Discovering Microsoft Word 2016€¦ · Web viewCathie Murphy. This is an example of a cover page that you can insert into a Word document. Read more to find out other types of

This is an example of a cover page that you can insert into a Word document. Read more to find out other

types of options available on the Insert tab.

Discovering Microsoft Word 2016Exploring Microsoft Word

Cathie Murphy

Discovering Microsoft Word 2016

Info Software Word Page 1


Chapter 3: Insert Tab in Word 2016Last update: 4/22/2019

ESSENTIAL OUTCOMES

3) Analyze technical writing and apply Word skill sets (Insert Tab) to real-life scenarios (project based).a. Analyze skills sets provided in the handout (Pages Toolbar ribbon, Tables Toolbar

ribbon, Illustrations toolbar ribbon, Picture Toolbar ribbon, Drawing Toolbar ribbon, Links toolbar ribbon, Header & Footer Toolbar ribbon, Text toolbar ribbon and Symbols Toolbar ribbon).

b. Achieve industry-recognized certification through Microsoft.c. Apply terms in the chapter with application

The Focus

n Chapter 3, the focus is on learning the skill sets that are provided underneath each of the toolbar sections for the Insert tab. The focus will be on the skills sets that you need to know for certification in Microsoft Word 2016. The Insert tab allows you to “insert” specific objects into a document. There are ten ribbons listed under the Insert Tab. Notice that none

of these ribbons have dialog box. They are as follows:I

1. Pages: toolbar that contain icons that effect adding various types of pages.2. Tables: toolbar that provides options for adding & altering types of tables (see table

handout)3. Illustrations: toolbar that allows you to add various types of visual representations into

a document (see image handout).4. Add-ins: allows you to add either a link or a bookmark into a document.5. Media: Find and insert videos from a variety of online sources6. Links: Inserts hyperlinks, bookmarks and cross-reference links into a document.7. Comments: Allows you to add a note in the document at a certain location.8. Header & Footer section: allows you to add various types of preformatted headers,

footers and page numbers.9. Text: allows you to add various options to text in a document such as Text Box, Quick

Parts, WordArt, Signature Line, Drop Cap, Date & Time and Object.10. Symbols: allows you to add equations and symbol to a document.


Cathie Murphy, 05/20/17,


Pages Toolbar Ribbon

The Pages toolbar ribbon allows you to create and utilize three different types of pages. They are:

1. Cover Page: a cover page is usually inserted as the front page of a document. The Cover Page icon allows you to choose between a numerous different cover page styles.

2. Blank Page: Blank Page icon allows you to insert a new blank page at the cursor position. To create a blank page, put your cursor at the end of a document.

3. Page Break: this icon sets a page break at the current position of your cursor.

Cover Page

If you click on the drop-down arrow on the right side of the Cover Page icon, a list of cover page options will open. Each cover page has a specific name. Scroll down the scroll bar to find the various options for cover pages.

To insert a cover page:

1. Place your cursor where you want the cover page to be inserted.2. Click on the drop-down arrow next to the cover page icon.3. Select the cover page you want and it will be automatically

inserted into the document.

Blank Page

Whenever you are asked to insert a blank page into the document, use the “Blank Page” icon to do this. Even though you can always place your cursor at the end of a document and hit the “Enter” key, Microsoft wants to make sure you know how to use the “Blank Page” icon.

Page Break

The Page Break icon allows you to end the current page and start a new page. You can start a new page anywhere in your document. You can also use the short-cut key, Ctrl + Enter, but when Microsoft wants you to insert a page break, they usually want to test to see if you know how to use the Page Break icon on the Insert tab.

Tables Toolbar Ribbon

The Tables Toolbar ribbon is quite extensive, so to read on the options for tables, please open the handout called, “Chapter 3: Tables Toolbar Ribbon” Handout.

Illustrations Toolbar Ribbon



The Illustrations toolbar ribbon provides you with the ability to insert features other than text into a document.

There are seven features:

1. Picture2. Online Pictures (used to ClipArt)3. Shapes4. Icons5. SmartArt6. Chart7. Screenshot (we will not cover screenshots)

Pictures Icon

The Picture icon allows you to add any image or picture that you have saved on the computer or on your flash drive into a document.

Online Pictures

The 2016 version of Microsoft no longer has the “ClipArt” feature. To access ClipArt, you will have to go online. When you click on the “Online Pictures”, a dialog box opens (to the right). When you cannot get online, Microsoft does allow you the option of accessing clipart offline.

Creative Commons License: when inserting pictures from online, make sure you always use the Creative Commons pictures. These pictures can be used by anyone without violating any copyright licensing.

To access only Creative Common images:

1. Search for the image online.2. Click on Tools.

You have the choice of searching online through the Bing Image Search, or you can also “Browse” for images as well.To do a Bing Image Search, type in the name of the image you want (i.e. “cows”). Bing will do a search and then display the images it finds.



Before selecting the image, you can change the “Size” of the image. You can also narrow your search of images by using the “Type” feature. You can also add color by using the “Color” feature.

To insert an image:

1. Click on the image you want.2. Hit “Insert”. 3. A new feature offered in Word 2016 is

the ability to move a picture. When you click on the picture, to the right of the picture, a Layout Options box will appear. It is here that you can “square” a picture so that you can move it (see image to the right).

Just like in the Tables Ribbon toolbar, the Illustrations toolbar also has a lot of options for changing images, pictures, shapes, icons, SmartArt, and Charts. To find out how to use these options, open the Chapter 3 Pictures Toolbar Ribbon handout.

Charts

Since the Chart ribbon has its own toolbar, to find out how to do charts, open up the Charts Ribbon toolbar handout.

Media

Under the Media ribbon, Word 2016 allows you to add online videos to your Word document. To add a video:

1. Click on the “Online Video” icon.2. You can search on YouTube for the video or you can

copy and paste the video URL into the search bar.3. You can even embed videos into the document. Just

go to site where the video is located and find the Share icon and copy and paste the embeded code into the third search bar.

Info Software Word Page 5Figure 1: Embedded Video

https://www.youtube.com/watch?v=Q65KZIqay4E


Links Toolbar Ribbon

The Links Toolbar ribbon allows you to create hyperlinks (links to websites or other sections or documents), create bookmarks (allows you to assign a name to a specific place in a document) and Cross-references (not covered in this Chapter). Hyperlinks and bookmarks can add structure, organization, and navigational functionality to a document.

Hyperlinks can take you to another place in a document, on the web, or even in another document (the reader would typically need to have both documents downloaded on their computer or device). One type of hyperlink is a bookmark. Bookmarks are like hyperlinks in that you can search for topics within the document by using the Bookmarkfeature.

Hyperlink Feature

Whenever you use the Web, you are using hyperlinks to navigate from one web page to another. Sometimes, a hyperlink will link to a different section of the same page. If you want to include a web address or email address in your Word document, you can format it as a hyperlink for a person to click on.

When you open up the Insert Hyperlink dialog box, you will find four different hyperlink opptions. These options appear in the first column, on the left hand side of the dialog box. These four options are:

1) Existing File or Webpage: feature that allows you to add an URL of a webpage in the Address search box, and you can add the text you want displayed in the “Text to display” search bar at the top of the page.

2) Place in the Document: the second option allows you to place a hyperlink inside a document. To add the link, click on “Place in this Document”. The hyperlink dialog box will change and show you the various headings in the document. Click on the heading to add the link.



3) Create New Document: the third icon allows you to create a new Word document and have the current document link to the new document. You will give the document a name, and you can either edit th enew document later or edit the new document now.

4) Email address: at the very bottom, you will find the email link. This allows you to insert an email into the document. In the Email adddress you would type in the email address that you want inserted into the document (see image to the right). Then click on Ok.

NOTE: After you create a hyperlink, you should test it. If you have linked to a web site, your web browser should automatically open and display the site. If it doesn't work, check the hyperlink address for misspellings.

To Remove a Hyperlink: It is easy to remove a hyperlink. Simply right click on the hyperlink and then select “Remove Hyperlink”.

Bookmarks

Bookmarks allow you to mark sections in your document usually by using headings within the document. When you click on the Bookmark icon, the following screen will open (see diagram on the left).

In this document and in previous chapters, you have had options to use bookmarks to find specific skill sets in the handout. Now you will learn how to actually create these bookmarks.

First, you have to have more than one page. A bookmark may only be ONE WORD. However, you can combine two words together by not inserting a space.

To add a bookmark:

1. Identify the heading where you want to add the bookmark.

2. Select the heading where you want to set the bookmark.

3. Determine a name for you bookmark. Make sure it is only one word or is several words without spacing between the words

4. Open up the Bookmark Dialog box.



5. Type in the name of the bookmakr in the Bookmark’s name box. 6. Select “Add”.

Once you have created your bookmark, go back to the document and see if the bookmark is functional.

Comment Ribbon

If you want to add a comment into the document in regards to a reminder, directions on something that needs to be changed or inserted, you can do this by using the Comment icon.

Header and Footer Toolbar Ribbon

The Header and Footer Toolbar ribbon allows you multiple options in inserting a header and/or footer into a document. There are three icons in this toolbar. They are as follows:

1) Header: inserts information into the top of a document.2) Footer: inserts information into the bottom section of a document.3) Page #: inserts page numbers into a document.

Header and Footer Option

Header

Click on the drop-down arrow to the right of the Header icon. A drop-down list will open. Each type of header is a preformatted header. All you do to insert the header is to scroll down until you find the name of the header you want to insert then select it. It is automatically inserted into your document.

Edit Header

When you add a header or you “edit” the header, a Header Design toolbar ribbon will open (see image below). You have a variety of options that you can add to your header.

To view your preformatted options, click on the drop-down arrow underneath each of the icons. This will allow you to choose a specific header and footer style for your document. Which one you choose depends on what type of information you want to include in the footer.



Underneath both the Header and Footer, you have options for choosing specific header styles (see diagram to the left).

Page Number Option

You might be wondering when you would use the page number section since a header and footer has the possibility of providing page numbers as well. The page number section is often used when you are not including a header and footer into a document.

The drop-down menu for the Page Number section is shown on the right. You have four different options here as well as the ability to format the page numbers and remove the page numbers.

Text Toolbar Ribbon

The Text toolbar ribbon allows you to add unique feature into a document. There are seven sections:

1) Text Box2) Quick Parts3) WordArt4) Drop Cap5) Signature Line6) Date & Time7) Object

Text Box Feature

The text-box feature provides you will a variety of preformatted text boxes. Remember that text boxes are used to enhance or make features stand out in your document.

Each specific feature can be identified by its name that is given below each of the textboxes.

To insert a textbox, click on the texbox and it will appear in the document. To add text, just start typing the text that you want inserted into the textbox.

Save Selection to Textbox Gallery: Once you have a textbox inserted into a document, you can use the Save Selection to Textbox Gallery. This features



automatically saves the textbox into a gallery that will allow you to re-use the textbox at a later time.

To Save a Textbox to the Text Box Gallery:

1) Select the textbox.2) Click on the Textbox Drop Down Arrow.3) Select Save Selection to Textbox Gallery.4) You will be prompted to give the textbox a name.5) Then click okay.

To use the textbox:

1) Place your cursor where you want the textbox.2) Click on the drop-down arrow for the Textbox.3) Scroll until you find the newly named textbox. Usually you will find it at the end of the

textbox.4) Select the textbox and it will be inserted into your document.

Quick Parts Options

The Quick Parts section has five different options for text in a document. They are:

AutoTextDocument PropertyFieldBuilding Blocks OrganizerSave Selection to Quick Part Gallery

AutoText option

The AutoText option houses selections that are saved as a selection to the Quick Part Gallery. In the image to the right, you will see a box that houses text. The name of the specific text field is “We will only” (above the text in the box).

Document Property

The Document Property feature allows you to create a field on your page. A field inserts a specific box where you can easily change data in a document (see the two fields on the right). Unlike inserting properties using the Backstage View, the Document Property adds a field directly into your document. NOTE: using the Backstage View, the field is not added directly into the document.


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A field can be used for a variety of reasons. For example, you can add a Publish date field in a document so that you can easily update the document to the current date. 4/22/2019 To update the field, click on the field and then select the drop-down arrow (see the image to the right).

Building Blocks

The Building Block Organizer feature allows you to edit specific features as well as add specific features such as calendars and watermarks into a document. For example, if you scroll to the bottom, you will see the Watermarks. It is here that you can edit Watermarks as well as insert a watermark.

Field

Not covered in this class.

Save Selection to Quick Part Gallery

The Save Selection to Quick Parts Gallery option allows you to save images and text in its gallery that you use frequently in the document. When you select this option, the Create New Building Block option box will open. The first step is to give the selection a name that helps you identify the object or objects within the gallery. Once you have the text or image saved, click on the Quick Parts drop-down arrow and you have access to the object saved in the gallery. As you can see

by looking at the image to the right, there are two different saved selection in the gallery. The first one is the image and the second on is the text below the image. Both have different names applied to its selection.

WordArt

The WordArt option allows you to take text and change its overall appearance and format. You can add WordArt in two different ways:

1) Inserting WordArt: you can add WordArt in your document by selecting the drop-down arrow and then searching for the specific WordArt style that you want to add. By hovering your cursor over each style, the name of the style will appear via a screen tip. To insert the style, simply click on the style and then add your text.

2) Converting text to WordArt: you can also take text on the page and convert it to WordArt. To do this:



a. Select the text that you want converted to WordArtb. Then select the WordArt style that you want. c. WordArt will automatically replace the regular text with

WordArt.

Drop Cap

A drop-cap is used when you want the first letter of a word to stand apart from the rest of the word. You often see drop caps used at the start of a chapter in a fairy tale story.

To insert a drop cap:

1) Select the first letter of the word.2) Then click on the drop-down arrow and then select the option

you want. The normal option used is the “Dropped” option.

Signature Line:

A signature line inserts a section that specifies the individual who must sign the document.

Inserting a digital signature requires that you obtain a digital ID, such as one from a certified Microsoft partner. In this class, you will not be able to add a signature line due to the constraints on our computers.

Date & Time

The Date & Time icon will allow you to add the date and time into a document. If you look at the image to the right, you will see that you have a variety of options to they of date and time you want to include in your document. Simple click on the option you want and it will be inserted into the document (ex. Thursday, May 25, 2017).

Object

The object feature allows you to insert objects into a document such as a variety of different types of objects and files. This feature gives you two options:

Object: selected whenever you have an object such as an Excel table to insert into a document.Text from File: used whenever you have text that is to be

inserted into a document from another document.



Objects

Word provides the ability to insert objects into Word documents. Furthermore, when you insert an object, you can also choose to display it as an icon since an icon is more recognizable by people than some blue hyper-linked text.

1) Open the Word document to which you want to insert files. Under “Insert” tab, click “Object” button, in the “Text” group.

2) Select the “Object” dialogue box (see image above), select “Create from File” tab, and then click “Browse” button to find the file you want to insert.

3) To insert it as a icon, click on the icon box on the right side. The default setting is the link icon. If you wan to to change the icon,

click on the “Change Icon” otpion. See the image to the right.

Text from File

To insert a file into your Microsoft Word document, do the following:

1) Click on the Insert tab at the top of Microsoft Word2) From the Insert tab locate the Text panel3) On the Text panel, click the Object item, and then Text from File from the menu:4) If you are NOT inserting a Word document, you will have to change the file type to find

the document. By viewing the image below, select the Text File option and then select the file type you want. By doing this, the document should appear in your Word screen.



Symbols Toolbar Ribbon

The Symbols toolbar ribbon has two options. You can insert Equations or Symbols into a document.

Symbol

Symbols are small icons that may be placed in your document. When you click on the drop-down arrow, the following box will open. However, these are not the only options that are available under the Symbols option. The options to the right are default options.

Other Symbol Options:

You have two options: Symbols or Special Characters. The most common use of symbols is to select the font style, “Webdings” or “Wingdings”. The other option is the Special Character features. These features allows you to insert copyright symbols, trademarks symbols and other common used symbols.

Next Step in Chapter 3

Chapter 3 Exercises will include new information from the Home tab as well as skill sets learned in Chapter 1 and 2. Throughout each chapter, you will be building on and using skill sets that you have learned in previous chapters.

Create a folder on your flash drive called “ISS Word.” Inside that folder create a folder called “Chapter 3”. Inside that folder, create a folder that contains your first and last name. This is the folder that house all your completed Chapter 3 exercises. As you complete each exercise, please make sure you show me your work AS YOU COMPLETE THEM. Do NOT wait to show me more than two exercises at a time. It takes too long to grade exercises if I must grade more than two. When you have finished all exercises, I should be able to give you your final grade.

This handout is your guide for helping you complete your Chapter 3 Exercises. When you are working with new features in the exercises, if you are not sure how to use them, you are to come back to this handout and work your way through the examples. It is your job to figure out how to



use each feature. Do not expect me to come over and tell you how to do them step-by-step—I will not do this because that is what this handout is for…it is your guide. If your features do not function properly, or you are having difficulties, I am available. My first step will be to ask you to show me the steps you used for the feature. If you have not even attempted to use the feature, or you have not reviewed it in the handout, I will tell you to look it up in your handout and call me back if you still cannot figure it out.

Make sure you are doing your own work. If you are caught cheating, regardless if it is one or all exercises, you will receive a “0” for the exercises in the Chapter. For those of you who have friends in the class, be careful…lazy people are not stupid. They know they can make you feel guilty and they will find a way to manipulate you into giving them your work. They will come up with tons of excuses as to why they did not do their work…it all comes down to the fact that they simply choose not to do it. Just remember: they do not care whether you receive a “0” if you are caught; they only care about themselves. If they cared about you, they would not ask to copy your work because the risk to you would be too great. So, be smarter than them and say, “Do you own work and learn the material so that you can pass the MOS exam!” That way, you are demonstrating “true” friendship because you care about their well-being!


Documents

Discovering Microsoft Word 2016€¦ · Web viewCathie Murphy. This is an example of a cover page that you can insert into a Word document. Read more to find out other types of