................126
symbols.......................................... 54 templates ....................................... 20 XPS documents, opening..............127
text ................................................. 62 XPS documents, printing ..............127
text bold......................................... 68
text colour...................................... 76
T text direction in a table ................ 158 Z
text effects ..................................... 77
tab ................................................... 7 text effects Advanced .................... 79
tab leaders ..................................... 86 zoom ................................................5
text hide ....................................... 101
tab selector .................................... 83 zoom percentage ...........................16
text highlight .................................. 74
tab stop Change ............................. 84 zoom slider .....................................16
text italic ........................................ 69
tab stop Remove ........................... 84 Zoom tool .......................................39
text strikethrough .......................... 71
tab stops ........................................ 25 text subscript ................................. 72
tab stops, remove .......................... 89