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Microsoft Word Training- Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows

Microsoft Word TrainingThis Microsoft Word training is free and online. After completing this training you will be proficient in Microsoft Word.

Lesson 1: Getting Familiar with Microsoft Word 2007 for WindowsMicrosoft Word is a word processing software package. You can use it to type letters, reports, and other documents. This tutorial teaches Microsoft Word 2007 basics. Although this tutorial was created for the computer novice, because Microsoft Word 2007 is so different from previous versions of Microsoft Word, even experienced users may find it useful

This lesson will introduce you to the Word window. You use this window to interact with Word. To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your screen looks similar to the one shown here.

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http://www.baycongroup.com/word2007/01_word2007.html

Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a window displays depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set. Resolution determines how much information your computer monitor can display. If you use a low resolution, less information fits on your screen, but the size of your text and images are larger. If you use a high resolution, more information fits on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows Vista, and Windows XP have settings that allow you to change the color and style of your windows.

The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default Save, Undo, and Redo



appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog box.

The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed here:



1. Click the View tab to choose it.2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the

Ribbon.

The Text Area

Just below the ruler is a large area called the text area . You type your document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point . As you type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the document.

The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll bar is located just above the status bar. To move up and down your document, click and drag the vertical scroll bar up and down. To move back and





forth across your document, click and drag the horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means it is selected.

Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout.

Draft ViewDraft view is the most frequently used view. You use Draft view to quickly edit your document.

Web LayoutWeb Layout view enables you to see your document as it would appear in a browser such as Internet Explorer.

Print Layout



The Print Layout view shows the document as it will look when it is printed.Reading Layout

Reading Layout view formats your screen to make reading your document more comfortable.

Outline View Outline view displays the document in outline form. You can display headings without the text. If you move a heading, the accompanying text moves with it.

You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft view:

1. Click the View tab.2. Click Draft in the Document Views group. When the Draft option is selected it appears in

a contrasting color.

Click

During the lessons that follow, you will be asked to "click" items and to choose tabs. When asked to click:

1. Point to the item.2. Press your left mouse button once.

If you are asked to double-click an item:

1. Point to the item.2. Quickly press your left mouse button twice.

If you are asked to right-click:

1. Point to the item.2. Press your right mouse button.

If you are asked to choose a tab, click the tab.



Understanding Nonprinting Characters

Certain characters, called nonprinting caharacters, do not print and will not appear in your printed document but do affect your document layout. You can elect to see these characters on the screen as you type or you can elect to have them remain invisible. For these lessons, opt to see them onscreen. This table describes most of them:

Character Denotes

A tab

. A space

¶ The end of a paragraph

Hidden text

To view nonprinting characters:

1. Choose the Home tab.2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears

in a contrasting color, when it is selected.

Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three paragraphs. You can use these paragraphs to practice what you learn. Throughout these lessons, you will be



asked to select text. The following exercise teaches you how to create data and how to select data. You can select by using the arrow keys or by clicking and dragging. When using the arrow keys, use the up arrow to move up, the down arrow to move down, the left arrow to move left, and the right arrow to move right. When using the mouse, press the left mouse button and then drag in the direction you want to move.

EXERCISE 1

Create Sample Data1. Type =rand().2. Press Enter. Three paragraphs appear in your document.

Select with the Shift and Arrow Keys1. Place your cursor before the word "On" in the first paragraph.2. Press and hold down the Shift key, which serves as an "anchor" showing where text you

wish to select begins or ends.3. Press the right arrow key until the first line of text is highlighted.4. Press the down arrow key until the first paragraph is highlighted.5. Click anywhere outside the highlighted area to remove the highlighting.

Select with the Mouse1. Place your cursor before the word "You" in the second paragraph.2. Press and hold down the left mouse button.3. Drag the mouse until you have highlighted the second paragraph.4. Click anywhere outside the highlighted area to remove the highlighting.

Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the insertion point) on the screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by using the arrow keys to move to the specified location.

EXERCISE 2

The Arrow Keys1. Use the down arrow key to move down your document.2. Use the right arrow key to move to the right.3. Use the up arrow key to move up.4. Use the left arrow key to move to the left.

Cursor


1. Move around you document by using you mouse and clicking in a variety of location.2. Click in a location and type. Note what happens.

Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you choose an option by clicking the option on the Ribbon. However, you can also use shortcut keys. A key name followed by a plus and a letter means to hold down the key while pressing the letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A shorthand notation of the above would read as follows:

Press Ctrl+b

Typists who are slowed down by using a mouse usually prefer using keys.

Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To start a new paragraph, press the Enter key.

Exit Word

You have completed Lesson One. Typically, you save your work before exiting.

Lesson 2: Microsoft Word 2007 Basic Features

Microsoft Word

In the first lesson of this Microsoft Word tutorial, we familiarized you with the Word window. In this lesson, you will learn how create a Microsoft Word document.

Lesson 2: Microsoft Word 2007 Basic Features

Lesson 1 familiarized you with the the Microsoft Word window. You are now ready to learn how to create a Word document. This lesson covers typing, using the Backspace key, using the Delete key, inserting text, bolding, underlining, and italicizing. To begin, open Microsoft Word.


Type, Backspace, and Delete

In Microsoft Word, you create documents by typing them. For example, if you want to create a report, you open Microsoft Word and then begin typing. You do not have to do anything when your text reaches the end of a line and you want to move to a new line—Microsoft Word automatically moves your text to a new line. If you want to start a new paragraph, press Enter. Microsoft word creates a blank line to indicate the start of a new paragraph. To capitalize, hold down the Shift key while typing the letter you want to capitalize. If you make a mistake, you can delete what you typed and then type your correction.

You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft Word deletes the character that precedes the insertion point. The insertion point is the point at which your mouse pointer is located. You can also delete text by using the Delete key. First, you select the text you want to delete; then you press the Delete key.

EXERCISE 1

Type and Backspace1. Type the following sentence:

Joe has a very large house.2. Delete the word "house." Using either the arrow keys or the mouse, place the cursor between the period and

the "e" in "house."3. Press the Backspace key until the word "house" is deleted.4. Type boat. The sentence should now read:

"Joe has a very large boat."

Delete

Delete the word "very" from the sentence you just typed.

1. Select the word "very." You can place the cursor before the "v" in the word "very," press and hold down the Shift key, and then press the right arrow key until the word "very" is highlighted.

2. Press the Delete key. The sentence should now read: "Joe has a large boat."

Insert and Overtype

While creating your document, you may find you need to insert text—place new text between existing text. Suppose, you type the sentence, "Joe has a large boat." After typing it, you decide you want to change the sentence to "Joe has a large blue boat." With Microsoft Word, inserting a word, phrase, or even several paragraphs is easy.

Alternatively, you may want to overtype text—replace old text with new text. For example, suppose you type the sentence, "Joe has a large blue boat." After typing it, you decide you want to change the sentence to "Joe has a largegray boat." With Microsoft Word, overtyping the word blue with the word gray is also easy. Before you attempt to insert or overtype, you should check the mode you are in—Insert or Overtype. You right-click the Status bar and then use the Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You can then use the Insert/Overtype button to switch between Insert and Overtype mode. When you are in Insert mode, you can insert text. When you are in Overtype mode, you can overtype text. By default, Microsoft Word is in the Insert mode.

EXERCISE 2

Placing the Insert/Overtype button on the Status bar1. Right-click the Status bar. The Customize Status Bar menu appears.2. Click Overtype. The Insert/Overtype button appears on the Status bar.3. If the word Insert appears on the Status bar, you are in Insert mode.


4. If the word Overtype appears on the Status bar, click the word Overtype and it will change to Insert, thereby changing Word to Insert mode.

Insert

Make sure you are in Insert mode before proceeding. You are going to insert the word "blue" between the words "large" and "boat."

1. Place the cursor after the space between the words "large" and "boat."2. Type the word blue.3. Press the spacebar to add a space.4. The sentence should now read:

"Joe has a large blue boat."

Overtype

You can type over the current text (replace the current text with new text) in the Overtype mode. Do the following to change to the Overtype mode.

Click "Insert" on the Status bar. The word Insert changes to Overtype.

Change the word "blue" to "gray."

1. Place the cursor before the letter "b" in "blue."2. Type the word gray.3. The sentence should now read:

"Joe has a large gray boat."

Note: You can overtype text without changing to Overtype mode by selecting the text you want to overtype and then typing.

Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding, underlining, or italicizing. Also, certain grammatical constructs require that you bold, underline, or italicize. You can bold, underline, and italicize when using Word. You also can combine these features—in other words, you can bold, underline, and italicize a single piece of text.

When you need to perform a task in Microsoft Word, you can usually choose from several methods. The exercises that follow show you how to bold, underline, or italicize using four different methods: using the launcher, the Ribbon, the Mini-toolbar/context menu, and the keyboard.

EXERCISE 3

Type the following exactly as shown. Remember, pressing the Enter key starts a new paragraph. Press the Enter key at the end of each of the following lines to start a new paragraph.

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular

Mini Toolbar: Bold Italicize Regular

Keys: Bold Italicize Underline these words. All three Regular


Your screen should look similar to the one shown here.

Bold with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Choose the Home tab.3. Click the dialog box launcher in the Font group. The Font dialog box appears.


4. Click Bold in the Font Style box.Note: You can see the effect of your action in the Preview window. To remove the bold, click Regular.

5. Click OK to close the dialog box.6. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.

Alternate Method—Bold with the Ribbon

1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Choose the Home tab.


3. Click the Bold button in the Font group. You have bolded the word bold.

Note: To remove the bold, you can select the text and then click the Bold button again.4. Click anywhere in the text area to remove the highlighting.

Alternate Method - Bold with the Mini Toolbar

1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the cursor before the letter "B" in "Bold."Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Right-click. The Mini toolbar appears.

3. Click the Bold button . You have bolded the word bold.

Alternate Method—Bold with Keys1. On the line that begins with "Keys," select the word "Bold." You can place the cursor before the letter "B" in

"Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.2. Press Ctrl+b (hold down the Ctrl key while pressing b).

Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing Ctrl+spacebar.3. Click anywhere in the text area to remove the highlighting.


Italicize with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Choose the Home tab.3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. Click Italic in the Font Style box.Note: You can see the effect of your selection in the Preview window. To remove the italics, click Regular in the Font Style box.


5. Click OK to close the Font dialog box.6. Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize.

Alternate Method—Italicize with the Ribbon

1. On the line that begins with "Ribbon," select the word "Italicize." You can place the cursor before the letter "I" in"Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Choose the Home tab.

3. Click the Italic button on the Ribbon. You have italicized the word Italicize.

Note: To remove the italics, select the text and click the Italicize button again.4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Italicize with the Mini Toolbar


1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.

2. Right-click. The Mini toolbar appears.

3. Click the Italic button . You have italicized the word Italicize.

Alternate Method—Italicize with Keys1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor before the letter "I"

in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.2. Press Ctrl+i (hold down the Ctrl key while pressing i).

Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing Ctrl+spacebar.3. Click anywhere in the text area to remove the highlighting.You have italicized the word Italicize.

Underline with the Dialog Box Launcher

You can underline when using Word. Word provides you with many types of underlines from which to choose.The following are some of the underlines that are available if you use the dialog box launcher:

The following illustrates underlining with the dialog box launcher:


1. On the line that begins with "Launcher," select the words "Underline these words."2. Choose the Home tab.3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. In the Underline Style box, click the down arrow to open the pull-down menu.5. Click the type of underline you wish to use.

Note: To remove an underline, you select None from the pull-down menu.6. Click OK to close the dialog box. The underline you selected appears under the words.7. Click anywhere in the text area to remove the highlighting.


Alternate Method—Underline with the Ribbon

1. On the line that begins with "Ribbon," select the words "Underline these words."2. Choose the Home tab.

3. Click the Underline button in the Font group . Alternatively, you can press the down arrow next to

the underline button and click to choose the type of underline you want.

Note: To remove the underlining, click the Underline button again.4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with Keys1. On the line that begins with "Keys," select the words "Underline these words."2. Press Ctrl+u (hold down the Ctrl key while pressing u).

Note: To remove the underlining, press Ctrl+u again.3. Click anywhere in the text area to remove the highlighting.

All Three with the Dialog Box Launcher1. On the line that begins with "Launcher," select the words "All three."2. Choose the Home tab.3. Click the dialog box launcher in the Font group. The Font dialog box appears.4. In the Font Style box, click Bold Italic.

Note: You can see the effect of your selection in the preview window. To turn off the Bold Italic, click Regular.

5. In the Underline box, click to open the pull-down menu. Click the type of underline you want to use.Note: To remove an underline, select None from the pull-down menu.

6. Click OK to close the dialog box.7. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with the Ribbon1. On the line that begins with "Ribbon," select the words "All three."2. Choose the Home tab.

3. Click the Bold button in the Font group.

4. Click the Italic button in the Font group.

5. Click the Underline button in the Font group.6. Click anywhere in the text area to remove the highlighting.


Alternate Method—All Three with Keys1. On the line that begins with "Keys," select the words "All three."2. Press Ctrl+b (bold).3. Press Ctrl+i (italicize).4. Press Ctrl+u (underline).

Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar.5. Click anywhere in the text area to remove the highlighting.

Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s. The first time you save a document, the Save As dialog box appears. Use the Save As dialog box to locate the folder in which you want to save your document and to give your document a name. After you have saved your document at least once, you can save any changes you make to your document simply by clicking the Save after you click the Microsoft Office button.

The following exercise shows you how to save the file you just created and close Word. You will name your file Lesson Two.

EXERCISE 4

Save a File—Windows Vista:

1. Click the Microsoft Office button. A menu appears.2. Click Save. The Save As dialog box appears, if you are saving your document for the first time.



3. Use the Address bar to locate the folder in which you want to save your file.4. Name your file by typing Lesson Two.docx in the File Name box.5. Click Save.6. Click the Microsoft Office button. A menu appears.7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Save a File—Windows XP1. Click the Microsoft Office button. A menu appears.2. Click Save. The Save As dialog box appears if you are saving your document for the first time.3. Specify the correct folder in the Save In box.4. Name your document by typing Lesson Two in the File Name box.5. Click Save.6. Click the Microsoft Office button. A menu appears.7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Every time you save your document, you overwrite the previous version of your document. For example, you create a document and save it. Later you delete several passages from the document and then save your changes. The passages from the first draft of the document no longer exist. If you want to save both the original draft of your document and the revised document, you must save the second draft of the document using a different name. To save the document using a different name, click the Microsoft Office button. A menu appears. Click Save As. The Save As dialog box appears. Use the File Name box to give your document a new name.


EXERCISE 3

Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears.2. Click Exit Word, which you can find in the bottom-right corner.

3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.


4. Move to the correct folder.5. Name your file by typing Lesson One.doc in the File Name field.6. Click Save. Word saves your file.

Close and Save—Windows XP1. Click the Microsoft Office button. A menu appears.2. Click Exit Word, which is in the bottom-right corner.3. You will be prompted: "Do you want to save changes to Document1?" To save your

changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.4. Specify the correct folder in the Save In box.5. Name your file by typing Lesson One.doc in the File Name field.

6. Click Save. Word saves your file.

Fast Paragraph FormattingUse these techniques to change alignment, indentation, line spacing plus tabs and text flow (moving from the end of one page to the beginning of the next). The Mini Toolbar includes buttons for centering text and adjusting tabs but most paragraph formatting is on the Home Ribbon – Paragraph Group (bullets, numbering, multilevel list, decrease/increase indent, sort, show/hide; align left, center, right, justify, line spacing, shading, borders) and Paragraph dialog box – click that directly or right click the text and choose Paragraph.

Alignment: Left alignment (default), Right alignment (ex. a sender’s address on a letterhead), Centering (ex. display text such as poetry and headings), Justified alignment (both left and right margins aligned). Keyboard shortcuts: Ctrl+L, Ctrl+R, Ctrl+E, Ctrl+J

Indentation: There are five kinds of indent: o Left indent (block quotes)o Right indento First-line indent (paragraph beginnings)o Hanging indent (first line of paragraph hangs out, ex. bullets or numbers)o Mirror indents (left indent matches right or vice versa) – this is a new feature!


Set indents using the ruler: Display the ruler temporarily by hovering the mouse at the bottom of the ribbon or permanently by clicking the View Ruler button at the top of the vertical scroll bar. Drag the First Line Indent marker where you want, drag the Hanging Indent marker to create an indent, drag the Left Indent marker to set it, drag the Right Indent marker to set it. Use the ruler’s marks and tick marks or hold down the ALT key to display a readout in hundredths of an inch.

Set indents using the paragraph dialog box: Open the Paragraph dialog box and use the options to set indents – watch the Preview box. Create a left indent (left box), Create a right indent (right box), Create a first-line indent (Special drop-down – First Line then set the distance in the By box), Create a hanging indent (Special – Hanging then set the distance). Remove first-line or hanging indent in the Special drop-down list – choose None. Create mirror indents – on pages that face each other and look good in book designs – select the Mirror Indents check box; Word will change the Left box to Inside and the Right box to Outside – then set the inside and outside measurements in these boxes, OK. Try it!

Adjust indents using the keyboard: Ctrl+M (increase indent from left), Ctrl+Shift+M (decrease or remove indent from left); Ctrl+T (create or increase hanging indent), Ctrl+Shift+T (reduce or remove hanging indent).

Note: Indents start from the margins, so you might want to adjust the margins first – more in lesson 5.

Line Spacing and Paragraph SpacingLine spacing is the amount of vertical space between one line and the next. Single space is based on font size and is set to accommodate the tallest character and a little more so characters don’t touch above or below – so increase the font and the line space will increase, too. You can choose 1.0 (single), 1.5, 2.0 (double), 2.5, and 3.0 lines or choose the Exactly setting to specify number of points, At Least (sets minimum spacing), or spacing that uses different number of lines (ex. 1.05 or 3.5) – watch the Preview box. You can change the amount of space before or after a paragraph, too. Use the Ribbon for the usual line spacing options, including space before and after, and the Paragraph dialog box for more.

Keyboard shortcuts: Ctrl+1 = single spacing, Ctrl+5 = 1.5 spacing, Ctrl+2 = double spacing.

Control the flow of text from page to page: Widow = a single line of text at the top of a page, finishing a paragraph that starts on the previous page.Orphan = the first line of a paragraph appearing on its own at the bottom of a page with the rest of the paragraph on the next page.


If you care about widows and orphans, you can control text flow by opening the Paragraph dialog box and clicking the Line and Page Breaks tab. In the Pagination area, turn the checkboxes on and off to change the following options:

Widow/Orphan control – It’s a good idea to keep this checked since widows and orphans make documents more difficult to read.

Keep With Next – Keeps the paragraph on the same page as the paragraph that follows it. This is good to make sure that a heading doesn’t get stuck as the last paragraph at the bottom of a page, but don’t use this for body styles since Word has problems breaking the pages.

Keep Lines Together – Prevents a paragraph from breaking from one page to the next; use this only for paragraphs that must remain as one unit (ex. a caption for an illustration) rather than for body text or you’ll end up with very short pages!

Page Break Before – Use this for paragraphs that must appear at the start of a page, such as chapter or section headings.

On the Line and page Break tab, you’ll also find options for suppressing automatic line numbers and automatic hyphenation and for controlling wrapping textboxes – more on these features in later lessons.

Set Tabs for Positioning TextMost of the time, you’ll use normal text from margin to margin, but sometimes you’ll want columns or tables – different layouts such as headers with different alignments. Word has three types of layouts:

Tab Stops – electronic markers that you set to align text at a particular point within a paragraph; good for creating column layouts (each paragraph has only one line) or a first-line indent – but using indentation for this is better.

Tables – great for creating columns and rows of cells separated by lines, and you can create tables without lines; for data that’s more than one long line, a table is easier than tabs because tables automatically wrap each line in each cell – more on tables in a later lesson.

Newspaper-style columns – text flows from the bottom of one column to the top of the next on the same page – again, more in a later lesson.

How Tabs Work in Word: A tab is an invisible (non-printing) electronic marker used for alignment; pressing TAB inserts a tab character and moves the insertion point to the next tab stop. (Note that is you are in a table and press TAB, the cursor moves to the next cell or creates a new row if you are at the end of the table. To insert a tab in a table, press Ctrl+TAB.) The default for tab stops is ½ inch – click Show/Hide ¶ to see the tab stops. You can create tab stops with different alignments and align decimal points and tab leaders (a character that Word repeats throughout the tab’s width – like dots between headings and page numbers in a table of contents). You can create as many tab stops as you wish, even outside the margins (good for overriding the margins) and set different tab stops for each paragraph. Keep is simple, however; use style formatting – that’s coming later in this lesson.

There are five kinds of tab stops: Left – aligns text left at the tab stop; Word uses left tab stops by default. Right – the text moves backward to the left of the tab stop; good for aligning text with the right

margin in document body or header/footer. Center – centers the text at the tab stop; good for headers and footers.


Decimal – aligns the decimal point in the number at the tab stop; ex. 123.45 at the decimal tab stop, 123 appears to the left of the tab stop, 45 to the right. Good for aligning columns of numbers.

Bar – Word displays a vertical bar at the tab position (appears when tab stop placed - not typing necessary!

Create Bulleted and Numbered ListsUse numbers for a series of steps or instructions and bullets for making discrete points – or use a combination of numbers and bullets or multileveled lists (an outline). You can create lists manually or use Word’s automated list features using direct formatting or styles; in any case, Word creates bullets and numbers as formatting rather than actual characters . Thus, you can’t select and edit them like real characters. Word will keep track of your numbers – if you add or delete, Word renumbers.

If you start typing a numbered list, that will trigger the AutoFormat feature – just type a number with a period or) and press TAB and Word will change the paragraph into part of a numbered list. If you type an asterisk * and space or tab, Word will change the * to a bullet with a hanging indent to the paragraph – and you can also type a hyphen – and tab at the beginning of a paragraph to create a bulleted list such as a sub-point. If these automatic features drive you crazy, turn them off in Word Options, Proofing category then click AutoCorrect Options button, Autoformat As You Type Tab. Clear the Automatic Bulleted Lists and/or Automatic Numbered Lists checkboxes, and decide if you want to clear the Border Lines check box: hyphens for thin line, underscores for thick line, Asterisks for dotted line, Equals signs for double line, Hash marks for two think line with thicker line between them. There’s also a Tables checkbox – Word inserts a table when you type a combination of plus signs and hyphens to denote the table format (+ = column border, ---- = relative width of columns). Click Ok, Ok to close the dialog boxes.

To create a numbered list using direct formatting, select the paragraphs you want to turn into the list (if it’s only one paragraph, just put your insertion point into that paragraph), choose Home – Paragraph – Numbering and hover your mouse over a format for AutoPreview (but don’t click). If you want the same style as the last time you used numbers, just click the numbering button rather than the drop down unless you want to see Recently Used Number Formats, the Numbering Library or to create a different number format (ex. the words First, Second, Third) – click Define New Number Format. Choose the number style, font, number format and alignment (see Preview), OK. Continue typing the list as needed – just press Enter once to move the number to the next paragraph. Press Tab at the start of the paragraph to create a sublist and Enter to continue the sublist. Shift+Tab at the start of the paragraph to move the paragraph up a level and restart the main list. Press Enter twice to end the automatic numbering.

Here’s how to change the numbering on a list: Restart the numbering at 1: right-click the first paragraph in the list and

choose Restart At 1. Continue the numbering from the previous list: right-click the first

paragraph in the list, choose Continue Numbering. Change the starting number for the list: right-click the first paragraph in the list, choose Set

Numbering Value for the dialog box; select Start New List option button or Continue from Previous list option button (can also select Advance value to skip numbers – Word inserts hidden


paragraphs for skipped numbers so numbering sequence remains intact) then specify the value in the Set value to textbox, OK

To change the position of a list, click Decrease or Increase Indent or right click it to open the shortcut menu and choose Adjust List Indents for the dialog box. Set the Number Position, Text indent and in the Follow number with drop-down list, choose Tab Character, Space or Nothing (tab character lets you add a custom tab stop after the number if you check the Add Tab Stop checkbox, OK.

To create a bullet list, the easiest way is to apply direct formatting to an existing paragraph thus retaining the existing font and most paragraph formatting. Select the paragraph that you want to turn into a list or place the insertion point into the paragraph that you want to change into a list and click the bullets drop down on Home/Paragraph. You can hover your mouse to see live previews, click the bullet to apply the last type of bullet, choose a recently used bullet, choose a bullet from the library or choose a bullet already used in the document. You can also create a custom bullet by clicking Define New Bullet for the dialog box, click symbol or picture – and you can change the font, too – OK. To create a sublist, press TAB at the start of the paragraph, press Enter at the end to continue the sublist or Shift+Tab to move the paragraph up a level. Press Enter twice to stop the bulleted list. Note that you can also access the bullets panel by right clicking the paragraph and choosing Bullets from the shortcut menu.

Understanding and Using Language FormattingSelect the text you want, choose Review – Proofing – Set Language for the dialog box; select the language in the Mark selected text as list, and check Do Not Check Spelling or Grammar checkbox, OK. Once you’ve told Word that you are using that language (right click that word to apply the particular language), you can spell check.

Format Long Documents EfficientlyUse styles whenever possible for formatting you documents quickly. A style is a collection of formatting that you can apply in a single click, such as headings. There are five types of styles: Character, Paragraph, Linked paragraph and character style (new to Word 2007), List style and Table style. Once you have assigned a style, you can change the formatting by changing the style (ex. font size) Let’s look at Word’s built in styles!

Word stores styles in templates and in documents – most in the Normal Template. When you create your own style, you choose to store them in a template or in a document, but there is always the potential for styles information to get out of synch (you send someone a document but they don’t have the template). Thus, it’s easier to use Word’s built in styles to characters or words, a paragraph for multiple paragraphs. Apply styles using the Mini Toolbar (A brush) and

Styles Group (click the drop-down for Quick Style Gallery – where the headings are) or click the Apply Styles Pane (Ctrl+Shift+S). Scroll down the Style Name list to choose a style; when the AutoComplete style names checkbox is selected, you can “type down” to the style you want (click in the Style Name box and type the first few letters of the style name) then close.

Use the Styles Pane (Ctrl+Alt+Shift+S or click the Styles dialog box launcher), choose a style (see notations on right for paragraph, linked paragraph and character, character styles) then close. Keyboard Shortcuts:


Heading 1 = Ctrl+Alt+1Heading 2 = Ctrl+Alt+2Heading 3 = Ctrl+Alt+3List Bullet = Ctrl+Shift+1Normal = Ctrl+Shift+N or Alt+Shift+5

When do you use each type of style? Use paragraph and linked styles first then character, table and list styles only when required. For instance, you might want to draw attention to words or characters within a particular paragraph using direct formatting (ex. italics) or a character style (different font, size, bold face) or linked style (when applied to entire paragraphs as well as characters).Format Lists with 4 types of List Styles (indentation increases with levels – and you can customize)

Hanging-indent list styles (seldom used) Numbered-list styles Bulleted-list styles List-continuation styles

You can update, replace or remove styles in the gallery (styles pane) by right clicking a style for those shortcuts. To customize the styles on the Quick Styles Gallery, you can add an existing style (right click the style in the Styles pane – Add to Quick Style Gallery), add a new style you created (more in later lesson) by selecting the Add To Quick Style List checkbox, or remove a style. Word’s AutoFormat Settings work well, too: Office Button – Word Options, Proofing then click AutoCorrect Options for dialog box, AutoFormat tab. Look at Apply, Replace, Preserve and Always AutoFormat areas. And you can put the AutoFormat button on you Quick Access Toolbar (More Commands – All Commands) and run AutoFormat on a document (see dialog box to the right).

You might lose track of which styles you’ve used, but you can see which styles you’ve applied using Style Inspector (middle button at bottom of styles pane) and the Reveal Formatting pane. In the Style Inspector, you can reset a paragraph style to normal, clear paragraph formatting, clear character style and/or clear character formatting; the button at the bottom left of this dialog box is Reveal Formatting (also clear all button and new style button). The Reveal Formatting Pane is very helpful to see details of formatting: font, language, paragraph alignment, indentation, spacing, tabs.

Use Themes to Apply Complex Formatting QuicklyA theme is a suite of colors, fonts and graphical effect that you can apply all at once or in part, but themes rely on color and are not very effective for black-and-white documents. There are a dozen or so loaded in Word – apply the theme as soon as you create a document and change it by click on the features on the Page Layout ribbon. You can also change the theme components: colors, fonts, effects and create a new theme (click Save Current Theme). If you don’t like your changes, you can Reset to Theme From Template. Also look at the Change Styles Style Set for Quick Style; as usual, there’s live preview, Save and Reset To Quick Styles From Templates if you don’t like your changes or you can Set As Default.



MS Word Lesson 5: Page Layout, Headers/FootersObjectives:1. Break a document into sections2. Change the margins3. Set the page size and orientation4. Add line numbers to paragraphs5. Insert manual page breaks to control layout6. Align text vertically on a page7. Add headers and footers to your documents8. Place text precisely with text boxes

Word lets you change the page setup of a document at any point, but it’s best to set up when you start creating a document.

Break a Document into SectionsA section is a subdivision of a document that allows you to apply different page formatting to different parts of the document. A new document consists of one section so any changes you make to the document’s page layout apply to the whole document. Add sections and you can apply different formatting – the changes only apply to the active section (where your insertion point is). You can select multiple sections or the whole document when you work in Page Setup.

There are four types of section breaks: Next Page: new section starts on the next page; good for creating documents in which each part

or chapter start on a new page or for using different paper size. Continuous: new section starts at the next paragraph on the same page; good for creating

layout that use different numbers of newspaper-style columns on the same page Even Page: new section starts on the next even page; good for book layouts Odd Page: new section starts on next good page; also good for book layouts

How to Insert or Delete Section Breaks: place the insertion point at the beginning of the paragraph with which you want the new section to start. Page Layout – Page Setup – Breaks then click Next Page, Continuous, Even Page or Odd Page and Word will insert the section break and rearrange the pages if necessary. Section breaks are hidden like most formatting marks, but toggle on Show/Hide ¶ to see the breaks. Once you have inserted one or more section breaks, you might want to add the Section readout to the status bar: right-click the status bar, select Section checkbox on the Customize Status Bar menu then click away (there are lots of other features that you might want to add, too!) Note that there is a hidden section break at the end of the document (the last paragraph mark). To delete a section break, place the insertion point before it and press Delete but be aware the adjacent sections will become one and will share formatting -could be confusing.

Change the Margins


You can increase or decrease the top, bottom, left and right margins, however, be aware that some printers can’t print all the way to the edges of a sheet of paper – they need 0.2 or .05”, and you’ll get a warning and can “continue”, and usually it’s ok. To change margins quickly go to Page Layout – Page Setup – Margins then choose one of the pre-set options: Normal, Narrow, Moderate, Wide, Mirrored or Office 2003 Default (I also have a Last Custom Setting).

If none of the options suit you, click the Custom Margins icon to display the Page Setup dialog box – Margins tab and choose the exact margins that you want. Select from the Multiple Pages list (usually Normal) and set the options – most are easy to grasp but note some of the other options:

Mirror margins – left (outer) margin on left page is the same width as right (outer) margin on the right page; inner margins on left and right also match.

Gutter = amount of space to leave between two facing pages that will be bound into a publication or book. Usually this is 0 (zero) or no gutter by default.

Here are some examples of typical margin settings: Regular: Normal in Multiple Pages list then set Top,

Bottom, Left and Right margin textboxes; note Gutter (usually 0) and Gutter position (usually left)

Document with mirror margins: Mirror Margins in Multiple Pages list then set Top, Bottom, Inside, Outside margin textboxes; set Gutter size (Word positions gutter on the left)

Document with two pages per sheet: 2 Pages Per Sheet in Multiple Pages list then Top, Bottom, Outside, Inside margin textboxes and Gutter, gutter size (Word positions gutter on inside)

Booklet: Book Fold in Multiple Pages list, then specify number of sheets in the booklet in Sheets Per Booklet; set Top, Bottom, Outside, Inside margin textboxes and Gutter, gutter size (Word positions gutter on inside)

To change the Margins to suit the contents of a page in Print Layout view, display the ruler and drag the margin marker on the horizontal or vertical ruler where you need it. Note: the margin marker is the border between the dark-shaded part of the ruler that represents the margin and the lighter-shaded part that represents the text area. You might have to move the First Line and Hanging Indent markers to reach the Left Margin Marker.

Set the Paper Size and Orientation:The standard is 8.5x11” but you can change paper size in Page Layout – Page Setup – Size; scroll down to view the options. If the size you want is not listed, open the Page Setup dialog box (More Paper Sizes or click the dialog box launcher) and set a custom size. Use the default tray unless you are using something else and set the orientation on the Margins tab – you can do that directly from the Page Setup on the Page Layout ribbon, too.

Add Line Numbers to Paragraphs


For legal or other formal documents, you might need to number each line; you can apply to the entire document or to a section. Choose the part of the document you want to number then choose Page Layout – Page Setup – Line Numbers for the following options:

None – removes any existing line numbers (turns off all other line numbering features) Continuous – applies line numbers continuously, increasing from one page to the next rather

than restarting at 1 at the top of each page Restart Each Page – applies line numbers, starting at 1 at the top of each page (Restart each

section is turned off) Restart Each Section – applies line numbers, starting at 1 at the beginning of each section

(Restart each page is turned off) Suppress for Current Paragraph – prevents line numbering in current paragraph; if you chose

Continuous numbering, numbers continue from paragraph before suppressing paragraph to paragraph after suppressed one.

To change the starting number, adjust the distance between line numbers to the text, or count in increments other than 1 (you might want line numbers only every 5 lines), click Line Numbering Options for the Page Setup dialog box, Layout tab. In the Apply to list, choose which part of the document you want (This Section, Selected Sections, Whole Document, Selected Text, This Point Forward) then click the Line Numbers button for that dialog box. Select Add line numbering checkbox and choose your settings (Start at, From text (distance between line numbers and text – default is Auto), Count By) then select Numbering options: Restart each page, Restart each section, Continuous, OK.

Insert Manual page Breaks to Control LayoutWord breaks pages automatically; where a paragraph is too long to fit, it must be broken – and Word tries to put at least two lines on each page (unless you have decided to allow widows and orphans). If the paragraph is too short for this, Word moves the whole paragraph to the next page. You can insert page breaks manually as needed: place the insertion point at the beginning of the paragraph that you want to move to the next page and press Ctrl+Enter or Page Layout – Page Setup – Breaks – Page. Breaks are hidden, but again, you can turn them on using the Show/Hide toggle ¶.

Align Text Vertically on a PageThis does not usually need to be set since Word starts at the top and moves to the bottom of the page then moves to the next page continuously. Sometimes you want to create a visual effect such as a Title page – and you can use blank paragraphs or spacing using space before and space after. This is better: choose the part of the document whose vertical alignment you want to change (whole document, existing section, selected paragraphs, all of a document after a certain point) then choose Page Layout – Page Setup and click the dialog box launcher, Layout tab. Choose the alignment in the Vertical Alignment list (Top, Center, Justified, Bottom) and then apply to whole document, selected text, this section, selected sections, this point forward, OK.

Add Headers and Footers to Your Document


A header appears across the top of each page and might include the document’s tile and author’s name. A footer appears across the bottom of each page and might include the date, page number, the total number of pages and the document’s status (ex. draft). You can use the same header and footer on each page or create different headers and footers on different pages. Here are your options:

Insert a predefined header or footer from Word’s gallery Suppress the header or footer on the first page of a document Use different headers and footers on odd and even pages Use different headers and footers in each section of a document if needed Combine some or all four of the preceding options

To insert a predefined header or footer, choose Insert – Header & Footer – Header or Insert – Header & Footer – Footer then use the predefined header or footer from the panel (hover your mouse for descriptions). Word will insert the header or footer and display it plus add the Header and Footer Tools Design tab to the Ribbon. Complete as needed – you might need to type a text field – and use the date picker; right-click the content to Remove Content Control and switch between Header and Footer by clicking Go to Header/Footer in Design – Navigation. When you are finished, click Close Header and Footer on the far right of the Design ribbon or press Esc or click into the main document. Click into the header or footer area to return to the Design ribbon.

To control Header and Footer placement, change the value in the Header From Top or Footer From Bottom text box in the Position group on the Design tab. Remember to allow some room at the edges of your page – most laser printers can’t print at the edges. To change the alignment of a header/footer item, select the item, choose the Insert Alignment Tab on the Position group, Design ribbon to display the dialog box. Select Left, Center or Right options for Alignment and choose Margin if you want the alignment to be relative to the margin or Indent if you want it relative to the indent. If you want tab leaders (dots, underlines), select which option or None, OK. (Note: We’ll be using this feature in our project next week!) Note that you can also insert text or an object (picture) behind the main text of documents, but clear the Show Document Text checkbox in the Options group on the Design tab to suppress the display of text while you work on the header.

To use different first-page headers and footers, select the Different First Page checkbox in the Options group on the Design tab. Word marks the first page for different header/footer and names the areas First Page Header and First Page Footer to avoid confusion. Click each area to create the header or footer then move to the second page to create the header or footer than you want for the rest of the document.

To produce different header on odd or even pages (such as for a book layout), select the Different Odd & Even pages checkbox in the Options group on the Design tab. Word names the headers Odd Page


Header and Even Page Header, and Footer correspondingly. Click into each area to create the header or footer than you want.

To create different headers and footers in different sections, divide the document into sections then go to the start of the document (Ctrl+Home) and Insert – Header & Footer. Work through each section’s headers by choosing Navigation – Next Section or Previous section. Word includes the section number in the header’s tag so you always know where you are without looking at the status bar. Word will automatically carry through a header or footer from previous into subsequent sections unless you choose Design – Navigation – Link To Previous and turn off this link; you can turn in back on if you wish. To remove a header or footer, click the section that contains the header and choose Insert – Header & Footer – Header – Remove Header, and similarly to remove a footer.

Usually, you add page numbers in a header or footer so they repeat automatically on each page. Choose Insert – Header & Footer – Page Number and choose one of the placement categories then select eh page number format. You can change the page number formatting or the text that accompanies it (ex. change Page to Sheet) by clicking Format Page Numbers from the drop-down list. In that dialog box, select the Number format, and if you want to include chapter number (options: chapter starts with style and use separator – see sample). To change the default numbering of the pages, select Start at option button then set the starting number in the textbox or select continue From Previous Section to continue numbering, OK. To remove page numbers, choose Insert – Header & Footer – Page Number – Remove Page Numbers or if you are in the Design – Header & Footer ribbon, go to Page Number – Remove Page Numbers instead.You can add a header or footer to the Gallery to reuse it by opening the header or footer and select the parts you want to keep. Choose Design – Header and Footer – Header – Save Selection to Header Gallery, or similarly for Footers. Word displays the Create New Building Block dialog box – and we will learn about this in a later chapter.

Place Text Precisely with Text BoxesYou can either insert a textbox of your own or use Word’s preset textboxes which have designs to enhance your documents – but all Office users have them so they might look canned after a while. Anyway, to insert a preset textbox, choose Insert – Text – Text Box then choose a textbox from the panel – the Text Box Tools section displays the Format tab of the ribbon. To change the size of the textbox, drag one of the handles or uses the Shape Height and/or Shape Width text box in the Size group.

You can also choose Draw Text Box from the panel (see left); Word changes the mouse pointer to a crosshair (and Print Layout view if not already). Click in the document where you want to place one of the box’s corners then drag diagonally towards the opposite corner. Change the formatting of the textbox by applying a style, fill, change the outline, shadows, 3-D effect or change the shape – more in a later lesson.

If you need to run a series of textboxes that contain a sequence of text, you can flow the text from one textbox to another without having to type into each box separately. To link the textboxes, insert the textboxes then position them where you want. Place all the content in the first textbox (only the first part will show). Right-click the frame of the first box and choose Create Text Box Link; the mouse


changes to a pouring jug, and Word displays a prompt in the status bar telling you to click a textbox. Click the next textbox; Word creates a link and flows the text from the first textbox. Right-click the next textbox, and repeat the linking process. Once you’ve linked the textboxes, navigate from one to another by right-clicking the current textbox then choosing Next Text Box or Previous Text Box. To break a link, right click a linked textbox and choose Break Forward Link.

To add a textbox to the textbox Gallery for reuse, create the textbox design that you want, then click the textbox’s frame to select it. Choose Insert – Text Box – Save Selection To Text Box Gallery to display the Create New Building Block dialog box. Again, more in lesson 9

MS Word Lesson 6: Spelling, Grammar, ResearchObjectives:1. Check spelling and grammar in documents2. Research a word

By default, Word runs both spell and grammar checkers on each document. (See the status bar readout with the pen “writing” across the book page, and when you pause, you’ll either see a green check mark or red X.) Here’s how spell checker works. Your computer has a dictionary file (a list of approved words) to which it compares each word in a document. If a word doesn’t appear in the file, your computer queries it (green or red lines) – and you respond helping your computer to automate the task. Word’s spell checker is a real help, however, the grammar checker can drive you crazy – and you might want to turn that off. To set spelling and grammar options, click the Office button – Word Options, Proofing category to see four different areas to set options for all Office programs:

Ignore words in UPPERCASE Ignore words that contain

numbers Ignore Internet and file

addresses Flag repeated words Enforce accented uppercase in

French Suggest from main dictionary

onlyCorrecting spelling and grammar in Word:

Check spelling as you type Use contextual spelling Check grammar with spelling Show readability statistics Writing style

And/or hiding spelling and/or grammar errors in the current document.

Note: To choose settings for checking grammar, click the Settings button to the right of Writing Style drop-down for the Grammar


Settings dialog box. Scroll to see Require, Grammar and Style sections with check boxes to turn features on or off, OK.

Check Spelling and Grammar as you WorkSpelling: To deal with a spelling query (red squiggly line), right-click it and either change the word to the spell checker’s suggestions, click Ignore or Ignore All, or click Add to dictionary. You can also create an AutoCorrect entry to fix the typo automatically by clicking AutoCorrect to open the submenu and choose the correct word. You can also click Language to tell Spell Checker that the word is in another language and stop checking it! If the language isn’t listed in the submenu, click Set Language to pen that dialog box and choose the language, OK.Grammar works similarly to spelling but uses squiggly green lines to raise the query. You can accept one of the suggestions, ignore once, open the grammar dialog box or view an explanation.

If you turned off spelling and grammar checking (or let the red and green squiggly lines stack up in your document), you can check spelling and grammar in your document all at once. Place the insertion point where you want to start checking or start from the beginning (Ctrl+Home) or select the part that you want to check. Click the Proofing icon in the status bar, press F7, or choose Review – Proofing – Spelling and Grammar to display the dialog box and the first query. If there are no queries, Word will display a message box saying the spelling and grammar check is complete – and if you have Readability Statistics checked in Options, those display instead. Deal with each query:

Click ignore once or ignore all/ignore rule then click next sentence (grammar) Accept one of the suggestions (click in the suggestions box then click Change or Change All for

spelling) Click Explain for grammar or AutoCorrect for spelling (in suggestions) Click into the document directly to edit then click back in the Spelling and Grammar dialog box

or press Ctrl+Tab and click Resume Select or clear Check Grammar checkbox – and click Undo if you click the wrong button!

End the check at any time by clicking Close or go through the entire process and receive the complete message or prompt to check the rest. Remember to Save!

Research a WordWhen you don’t know the meaning of a word or just want to check the nuances, open the Research pane by pressing Alt then clicking the word or right-click the word and choose Look Up. The task pane opens with the word entered in the Search For textbox. Of the word you want to look up doesn’t appear in the document, choose Review – Proofing – Research to open the pane and type the term in the Search For textbox, choose reference type in the drop-down list then press Enter or click the green arrow button. Spartan To choose which books, sites and services the Research tool uses, click Research Options at the bottom of the pane for the dialog box. Select or clear the checkboxes, OK. There is a Translate tool in this pane for single words or phrases, but a poor substitute and not accepted by the Language Dept.


MS Word Lesson 7: Graphics, Diagrams, BordersObjectives:1. Understand how Word handles graphical objects2. Insert clip art, photos, movies, and sounds3. Work with shapes, AutoShapes, and WordArt4. Add graphics to documents5. Format, position, and layer drawing objects6. Add borders and shading7. Insert equations

Word documents appear flat, however, they are actually layers: text (main layer), header & footer layer, and drawing layer. When you open a document, you work in the text layer until you specifically decide to work in a different layer, for example, a graphical object in the drawing layer. Layers are transparent until you work on them, and you can change the order in which an object appears (ex. behind or in front of the text or inline usually with the text wrapped around the graphic.) The drawing layer consists of as many objects as you want to create, and you can keep them separate or group objects, arrange them to overlap and stack them by moving objects forward or backward. When working with objects, Word adds extra Ribbon tabs depending on what you are working on; for example, SmartArt Tools (Design and Format tabs), Picture Tools (Format tab only), or Chart (Design, Layout and Format tabs).

Insert Clip Art, Photographs, Movies, and Sound in DocumentsClip art can be graphics, photographs, movie clips and sounds – use any and all with restraint and discretion so your message is enhanced rather than distracted. Of course, graphics and photos work best in Word documents, movies and sounds less well since you have to double-click on them to play in another program (ex. Windows Media Player). To insert clip art, place your insertion point at the beginning of the paragraph where you want to position the upper-left corner of the item; you can position it later, and it’s best to use an empty paragraph. Choose Insert – Illustrations – Clip Art for the task pane. Specify one or two keywords in the Search for box, choose which collections to search in the Search In drop-down list, and choose the media types (All Media File Types, Clip Art, Photographs, Movies or Sounds) in the Results Should Be drop-down list. Click the Go button, see the results displayed in the pan; click the thumbnail to insert or move your mouse pointer over the thumbnail, click the drop-down and choose one of the actions:

Insert (easier to just click) Copy (so you can paste it elsewhere) Delete From Clip Organizer (only for clips you add), Make Available Offline (only for online clips) Copy To Collection (only for clips on your computer) Move To Collection (only for clips you add) Edit Keywords (add, modify, delete keywords) Find Similar Style Preview/Properties

Click the Organize Clips link at the bottom of the task pane; navigate your collections (click the Collection List button, search for clips, add clips (File – Add Clips To Organizer) or edit keywords. You can also compact your clips collection so it takes as little space as possible (Tools – Compact).


Work with Shapes, WordArt, and ChartsThere are four types of tools for creating drawing objects:

Shapes – basic square and circles and more complex calloutso Insert – Illustrations – Shapes for panel (lines, basic shapes, flowcharts, callouts)o Click the shape you want, mouse pointer changes to crosshair (print layout view)o Click in the document (hold down mouse) to position one cornero Drag to size you want and releaseo Center, constrain (my favorite!), create multiple shapes of the same type

To create a shape centered on click point, hold down Ctrl as you click/drag To make rectangle square or ellipse a circle, hold down Shift as you click/drag For multiple shapes of the same type, right-click the tool – Lock Drawing Mode;

when you release the mouse, the tool remains active to create another shape of the same type; Press Esc to turn the tool off

o Add Text to a Shape Right-click the shape – Add Text (or Edit Text if text already) Insertion point in shape, type text in AutoShape Select text to format; click elsewhere to select another object

WordArt – pictures (Office applet )made by applying effects to text (ex. logos, decorations)o Place insertion point at the beginning of the paragraph (blank is best) – move latero Insert – Text – WordArt, click the style for Edit WordArt Text dialog boxo Type the text over the sample text, choose font, size, bold or italic, OKo WordArt Tools ribbon format tab displayso Resize WordArt using corner handles (proportional) or middle/side/top or bottom

handles (horizontal or vertical); rotate by dragging green rotation handle if in line with text (Format – Arrange- Position to choose text wrapping)

o Change text spacing: Format – Text – Spacing (very tight, tight, normal, loose, very loose); also Kern Character Pairs option on by default – turn off to change spacing

o Format –Text - Even Height (same height, click Even Height button again to restore letters to normal height)

o Format – Text – Vertical Text (click Vertical Text button to make text horizontal again)o Format – Text – Align Text then choose alignment from panel (left, center, right, justify,

letter justify, stretch justify)o Change style of WordArt (Format- WordArt Styles – Styles); hover mouse to previewo Change shape of WordArt (Format – WordArt Styles – Change Shape, select from panelo Adjust further by changing fill, outline, shadow effect or 3-D effects.


Charts – using Excel’s charting featureso Place insertion point at the beginning of the paragraph (blank is best) – move latero Insert – Illustrations – Chart for dialog box and choose chart type; right pane contains

scrolling list showing all chart subtypes (ex. column, line, down to radar)o Click the left pane to display that section of the list, hover mouse for ScreenTip, OKo Word launches Excel which creates workbook named Chart in Microsoft Office Word =

single worksheet containing sample categories, series and datao Word inserts a chart in document using sample data, displays Chart Tools Ribbon tabs:

Design, Layout, Formato In Excel, create the data for the chart: type categories, series, data in place of sampleo To change data range, drag handle in lower-right corner; Excel changes chart in Wordo When finished changing chart, close Excel window to return to Word windowo Use three Chart Tool tabs to resize the chart, change the chart type, layout, and/ or

style, add a chart title, axis titles, and/or data labels, format chart element SmartArt – diagrams such as organizational charts and hierarchy diagrams

o Click at the beginning of the paragraph in which you want to place the upper-left corner of the SmartArt graphic (empty paragraph is best) – move later

o Insert – Illustrations – SmartArt for dialog box with diagrams is List, Process, Cycle, Hierarchy, Relationship, Matrix, Pyramid categories (hierarchy = organization charts)

o Select category, see available diagrams in main box, click diagram you want, use sample picture and description to verify, OK

o Dialog box closes, diagram inserted in document, SmartArt tools ribbon displays Design and Format tabs; text pan contains paragraphs that map shapes so you can work with text separately from layout (if text pane doesn’t display, click button with two sideways arrows on left side of SmartArt graphic frame)

o Enter text by clicking a paragraph in text pane then type text or click in box in SmartArt graphic (text pane is easier)

o To add shape to diagram, click paragraph or shape to which the new item will be related, click Add Shape button in Create Graphic group, choose command from menu (ex. add shape after, before, above, below)

o You can change the layout by selecting a new one from the Layout panel; no data loss, but you might need to rearrange it.

o Click the Format tab to change the shape for an individual shape in the diagram Format – Shapes, Change Shape and choose from panel Format – Shapes, Larger/Smaller To change style, Format – Shape Styles – Shape Style (choose graphical for

SmartArt from panel); use Shape fill, outline, effects panels if you wish Apply WordArt style to text in SmartArt shapes – make sure it’s readable! Change size of diagram by dragging handles or Format – Size – Height/Width


Add Pictures to Documents (ex. custom illustration, photograph, screen capture) Place insertion point at beginning of paragraph where you want the upper-left corner of the

picture to appear (best of empty paragraph) – move later Control how Word inserts pictures in Word Options – Display, Cut/Copy/Paste section, drop

down list for Insert/Paste Pictures (I prefer square), OK Insert – Illustrations – Picture for dialog box (Open), navigate to picture, select, Insert Picture Tools section of ribbon Format tab, choose Crop for handles at each corner and midpoint

of each side; Format – Size – Size dialog launcher for more precise croppingo Shift-drag corner to crop proportionallyo Ctrl-drag to crop from both sides simultaneouslyo Ctrl+Shift-drag to crop proportionally from both sides

Format Pictureo Change brightness, contrast, color (use panels in Adjust group) or Reset – so Change

Picture; unlike deleting, change means Word retains picture’s position, size, formattingo Compress pictures (Adjust group) dialog box, apply to selected or all or click options

button to automatically perform compression on save and/or delete cropping areas and/or set print, screen or email quality – be careful…if lower setting, you can’t restore the original quality, OK,OK

Format, Position, Layer Drawing ObjectsUse the Format tab of the Drawing Tools section of the Ribbon (right-click the object – Format to display, ex. Format Picture, Format Shape, Format Text Box).

Apply a style and graphical effects to a drawing object: shape style, fill, shape outline (color, weight, style), shadow effect.

Resize the drawing object using sizing handles or height/width controls in Size group (check lock aspect ratio to keep height/width changes corresponding).

Choose whether an object moves with text and/or prints: Inline (like any other character) Not inline = moves with paragraph, note object anchor Layout tab, Advanced, Options – check Move Object with next checkbox or clear if you want to

prevent Word from moving the object Lock anchor in place so you can’t move it accidentally = select Lock Anchor, OK, OK

Position Drawing Objects: Drag (remember Shift-drag for horizontal/vertical constraints) and Nudge (select object, use

arrow keys (there’s an underlying grid for positioning – arrow moves on square on grid) Snap object to grid or to a shape

o Select shape, Format – Arrange – Align – View Gridlines then Grid Settings for dialog boxo Select Snap Objects To Other Objects checkbox (good for multi-object drawings)o In Grid settings, use horizontal and vertical spacing (square grid, but you can change to

rectangles); in Grid origin, check Use margins if you want grid to start there, clear and set Horizontal/Vertical Origins.


o In Show Grid area, you can display gridlines on screen, vertical every (see vertical), horizontal every (see horizontal), and/or snap objects to grid when gridlines not displayed (click default if you want these settings, Yes), OK

Align Object Relative to Another Objecto Select object to which you want to align the other object(s), hold down Shift key, then

click to select other objectso Format – Arrange – Align (left, center – horizontal setting), right, top, middle – vertical

setting, bottom, distribute horizontally/vertically – for 3 or more, align to canvas – when canvas is on – see below)

Group and Ungroup Objectso Shift-click or Ctrl-click to select objects, Format – Arrange, Group (or right-click –

Grouping – Group)o Ungroup = Format – Arrange –Ungroup or right-click – Grouping – Ungroup; you can

regroup, too Create a Drawing Canvas to keep related shapes together

o Like grouping but more like a space to drawo Insert – Illustrations – Shapes – New Drawing Canvas o Dotted rectangle with black side handles and corner handles to resizeo Arrange shapes as needed, format canvas to give background to shapes or format

shapes as needed To Layer Drawing Objects, click object and use commands on Format tab, Arrange group or

right-click objecto bring to front (topmost layer)o bring to front drop-down = bring forward (up one layer)o bring in front of texto send to back (lowest layer)o send to back drop-down = send backward (one layer down)o send behind text.

Add Borders and Shadingo Border to text or paragraph, select what you want then use All Borders drop-down on

Home – Paragraph group (many options)o For more complex options, click Borders and Shading at the bottom for dialog box

In apply to drop-down, make sure paragraph or text is selected In Setting area, click None, Box, Shadow, 3-D; click Custom then click sides and

watch preview Use Style list, color drop-down and width drop-down Click Options to control distance from border to text, OK, OK

o Add Border to a Page Page Layout – Page Background – Page Borders for tab of Borders and Shading

dialog box


Apply to drop-down list (whole document, this section, this section – first page only, this section – all except first page)

Create the border you want: setting, custom, style, color, width or use graphics in Art drop-down list

Click Options to adjust positioning of border, OK, OKo Apply Shading

Home – Paragraph – Shading, choose color from panel, click More for options For more complex, Home – Paragraph – Borders and Shading – Borders and

Shading for dialog box; click Shading tab Apply to drop-down list (paragraph or text selected), use fill, style and color

drop-downs, OKo Apply a Background to a Page

Page Layout – Page Background – Page Color – Fill Effects for dialog box Choose background: gradient, texture, pattern, picture, OK

o Position Background Text on Every Page (watermark) Page Layout – Page Background – Watermark then choose built-in (ex. Urgent,

Draft, Confidential) or Custom Watermark for dialog box Picture Watermark

Click select picture button for Insert Picture dialog box Navigate to picture, select, Insert In Scale drop-down list, select Auto or scale by % Select Washout checkbox (more subtle effect) or clear Click Apply, Ok to accept

Text Watermark Select Text Watermark option button in Printed Watermark dialog box In Language drop-down list, type text or use built-in phrases Use font, size, color drop-downs, check semitransparent or not In Layout, select Diagonal or Horizontal option buttons Click Apply, Ok to accept

Remove a Watermark: Page Layout – Page Background – Remove Watermark

Insert Equations: Position insertion point where you want the equation to appear, Insert – Symbols, Equation for prebuilt from panel or choose insert new equation for blank. Word inserts equation (or blank) in display mode (separate object) and adds the Equation Tools section to the Ribbon, Design tab. Use these tools to create or customize the equation. To change equation from Display to Inline mode, right-click the equation – Change to Inline; to change back right-click the equation – Change To Display.


MS Word Lesson 8: PrintingObjectives:1. Choose suitable printing options2. Use Print Preview3. Print a document4. Print directly from the Desktop or a Windows Explorer window5. Fax a document – only with Vista

Check Word Options first. In the Display category – Printing Options, check Print drawings created in Word and Print background colors and images (unless you want to save ink). You probably won’t have use for the other options.

In the Advanced category, display Advanced options. Scroll down to Print area and choose Print in Background and Scale Content for A4 or 8.5 x 11: Paper Sizes – you probably won’t have use for the other options.

Use Print PreviewOffice Button – Print – Print Preview or Ctrl+Alt+I to display ribbon.

Click the next or previous buttons (in preview group) to navigate, scroll or press page down or page up. Use the Zoom magnifier (+ or -) or click One Page, Two Pages or Page Width in the Zoom group.

In the Page Setup group, change margins, orientation or size – click more paper sizes or click the dialog box launcher for more options.

Click Shrink One Page button if you only have a small amount of text on the last page – Word will make adjustments (line and/or paragraph spacing, font size) to reduce the page count by one page.Print a Document

Choose which printer to use Choose which pages to print (all, current page, selection, pages – range or individual pages) Choose which items to print (document; etc.) Choose number of copies and How to collate them Print Multiple Pages on the same sheet of paper (1, 2, 4, 6, 8, 16) Print a document on a different paper size (scale to paper size drop-down)

You can also print to a file or choose further options in the Printer Properties dialog box. There is a way to print front and back, however, it’s much easier and cheaper to use the copier. Avoid using the Quick Print button –you can waste a lot of paper!

Print directly from the Desktop or a Windows Explorer windowYou can create a shortcut for a printer on your desktop (Start – Printers and Faxes then right-click the printer – create shortcut on Desktop) and print to that printer by dragging a document from the Windows Explorer window to the printer shortcut on the Desktop.


MS Word Lesson 9: Customizing WordObjectives:1. Configure essential editing options2. Make the most of AutoCorrect entries and exceptions3. Create a new template4. Create custom styles5. Work with building blocks6. Customize the Quick Access Toolbar7. Customize the status bar8. Customize keyboard shortcuts

The Ribbon makes common commands easier to find and less-used and/or more advanced commands less accessible; however, you can customize Word to suit your use.

Configure essential editing optionsAutoCorrect has several hundred built-in entries of designated terms and their replacements (ex. abbout is replaced by about – I had to override the correction.) This feature called “Replace Text As You Text” is very popular but can be very annoying! To customize, go to Word Options, Proofing category then click the AutoCorrect Options button for the dialog box and options:

Correct Two Initial Capitals Correct Accidental usage of Caps Lock Key Capitalize Names of Days Capitalize First Letter of Sentences Replace Text As You Type

Note: If you want Word to display an AutoCorrect Options button after each change it makes, select Show AutoCorrect Options button (small blue underline until you move mouse pointer over to produce a button drop-down to undo or stop AutoCorrect from making that change again. (I use this feature ALL the time, but you might want to turn it off after a while since you have probably deleted most of the entries that annoy you, and buttons popping up can be distracting.) Select Automatically Use Suggestions From the Spelling Checker if you wish that feature – I like that, too, because I’m a bit “spelling challenged”, the truth be told

Click the Math AutoCorrect tab to set up according to your needs: Use Math AutoCorrect Rules Outside of Math Regions (ex. Insert – Symbols – Equations) Replace Text As You Type Recognize Functions (see recognized math functions to add or remove from list)


To configure AutoFormat As You Type (click that tab), choose which Replace As You Type options to use: “Straight Quotes” With “Smart Quotes” (quotes that curl in the correct directions); turn off if

you’re typing feet and inches Ordinals (1st) With Superscript (1st) Fractions (1/2) with Fraction Character (½) Hyphens (--) With Dash – *Bold* And _Italic_ With Real Formatting Internet And Network Paths With Hyperlinks In the Apply As You Type area choose from these options (and read what triggers them): Automatic Bulleted Lists : at the beginning of a paragraph, type an asterisk, a hyphen, or

greater-than sign followed by a space or tab Automatic Numbered Lists: at the beginning of a paragraph, type a number or letter followed by

a period or closing parenthesis then either a space or tab. Border Lines: at beginning of paragraph, type three or more hyphens (for a thin line),

underscores (thick line), asterisks (dotted line), tildes (zigzag line), equal signs (double line) or hash marks (2 thins with thick line between) then press Enter

Tables: a beginning of a paragraph, type plus signs and hyphens in the code for the type of table you want (plus sign = column, number of hyphens between + signs = relative width of column)

Built-In Heading Styles – when you type an extra blank paragraph before and after a short paragraph; for Heading style 1, press Enter twice, type a short paragraph and press Enter twice more; for Heading style 2, press Enter twice, type a tab and a short paragraph, and press Enter twice more; for Heading style 3, do the same but type two tabs; for Heading 4 type three tabs; Word removes the tabs and the extra paragraph after the heading paragraph when it applies the style, but the extra paragraph before the heading paragraph remains.

In Automatically As You Type, choose whether to let AutoFormat automatically format other items (best to turn these off):

Format Beginning of List Item Like The One Before It Set Left- And First-Indent With Tabs And Backspaces Define Styles Based on Your Formatting

Configure Paste Options: Office button - Word Options – Advanced category, scroll down to Cut, Copy, Paste options. In first four drop-down lists (Pasting Within the Same Document, Pasting Between Documents, Pasting Between Documents When Style Definitions Conflict, Pasting From Other Programs), select from the following:

Keep Source Formatting Match Destination Formatting Keep Text Only

Select Keep Bullets And Numbers When Pasting With Keep Text Only checkbox (if you wish); select Use Smart Cut And Paste checkbox (if you wish) then click the Settings button next to it (see right).


Save Time and Keystrokes with AutoCorrect Entries and ExceptionsAutoCorrect watches as you type and replaces any predefined group of characters with its designated “correction”. Each time you press a key that might mark the end of a word (spacebar, tab, Ctrl+Enter, Shift+Enter), AutoCorrect checks to see if it matches one of its entries. You can create and/or delete AutoCorrect entries and create exceptions, but it’s best to leave this feature alone and adjust your typing habits instead.

Create a New TemplateA template is a document that you use to create other documents, for example, a standard form letter that is all formatted and ready for you to fill out easily. Click New and either choose one of the “Installed Templates” and click Create or select “My Templates” and choose then click the Template option button in the Create New area (lower right) then click OK. In the new template, enter text and objects, apply formatting then Save. You can save in the Templates folder if you want to have that template available to in My Templates or save in another location (My Documents) if not. Be sure to give the template a distinctive name and select Save Thumbnail checkbox if you want to create a thumbnail picture to help you identify it, then click Save. You can also turn a document into a template – Save As, Save As Type = Word Template; if you want to save the file to the template folder, however, you will have to navigate to that location (see path on my hard drive in Print Screen at right.)

Create Custom Styles (ex. heading or body text)To create a style manually, go to Home – Styles and click the dialog box launcher (or press Ctrl+Alt+Shift+S).

Click the style on which you want to base the new style then click New Style (lower left) for the Create New Style from Formatting dialog box.

In the Style Type drop-down, choose paragraph, character, linked, table or list; usually you leave the Style Based on list alone but set the Style for following paragraph to what you want (for paragraph and linked styles only).

Use the formatting section (font, size, attributes, color, alignment, line spacing , paragraph spacing, indentation) and/or click the Format button for more choices (font, paragraph, tabs, border, language, frame (a textbox-like object), numbering or shortcut key – to assign a customized keyboard shortcut to this style).

At the bottom of the original dialog box, select new Documents Based On this Template option if you want to save the new style in the template rather than in the document (that would be Only in this document option) then verify that Automatically Update is cleared. Select Add To Quick Style Lists checkbox if you want this style available on the Quick Styles drop down (This is a good thing!), OK and Save!

To create a style by example, that is, setting up some text with formatting that you want the style to have then creating a style from that formatting, follow these steps:

Create some text, apply the formatting you want, ex. character style (font, size, weight, color) or paragraph or linked style (font attributes, line spacing, space before/after, border or shading).

Select text and right-click – Styles – Save Selection As A New Quick Style for dialog box. In Name textbox, type the name you want, Ok unless you want to save the style in the template. Click Modify to for dialog box similar to Create New Style From Formatting.

Work with Building BlocksA building block is a chuck of text (aka AutoText) or an object saved for future use. Word comes with several choices which you can use or adapt, and you can create your own. To insert a building block,


position your insertion point where you want it to be, Insert – Text – Quick Parks – Building Blocks Organizer for dialog box. Select from the list box; sort by column heading (name, gallery, category, template, behavior, description – sorting by gallery is the easiest) then click Insert.

To create a building block of your own, first create the text or object that you want to turn into a building block – include all formatting.

Select the material for the building block, Insert – Text – Quick Parts – Save Selection To Quick Part Gallery for dialog box.

Type the name you want to assign then select which building-blocks gallery to which you want to assign your building block – default is Quick Parts Gallery, but there’s AutoText, Bibliographies, Cover pages through various kinds of page number pages to Quick Parks, Table of Contents, Tables, Text Boxes, Watermarks and Custom Galleries. Select the Category (based on your gallery choice) or choose New Category and type the name in the dialog box, OK.

Type a description in that textbox (optional but helpful) then choose the template you want to Save In (in Building Blocks by default and that’s best, but you can save in Normal template instead.) In Options list, you can choose how you want to insert the building block: Insert Content Only, Insert Content In Its Own Paragraph, Insert Content In Its Own Page, OK.

Customize the Quick Access ToolbarYou can change the position of Quick Access Toolbar (usually to the right of the Office Button) by right clicking anywhere on the ribbon and choosing Show Quick Access Toolbar Below The Ribbon. This is especially good if you have put many commands on the Quick Access Toolbar. You can also click the Customize Quick Access toolbar button at the right end of the toolbar and choose the same command. You can always move it back by choosing Show Quick Access Toolbar Above the Ribbon.

To customize the Quick Access Toolbar, click the button at the right end and click the “popular” items to check and add. You can uncheck them to remove them, too. If you want the buttons in a particular order, clear all of them and click/check them in the order of preference.

To put a Ribbon item on the Quick Access Toolbar, right click the item and choose Add To Quick Access Toolbar. When you add a single control, it appears as a button; when you add a group, it appears as a panel that pops out when you click it.

To put any command on the Quick Access Toolbar or rearrange items, either right-click it or click the right end of the toolbar and choose Customize Quick Access Toolbar – More Commands. Choose the commands from the Popular Commands list and click Add or choose from All Commands (extremely long but very handy). You can remove commands, too, and rearrange them (select the item then click up or down buttons), OK. You can also remove a button from the Quick Access Toolbar by right clicking it and choosing Remove from Quick Access Toolbar. To Reset the Quick Access Toolbar, right-click anywhere on the ribbon or the toolbar, select Customize Quick Access Toolbar for the dialog box, the click Reset, Yes, OK.

To customize the Status Bar, right click it and check or uncheck the items then click away. See PS at right for Status Bar Items.


Customize Keyboard ShortcutsThe fastest way to issue commands in Word is by using keyboard shortcuts. Many are built in, but you can also create your own. Right-click the Ribbon and choose Customize Quick Access Toolbar for Customize category in the Word Options dialog box. Click the Customize button in the Keyboard Shortcuts area (near the bottom) for that dialog box. In the Save Changes In list, choose the document or template in which you want to save the keyboard shortcuts (normal, template, active document) the select the category of command: select that ribbon to display the ribbon’s commands. Click the Press new shortcut key textbox then press the keyboard shortcut you want. Use the following modifier keys or combinations:

Ctrl Ctrl+Alt Ctrl+Alt+Shift Ctrl+Shift Alt+Shift

Look at the Currently Assigned To readout to be sure that the shortcut you just pressed is marked “unassigned”. If the readout shows the name of a command, you can either overwrite (not recommended) or delete the contents of Press new shortcut key textbox and press another keyboard shortcut. Click Assign button to assign the keyboard shortcut to the command; assign other keyboard shortcuts as needed then Close, OK, Save.

MS Word Lesson 10: Share, Edit, ReviseObjectives:1. Track the changes made to a document2. Use comments in documents3. Print comments and other markup4. Share documents with your colleagues via a network

Track the Changes Made to a DocumentTrack Changes is probably the most widely used of Word’s collaboration editing tools; you can track revisions made to a document. Note that Word doesn’t track absolutely everything such as changes to capitalization using Change Case command. When you are logged into your computer, however, your computer will verify your username (you can see this in Word Options – Popular category.

Check Word’s Track Changes settings to make sure that you have the markup options you want. Choose Review – Tracking – Tracking Changes and click the drop-down to select Tracking Changes Options for the dialog box (see right). In the Markup area, choose how to format tracked changes:

Insertions: none, color only, bold, italic, underline, double underline, strikethrough Deletions: same choices as above; also hidden, ^ or # indicating deleted text; in the second color

drop-down list, select By author if you wish each user to receive a separate color automatically or choose the color you want all deletions to have

Changed Line: choose the type of vertical line you want in the margin to indicate that a line of text has changed (none, left border, right border, outside border = left margin on left pages, right margin on right pages; choose color in third drop-down)


Comments: choose By author to have each user’s comments appear in a different color or choose the color you want for all comments.

In the Moves area, choose how you want Word to track text that you move: Track moves (I’ve unchecked this) Move From: choices same as deletions, but if you’re going to use this feature, use a different

formatting so you can tell moves and deletions apart – and choose a color, too Move To: same choices as Insertions, but again, use a different formatting to tell them apart,

choose color, too, or By authorIn the Table Cell Highlighting area, choose colors for Inserted, Deleted, Merged and Split Cells. In Formatting, choose whether to track formatting for Formatting (none for me because you can really go crazy marking all those changes!) and color By author. In the Balloons area, choose whether to use them in print layout and web layout views Always, Never or Only for comments/formatting; then choose preferred width and measure in, margin, show lines connecting to text and paper orientation in printing (preserve), OK.

To work with Track Changes, turn it on using the Ribbon (Review – Tracking – Track Changes), by pressing Ctrl+Shift+E or click the Track Changes toggle on the status bar if you’ve added that feature. With Track Changes on, Word starts keeping track of, for example, deleted words and replacements; in draft and outline view, Word displays all changes inline so you can hover your mouse over a change to pop up a ScreenTip showing who made the change and when. In Print Layout, Web Layout or Full Screen Reading views, Word displays changes in balloons with a line connecting each change to its text; click the balloon to display a heavier line to the change source, then hover your mouse for the ScreenTip. If the balloons are getting in the way, turn some of them off by clicking Balloons next to Track Changes then choose from Show Revisions in Balloons, Show All Revision Inline, Show Only Comments And Formatting in Balloons.

If several of you are editing the document, you’ll probably want to control which version of the document Word displays. In Review – Tracking – Display For Review, choose either Final Showing Markup, Final, Original Showing Marking or Original. To focus on particular changes, choose Show Markup in the Tracking group and either select or clear the following: Comments, Ink (for tablets), Insertions and Deletions, Formatting, Markup Area Highlight, Reviewers – and you can specify which reviewers, too! If the balloons are getting to be a muddle, use the Reviewing Pane in the Tracking group for either Vertical or Horizontal display. Double-click a change to display the related text in the main document or right-click a change and choose Accept or Reject. Click Show/Hide Detailed Summary button to toggle the display of the Summary bar at the top of the pane; click the Update Revision Count button to refresh the Summary bar’s count of revisions. Close the Reviewing pane when you are done.

To accept or reject changes, use the controls in the Changes group of the Review tab: Accept And Move To Next, Reject And Move to Next, Previous, Next; you can also use the Accept and Reject drop-down lists to accept or reject all changes.

To compare or combine two documents, use Word’s Compare tool: Compare creates a new document that shows all the changes made to both documents; all

changes are assigned to a single author, however. Combine integrates the changes from one document into another document, maintaining the

details of each change made.


To compare or combine two copies of the same document follow these steps: With neither document open, choose Compare or Combine for the dialog box (compare here) In the original document textbox, enter the name of the original document with which you want

to compare or combine the revised document (drop down has list of recent documents or click Browse For Original button). In left Label Changes With textbox, Word enters the name of the last reviewer who has used revision marks in the document. (No reviews, the box is blank.)

In the Revised Document textbox, enter the revised document’s name (select from drop-down list or browse); right Label Changes With textbox has last reviewer’s name.

To reach the full range of comparison choices, click the More button. In the Comparison Settings area, select the checkbox for each item you want to compare or

combine; usually you’ll want all but sometimes you might want to turn some off In the Show Changes area, choose the level of changes and the document in which to show

them: Show changes at (character or word), Show changes in (original, revised, new document) Click OK; Word analyzes the changes then displays the document you specified (new, revised,

original) with the changes integrated. If either of the documents contains tracked changes, Word displays a dialog box; click Yes.

You can use the Review – Compare – Show Source Document drop-down to control which of the merged documents Word displays: Hide source documents, Show original, Show revised, Show both.

Use Comments in DocumentsIn addition to Track Changes, you can insert comments (appear in balloons) attached to particular pieces of text. To insert a comment, select the text to which you want to attach the comment, choose Review – Comments – New Comment. Word places colored parentheses around the selected text or around the word in which you placed the insertion point and starts a comment with your initials and the comment’s number in the series of comments you’ve created. Note: In Full Screen view, click the Tools button then choose New Comment. Type the text of the comment; you can edit it by clicking in the balloon and/or hover your mouse to display the comment’s ScreenTip. You can navigate from comment to comment (previous, next) or delete a comment (or all) using the commands in the Comments group. You can also right-click the comment in the text, in the balloon or in the Reviewing Pane and choose Delete Comment.

Print Comments and Other MarkupTo print comments and markup in a document, choose the Document Showing Markup item in the Print What drop-down list in the Print dialog box; to print the document without markup, select Document in the Print What drop-down. Note: Make sure that you’ve chosen the right paper orientation in the Track Changes Options dialog box.

Share Documents with Your Colleagues via a NetworkUse a shared folder on the network, but copy it to your local machine first or only the first person to open that file will get an editable copy – all else will get a Read Only copy (not editable). You can make changes to a Read Only copy but will have to Save As to save the document under a different name or in a different location. The best option, however, is to make a local copy and merge your changes later. You can also send and/or receive a document as an Email attachment.


MS Word Lesson 11: Tables and ColumnsObjectives:1. Create simple and complex tables2. Sort table data and perform calculations3. Create columns of text

Tables consist of rows of cells divided into columns. You can create a table in four ways: convert existing text to a table, create a new table from scratch, insert one of Word’s predefined Quick Tables or draw a table manually by placing lines where you need them.

For a standard table, choose Insert – Table – Tables then choose the size from the panel. When Word inserts the table, the Table Tools section of the Ribbon displays the Design tab (Layout also available). To insert more columns or rows than appear on the Table panel, position your insertion point where you want the table to appear and choose Insert – Table – Table – Insert Table for the dialog box. Specify the number of Columns and Rows (you can add more rows at the end of a table, and you can add columns, too, so this isn’t too critical.) In the AutoFit Behavior area, decided whether to use a fixed column width, autofit to contents or autofit to window, OK.

To convert existing text to a table, make sure that the text is divided into columns using tabs or commas and make sure that each paragraph contains the same number of columns (Show/Hide to check). Select the text you want to turn into a table (include ¶ at the end of the last paragraph) then choose Insert – Table – Table – Convert Text To Table for the dialog box. Make sure the number of columns textbox is showing the number you expect; if not, verify that the correct option button (paragraphs, commas, tabs, other) is selected in the Separate Text At area. Choose the AutoFit behavior that you want and click OK. Undo if something unexpected happens, fix the problem, then convert the text to table again.

To create a new quick table, position your insertion point, choose Insert – Tables – Table – Quick Tables and choose from the panel. The Table Tools Design tab will show; change the sample data and save. You can create a custom quick table from one of your tables by placing your insertion point in the table that you want to use then choosing (Table Tools) Layout – Table – Select – Select Table. Then choose Insert – Tables – Table – Quick Tables – Save Selection To Quick Tables Gallery for the Create New Building Block dialog box. Type the name you want and a description (appears in ScreenTip); choose other building-block options (see Chapter 9), OK.

To draw a table, choose Insert – Tables – Table – Draw Table; Word changes the mouse pointer into a pen. Click the document where you want one corner of the table to appear then drag diagonally to the opposite corner. Word will display the Table Tools Design tab. Click and drag to draw other lines as needed to create the table layout. To change the line style, weight or pen color, choose Design – Draw Borders – Line Style or Line Weight or Pen Color and choose from the respective panels. To erase an existing line, choose Design – Draw Borders – Eraser; click each line you want to erase with the eraser mouse pointer. Press Esc or click the Eraser to cancel the eraser.

To enter text, click in the cell then type - you can also insert a picture. To navigate from cell to cell, use the mouse or press tab to move to the next cell and select any contents it has. Press Shift+Tab to move to the previous cell and select its contents. Press to collapse the selection to the beginning of the cell


or to collapse the selection to the end of the cell. Press or or or to move through the contents of a cell one character at a time.

To select parts of a table, drag with the mouse or move the mouse over the cell selection bar or over a column (mouse pointer turns into thick black arrow) and click to select. Here’s my favorite: There’s a table button that appears at the upper-left corner of the table when the mouse pointer is over the table – click it to select the entire table! You can delete cells, rows, columns and a table or just the contents (select that part of the table and press Delete.)

To delete part of the table as well as the contents, select it and press BACKSPACE. To delete individual cells and contents, select the cells then choose Layout – Rows & Columns – Delete – Delete Cells for the dialog box. Choose how to handle the deletion: shift cells left, shift cells up, delete entire row, delete entire column, OK. Similarly, to delete entire row, column or table, click in a cell then choose Layout – Rows & Columns – Delete and either Delete Rows, Delete Columns, or Delete Table.

To Add Cells, select the cells above, below, left or right of which you want to insert new cells; choose Layout – Rows & Columns – Insert Above or Insert Below or Insert Left or Insert Right. Do the same to add entire rows or columns. To move cells, rows or columns, use drag and drop or cut and paste.

To merge or split cells, select the cells then choose Layout – Merge – Merge Cells or choose Split Cells – that will give you a dialog box. Specify the numbers of columns and rows; select Merge Cells Before Split if you’ve selected multiple cells and you want Word to apply the changes across the cells, OK. To split a table into two parts, click in the row above which you want to break the table then choose Layout – Merge – Split Table or press Ctrl+Shift+Enter – this works also when you’ve created a table at the very beginning of a document and need to place the insertion point before the table. To create a nested table (a table inside a cell of another table), click in the cell in which you want to place the new table then insert a table using the methods noted above.

Apply a style to a table by clicking the table then choosing Design – Table Styles – Table Styles and selected from the panel. You can adjust the parts of the style using the six checkboxes in the options group: header row, total row (last row), first column, last column, color-banded columns or color-banded rows (bands of different shading). You can also create a custom table style in Table Styles by choosing New Table Style for the Create New Style From Formatting dialog box. Name the style and make sure that Table is selected in the Style Type drop-down and that you specify Style Based On; then choose the formatting to items, OK. If you don’t like the style, go back into the panel and click Clear at the bottom. If you decide to apply borders and shading manually, use those features in the Table Styles group. You can apply to a cell or an entire table – use the Apply To drop-down list.


To set up row, column and/or cell size in a table, choose Layout, Cell Size, AutoFit to change manually using the height and width spin arrows or by positioning your mouse over the border (mouse turns into a two-headed arrow) and dragging the border where you want it to appear. To make Word share the space evenly among the columns or rows, choose Layout – Cell Size – Distribute Columns or Distribute Rows. For more exact size, alignment and indentation options for table, row, column and/or cell, click the Cell Size Table Properties dialog box launcher. Under table, specify exact table positioning (click that button for text wrapping) and/or cell margins and spacing (click Options button to change the default).

By default, Word uses the same alignment and margins for all cells in a table, but you can change the alignment for one or more cells by clicking the cell or cells then clicking the appropriate button in the Alignment group on the Layout tab: top left, top center, top right, center left, center, center right, bottom left, bottom center, bottom right. To change the margins for one or more cells, select them and choose Layout – Table – Properties, Cells tab then click Options. Clear the Same as the whole table checkbox and set the top, bottom, left and right margin distances. Select Wrap Text or Fit Text, OK, OK.

If you create a table that runs from one page to another, you’ll probably want to make the table headings repeat on each page. Click in the row (or select multiple rows) that you want to repeat then choose Layout – Data – Repeat Header Rows (that button appears pushed in so you know it’s on). To remove, click the row or select the rows then click the Repeat Header Rows button again – it will appear normal.

Sort Table Data and Perform CalculationsWord can only sort regular tables, not tables that contain merged or split cells, but otherwise, you can sort table data (records) by any of the table’s columns (fields) – by single column or by two or three columns in sequence. To sort the entire table, click anywhere in it; to sort just some rows, select those rows. Choose Layout – Data – Sort for the dialog box; at the bottom make sure that Word has selected the Header Row option if your table has a row of headings that you don’t want to sort – choose No header row if you table doesn’t have headings. In the Sort By area, specify the details of the first sort: in sort by, specify the field; in type, select text, number or date; in using, select the items to sort (usually paragraphs); select Ascending or Descending. To sort by a second column, select it in the first Then By drop-down and specify type, using and order settings. You can do the same a third time in the second Then By list area. Click the Options button if you need to apply case-sensitive sorting or sort in a different language, OK.

Table formulas are much more limited than the formulas in Excel and the figures are not automatically updated either – you have to right-click the formula and choose Update Field or click the table handle and press F9 to update all formulas in a table. To insert a table formula in a cell click the cell then choose Layout – Data – Formula for the dialog box. In the Formula textbox, enter the formula you want; Word automatically suggests a formula depending on the table’s layout, for example, =SUM(ABOVE) or =SUM(LEFT). You can create formulas by referring o the cells names as if they were in a spreadsheet (ex. =A2+B5 or =A4/B3). In the number format drop-down, specify the format you want to display the formula’s result, OK.

To convert a table back to text, click the table then choose Layout – Data – Convert to Text for the dialog box. Select the option button for paragraph marks, tabs, commas or other (you type the character); if you choose paragraph marks, decide whether to select or clear the convert nested tables checkbox, OK.

Create Columns of Text


For newspaper-style columns, choose the part of the document you want to affect (existing text, entire document, part of the document – even blank paragraph); choose Page Layout – Page Setup, Columns and display the panel: One, Two, Three, Left (narrow column on left, wider column on right) Right (wide column on left, narrow column on right). Choose More Columns for the dialog box: select a column arrangement, whether you want the Line Between, specify Width and Spacing, and verify that Word has selected the correct part of the document in Apply To. This Point Forward is the most helpful and be sure to select the Start New Column checkbox if you want start a new column layout from this point, OK. To start a new column, position the insertion point before the character that will begin the column, then choose Page Layout – Breaks – Column to insert a column break. To delete the break, place the insertion point before it and press Delete. To use different numbers of columns in different parts of a document, you must put each part in a separate section (see Chapter 5).

MS Word Lesson 12: Bookmarks, References, Footnotes, Indexes

Objectives:1. Mark parts of a document with bookmarks2. Insert references3. Create footnotes and endnotes4. Create an Index5. Create a table of contents, authorities, or figures

In complex documents, you might want to access a part or parts of a document quickly; complex documents might also need footnotes, endnotes, an index, table of contents, table of figures or a table of authorities.

Mark Parts of a Document with BookmarksJust like you can place a physical bookmark in a paper book, Word places one or more electronic bookmarks in a document in a single point in text, a point between two characters in a word, or a particular section of text.

The first step is to mark a location with a bookmark (add the bookmark): Place your insertion point where you want to put the bookmark: a single point in the text, a

section of text or an item (table, textbox, graphic) Choose Insert – Links – Bookmark for the dialog box Type the name in Bookmark name – read the parameters below carefully!

o Each name must start with a letter and can be up to 40 characters long.o After the first characters, use any combination of letters, numbers and underscoreso The name cannot contain any spaces or symbols.

Note: If the bookmark exists already but you want to change the location, click the bookmark’s name in the list box.

Click the Add button; Word closes the dialog box and adds the bookmark


The second step is to go to a bookmark: Choose Insert – Links - Bookmark for the dialog box In the list box, select the bookmark to which you want to move (you can sort by name or

location) Click the Go To button; Word displays the bookmark’s location in the document Click the Close button to close the dialog box Note: You can also use the Go To dialog box (Home – Editing – Find – Go To, then select

Bookmark), but this is usually slower than using the Bookmark dialog box.You might want to display bookmarks in a document (they are usually hidden like most formatting to keep down the visually clutter) because they are easy to delete accidently when you can’t see them. Click the Office Button then click Word Options for the dialog box; click Advanced then scroll down to Show document content and select Show Bookmarks, OK. Word displays a thick I-beam for a single point bookmark and square brackets for enclosed text or object bookmarks.

To delete a bookmark, select the text or object and press Delete or type over the selection. It’s better, however, to go back to the Bookmark dialog box and delete it there: Insert – Links – Bookmark, select the bookmark in the list box and click Delete then close.

Insert ReferencesOk, you have bookmarks, but how do you get to them? Insert a reference to a bookmark, heading, paragraph or another element (very similar to bookmarking):

Create a bookmark the position the insertion point where you want the reference to appear (usually a different location from the bookmark or why bother)

Choose Insert – Links – Cross-Reference for the dialog box to see your choices. For a bookmark reference, click the drop-down for Reference Type and choose Bookmark In Insert reference to drop-down, choose where you want the reference to go: Bookmark Text,

Page Number and other more specialized choices:o If you number the paragraphs and/or multileveled listso Choose Include Above/Below for page or paragraph number; Word includes the word

“above” or “below” if the bookmark appears earlier or later in the document. Select Insert As Hyperlink checkbox so you can Ctrl+click to it then click Insert Continue this process for adding cross-references then close the dialog box

Create Footnotes and EndnotesFootnotes are located at the bottom (foot) of a page; endnotes are similar to a bibliography at the end of a section or document. Word can do both, but it’s usually best to choose or the other, not both. Word numbers them automatically and keeps their numbering separate; Word also automatically adjusts the page length to provide space for footnotes, running lengthy footnotes to the next page as necessary. (Ask your older teachers like me about how wonderful this feature is!)

To insert a footnote, place the insertion point (usually at the end of the last word to which the footnote refers), then choose References – Footnotes – Insert Footnote. Word insert s superscript footnote number and corresponding footnote number in the footnote area (print layout view). Type the footnote (you can copy/paste, too) then click the main document.


To insert an Endnote, place your insertion point and choose References – Footnotes – Insert Endnote. Word inserts a superscript endnote number at the insertion point and a corresponding endnote number in the endnote area; in print layout view, endnote area displays immediately after the current end of the document with a dividing line. Type the endnote (or paste it) then return to the document.You can customize Footnotes and Endnotes by clicking in the document then clicking the Footnotes dialog box launcher for the Footnote and Endnote dialog box. Under Location, click either the Footnotes or Endnotes option button then work with the options: where the notes appear in the document, formatting (number format or custom mark, start at for numbering, continuous or restart each page. Note: If you want to convert footnotes into endnotes or vice versa, click the Convert button and select: convert all footnotes to endnotes, convert all endnotes to footnotes, swap footnotes and endnotes, OK. In either case, click Apply then close the dialog box.

To display the footnote or endnote area, choose References – Footnotes – Show Notes; if you have both sets of notes, Word displays the View Footnotes dialog box so you can choose which to display. To review your notes, hover the mouse pointer over the footnote or endnote mark to display a ScreenTip. To move among your notes, choose References – Footnotes and click the Next Footnote drop-down for next or previous footnote, next or previous endnote. You can also double-click a footnote or endnote number in the footnote or endnote area to jump to the corresponding number in the document - or vice versa, double-click the number in the document to move to the footnote or endnote area.

Create an IndexLike bookmarking, there are two steps: you must mark each item that you want to index then, when you’re ready, give Word the command to create it. Afterwards, you can rearrange your document as needed and update the index with the most recent page numbers.

To mark index entries, select the word or phrase from which you want to create an index entry then choose References – Index –Mark Entry (or press Alt+Shift+X) for the dialog box. If you wish, change the suggested entry in the Main Entry textbox and type text in the subentry textbox. In the options area, choose whether to mark the index entry with a page number, a page range or a cross-reference. In the Page number format area, select bold or italic then click Mark for this instance or Mark All to mark each instance of the word or phrase in the document. Continue marking entries then close the dialog box. The index entries are formatted as hidden text; to see them click Show/Hide ¶. Note: There is a


Reference Tab Index – Mark Entry

way to mark entries automatically by creating a concordance file, but it’s doubtful at this point in your academic career that you will ever use this.

To produce the index, place your insertion point where you want the index to appear and choose References – Index – Insert Index for the dialog box. In the Type area, choose either Indented (subentries indented below main entry, each on its own line) or Run-in (subentries run into the main entry’s paragraph) - it’s a more space versus easier to read choice. In the Columns textbox, set the number – two is usually best unless you have many indexes, then three. You can choose your language and formats (from template = classic, fancy, modern, bulleted, formal or simple) and watch the Print Preview area to see how each looks. If you chose Indented, you can choose Right-align page numbers and tab leader characters (dots, dashes or underlines), OK. Word automatically applies styles for index 1 through 9; see chapter 4 about changing these styles. You can add more entries or subentries, change entries or delete (turn on Show/Hide ¶ to see where they are then click and delete.) To update an index, right-click anywhere in it and choose Update Field or click anywhere in the index and press F9.

Create a Table of Contents, Authorities, or FiguresA table of contents is really a list of the top two or three levels of heading with page number to allow the reader to go directly to any heading. Word creates a TOC from paragraph styles using headings 1-9; to show them all in the Styles gallery, click the Styles dialog box launcher then the Manage Styles button at the bottom, Recommend tab then click each heading (hide until used) and click Show, OK.

Place your insertion point where you want the TOC, ex. at or near the beginning of the document then choose Reference – Table of Contents – Table of Contents. Choose a build-in style from the panel or choose Insert Table of Content for the dialog box (same as Index, just different tab). Select the format from the templates (watch Print and Web Preview areas) and designate the number of headings levels in Show Levels box. Choose whether to show page number (useful), right align page numbers (standard and if so, choose tab leaders) and/or use hyperlinks instead of page numbers – this is for web versions where links are more helpful than page numbers. Click the Options mutton to create a TOC from styles other than headings: make sure the Styles checkbox is checked and use the TOC Level boxes in Available Styles list box to specify what you want, OK, OK – Word inserts the Table of Contents. To update, click the Toc to display a border around it, click the Update Table button at the upper left corner to display the dialog box. Select update page numbers only or update entire table, OK.

To create a Table of Authorities (a list of sources for a legal or scholarly document) mark the citations first. Select the first item for which you want to create a citation and choose References – Table of Authorities – Mark Citation for the dialog box with selected text entered. Format the text if you wish


(bold, italics or right-click Font for dialog box), and edit the text in the Short citation textbox to produce the shortened name by which you will refer to the authority, ex. the plaintiff’s or main author’s name. In the Category drop-down list, select from the list or change a category name by click the Category button for that dialog box. Mark each citation for this authority by clicking the Mark or Mark All, then click Next Citation and continue marking citations. When you finish, close the dialog box.

To generate the table of authorities from the citations you’ve marked, position your insertion point where you want the table (ex. at the end of the document). Choose References – Table Of Authorities – Insert Table Of Authorities for the dialog box (same as Index and TOC but with TOA tab foremost.) In the Category list box select All unless you want just one category – then select that by name. Select the Use Passim checkbox if you want Word to mark authorities that have five or more references (passim = throughout the document) rather than giving each page reference. Select Keep Original Formatting checkbox (usually a good idea); in the Formats drop-down list, choose from the templates: classic, distinctive, formal, or simple. In the Tab Leader drop-down list, choose the leader character you want: none, periods, hyphens, underscores (periods most widely used). Click OK, and Word insert the TOA. To updated, right-click it and choose Update Field.

To create a table of figures (a list of figure captions in a document), first apply captions to figures, tables or equations. To insert figure captions, insert the figure you will caption then select it. Choose References – Captions – Insert Caption for the dialog box. In the Label drop-down list, make sure Figure is selected (tables for table or equation for equations) or click the New Label button and type the item’s label in that dialog box, OK – Word enters your chose in the Caption textbox along with the automatic sequenced number (ex. Figure 1 for the first figure). If you want to exclude the label (ex. Figure) from the caption, select that feature then type the rest of the figure’s caption in the Caption textbox. In the Position drop-down list choose, for example, Above selected item or Below selected item. If you need to customize the caption numbering (ex. to include chapter numbers), click the Numbering button for that dialog box and select the numbering format from the Format drop-down list. Select the Include Chapter Number checkbox if you want that feature then select the style in the Chapter Starts with Style drop-down list and the separator character in the Use Separator drop-down list, OK. Click OK again and Word applies the caption to the figure.


Once you’ve captioned your figures, create a table of figures by positioning your insertion point where you want the table to appear then choose References – Captions – Insert Table of Figures for the dialog box (same as Index, TOC, TOA but with Table of Figures tab foremost). In the Formats drop-down list, choose from the templates: classic, distinctive, centered, formal, simple – watch the Print Preview area. In the Caption Label drop-down list, select from none, equation, figure or table. Select the Include Label And Number checkbox and the Show page numbers checkbox if you wish (these are the norm). Select Right Align Page Numbers checkbox if you wish then choose tab leader character from the drop-down: none, periods (the norm), hyphens, underscores. (Note that right aligned page numbers is not available if you chose Centered format.) Click OK and Word inserts the TOF in the document. Once inserted, you can Ctrl+click any entry to jump to that figure. To update your TOF, right-click anywhere in the table then choose Updated Field for the dialog box. You can update page numbers only or update the entire table, OK.
