MICROSOFT WORD 2016 Mini Manual Last updated: 6/9/2017 7:50 AM Gurusoftware
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MICROSOFT WORD 2016 Mini Manual
Last updated: 6/9/2017 7:50 AM
Gurusoftware
TABLE OF CONTENTS (Control-click on page number to go to that section)
FILE HANDLING..............................................................................................................................................5File Handling........................................................................................................................................................5File Templates......................................................................................................................................................5Add Commands to Quick Access Toolbar............................................................................................................6Undo, Redo, Repeat.............................................................................................................................................6Text Markers........................................................................................................................................................6Tell Me What You Want.......................................................................................................................................6
TEXT ENTRY, SELECTION, EDITING, NAVIGATION, MOVE/COPY......................................................................6Text Entry.............................................................................................................................................................6Text Selection.......................................................................................................................................................6Text Editing..........................................................................................................................................................6Navigating Doc.....................................................................................................................................................6Move, Copy Text..................................................................................................................................................7
TEXT FORMATTING........................................................................................................................................7Character Formatting...........................................................................................................................................7
BULLETS AND NUMBERING............................................................................................................................8Bulleted Items......................................................................................................................................................8Numbered Items..................................................................................................................................................8Sorting Lists..........................................................................................................................................................9
LINE SPACING.................................................................................................................................................9Line Spacing.........................................................................................................................................................9
PARAGRAPH FORMATTING AND SPACING...................................................................................................10Paragraph Formatting........................................................................................................................................10Paragraph Spacing.............................................................................................................................................10Paragraph Borders and Shading........................................................................................................................10Copy Para Formats w/ Format Painter..............................................................................................................10Clearing Para Formats........................................................................................................................................10
FIND, REPLACE.............................................................................................................................................10Find....................................................................................................................................................................10Replace...............................................................................................................................................................11
SPELL CHECK, THESAURUS, REFERENCE ETC..................................................................................................11Spell Checking....................................................................................................................................................11Thesaurus...........................................................................................................................................................11Looking Up on Web...........................................................................................................................................11
DOCUMENT FORMATTING...........................................................................................................................11Document Views................................................................................................................................................11Page Orientation................................................................................................................................................12Margins..............................................................................................................................................................12Headers, Footers................................................................................................................................................12Page Numbers....................................................................................................................................................12
PRINTING.....................................................................................................................................................12Intro...................................................................................................................................................................12Adv.....................................................................................................................................................................13
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INDENTING, TABS.........................................................................................................................................13Indent Using the Tab Key...................................................................................................................................13Indent Using the Indent Command...................................................................................................................13Indent Using the Indent Markers......................................................................................................................13Using Tabs..........................................................................................................................................................13
TABLES.........................................................................................................................................................14Create Table.......................................................................................................................................................14Modify a Table...................................................................................................................................................14Format a Table...................................................................................................................................................15Additional...........................................................................................................................................................16
STYLES..........................................................................................................................................................16Use Existing Styles..............................................................................................................................................16
THEMES.......................................................................................................................................................16Document Themes.............................................................................................................................................16
BREAKS........................................................................................................................................................17Page Breaks........................................................................................................................................................17Column Break.....................................................................................................................................................17Section Breaks....................................................................................................................................................17
GRAPHICS, ETC.............................................................................................................................................17Add Images........................................................................................................................................................17Shapes................................................................................................................................................................17Smart Art............................................................................................................................................................17Videos................................................................................................................................................................18Charts.................................................................................................................................................................18Symbols and Special Characters........................................................................................................................18
LONG DOCUMENT HANDLING......................................................................................................................18Cover Pages........................................................................................................................................................18Indexing Document............................................................................................................................................18Table of Contents...............................................................................................................................................19Table of Figures..................................................................................................................................................20Outline of Document.........................................................................................................................................20Master, Sub-Documents....................................................................................................................................21
BUILDING BLOCKS........................................................................................................................................21Use Existing Building Blocks...............................................................................................................................22Create a Building Block......................................................................................................................................22Creating Fields...................................................................................................................................................22
MAIL MERGE................................................................................................................................................22Mail Merge of Documents Using Excel..............................................................................................................22Create bulk email, labels, & envelopes.............................................................................................................24
DOCUMENT COLLABORATION......................................................................................................................24Comments..........................................................................................................................................................24Document Sharing.............................................................................................................................................25Document Collaboration...................................................................................................................................25
MISCELLANEOUS..........................................................................................................................................27Hyperlinks..........................................................................................................................................................27Link Text Boxes..................................................................................................................................................29Word Online.......................................................................................................................................................29Watermark.........................................................................................................................................................29
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Word Options.....................................................................................................................................................29
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FILE HANDLING
File Handling Create New File – File/New/Create
Open Existing File -- File/Open, click a file from Recent Workbooks, or click Computer/Browse and browse and select file, click Open. (Or Control or Shift click files to open multiple files.)
Switch to Another Open File – View/ Windows group, click Switch Windows button, click file. Or click on Word icon on Windows taskbar and select one of the open docs that pops up.
Close Open File – File/Close
Save File – File/Save As, Computer/Browse/select desired folder, enter name, click Save. It normally saves as .docx
(To save file under different version of Excel, select a file type in the File/Save As dialogue box (e.g. Excel 97-2003 Workbook – which is .doc).
Save Changes to File – Click the Save button on the File menu or click the Save button on the Quick Access Toolbar. (Or simply use Control S.)
Save Another File from an Existing One – Open a saved file, and then select File Save As, and save it under a new name. Now you have two files.
Arrange All Files in One Screen – View/ Window group, click Arrange All icon, then (e.g. Vertical), OK.
View Docs Side by Side
Save as PDF – Click File/Save As, Computer/Browse/select desired folder, select PDF as file type, accept Active sheet or print entire Workbook, enter name, click Save.
Save to OneDrive –
File Templates Create Your Own Template – To create a template, with a file opened, select File/Save As/Computer/Browse, change name of file if desired, select word Template as type (.doct) and click Save.
To use the template, File/New, click Personal, click the desired file, and click Save. Then save the file that appears with File/Save as a regular Word file.
To modify the template itself, select File > Open. Double-click Computer or This PC. Browse to the Custom Office Templates folder that’s under My Documents. Click your template, and click Open. Make the changes you want, then save and close the template.
Use a Supplied Template -- To find and use an Office-supplied Word template, click File > New. Search for the template type you're looking for in the search box that says Search for online templates. Or to browse through popular template types, select any of the keywords below the search box. Select a template thumbnail to see a larger preview of what it looks like. You can use the arrows on either side of the preview to scroll through related templates. When you find a template you like, select Create. After you use it be sure to save the file as a regular Word file.
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Add Commands to Quick Access Toolbar
Click down arrow on right side of Quick Access toolbar, and select an entry (e.g. Print Preview), or click More commands to add there. E.g. you can select amongst Popular Commands, or click down arrow next to Popular Commands, and select a Tab, such as Home to see all choices available there. Once a command is selected on the left, click Add in the middle to add to right. You can also move items u and down on right. Click OK when done.
Another method to begin: File/Options/ click Quick Access Toolbar.
Undo, Redo, Repeat -Undo/Red - To undo the last action, click the Undo button in the Quick Access toolbar. (or Control Z). To undo the Undo (i.e. redo, click the redo button on the QAT. You can hit Undo (Control Z) repeatedly to go back in time, and hit Redo (Control Y) to go forward in time.
-Repeat - You can hit Control Y to repeat the same action again. Eg you formatted a paragraph with a special Indent, and now you select another paragraph and hit Control Y to apply the same formatting.
Text Markers On the Home tab, in the Paragraph area, click on the Show/Hide para icon.
Tell Me What You Want
Use this feature to either search for help on a topic or to actually execute a command. Eg click in the Tell Me area and type something in the Search area – eg Zoom. Now either hit Enter (which will open the Zoom dialogue box) or select one of the choices, like View Whole Page which will actually scales the screen so the first page fills up the screen.
TEXT ENTRY, SELECTION, EDITING, NAVIGATION, MOVE/COPY
Text Entry Start typing at the blinking insertion point. When you get to the end of the line, keep typing, and text will wrap around. Hit enter key to go to the next paragraph. Also to enter text, click at any point and type. Or select any text and type over it.
Text Selection -Double click a word to select it. Hold down shift key and click anywhere to highlight a sentence. Triple click insider a paragraph to select it. Select Control A to select all text in document.
-Click just to the left of the text you want to select and drag to the left or right, and continuing down as far as you want to select pieces of text. Also you can click where needed on the screen, hold down the Shift key, and click at the end point you wish. All text in between is selected.
-Move mouse to left side of screen and use right facing arrow to select a line (one click); select several lines click by dragging down; double click selects a paragraph; triple click a line to select entire document.
Text Editing -Click anywhere inside text to get an insertion point. Hit Backspace key to delete text to the left. Click Delete key to delete text to the right.
-Select text in various way as explained above, and hit Backspace to delete; Delete key to delete. Or type over it with new text.
Navigating Doc -You can click on or under and above the scroll arrows, as well as drag the scroll box up and down to move in the document.
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-You can use PageUp and PageDown screens to move that amount. You can use the keypad versions of these keys when the NumLock is off.
-You can also use the arrow keys on your keyboard to move the insertion point. The left and right arrow keys will move between adjacent characters on the same line, while the up and down arrows will move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to quickly move between entire words.
-Control Home takes you to the start of the document. Control End takes you to the end.
-To show Navigation pane (if it is hidden) select View, Show, and click Navigation Pane box.
Move, Copy Text -Move Text -- Select text as explained above, and select Cut (or Control X). Click at a destination point, and right click and select Paste (or Control V).
You can also select text, hold the mouse button down and in one motion drag it to the desired locations.
-Copy Text -- Select text as explained above, and select Copy (or Control C). Click at a destination point, and right click and select Paste (or Control V).
You can also select text, hold down the shift key, and in one motion drag it to the desired locations to create a copy.
TEXT FORMATTING
Character Formatting To change the font size, Select the text you want to modify, On the Home tab, click the Font size drop-down arrow. Select a font size from the menu. If the font size you need is not available in the menu, you can click the Font size box and type the desired font size, then press Enter. You can also use the Grow Font and Shrink Font commands to change the font size.
To change the font, select the text you want to modify. On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles will appear. Select the font style you want to use.
To change the font color, select the text you want to modify. On the Home tab, click the Font Color drop-down arrow. Select the font color you want to use. (Note: Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the bottom of the menu to access the Colors dialog box. Choose the color you want, then click OK.)
To use the bold, italic, and underline commands, select the text you want to modify. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in the Font group. (Or use Control B for bold, Control I for Italic, Control U for underline.) You can remove any of these, by highlighting the text and clicking any of the three buttons that appears on.
To change text case, select the text you want to modify. On the Home tab, click the Change Case command in the Font group. A drop-down menu will appear. Select the desired case option from the menu (eg UPPERCASE).
To highlight text, Select the text you want to highlight. From the Home tab, click
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the Text Highlight Color drop-down arrow. The Highlight Color menu appears. Select the desired highlight color. To remove highlighting, select the highlighted text, then click the Text Highlight Color drop-down arrow. Select No Color from the drop-down menu.
Using Format Painter to Copy FormatsHighlight the text which contains text you want the format(s) you want to copy. Click the Home tab, in the Clipboard area select Format Painter; then drag across or otherwise select the text you want to copy the attributes to.
Clearing Character FormatsTo get rid of all the styles, text effects, and font formatting in your document, do the following, select the text that you want to clear the formatting from. Or press CTRL+A to select everything in the document. On the Home tab, in the Font group, click Clear Formatting.
BULLETS AND NUMBERING
Bulleted Items To create a bulleted list, select the text you want to format as a list. On the Home tab, click the drop-down arrow next to the Bullets command. A menu of bullet styles will appear. Move the mouse over the various bullet styles. A live preview of the bullet style will appear in the document. Select the bullet style you want to use.
To create a new bullet, click and hit enter to start a new line, and the new line will automatically have a bullet. When you've reached the end of your list of bullets, press Enter twice to return to normal formatting.
To remove bullets from a list, select the list and click the Bulleted icon.
To alter the indent of bulleted items, highlight the items, and drag the indent markers on the Ruler for the list
To use a symbol as a bullet, select an existing list you want to format. On the Home tab, click the drop-down arrow next to the Bullets command. Select Define New Bullet from the drop-down menu. Click the Symbol button. Click the Font drop-down box and select a font. The Wingdings and Symbol fonts are good choices because they have many useful symbols. Select the desired symbol, then click OK. The symbol will appear in the Preview section of the Define New Bullet dialog box. Click OK.
To change the bullet color, select an existing list you want to format. On the Home tab, click the drop-down arrow next to the Bullets command. Select Define New Bullet from the drop-down menu. Click the Font button. Click the Font Color drop-down box. Select the desired color, then click OK. The bullet color will appear in the Preview section of the Define New Bullet dialog box. Click OK.
Numbered Items To create a numbered list, select the text you want to format as a list. On the Home tab, click the drop-down arrow next to the Numbering command. Move the mouse over the various numbering styles. A live preview of the numbering style will appear in the document. Select the numbering style you want to use.
To restart a numbered list, right-click the list item you want to restart the numbering for, then select Restart at 1 from the menu that appears.
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You can also set a list to continue numbering from the previous list. To do this, right-click and select Continue Numbering.
To create a new entry in the list, click and hit enter to start a new line, and the new line will automatically have a number. When you've reached the end of your list of bullets, press Enter twice to return to normal formatting.
To remove numbered items from a list, select the list and click the Numbered icon.
To alter the indent of numbered items, highlight the items, and drag the indent markers on the Ruler for the list
To create a multilevel list, place the insertion point at the beginning of the line you want to move. Press the Tab key to increase the indent level of the line. The line will move to the right. E.g. you number as 1, 2, 3, etc. and then you add a line between 2 and 3, and then click before the new entry, and hit tab, it will turn into an “a”
To increase the indent by more than one level, place the insertion point at the beginning of the line, then press the Tab key until the desired level is reached. To decrease the indent level, place the insertion point at the beginning of the line, then hold the Shift key and press the Tab key.
You can also increase or decrease the levels of text by placing the insertion point anywhere in the line and clicking the Increase Indent or Decrease Indent commands.
Sorting Lists To sort a list, select the text in a one-level bulleted or numbered list. On the Home tab, click Sort. ... In the Sort Text box, set Sort by to Paragraphs and Text. Click either Ascending (A to Z) or Descending (Z to A). Click OK.
LINE SPACING
Line Spacing Line spacing is the space between each line in a paragraph.To format line spacing, select the text you want to format. On the Home tab, click the Line and Paragraph Spacing command, then select the desired line spacing.
To adjust spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog box. You'll then have a few additional options you can use to customize spacing.-Exactly: When you choose this option, the line spacing is measured in points, just like font size. For example, if you're using 12-point text, you could use 15-point spacing.-At least: Like the the Exactly option, this lets you choose how many points of spacing you want. However, if you have different sizes of text on the same line, the spacing will expand to fit the larger text.-Multiple: This option lets you type the number of lines of spacing you want. For example, choosing Multiple and changing the spacing to 1.2 will make the text slightly more spread out than single-spaced text. If you want the lines to be closer together, you can choose a smaller value, like 0.9.
PARAGRAPH FORMATTING AND SPACING9
Paragraph Formatting To change text alignment, select the text you want to modify. On the Home tab, select one of the four alignment options from the Paragraph group (e.g. Center; or Justify). Here are the alignment options. (The Left align is the default setting for text.)
Paragraph Spacing You can adjust spacing before and after paragraphs. This is useful for separating paragraphs, headings, and subheadings.
To format paragraph spacing, select the paragraph or paragraphs you want to format. On the Home tab, in the paragraph area, click launch button. In paragraph spacing area, adjust the amount; eg Before 0pt, After 6pt. Also click the Line and Page Breaks tab, and turn on Keep with Next to keep on the same age the current selected paras with the next para; and Keep Together to insure that the paras stay on the same page.
Paragraph Borders and Shading
To apply a Border, select the paragraph text you want to format, click the Home tab, click the Borders and Shading button arrow, and then click to select the border commands to add or remove a border.
To apply shading, select the paragraph text you want to format, click the Home tab, click the Shading button arrow, and then click to select the shading color you want to apply to the selected text.
To apply Shading and Borders, select the paragraph text you want to format, click the Home tab, click the Borders and Shading button arrow, and then click Borders and Shading, click the Borders tab, click to select the type of Setting you want for your border, click to select the type of Style, apply any other options you want, look in the preview box to see the new border.
Copy Para Formats w/ Format Painter
To copy text and paragraph formatting, select an entire paragraph, including the paragraph mark. Click Message, and in the Clipboard group, click Format Painter. After the pointer changes to a paintbrush icon, click and drag to select the text, shape, or picture you want to format, and then release the mouse button.
Clearing Para Formats To clear paragraph formatting from content, select the text for which you want to clear formatting. To select all the text in your document, press “Ctrl + A”. Make sure the “Home” tab is active. In the “Styles” section, click the “Styles” dialog box button. The “Styles” pane displays. Click the “Clear All” option at the top of the list of styles.
FIND, REPLACE
Find To find text, the Home tab, click the Find command. Alternatively, you can press Ctrl+F. Type the text you want to find in the field at the top of the navigation pane. If the text is found in the document, it will be highlighted in yellow and a preview of the results will appear in the navigation pane. Alternatively, you can click one of the results below the arrows to jump to it. When finished, click the X to close the navigation pane. The highlight will disappear. For more search options, click the drop-down arrow next to the search field.
Replace To replace text, from the Home tab, click the Replace command. Alternatively, you can press Ctrl+H. Type the text you want to find in the Find what: field. Type the text you want to replace it with in the Replace with: field. Then click Find Next. Word will find the first instance of the text and highlight it in gray. Review the text
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to make sure you want to replace it. Click Find Next again to jump to the next instance. If you want to replace it, you can click Replace to change individual instances of text.Alternatively, you can click Replace All to replace every instance of the text throughout the document. When you're done, click Close or Cancel to close the dialog box. For more search options, click More in the Find and Replace dialog box.
SPELL CHECK, THESAURUS, REFERENCE ETC.
Spell Checking To use Spell Check, from the Review tab, click the Spelling command.
-For each spelling error in your worksheet, Spell Check will try to offer suggestions for the correct spelling. Choose a suggestion, then click Change to correct the error. A dialog box will appear after reviewing all spelling errors. Click OK to close Spell Check.
-If there are no appropriate suggestions, you can also enter the correct spelling manually. You can also select from among these options:
Ignore Once: This will skip the word without changing it.
Ignore All: This will skip the word without changing it and also skip all other instances of the word in your worksheet.
Add: This adds the word to the dictionary so it will never appear as an error again. Make sure the word is spelled correctly before choosing this option.
Thesaurus On the Review tab, click Thesaurus.
Press ALT and click the word that you want to look up. The results appear in the Thesaurus task pane. To use one of the words in the list of results or to search for more words, do one of the following:
-To use one of the words, point to it, click the down arrow, and then click Insert or Copy.
-To look up additional related words, click a word in the list of results.
Looking Up on Web When you select a word or phrase, right-click it, and choose Smart Lookup, the insights pane will open with definitions, Wiki articles, and top related searches from the web. You can also get to Smart Lookup any time by going to Review > Smart Lookup and entering a query there.
DOCUMENT FORMATTING
Document Views To switch views, on the View tab, click the name of the view that you want (Print Layout, Web Layout, Outline, or Draft), or click a view icon on the view changer.
Use Print Layout view to see the document as it appears on the printed page. Print layout view is the default view when you open a new document.
Use Web Layout view to conceptualize how content appears when it is published to the web. This view provides an approximation of how content appears, not an exact match.
Use Draft view to edit and format text quickly when you don't have to see how the
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content looks when you print it.
Use Read Mode view for reading long, largely textual documents
Page Orientation Click the Layout tab. On the Page Setup group, click the Orientation button, and select an orientation. (eg Landscape)
Margins Click the Layout tab. On the Page Setup group, click the Margins button. Select a margin setting from the menu.
The new margins affect all pages in your document — unless you split your document into sections, in which case the changes apply to only the current section.
The choices available on the Margins menu list settings for the top, left, bottom, and right margins. If you want to set specific margins, choose the Custom Margins item from the bottom of the menu, and then use the Margins tab in the Page Setup dialog box to set each margin.
Headers, Footers Choose Insert and select either Header or Footer from the Header & Footer group. Select any built-in format for your header or footer. After you choose a format, the header and footer area is shown in your document. Type the text you want in the header or footer. When you're done, choose Close Header and Footer. They will appear at the top or bottom of each age of the document.
Page Numbers Choose Insert > Page Number. Choose a location, such as Top of Page or Bottom of Page, and then pick a style in the gallery. Word automatically numbers every page. When you’re done, choose Close Header and Footer, or double-click anywhere outside the header and footer area.
PRINTING
Intro To preview your document - On the File menu, click Print. (Or add Preview to the Quick Access Toolbar, and then click it to preview.) To preview each page, click the forward and backward arrows at the bottom of the page. If the text is too small to read, use the zoom slider at the bottom of the page to enlarge it.To print entire document -- On the File menu, click Print. Choose the number of copies (default is 1), and any other options you want, and click the Print button.To Print specific pages -- On the File menu, click Print. To print only certain pages, print some of the document’s properties, or print tracked changes and comments, click the arrow under Settings, next to Print All Pages (the default), to see all your options. To print only certain pages, do one of the following: -To print the page shown in preview, select Print Current Page. -To print consecutive pages like 1 -3, select Custom Print and enter the first and last page numbers in the Pages box.-To print individual pages and a range of pages (like page 3, and pages 4-6) at the same time, select Custom Print, and enter the page numbers and ranges separated by commas (e.g. 3, 4-6).
Adv You can also effect what prints where by adjusting Page Size, Page Breaks, Orientation, Margins. Paragraph Spacing, Size of Headers and Footers, etc.
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INDENTING, TABS
Indent Using the Tab Key
This will create a first-line indent of 1/2 inch. Place the insertion point at the very beginning of the paragraph you want to indent. Press the Tab key. On the Ruler, you should see the first-line indent marker move to the right by 1/2 inch.The first line of the paragraph will be indented. If you can't see the Ruler, select the View tab, then click the check box next to the Ruler.
Indent Using the Indent Command
To indent using the Indent commands, select the text you want to indent. On the Home tab, click the Increase Indent or Decrease Indent command. The text will indent.To customize the indent amounts, select the Layout tab near the desired values in the boxes under Indent.
Indent Using the Indent Markers
The indent markers are located to the left of the horizontal ruler, and they provide several indenting options: First-line indent marker adjusts the first-line indent Hanging indent marker adjusts the hanging indent Left indent marker moves both the first-line indent and hanging indent markers at the same time (this will indent all lines in a paragraph)To indent using the indent markers, place the insertion point anywhere in the paragraph you want to indent, or select one or more paragraphs. Click and drag the desired indent marker. Release the mouse. The paragraphs will be indented.
Using Tabs OverviewUsing tabs gives you more control over the placement of text. By default, every time you press the Tab key, the insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the tabs,
The tab selectorThe tab selector is located above the vertical ruler on the left. Hover the mouse over the tab selector to see the name of the active tab stop.
Types of tab stops:Left Tab left-aligns the text at the tab stop.Center Tab centers the text around the tab stop.Right Tab right-aligns the text at the tab stop.Decimal Tab aligns decimal numbers using the decimal point.Bar Tab draws a vertical line on the document.
First Line Indent inserts the indent marker on the Ruler and indents the first line of text in a paragraph.Hanging Indent inserts the hanging indent marker and indents all lines other than the first line.
To add tab stops, select the paragraph or paragraphs you want to add tab stops to. If you don't select any paragraphs, the tab stops will apply to the current paragraph and any new paragraphs you type below it. Click the tab selector until the tab stop you want to use appears. Click the location on the horizontal ruler where you want your text to appear (it
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helps to click on the bottom edge of the Ruler). You can add as many tab stops as you want.
Using Created Tab StopsPlace the insertion point in front of the text you want to tab, then press the Tab key. The text will jump to the next tab stop. In our example, we will move each date range to the tab stop we created.
Removing Tab StopsTo remove a tab stop, first select all of the text that uses the tab stop. Then click and drag it off of the Ruler.
TABLES
Create Table To create a Table, click in document, and select Insert/Table. Either select a grid of boxes for columns and rows or select Insert Table command, and enter the desired number of columns and rows.
Modify a Table Add a cell, row, or column - Click in a cell that is located just to the right of or above where you want to insert a cell. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher. Click one of the following options:
Click this To do this
Shift cells right Insert a cell and move all other cells in that row to the right. Note: This option may result in a row that has more cells than the other rows.
Shift cells down Insert a cell and move remaining existing cells in that column down one row each. A new row will be added at the bottom of the table to contain the last existing cell.
Insert entire row Insert a row just above the cell that you clicked in.
Insert entire column Insert a column just to the right of the cell that you clicked in.
Add a row - Click in a cell that is located just below or above where you want to add a row. Under Table Tools, click the Layout tab. Do one of the following:
-To add a row just above the cell that you clicked in, in the Rows and Columns group, click Insert Above.
-To add a row just below the cell that you clicked in, in the Rows and Columns group, click Insert Below.
Add a column - Click in a cell that is located just to the right or left of where you want to add a column. Under Table Tools, click the Layout tab. Do one of the following:
-To add a column just to the left of the cell that you clicked in, in the Rows and Columns group, click Insert Left.
-To add a column just to the right of the cell that you clicked in, in the Rows and Columns group, click Insert Right.
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Delete a cell, row, or column - Do one of the following:
To select Do this A cell Click the left edge of the cell. .A row Click to the left of the row.
A column Click the column's top gridline or top border. Under Table Tools, click the Layout tab. In the Rows & Columns group, click Delete, and then click Delete Cells, Delete Rows, or Delete Columns, as appropriate.
Merge cells - Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.
Split cells - Click in a cell, or select multiple cells that you want to split. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells. Enter the number of columns or rows that you want to split the selected cells into.
Format a Table Use Table Styles to format an entire table - Click in the table that you want to format. Under Table Tools, click the Design tab. In the Table Styles group, rest the pointer over each table style until you find a style that you want to use. Click the style to apply it to the table.
In the Table Style Options group, select or clear the check box next to each the table element to apply or remove the selected style.
To add or remove borders - Under Table Tools, click the Layout tab. In the Table group, click Select, and then click Select Table. Under Table Tools, click the Design tab. In the Table Styles group, click Borders, and then do one of the following:
Click one of the predefined border sets.
Click Borders and Shading, click the Borders tab, and then choose the options that you want.
Remove table borders from the whole table - Under Table Tools, click the Layout tab. In the Table group, click Select, and then click Select Table. Under Table Tools, click the Design tab. In the Table Styles group, click Borders, and then click No Border.
Add table borders to specified cells only - On the Home tab, in the Paragraph group, click Show/Hide. Select the cells that you want, including their end-of-cell marks. Under Table Tools, click the Design tab In the Table Styles group, click Borders, and then click the border that you want to add.
Remove table borders from specified cells only - On the Home tab, in the Paragraph group, click Show/Hide. Select the cells that you want, including their end-of-cell marks. Under Table Tools, click the Design tab. In the Table Styles group, click Borders, and then click No Border.
Additional Repeat a table heading on subsequent pages - Select the heading row or rows. The selection must include the first row of the table. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.
Note: Word automatically repeats the table headings on each new page that
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results from an automatic page break. Word does not repeat a heading if you insert a manual page break within a table.
Prevent a table row from breaking across pages - Click in the table. Under Table Tools, click the Layout tab. In the Table group, click Properties, and then click the Row tab. Clear the Allow row to break across pages check box.
Force a table to break across pages at a particular row - Click in the row that you want to appear on the next page. Press CTRL+ENTER.
Sort Table Data -
Perform Calculations in Table -
Add an Excel Table to a Word Document -
STYLES
Use Existing Styles To apply a style to text, select desired text, and on the Home tab in the Styles group, click a style from the Styles Gallery
Modify Existing Style To modify an existing style, On the Home tab, right-click any style in the Styles gallery and click Modify. In the Formatting section, make any formatting changes you want, such as font style, size, or color, alignment, line spacing, or indentation. Choose whether the style change applies to the current document or to all future documents.
Create New Style To create a new style based on document formatting, crate formatting for desired text, highlight text, and right-click the text on which you want to base a new style. In the mini toolbar that appears, click Styles, and then click Create a Style. In the Create New Style from Formatting dialog box, give your style a name and click OK. Your new style will now appear in the Styles gallery.
THEMES
Document Themes To apply a document theme to entire doc, click Design tab and then select one of the themes. Each theme has its unique combination of styles, paragraph spacing, colors, and fonts.
You can change the colors, fonts, and paragraph spacing of the current applied theme, by clicking on the Colors, Fonts, and Paragraph Spacing button on the Design tab.
Create New Theme - To turn changes made to an applied theme (including alterations of color, font, spacing, et al, into a new theme), select Design/Themes/Save Current Theme, give it a name, etc.
BREAKS
Page Breaks This forces text onto a new page at the desired location. Click at the desired location and select Insert, Pages, Page Break (or Layout Breaks, Page)
Column Break This enables multiple column entry on a page. Click at the desired location and select Layout, Columns, and select number of columns (or Layout, Breaks,
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Columns). Click Home > Show/Hide to see it.
Section Breaks Normally used for long documents, like lengthy reports or books. Click at the desired location and select Layout, Breaks, and in Sections area, select one of the items. (e.g. Next Page, to start the break on the next page.)
A Continuous section break starts the new section on the same page. An Even Page or an Odd Page section break starts the new section on the next even-numbered or odd-numbered page.
GRAPHICS, ETC.
Add Images To insert a picture from a file - Place the insertion point where you want the image to appear. Select the Insert tab on the Ribbon, then click the Pictures command. Navigate to the folder where your image is located, then select the image and click Insert.
To resize an image, click and drag one of the corner sizing handles. The image will change size while keeping the same proportions. If you want to stretch it horizontally or vertically, you can use the side sizing handles.
To wrap text around an image - Select the image you want to wrap text around. On the Format tab, click the Wrap Text command in the Arrange group. Then select the desired text wrapping option. Eg in Front of Text so we can freely move it without affecting the text. Alternatively, you can select More Layout Options to fine tune the layout. The text will wrap around the image. You can now move the image if you want. Just click and drag it to the desired location. As you move it, alignment guides will appear to help you align the image on the page.
To insert an online picture - Place the insertion point where you want the image to appear. Select the Insert tab, then click the Online Pictures command. Choose Bing Image Search or your OneDrive. Eg use Bing Image Search. Press the Enter key. Your search results will appear in the box. Select the desired image, then click Insert.
Shapes To add a shape, on the Insert tab, click Shapes. Click the shape you want, click anywhere in the workspace, and then drag to place the shape.
To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold Shift while you drag.
Smart Art To insert a SmartArt graphic, place the insertion point in the document where you want the SmartArt graphic to appear. From the Insert tab, select the SmartArt command in the Illustrations group. Select a category on the left, choose the desired SmartArt graphic, then click OK.
To add text to a SmartArt graphic, select the SmartArt graphic. The text pane will appear to the left. If it doesn't appear, click the small arrow on the left of the SmartArt to toggle it on and off. Enter text next to each bullet in the text pane. The text will appear in the corresponding shape. It will be resized automatically to fit inside the shape. You can also add text by clicking the desired shape and then typing. This works well if you only need to add text to a few shapes. However, for more complex SmartArt graphics, working in the text pane is often quicker and easier.
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To change the SmartArt layout, from the Design tab, click the More drop-down arrow in the Layouts group. Choose the desired layout, or click More Layouts to see even more options.
Videos To insert a video from an online source, click Insert > Online Video. In the Insert Video window, you can search for videos on Bing or insert a video's embed code. When you find the video you want, just click Insert.
Charts To create a chart, click Insert > Chart. Click the chart type and then double-click the chart you want. In the spreadsheet that appears, replace the default data with your own information.
Symbols and Special Characters
To insert a symbol, Place the insertion point where you want the symbol to appear. Click the Insert tab, select the Symbol command, then choose the desired symbol from the drop-down menu. If you don't see the one you want, select More Symbols.
LONG DOCUMENT HANDLING
Cover Pages Insert a predesigned cover page -- On the INSERT tab, in the Pages group, click Cover Page. Click a cover page layout from the built-in gallery of options. Note: You can find more cover page layouts at Office.com. After you insert a cover page, replace the example text with your own. Click to select an area of the cover page, such as the title, and type your text.
To delete a cover page that you inserted using Word, on the INSERT tab, in the Pages group, click Cover pages > Remove Current Cover Page.
Insert a blank cover page - If you want to design your own title page for your document, insert a blank cover page, and edit it to your liking. Click where you want to insert a new page in a document. The page you insert will appear before your cursor location. On the INSERT tab, in the Pages group, click Blank Page. Type your text, such as the title and the author, and modify the page as you want. You can change the text alignment using the Align Left, Center, Align Right, and Justify icons in the Paragraph group on the Home tab.
Indexing Document You can create an index entry:
-For an individual word, phrase, or symbol
-For a topic that spans a range of pages
-That refers to another entry, such as "Transportation. See Bicycles"
When you select text and mark it as an index entry, Microsoft Word adds a special XE (Index Entry) field that includes the marked main entry and any cross-reference information that you choose to include.
After you mark all the index entries, you choose an index design and build the finished index. Word collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document.
To create an index, you mark the entries and then build the index.
Step 1: Mark index entries
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To use existing text as an index entry, select the text. (To enter your own text as an index entry, click where you want to insert the index entry.)
On the References tab, in the Index group, click Mark Entry.
You see the highlighted text. (To create the main index entry that uses your own text, type or edit the text in the Main entry box. To create a subentry, type the text in the Subentry box.)
To mark the index entry, click Mark. To mark all occurrences of this text in the document, click Mark All.
Step 2: Create the indexClick where you want to add the index. On the References tab, in the Index group, click Insert Index. Click OK.
Edit or format an index entry and update the index - If you don't see the XE fields, click Show/Hide in the Paragraph group on the Home tab. Find the XE field for the entry that you want to change, for example, { XE "Callisto" \t "See Moons" }.
To edit or format an index entry, change the text inside the quotation marks.
To update the index, click the index, and then press F9. Or click Update Index in the Index group on the References tab.
Delete an index entry and update the index - Select the entire index entry field, including the braces ({}), and then press DELETE.
If you don't see the XE fields, click Show/Hide in the Paragraph group on the Home tab.
Table of Contents To create a table of contents that’s easy to keep up-to-date, apply heading styles to the text you want to include in the table of contents. After that, Word will build it automatically, from those headings.
Apply heading stylesSelect the text you want to include in the table of contents, and then on the Home tab, click a heading style, such as Heading 1. Do this for all of the text you want to show up in the table of contents. For example: If you are writing a book with chapters you could apply the Heading 1 style to each of your chapter titles. You might apply the Heading 2 style to each of your sections within those chapters.
Alternately you can create your own styles for your table of content entries and then apply the style to the text you highlight.
Add the table of contentsWord uses the headings in your document to build an automatic table of contents that can be updated when you change the heading text, sequence, or level.
Click where you want to insert the table of contents – usually near the beginning of a document. Click References > Table of Contents, and then choose an Automatic Table of Contents style from the list.
(If you created your own custom styles which you applied, click References > Table of Contents, select Custom Table of Contents, click the Options button, delete each of the numbered entries (1, 2, 3, etc.) on the right (the doc level) for the Word style,
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and instead put numbers (1, 2, 3, etc.) in for the custom styles you created.
Table of Figures You create a table of figures based on the captions you identify in the document.
Create Captions1. Select the object (table, equation, figure, or another object) that you want to add a
caption to. On the References tab, in the Captions group, click Insert Caption. Enter a name for the caption. In the Label list, select the label that best describes the object, such as a figure, equation, or table. Adjust the Position setting if necessary (eg to Below selected items), and click OK. Change the alignment of the caption if you wish (e.g. to Center)
Create Table of FiguresOpen a document with several captions included in the document. Click at the bottom of the document to move the insertion point below the caption of the final figure and then press Control Enter to create a page break. Type “Table of Figures,” and then apply the Heading 1 style to the paragraph (from the Home tab, in the Styles group). Press Enter to start a new paragraph below the text you just typed and then choose References, Insert Table of Figures. Deselect the Use Hyperlinks Instead of Page Numbers check box and then click OK to insert the Table of Figures.
The Table of Figures appears in the document which shows a list of all the figures included throughout the document as well as a brief description of the figure. This table also includes where each figure is located in the document.
Outline of Document To create an outline, click View > Outline. This automatically generates an outline and opens the Outlining tools. If your document has headings (any heading levels from H1-H9), you’ll see those headings organized by level. If your document doesn’t have headings and subheadings yet, the whole outline will appear as a bulleted list, with a separate bullet for each paragraph. The text in the bullets will show up as body text until you assign headings.
To manage an outline:
Create heading -- Select the body text in Outline View and under Outlining, in Outline Tools click the Outline Level box and choose the heading level you want.
Edit heading -- Select the text in Outline View and make the changes you want.
Change heading level -- Under Outlining, in Outline Tools click the right and left arrows next to the Outline Level box to promote or demote headings.
Move text up or down -- Select the text and click the up or down arrows under Outlining.
Expand or collapse text -- Select the heading and click the + or - symbols under Outlining.
Show or hide some headings -- In the Show Level box in Outlining, pick the lowest heading level you want to display. All levels lower than that will be hidden.
Show first line of text or all text -- Under Outlining, check or clear the Show First Line Only box.
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Close Outline View -- Under Outlining, click the X on the Close Outline View button.
Master, Sub-Documents
You can create a master document and then split parts of it to create subdocuments.
To create a Master Document, open a new or existing MS Word file. Go to the View tab and click Outline.
-If you’re working with an existing document, all text and heading styles you’ve applied to your document will appear in the Outline view. Headings identify sections of the document that can be turned into subdocuments.
-If you have a section that you want to turn into a subdocument, go to the Home tab, give it a name, and apply a heading style to it. You can add new headings any time you want.
In Outline view, you will have a toolbox called ‘Master Document’. Once you’re in the Outline view, go to the Master Document toolbox and click ‘Show Document’.
The toolbox will expand and reveal more buttons. Your document is now a Master Document and you can start adding subdocuments. All headings and text will be duly shown here.
To create a subdocument from out of the Master document, select a heading by clicking the minus button (expanded heading) or plus button (collapsed heading) next to it. With the heading selected, click the ‘Create’ button.
The heading and everything under it will now be treated as a subdocument and an outline will appear around it to signify just that.
Turn an outside document into a sub-document: You can alternatively use the ‘insert’ button to add a different Word file as a subdocument to your master document. Go ahead and create at least two sub-documents.
To split off part of the Master document into an exported file, select the subdocument, click the ‘Split’ button on the Master Document toolbox. Splitting a document will export that section of the document as a separate Word file and save it to the same folder/location as the master document itself. It will be named after the heading it was given in the master document.
To merge two subdocuments, select them (hold down Shift key to select multiple documents) and click the Merge button.
You can return to the Print Layout view and resume. Return to the Outline view whenever you need to add another subdocument or export one.
BUILDING BLOCKS
Use Existing Building Blocks
With building blocks, you can quickly insert bocks of text, graphics, etc. pre-created in Word, or based on building blocks you create.
To insert a pre-created Word building block,click at an insertion point and select Insert, in the Tet area, Quick Parts. Select Building Block Organizer. Select Name to sort the list by name. Select a building block (eg Automatic Table 2 to put in a table of contents based on any Headings 1,2,3 style used; or select the Sideline Headers block which inserts a Header, while using the Title property). Select Insert.
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Create a Building Block Select a range of information that will be the basis of the building block. Then select Insert, in the Text group, select Quick Parts. Select Save Selection to Quick Part Gallery. Now fill in the Create New Building Block screen – with a name, the gallery type (Quick Parts), a category (eg General), a description (inserts the store name and tag line), the save in area (Building Blocks.dotx), and an Option (Insert content in its own page). Then click OK.
See online videos for more examples: https://www.youtube.com/watch?v=zGWQgAF9MPI
Creating Fields Intro - Inserting fields can give you precise control over dynamic text in your document. Fields are an important part of Word, but it’s good to know that many fields are inserted for you through built-in commands and features. For example, fields are at work when you insert page numbers or create a table of contents. In these cases, it’s probably simpler to let Word automatically add them for you. Fields are most useful when you need placeholders for data that might change in your document and for creating form letters or labels in mail-merge documents.
To insert a field, click where you want to insert a field. Click Insert > Quick Parts > Field. In the Field names list, select a field name. (You can filter the list by clicking the down arrow in the Categories list.) Under Field properties, select any properties or options you want, and click OK.
To edit a field, right-click in the field, and then click Edit Field. Change the field properties and options. For information about the properties and options available for a particular field, click here:https://support.office.com/en-us/article/List-of-field-codes-in-Word-1ad6d91a-55a7-4a8d-b535-cf7888659a51
MAIL MERGE
Mail Merge of Documents Using Excel
Intro - Mail merge is used to create multiple documents at once. These documents have identical layout, formatting, text, and graphics. Only specific sections of each document varies and is personalized. The documents Word can create with mail merge include bulk labels, letters, envelopes, and emails. There are three documents involved in the mail merge process:
Your main document Your data source Your merged document
Step 1: Prepare data in Excel for mail merge
The most important step in the mail merge process is to set up and prepare your data. You'll use your Excel spreadsheet as the data source for the recipient list. Here are some tips to prepare your data for a mail merge. Make sure: Column names in your spreadsheet match the field names you want to insert in your mail merge. All data to be merged is present in the first sheet of your spreadsheet. Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values. The Excel spreadsheet to be used in the mail merge is stored on your local machine. Changes or additions to
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your spreadsheet are completed before it's connected to your mail merge document in Word.
Step 2: Start the mail merge
In Word, choose File > New > Blank document. On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of merge you want to run. Choose Select Recipients > Use an Existing List. Browse to your Excel spreadsheet, and then choose Open. If Word prompts you, choose Sheet1$ > OK.
Edit your mailing list
You can limit who receives your mail. Choose Edit Recipient List. In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you don't want to receive your mailing.
Step 3: Insert a merge field
You can insert one or more mail merge fields that pull the information from your spreadsheet into your document. To insert an address block for an envelope, a label, an email message, or a letter
On the Mailings tab, in the Write & Insert Fields group, choose Address Block. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear on the envelope. Choose OK. Choose File > Save.
--To insert a greeting line in an email message or a letter
On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line. In the Insert Greeting Line dialog box, do the following: Under Greeting line format, change the salutation if necessary by choosing the greeting (Dear is the default), the format for the recipient name, and the ending punctuation (a comma is the default). And Under Greeting line for invalid recipient names, choose an option in the salutation list. Choose OK. Choose File > Save.
--To insert data from your spreadsheet in an email message or a letter
On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your spreadsheet), and then choose Insert. Repeat step 2 as needed, and choose Close when done. Choose File > Save.
Step 4: Preview and finish the mail merge
After you insert the merge fields you want, preview the results to confirm that the content is okay. and then you're ready to complete the merge process.
On the Mailings tab, choose Preview Results. Choose the Next or Previous record button to move through records in your data source and view how the records will appear in the document. In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages.
Step 5: Save your mail merge
When you save the mail merge document, it stays connected to your data source. 23
You can reuse the mail merge document for your next bulk mailing.
Open the mail merge document and choose Yes when Word prompts you to keep the connection.
Create bulk email, labels, & envelopes
https://support.office.com/en-us/article/Use-mail-merge-to-create-and-send-bulk-mail-labels-and-envelopes-f488ed5b-b849-4c11-9cff-932c49474705
DOCUMENT COLLABORATION
Comments Insert a Comment - Select the text or item that you want to comment on, or click at the end of the text. On the Review tab, in the Comments group, choose New Comment.
If you want to view (show) comments while you're typing, in the Comments group, choose Show Contents. Choose it again to hide comments.
Rely to Comment - Choose the comment you want to reply to. Choose the Reply balloon and type your response. Or right-click and choose Reply to Comment.
Change a Comment - Click inside the balloon or box for the comment that you want to edit, and then make the changes you want. You might find it helpful to make sure you can view your comments before you change any.
Delete a single comment - Right-click the comment, and then choose Delete Comment.
Delete all comments - Click a comment in the document. In the Delete list, choose Delete All Comments in Document.
Delete Comments for a Specific Reviewer - On the Review tab, in the Tracking group, choose Show Markup. In the Show Markup list, choose Specific People, and then choose the name (initials) of the reviewer whose comments you want to delete.
Note: The check mark in a box that appears next to the name (initials) of the selected reviewer is cleared and all comments from the reviewer are removed.
Add or change the name (initials) used in comments - When you make a change to the name or initials that you want to use for your own comments, only comments that you make after the change are affected. Comments that are already in the document before you change the name or initials aren't updated. Also, the name and initials that you type are used by all Microsoft Office programs, so any changes that you make to these settings affect other Office programs.
On the Review tab, in the Tracking group, choose the Track Changes launcher. In the Track Changes Options dialog box, choose Change User Name. In the Word Options dialog box, under Personalize your copy of Microsoft Office, change the User name, Initials, or both, and then choose OK.
Note: If you want to make sure that the initials you choose are always used, select the Always use these values regardless of sign in to Office check box.
Choose OK to complete the change.
Document Sharing Intro
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It's easier than ever to share your documents. When you share your files by using OneDrive or SharePoint Online for Office 365, you can invite people to the document directly from within Word, or send a PDF or Word file as an email attachment.
Share your document via OneDrive or SharePoint
Open your Word document, and choose the Share tab on the right side of the menu bar. If you haven't saved your document to OneDrive or SharePoint Online for Office 365, you'll be prompted to do so now. Choose Save to Cloud, enter a file name, and choose a location to save your document.
Once your document is saved to a shared location, you can invite others to work on it. In the Invite people box, enter the email address of the person you'd like to share to. If you already have the person's contact info stored, you can just enter their name.
To share with more than one person, use semicolons to separate the names or email addresses.
Share a copy or PDF your document by email
You can send your document as an attachment—as a copy or as a PDF— to an email message.
Open your Word document, and choose the Share tab on the right side of the menu bar. In the Share pane, choose Send as attachment. Choose either Send a copy or Send a PDF.
Note: A new email message will open in your default email client, with a copy or a PDF of your document already attached.
In the To box, add the recipient's email address, include a message, and then choose Send.
Document Collaboration
Intro
When you and your colleagues want to collaborate on a document, use real-time co-authoring to see everyone’s changes as they happen. First you save the document to OneDrive or SharePoint Online, so others can work in it.Next, you invite people to edit it with you. When they open and work in the document in Word 2016 or Word Online, you'll see each other’s changes as soon as they're made. While people are in the document you can chat with them instantly by using Skype for Business.
Save a document and collaborate
Choose Share > Save to cloud. Choose the OneDrive or SharePoint Online location and folder you want, and then choose Save.
Notes:
If you’ve never saved a document online, choose Add a Place, and then add your OneDrive or SharePoint service by signing in.
You only have to Save to OneDrive or SharePoint once for each document. The next 25
time you open the document, it’ll save back to the same location automatically.
In the Share pane, do one of the following:
-To have Word send people a link to your document, type their email addresses in the Invite people box. Set their permissions to Can edit, and add a message if you want. Make sure the Automatically share changes is set to either Ask me or Always, and then choose Share.
-To invite people yourself, choose Get a sharing link at the bottom of the Share pane, and paste that link into email or an instant message. (Get a sharing link won’t be available if you’re using SharePoint Online and your site administrator has disabled the option.)
Start working together in a document
Open and edit the document in Word 2016 or Word Online. If you’re using Word 2016 and haven’t already agreed to let others see your changes, choose Yes to allow automatic sharing. When people follow the link you sent, your doc will open in their version of Word, or on Word Online. If they’re also using Word Online or Word 2016 and have agreed to automatically share changes, you’ll see their work as it happens. Colored flags will show you exactly where in the document each person is working.
Word will alert you when people enter or leave.
You can instantly chat with the people who are working in the document by using Skype for Business. It opens a chat window for instant conversation. Choose the Skype for Business button to start a group chat with everyone working in the document.
Choose Comments on the ribbon to make or view comments. Also, you can reply to or resolve comments and then mark them as complete.
Note: If someone who didn’t opt in to real-time co-authoring is working in the document when you are, you’ll see that they’re in the document, but you won’t see their changes until they save the document.
Document activity
The Activity pane lets you see the complete list of changes made so far, and gives you access to the earlier versions. Choose Activity to see the Activity pane.
Options for sharing changes
Here’s what the options in the Automatically share changes list mean.
Always: If you choose this option, others who have agreed to share their changes will always be able to see yours.
Ask me: If you’ve never used real-time co-authoring before, you’ll be asked whether you want to automatically share your changes as they happen. Choose Yes to always allow automatic sharing when you're working with others. Clear the Don’t ask me again check box if you do want to be asked the next time you open a document in which someone else is sharing their changes.
Never: By selecting Never you opt out of real-time co-authoring for this and all
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other documents. Only you will be able to see your changes until you save your document back to its online location. Nor will you see theirs as they happen. You will, however, be able to see who else has a document open.
MISCELLANEOUS
Hyperlinks Quick Hyperlink - The fastest way to create a basic hyperlink in an Office document is to press ENTER or the SPACEBAR after you type the address of an existing webpage, such as http://www.contoso.com. Office automatically converts the address into a link.
Create a hyperlink to a location on the web - Select the text or picture that you want to display as a hyperlink. On the Insert tab, click Hyperlink. You can also right-click the text or picture and click Hyperlink on the shortcut menu. In the Insert Hyperlink box, type or paste your link in the Address box.
Note: If you don't see the Address box, make sure Existing File or Web Page is selected under Link to.
Optionally, type different display text for your link in the Text to display box.
Note: If you don't know the address for your hyperlink, click Browse the Web to locate the URL on the Internet and copy it.
Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.
Create a hyperlink to a file on your computer - You can add a hyperlink to a file on your computer, or to a new file that you want to create on your computer. Select the text or picture that you want to display as a hyperlink. On the Insert tab, click Hyperlink. Under Link to, do one of the following:
-To link to an existing file, click Existing File or Web Page under Link to, and then find the file in the Look in list or the Current Folder list.
-To create a new, blank file and link to it, click Create New Document under Link to, type a name for the new file, and either use the location shown under Full path or browse to a different save location by clicking Change. You can also choose whether to Edit the new document later or open and Edit the new document now.
Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.
Create a hyperlink to a new email message - Select the text or picture that you want to display as a hyperlink. On the Insert tab, click Hyperlink. You can also right-click the text or picture and click Hyperlink on the shortcut menu. Under Link to, click E-mail Address. Either type the email address that you want in the E-mail address box, or select an address in the Recently used e-mail addresses list. In the Subject box, type the subject of the message.
Note: Some web browsers and email programs might not recognize the subject line.
Optional: To customize the ScreenTip that appears when you rest the pointer over
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the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.
You can also create a hyperlink to a blank email message by simply typing the address in the document. For example, type [email protected], and Office creates the hyperlink for you (unless you turned off automatic formatting of hyperlinks).
Create a hyperlink to a location in the current document or another document. - You can create hyperlinks that link to a Word document or Outlook email message that includes heading styles or bookmarks. You can also link to slides or custom shows in PowerPoint presentations and specific cells and sheets in Excel spreadsheets.
To add a heading style, select your heading text, click the Home tab in Word or the Format Text tab in Outlook, and select a style in the Styles group.
Create a hyperlink to a location in the current document - Select the text or picture that you want to display as a hyperlink. On the Insert tab, click Hyperlink . You can also right-click the text or picture and click Hyperlink on the shortcut menu. Under Link to, click Place in This Document. In the list, select the heading, bookmark, slide, custom show, or cell reference that you want to link to.
Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.
Create a hyperlink to a location in another document - Select the text or picture that you want to display as a hyperlink. On the Insert tab, click Hyperlink . You can also right-click the text or picture and click Hyperlink on the shortcut menu. Under Link to, click Existing File or Web Page. In the Look in box, click the down arrow, and find and select the file that you want to link to. Click Bookmark, select the heading, bookmark, slide, custom show, or cell reference that you want, and then click OK.
Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.
Edit or change the appearance of a hyperlink - To change the address or display text of a hyperlink you added, right-click the link and click Edit Hyperlink. To change the appearance of a hyperlink, such as font style, size, or color, right-click the link and click Font on the shortcut menu, or click a style option on the mini toolbar that appears. To customize the ScreenTip that appears when you rest the pointer over the hyperlink, right-click the link, click Edit Hyperlink, click ScreenTip in the top-right corner of the dialog box, and enter the text you want.
Link Text Boxes To make text flow between two text boxes, insert the text boxes that you will link Insert, Shapes, click first icon, and draw on doc for each text box), and position them where you want them.
Place all the content in the first text box. Most likely, only the first part of it will appear in the text box.
Click on the first text box. Under Drawing Tools, on the Format tab, in the Text
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group, click the Create Link button: Click on the next text box, and the text will flow into it. Click the next text box. Word creates the link and flows the text from the first text box.
Choose the second text box, and then repeat the linking process as needed.
To break a link, select a linked text box, and then under Drawing Tools, on the Format tab, in the Text group, click the Break Link button:
Word Online https://office.live.com/start/Word.aspx
Watermark Add a text watermark
On the Design tab, in the Page Background group, choose Watermark. Choose one of the built-in watermarks in the displayed watermark gallery. Word automatically applies the watermark to every page except a designated cover page.
Add a picture watermark
On the Page Layout tab, in the Page Background group, choose Watermark. You can turn a picture, clip art, or a photo into a watermark that you can use to brand a document. Choose Custom Watermark. Select Picture watermark, and then choose Select Picture. Select the picture that you want, and then choose Insert. Select the Washout check box to lighten the picture so that it doesn't interfere with text.
Add a watermark to a single page
You can add a watermark such as Confidential to a single page in a document. Place your cursor on the page that needs the watermark.
On the Design tab, in the Page Background group, choose Watermark. Right-click on any watermark in the watermark gallery and choose, Insert at current document position. The chosen watermark is inserted only on a single page
Word Options Select File, Options. Explanation of options:
https://support.office.com/en-us/article/Word-Options-Display-8020151d-297e-473e-aa2f-83e12563c93c
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