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TRAINING MATERIALS FOR IT PROFESSIONALS

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Introduction to
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Microsoft Word 2019

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 Introducton to Microsoft Word 2019
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(WRD2019.1 version 1.0.1)

Copyright Information
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© Copyright 2019 Webucator. All rights reserved.
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The Author
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Margaux Judge
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Margaux Judge has worked as an e-learning editor and instructional designer for
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over ten years, writing and editing a wide variety of courses, from technical topics
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to soft skills. She has a Bachelor's degree in English and Textual Studies from
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Syracuse University and a Master's degree in Television Writing from Boston

University.
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 PY
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 Table of Contents

Table of Contents
1. Creating a Microsoft Word Document.................................................1
Starting Microsoft Word....................................................................................1
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Creating a Document........................................................................................2
Saving a Document...........................................................................................2
Importing a File.................................................................................................4
The Status Bar..................................................................................................6
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Closing a Document.........................................................................................6
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Exercise 1: Create a Microsoft Word Document...............................................8

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2. The Ribbon...........................................................................................13
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The Ribbon.....................................................................................................13
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Tabs................................................................................................................13
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Groups............................................................................................................15
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Commands.....................................................................................................17
Inserting Symbols Using Commands......................................................17
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Tell Me.....................................................................................................18
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Exercise 2: Exploring the Ribbon....................................................................19

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3. The Backstage View (The File Menu).................................................23

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Introduction to the Backstage View.................................................................23

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Opening a Document......................................................................................24
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Exercise 3: Open a Document........................................................................26

New Documents and Word Templates............................................................29
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Exercise 4: Write a Thank You Letter Using a Template Letter........................32

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Configuring Documents to Print......................................................................35

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Print Document Sections........................................................................36
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Set Print Scaling.....................................................................................37

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Exercise 5: Print a Document.........................................................................38

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Adding Your Name to Microsoft Word.............................................................41

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Adding Values to Document Properties..........................................................42

Working with Autosaved Versions of Documents............................................43
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4. The Quick Access Toolbar..................................................................45
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Adding Common Commands..........................................................................45

Adding Additional Commands with the Customize Dialog Box.......................46
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Adding Ribbon Commands or Groups............................................................47

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Placement.......................................................................................................48
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Exercise 6: Customize the Quick Access Toolbar...........................................50

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Table of Contents

5. Formatting Microsoft Word Documents............................................55

Selecting Text..................................................................................................55
Selecting Fonts...............................................................................................55
Clear Existing Formatting........................................................................56
Set Indentation........................................................................................56
Change Text to WordArt..........................................................................57
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Exercise 7: Working with Fonts.......................................................................62
Working with Lists...........................................................................................65
Creating Custom Bullets.........................................................................65
Modifying List Indentation.......................................................................66
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Modifying Line Spacing in a List.............................................................67

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Increasing and Decreasing List Levels...................................................67
Modifying List Numbering: Restarting and Continuing............................68
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Exercise 8: Working with Lists.........................................................................70

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Inserting a Hyperlink in a Document...............................................................73

Exercise 9: Inserting a Hyperlink....................................................................74
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Using Styles....................................................................................................77
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About Styles............................................................................................77
Applying Paragraph Styles......................................................................77
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Applying Character Styles.......................................................................77
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Changing Document Style Sets..............................................................77

Creating Quick Styles..............................................................................78
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Exercise 10: Applying and Creating Custom Styles........................................80

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Using Themes.................................................................................................83
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Using the Ruler...............................................................................................84

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Exercise 11: Using Tabs..................................................................................85
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Setting Margins...............................................................................................88
Exercise 12: Setting Margins..........................................................................93
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6. Editing Documents..............................................................................97
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Find.................................................................................................................97
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Find and Replace............................................................................................99

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Using a Wildcard to Find and Replace..................................................100

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Find and Replace Tips..................................................................................102

Inserting Text Using AutoCorrect...........................................................103
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Appending Text to a Document.....................................................................104

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Exercise 13: Using Find and Replace...........................................................107
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Using the Clipboard......................................................................................109

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The Clipboard Group............................................................................109

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Copying and Pasting Text......................................................................109
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The Office Clipboard Task Pane............................................................109

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Exercise 14: Using the Clipboard..................................................................112

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 Table of Contents

7. Finalizing Microsoft Word Documents............................................117

Adding Page Numbers..................................................................................117
Exercise 15: Adding Page Numbers.............................................................120
Headers and Footers....................................................................................123
Exercise 16: Using Headers and Footers.....................................................128
Checking Spelling and Grammar..................................................................132
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Exercise 17: Checking Spelling & Grammar.................................................135
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 Creating a Microsoft Word Document

1. Creating a Microsoft Word Document

In this lesson, you will learn...
1. To start Microsoft Word.
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2. To create a Microsoft Word document.
3. To save a Microsoft Word document.
4. About the Status Bar.
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5. To close a Microsoft Word document.

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1.1 Starting Microsoft Word
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To start Microsoft Word (see screenshot below):

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Creating a Microsoft Word Document

1. Click the Start menu.

2. Select Word.
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1.2 Creating a Document
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When you open Microsoft Word, a document is automatically opened as well. As
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you can see in the screenshot below, the default document is named "Document1".
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The arrow in the screenshot points to the location of your cursor when Word opens.
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To start creating a document, simply begin typing.

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1.3 Saving a Document

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The first time you save a Microsoft Word document, you need to give it a name and
location. To do this, follow these steps:

Page 2 of 137 © Copyright 2019 Webucator. All rights reserved.

 Creating a Microsoft Word Document

1. From the File menu, select Save As.

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2. Double-click This PC (My Computer in Word 2013) to save the file to your
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computer.
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3. Selecting Save As opens up a dialog box in which you can see:

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A. The document location, or where on your computer Word will save your
document. You can select a new location by clicking on the arrows.
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B. The file name. Note that this is highlighted as Microsoft Word expects
you to choose your own name for the document. Simply begin typing to
do so.

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Creating a Microsoft Word Document

C. The file type. Note that this defaults to ".docx", which is the default file
type for Microsoft Word 2013 and 2016 documents. When final, you can
choose to save your document as another type, such as a pdf, simply by
choosing "PDF (*.pdf)" here.
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4. After you have entered these fields, simply click Save to save the document.
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Watch and follow along as your instructor shows you how to navigate the file system
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within the Save As dialog.

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1.4 Importing a File

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You can import a file into Word; you can import different file formats such as .txt
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files and PDFs.

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To import a file:
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 Creating a Microsoft Word Document

1. From the File menu, select Open.

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2. Select where the file is located and from the Open dialog box, select the file
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and click Open.

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3. The file is imported into Word.

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Creating a Microsoft Word Document

1.5 The Status Bar

The Status Bar, located at the bottom of Word, shows basic information about your
document and enables you to change your viewing settings. Specific items on the
Status Bar include:
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1. Document information (page number and word count).
2. Proofing status. If you see a green check, Word found no errors. A red X
indicates Word has found spelling or grammatical errors in the document.
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3. View controls. You can choose from a selection of views (Print Layout, Full
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Screen Reading, Web Layout, Outline, and Draft).
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4. Zoom control. You can zoom in or out, to make the document bigger or smaller,
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based on your personal preference. Zooming changes the size of what you're
viewing. It does not change what you actually print out.
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1.6 Closing a Document

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The two most common ways to close a Microsoft Word document are:
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 Creating a Microsoft Word Document

1. Click the gray "X" in the upper-right-hand corner:

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2. Select Close from the File menu:
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When you close your document, you will be prompted to save if you have made any
changes since the last time you saved.
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Creating a Microsoft Word Document

Exercise 1 Create a Microsoft Word Document

5 to 10 minutes

In this exercise, you will create, save, and close a Microsoft Word document. If you
currently have Microsoft Word open, please close it before starting the exercise.
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1. Create and save the following document in your ClassFiles/Word2019.1/Exer
cises folder:
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EV
U Creating a Microsoft Word Document
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Creating a Microsoft Word Document

Exercise Solution
1. From the Start Menu, select Word.
2. Type "Today I am going to learn Microsoft Word!"
3. Click File > Save As):
A. Navigate to ClassFiles/Word2019.1/Exercises.
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B. File name: type "My First Word Document".
C. Save as type: select "Word document (*.docx)" if it is not already selected.
4. Click File > Close.
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Page 10 of 137 © Copyright 2019 Webucator. All rights reserved.

 Creating a Microsoft Word Document

1.7 Conclusion
In this lesson, you have learned how to create and save Microsoft Word documents.
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Creating a Microsoft Word Document
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Page 12 of 137 © Copyright 2019 Webucator. All rights reserved.

 The Ribbon

2. The Ribbon
In this lesson, you will learn...
1. About tabs.
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2. About groups.
3. About commands.
4. Which groups and commands are found on which tabs.
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2.1 The Ribbon

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The Ribbon is the display you see at the top of the Microsoft Word window. It is
your primary interface with Word. It allows you to access most of the commands
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available to you in Word. The Ribbon is composed of three parts: Tabs, Groups,
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and Commands.
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2.2 Tabs
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Microsoft Word is a powerful program that is used to create many different types
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of documents, including articles, letters, books, contracts, marketing documents,

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and much more. Microsoft Word has hundreds of commands for working with
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documents. To make it easier for users to find the specific commands they are looking
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for, commands are organized onto eight main tabs:

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1. Home. The Home tab includes commands for formatting documents.
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2. Insert. Use the Insert tab to insert pages, tables, pictures, links, headers and
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footers, custom text and symbols, and more.

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3. Design. Use the Design tab to set document formatting and page backgrounds.
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4. Layout. Use the Layout tab (

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PAGE LAYOUT
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in Word 2013) to change your margins, add columns, change the page
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orientation, and more.

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5. References. Use the References tab to add a table of contents, add footnotes,
add a bibliography, and more.
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6. Mailings. Use the Mailings tab to create labels, start a mail merge, and more.
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7. Review. Use the Review tab to check spelling and grammar, track and accept
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or reject changes, compare documents, and more.

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The Ribbon

8. View. Use the View tab to change your document view, show the Ruler or
navigation pane, zoom in or out, and more.
9. Help. Use the Help tab to view Help documents, provide feedback, take training,
or contact Microsoft customer support.
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Note that the File menu is not the same as a tab. The File menu takes you to the
Backstage view, where you manage, rather than make changes to, your document.
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The Backstage view is covered in the next lesson.

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Tool Tabs
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In addition to the main tabs, there are numerous tool tabs which include less
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commonly used commands. Individual tool tabs are covered in detail in our
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intermediate and advanced Microsoft Word classes. For now you should know:
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• That they exist. Some of the most commonly used tool tabs are:
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• SmartArt
• Chart
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• Drawing
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• Picture
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 The Ribbon

• Table
• Header & Footer
• That they will appear when you select commands that have related tool
tabs. For example, when you insert a table, two table-specific tool tabs (Design
and Layout) will appear:
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2.3 Groups
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To further organize the many commands available in Microsoft Word, commands
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are organized in groups on each tab. Each group contains three or more related
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commands. The following table lists the groups found on each tab:
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The Ribbon

Tab Group
Home 1. Clipboard
2. Font
3. Paragraph
4. Styles
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5. Editing
Insert 1. Pages
2. Tables
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3. Illustrations
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4. Add-ins
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5. Media
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6. Links
7. Comments
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8. Header & Footer

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9. Text
10. Symbols
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Design 1. Document
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Formatting
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2. Page Background
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Layout 1. Page Setup

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2. Paragraph
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3. Arrange
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References 1. Table of Contents

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2. Footnotes
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3. Research
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4. Citations &
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Bibliography
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5. Captions
6. Index
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7. Table of Authorities
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Mailings 1. Create
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2. Start Mail Merge

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3. Write & Insert Fields

4. Preview Results
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5. Finish
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Page 16 of 137 © Copyright 2019 Webucator. All rights reserved.

 The Ribbon

Tab Group
Review 1. Proofing
2. Speech
3. Accessibility
4. Language
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5. Comments
6. Tracking
7. Changes
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8. Compare
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9. Protect
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10. Ink
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View 1. Views
2. Immersive
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3. Page Movement
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4. Show
5. Zoom
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6. Window
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7. Macros
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8. Sharepoint
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Help 1. Help
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In some groups, you will see a button in the lower right corner, next to the group
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name. This is the Dialog Box Launcher. Opening the group's dialog box will give
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you access to additional commands associated with that group:

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2.4 Commands
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Commands are controls that enable you to accomplish specific tasks, such as bolding
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a word, adding a list, inserting a picture, or adding page numbers.

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The Ribbon

Inserting Symbols Using Commands

One useful command is inserting symbols, such as em dashes and the trademark
symbols, into documents. To do so, select the Insert tab on the Ribbon and in the
Insert group, select the Symbols drop-down list and select the symbol.
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Tell Me
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Word 2016 introduced the Tell Me feature on the Ribbon. The Ribbon now contains
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the text "Tell me what you want to do..."

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If you click this text, it becomes a text box where you can enter text to search on to
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quickly perform actions. Just clicking the box pops up some possible ideas.
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For example, "Leave a comment" brings up the option to insert a comment in the
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document.
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Watch and follow along as your instructor walks you through the Ribbon and points
out some of the groups and commands located on each tab.

Page 18 of 137 © Copyright 2019 Webucator. All rights reserved.

 The Ribbon

Exercise 2 Exploring the Ribbon

15 to 25 minutes

In this exercise, you will explore the Ribbon to answer the following questions:
1. How many tabs are there?
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2. How many groups are there on the View tab?
3. Which tab contains the most commonly used groups and commands?
4. What is another name for the File menu?
5. On what tab are the following groups found:
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A. Start Mail Merge

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B. Views
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C. Header & Footer

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D. Page Setup
E. Tracking
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F. Footnotes
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G. Paragraph
6. On what tabs and groups are the following commands found?
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A. Font Color
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B. New Window
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C. Mark Citation
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D. Spelling & Grammar

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E. Start Mail Merge
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F. Page Break
G. Margins
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The Ribbon

Exercise Solution
If your installation of Microsoft Word has been customized, some of your answers may differ.
1. How many tabs are there? Answer: 9
2. How many groups are there on the View tab? Answer: 8
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3. Which tab contains the most commonly used groups and commands? Answer: Home
4. What is another name for the File menu? Answer: the Backstage view
5. On which tab are the following groups found:
A. Start Mail Merge - Answer: Mailings
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B. Views - Answer: View

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C. Header & Footer - Answer: Insert
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D. Page Setup - Answer: Layout

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E. Tracking - Answer: Review

F. Footnotes - Answer: References
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G. Paragraph - Answer: Home
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6. On what tabs and groups are the following commands found?

A. Font Color - Answer: Home > Font
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B. New Window - Answer: View > Window
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C. Mark Citation - Answer: References > Table of Authorities

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D. Spelling & Grammar - Answer: Review > Proofing

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E. Start Mail Merge - Answer: Mailings > Start Mail Merge

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F. Page Break - Answer: Insert > Pages
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G. Margins - Answer: Layout > Page Setup

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Page 20 of 137 © Copyright 2019 Webucator. All rights reserved.

 The Ribbon

2.5 Conclusion
In this lesson, you learned about tabs, groups, and commands and which groups and
commands are on which tabs.
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The Ribbon
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Page 22 of 137 © Copyright 2019 Webucator. All rights reserved.

 The Backstage View (The File Menu)

3. The Backstage View (The File Menu)

In this lesson, you will learn...
1. About the Backstage view.
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2. To open a Microsoft Word document.
3. To start a new Microsoft Word document.
4. To use Microsoft Word templates.
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5. To print a Microsoft Word document.

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6. To personalize your copy of Microsoft Word.

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3.1 Introduction to the Backstage View

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The Ribbon, covered in the prior lesson, is where you find all the commands
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necessary to make changes to your documents. Clicking on the tabs in the Ribbon
changes the set of commands available to you while you work in your document.
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After clicking on the File menu, you can no longer see your document or the Ribbon.
Instead, you see what Microsoft calls the Backstage view. This is where you:
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1. Manage your current document and other documents (Save, Open, Close, Print,
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etc.).
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2. See information about your current document (Location, Size, Number of Pages
and Words, Author, etc.).
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3. Manage your Word settings and options (Display, AutoCorrect options,

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customize the Ribbon, etc.)
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Many of the features of the Backstage view are covered in our intermediate and
advanced Microsoft Word classes. Only those that are essential to working with
Microsoft Word are covered in this class.

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The Backstage View (The File Menu)

3.2 Opening a Document

There are two ways to open a Microsoft Word Document from the Backstage view:
1. Select Open from the File menu.
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2. From the Open section, select the location of the document. If it is on the
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computer, double-click My PC or Computer in Word 2013 (this step is not
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present in Microsoft Word 2010). In the dialog box that opens up, navigate to
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the file you want to open and double-click it or select it and click Open. You
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 The Backstage View (The File Menu)

can use the All Word Documents drop-down list to select and open files that
are not native to Word.
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3. For files you have recently used, select Open from the File menu and then
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select the file under Recent. (In Microsoft Office 2013, select Recent
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Documents from the File menu.)

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New in Word 2019, if someone sends you a Word document as an attachment, you
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will find it when you select File > Open > Shared with me.
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The Backstage View (The File Menu)

Exercise 3 Open a Document

5 to 10 minutes

In this exercise, you will practice opening Microsoft Word documents from the File
menu.
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1. Using the File menu, open My First Word Document.docx from the
Word2019.1/Exercises folder.
2. Close My First Word Document.docx.
3. Open My First Word Document.docx from the File menu, using a different
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method than you used the first time.

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4. Close My First Word Document.docx.
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The Backstage View (The File Menu)

Exercise Solution
1. File > Open
A. File > Open
B. Double-click My PC (Computer in Word 2013). (In Microsoft Word 2010, this step is
not applicable. Move on to step C.)
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C. Navigate to Word2019.1/Exercises.
D. Select My First Word Document.docx and click the Open button.
2. File > Recent
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A. File > Open > Recent (In Microsoft Word 2010, File > Recent)
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B. Click the My First Word Document.docx document.

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 The Backstage View (The File Menu)

3.3 New Documents and Word Templates

When creating a new Microsoft Word document, you can choose between creating
a blank document or creating your document from an existing template.
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Creating a New Blank Document

To create a new blank document:

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1. From the File menu, select New.

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2. Double-click Blank document.
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Creating a New Document from a Template

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A template is a predesigned Word document that you can then change to suit your
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needs. When you create a new document from a template, you are creating a copy
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of the original template.
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To create a new document from a template:

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1. From the File menu, select New.

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2. Double-click one of the template categories.

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The Backstage View (The File Menu)

3. Select a template to view it.

4. Click Create to open the template. In Microsoft Word 2010, select Download
to download and open the template:
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Once you've downloaded a template, it is stored in the My Templates location on

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your computer.
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Modifying a Template
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You can modify a Word template:

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1. Select the File menu, and select New.
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2. Select a template from the list and click Create.

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 The Backstage View (The File Menu)

3. Make the desired changes to the template.

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4. Save the template with a new name. It will by default be saved in the Templates
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folder.
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The Backstage View (The File Menu)

Exercise 4 Write a Thank You Letter Using a Template Letter

5 to 15 minutes

In this exercise, you will create a new document using a Microsoft template.
1. Locate an Office.com template to use to write a personal letter to a friend
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thanking him or her for a gift.
2. Download the template.
3. Replace the content of the template's text place holders with your name and
address, and a friend's name and address. You may also need to replace the
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body portion of the letter.

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4. Save the document as Thank you letter.docx in your Word2019.1/Exercises
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folder.
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5. Leave the file open as we will be using it in future exercises.

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The Backstage View (The File Menu)

Exercise Solution
In Microsoft Office 2013, 2016, and 2019:
1. From the File menu, select New.
2. From Suggested searches, select Personal. In 2013, select Letters from Selected searches.
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3. From Category, select Thank you.
4. Double-click Thank you letter for personal gift to download and open the template.
5. Replace the template content with your name and address and a friend's name and address as
well as a message in the body area.
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6. Click File > Save As:

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A. Navigate to the Word2019.1/Exercises folder.
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B. File name: type "Thank you letter".

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C. Save as type: select "Word document (*.docx)."

D. If a dialog box appears asking you if you want to save changes to the document template,
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click No.
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In Microsoft Office 2010:

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1. From the File menu, select New.
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2. From Selected searches, select Letters.

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3. Select Personal Letters.

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4. Double-click Thank you letter for personal gift to download and open the template.
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5. Replace the template content with your name and address and a friend's name and address.
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6. Click File > Save As:

A. Navigate to the Word2016.1/Exercises folder.
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B. File name: type "Thank you letter".

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C. Save as type: select "Word document (*.docx)."
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D. If a dialog box appears asking you if you want to save changes to the document template,
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click No.
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 The Backstage View (The File Menu)

3.4 Configuring Documents to Print

The Print window gives you access to several printing and page layout options. You
will also see a preview of how your document will print.
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To Print a Microsoft Word document:
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The Backstage View (The File Menu)

1. From the File menu, select Print.

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2. Choose your print options (number of copies, printer, etc.) and click the Print
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button. To print specific sections, use the first drop-down list.
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Print Document Sections

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You can choose to print only document sections, instead of an entire document.
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To print document sections, on the Print page in Backstage view, under Settings,
select the first drop-down list, and then select Custom Print and specify the sections.

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EV
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Set Print Scaling

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You can set document print options to print your document on different sizes of
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paper.
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To set print scaling:

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On the Print page in Backstage view, under Settings, select the fifth drop-down,
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that by default says Letter, and select a scaling option.

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The Backstage View (The File Menu)

Exercise 5 Print a Document

5 to 10 minutes

In this exercise, you will print the letter you created in the last exercise. You will
need to have a printer connected to successfully complete this exercise.
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1. Using the File menu, print the thank you letter you created in the last exercise.
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The Backstage View (The File Menu)

Exercise Solution
1. Select File > Print.
2. Select your printer.
3. Select any additional options you want.
4. Click the Print button.
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 The Backstage View (The File Menu)

3.5 Adding Your Name to Microsoft Word

You can add your name and initials to Microsoft Word. When you do so, the
information is used throughout the Microsoft Office products. Word uses this
information for tracking changes and assigning comments and for prefilling data
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used by some of the built-in templates (e.g., the Agency Letter template under Sample
Templates).
To add your name and initials to Microsoft Word:
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1. From the File menu, select Options. In Microsoft Word 2007, click the
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Microsoft Office button and select Word Options.
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2. The options you can customize are grouped into categories, which you can see
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on the left side of the screenshot below. The default category is General (in
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The Backstage View (The File Menu)

Microsoft Word 2007, the default category is Popular). Fill in your name and
initials under Personalize your copy of Microsoft Office.
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3.6 Adding Values to Document Properties

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You can add values to document properties by using Backstage view. This is a
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feature that is available in Word 2013, but not 2016.

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To add values to properties:

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1.
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From the File menu, select Info.

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2.
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On the right, click the Properties drop-down arrow.

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 The Backstage View (The File Menu)

3.
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Select Show Document Panel.
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4. Use the Document Panel to add information about your document, filling in
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such things as title, keywords, and author.
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3.7 Working with Autosaved Versions of Documents
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Word automatically saves documents as you work with them. You can manage these
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autosaved versions from Backstage view.

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To set options for managing these, click Options in Backstage view and in the Word
Options dialog box, select Save. You will see autosave options here.
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To delete autosaved documents:

1. From the File menu tab, select Info, if necessary.

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The Backstage View (The File Menu)

2. Under Manage Document (Versions in Word 2013), you will see auto and
user saved versions.
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3. To delete one, right-click it and select Delete This Version.

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3.8 Conclusion
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In this lesson, you learned about the Backstage view, to open and create new
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Microsoft Word documents, to print Microsoft Word documents, to use templates,

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to use Microsoft Word Help and how to personalize Microsoft Word by adding your
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name and initials.

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7400 E. Orchard Road, Suite 1450 N
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Greenwood Village, Colorado 80111

Ph: 303-302-5280
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www.ITCourseware.com
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9-38-00271-000-06-14-19