How to Start Microsoft Word To start Microsoft Word: 1.Click the Start button on the Windows taskbar. This opens the Windows Start menu. 2.Point to All Programs, and then select (click) Microsoft Word. Microsoft Word opens, displaying a new, blank d ocument. Tip:
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You can also switch between open windows using Word’s Window menu.
A list of all the open documents appears at the bottom of the menu, with the currentdocument indicated by a checkmark. To switch to a different document, select it from the
list.
Save Your Work
To save your document, click the Save button on the Standard toolbar, or press Ctrl+s
If the document hasn’t been saved before, Word opens the Save As dialog.
Browse to the location where you want to save the file, then entire a file name and click
Save.
Close Your Work
To close the Microsoft Word window, click the Close button in the upper right corner.
If you’ve made changes to the document since the last time you saved it, Word asks you
if you want to save it now. Click Yes to save your changes, or click No to close the
document without saving the changes.
Tip:
For each document you open, Microsoft Word opens another instance of the window.When you click the Close button, Word closes both the window and the document. If you
To move the insertion point in your document, simply position your mouse pointer where
you want to type, and then click. The mouse pointer indicates where you can type by
changing to an I-beam .
You can also use the arrow keys on your keyboard to move up, down, left, or right. Theup and down arrow keys move the insertion point up or down one line at a time, while the
left and right arrow keys move the insertion point one character at a time.
Move around the Document 1
The vertical and horizontal scrollbars at the edge of Word’s document window let you
use your mouse to move around an open document. You move up and down, a line at a
time, by clicking the up and down scroll buttons. To scroll up or down a screen at a
time, click anywhere on the scrollbar above or below the scroll handle (box).
When you click and drag the scroll handle, Word moves up or down the document in the
direction you drag until you reach the beginning or end.
The left and right scroll buttons let you scroll to the left and right when thedocument is viewed at a width larger than the Microsoft Word window.
You can also use keyboard shortcuts to quickly navigate to various points in your
document:
• Press HOME to move to the beginning of a line, and END to move to the end of
a line.• Press Ctrl + HOME to move to the beginning of the document, and Ctrl + END
to move to the end of the document.
• Press Page Up to move up one screen, and Page Down to move down one screen.
• Press Ctrl + Page Up to move to the top of the previous page, and Ctrl + Page
Down to move to the top of the next page.
Move Around the Document 2
When viewing and editing long documents, it’s much easier to browse page by page, or
to jump directly to a specific page, than it is to use the arrow keys or mouse to scrollscreen by screen. Microsoft Word provides methods for browsing the document page by
page (or item by item, if you’re browsing by graphics, for example) and for moving
directly to a specified page (or item) in a document.
To browse the document page by page (or item by item), click the Next and Previous
buttons on the vertical scrollbar of the document window:
• Window menu – Work with multiple open document windows.
• Help menu – Access Microsoft Word’s online help.
Note:
Additional menus may appear when you install a program that includes a Microsoft Word
plug-in.
To access a menu command, click the main menu to open it, and then select (click) the
command. Word hides those commands you don’t use frequently, so if you don’t see acommand, click the double arrows at the bottom of the menu to expand it. Word then
displays all the available commands. Once you select a command, Word includes it with
the others you commonly use.
Selecting a command from a menu often opens a dialog box, which prompts you to select
or enter information. Dialog boxes may use a combination of tabs, text fields, menus, andpreview panes to group selection choices and to display information. For instance, the
Preview pane in many dialog boxes, like the Page Setup dialog, displays the changesthat will result from your selections.
To navigate a dialog box like the one above, first click the tab containing the choices you
want to see, and then select your choices from the list boxes or drop-down menus.
Finally, click OK (or Close, in some cases) to accept the changes, or Cancel to discardthem.
Word provides you with a number of ways to accomplish most tasks. Besides the menu
bar, toolbars, and keyboard shortcuts, many dialog boxes include buttons that open
additional dialog boxes. Although these dialogs are normally directly accessible from the
main menus and the toolbars, Word lets you handle related tasks at the same time. In the
dialog box above, for example, you can apply borders your page at the same time youdefine the other properties of the page layout, simply by clicking the Borders button.
Navigate in Word
The Microsoft Word window is made up of a menu bar, toolbars, a document window,
and the status bar.
The menu bar contains all the commands required to create, edit, format, print, and save
documents, grouped into logical categories. To access these commands, you just point tothe menu and click on it to view the available commands, then click the command you
want to access.
The toolbars group common commands together, using buttons to provide quick access.While working in your document, you can click a button on a toolbar to apply formatting,save or print a document, use Word’s drawing or reviewing features, and insert a variety
You compose and format your text in the document window, which Word can display in
several different views—normal, print layout, web layout, or outline. Use your mouse or
the arrow keys on your keyboard to navigate through the pages of your document. Tomove up or down your document several pages at a time, use the vertical scrollbar on the
right side of the document window.
In addition, the rulers at the top and left side of the document window display the
document’s measurements and let you use the mouse to change the document’s margins,increase or decrease indentations, and quickly set tabs.
You can also view two parts of the same document at the same time. This is done by
splitting the window. Splitting the window is useful when you want to compare different
pages, or cut and paste text or objects from one page to another.
1. Move the mouse over the split handle , or box, at the top of the vertical scroll
bar.
2. When the mouse pointer changes to a double horizontal line with arrows, click and drag the split handle down to the middle of the screen.
Tip:
You can also split the window by selecting Split from the Window menu.
To adjust the size of each of the windows, click and drag the border (split handle)separating them.
To return to a single window, click and drag the split handle off the screen, or simply
double-click it. (You can also select Remove Split from the Window menu.)
In addition, you can zoom in on or out of your document, simply by changing the displaysize in the Zoom menu (located on the Standard toolbar).
A new row is added to accommodate the toolbar, which has changed from floating to docked.
Each of Word’s toolbars can be moved simply by clicking and dragging the title bar (if
the toolbar is floating) or the move handle (if the toolbar is docked).
The move handle is located at the left edge of the toolbar. When you move the mouse
over it, the pointer changes to horizontal and vertical arrows, indicating you can drag thetoolbar.
1. Drag the toolbar off the row. The toolbar changes from docked to floating.
1. Click the title bar and drag the toolbar back into place.
If you drag a toolbar to a full row, the surrounding toolbars will shrink to make room for it. To access a button that’s no longer visible, click the chevrons at the right edge of the
toolbar.
Tip:
Remove buttons you don’t use, or add new buttons, by selecting Add or Remove
Buttons. In the menu, uncheck the buttons you don’t need, or check (select) new buttons
to add. Select Customize to choose from all the available commands.
Make sure you drop the button inside the margin of the toolbar, or the button won’t beadded. When you’re inside the margin, you’ll see a large I Beam, indicating that you’re in
an editable region.
If you need to restore the default contents of a toolbar:
1. Right-click anywhere on a toolbar and select Customize.2. In the Customize dialog, click the Toolbars tab.
3. Highlight the toolbar whose default contents you want to restore and click the
Reset button.4. In the dialog that opens, you can choose to reset the toolbar for the default Word
template (Normal.dot) or just for the current document. Make a selection fromthe menu and click OK .
The Reset button isn’t available for custom toolbars. Instead, if you decide you no longer need the toolbar, you can delete it:
1. Right-click anywhere on a toolbar and select Customize.
2. In the Customize dialog, click the Toolbars tab.
The status bar at the bottom of the Microsoft Word window displays information aboutwhere your insertion point is currently positioned in the document. From left to right, itshows:
• The page number. This is based on the numbering you’ve defined, so if you’ve
set the first page of the document to begin at page 10, then on the first page the
status bar will display “Page 10.”
If you’ve inserted section breaks into your document, Word displays the page number
defined for that page in the section. For example, if the first section of your document is a
cover page, and the second section is front matter, such as a table of contents, and the
third section is Chapter 1 of a report, and you’ve set the front matter (Section 2) to beginon page iv and Chapter 1 (Section 3) to begin on page 1, when you position your
insertion point on the first page of Chapter 1, the status bar will display “Page 1” and then
“Sec 3.”
• The section number.
• The physical page number (regardless of the numbering you’ve defined), out of
the total number of pages in the document. If you’ve set the first page of the
document to begin at page 10, the first page will still be displayed as “1” out of the total number of pages (for example, “1/25”).
• The number of inches the insertion point is positioned below the top of the
page.• The line number.
• The number of characters from the left margin to the insertion point.
Also displayed is the current status of:
• The macro recorder (REC)
• Track changes (TRK)
• Extend selection mode (EXT)
• Overtype mode (OVR)
These are dimmed when the corresponding features are turned off. You can double-click
inside the box in the status bar to turn on one of the features; for instance, to turn on thetrack changes feature, double-click TRK . To turn it off, double-click TRK again.
1. Word automatically locates the Templates folder. If you save the template here, it
will appear on the General tab of the New dialog when you create a newdocument. If you want the template to appear on a different tab, select (or create,
if necessary) the corresponding folder.
2. Enter a file name for the template.
3. Click Save.
Word uses two types of templates: global templates, whose contents are available to all
documents, and document templates, whose contents are available only to the documents
based on them. The Normal template, which is the default template for all new Worddocuments, is a global template. For this reason, it’s important to be careful of the
changes you make to it, since these changes will apply to all new documents you create
(where you don’t specify an alternate template).
To change a document template, you need to open the template itself:
1. Open the File menu and select Open.2. In the Open dialog, select Document Templates from the Files of type drop-
down menu.
3. Browse to the location of the template, highlight it, and click Open.4. Make changes to the template as necessary, and then save and close it.
1. Microsoft Word defaults to letter size, with portrait orientation. To change theorientation of the page to landscape, select the Landscape option button. Word
changes the orientation of the page in the Preview pane so you can see how the
page will appear.2. To change the paper size, select one of the pre-defined options from the Paper
Size menu, or select Custom size to define a size using the Width and Height
fields.
Although you can define any paper size in this dialog, the document won’t print correctlyunless your printer supports that paper size. When you click OK to exit this dialog, Word
will warn you if the margins of the page are outside the printable range for your printer.
You can choose to continue, or to return to the dialog to change the settings.
Tip:
Despite Word’s warning, you can often still print your document. For example, if you
define a custom paper size that’s smaller than letter size, then print the document on letter paper, Word will confine the printable area to the size you specified. You can then trim
1. Finally, specify the position of your header and footer by entering the number of
inches you want these to appear from the edge of your page. The header and
footer will appear between the edge of your page and the top and bottom marginsyou specified for your main text. For example, if you specified a top margin of 1
inch and a header margin of .5 inch, your header will appear .5 inch from the top
of the page, and the main text will begin 1 inch from the top of the page, or .5inch below the header.
Tip:
It’s a good idea to keep at least a quarter of an inch between the top of the page and the
header, and between the header and the main text. Most printers are unable to print on the
outside quarter-inch of the page on all sides, since this is the space the printer uses to grip
the page.
1. When you’ve finished entering your settings, click OK to apply them to thedocument and close the dialog.
Tip:
You can quickly change the page margins by clicking and dragging the margin
boundaries at the edges of the horizontal and vertical rulers.
Hold down the Alt key while you drag to display the measurements of the margins.
Using Page Setup in Microsoft Word
Use Word’s Page Setup dialog to define the layout for your page. From the File menu,select Page Setup.
The Properties button lets you specify additional options specific to your printer. These
include paper type, collating and hole punching, and color settings.
1. Select the page range. To print a specific page range, select the Pages option andenter the beginning and ending page numbers separated by a hyphen (for
example, 5-20).2. Enter the number of copies.
3. Click OK .
Microsoft Word prints your document using the selected printer.
Tip:
Click the Print button on the Standard toolbar to print a document using the default
settings. Word will send the document to your default printer without opening the Print
dialog.
Change Document Views
Microsoft Word provides 4 document views, which you can choose from the View menu:
• Normal view displays the text and objects you insert, as well as page and sectionbreaks, and natural page breaks (indicated by dotted lines). However, the layout
of the page is not displayed—page numbers are not shown, for example, and any
text-wrapping you’ve applied to objects does not appear.
• Web Layout view displays the document as a web page, including any graphics,text-wrapping, and backgrounds you’ve applied.
• Print Layout view displays the document as it will be printed. Each page isshown in its entirety, including any white space at the bottom, as well as headers
and footers, page numbers, and text-wrapping.
• Outline view displays the structure of the document, allowing you to reorganizetext by dragging and dropping headings. You can collapse and expand the
document depending on whether you want to view only headings or all the text.
The selection doesn’t have to be text; it can be any object on the page.
Work with AutoText
AutoText items are pre-built text and objects that you can quickly insert into a document.When Word’s AutoComplete option is turned on, these items appear as pop-ups when
you type. You can insert the complete entry simply by pressing Enter.
For example, when you begin typing a date, Word interprets the first few letters of themonth and displays the word in a popup. Press Enter to insert the completed word into
your document.
If you then press the space bar, Word displays today’s date, which you can insert by
again pressing Enter.
If you don’t want to insert Word’s AutoComplete suggestion, you need only continuetyping.
To turn AutoComplete on and off:
1. Open the Insert menu and select AutoText, and then AutoText again.
1. Select or clear Show AutoComplete tip for AutoText and dates.
Tip:
Additional AutoCorrect options are available on the AutoCorrect tab. You can, for example, leave AutoCorrect on, but choose to prevent Word from replacing text as you
type.
1. Click OK to close the dialog.
Word includes a large number of pre-built AutoText entries, which you can select from
the AutoText submenu:
1. Position the insertion point where you want to insert the AutoText.
2. Open the Insert menu and select AutoText.
3. The AutoText submenu contains additional submenus for AutoText categories.Select a submenu, and then the particular AutoText entry you want to insert.
You can create your own AutoText entries, formatted text and objects you use repeatedly,so you don’t have to continually recreate them. To create an AutoText entry:
1. First, create the text or graphic and format it as you want it.
2. Select the entry. To include the formatting in the AutoText entry:a. Show paragraph marks by clicking the Show/Hide Paragraph button on
the Standard toolbar.
b. Select the text or graphic and the final paragraph mark .
3. If necessary, show the AutoText toolbar: From the View menu, select Toolbars
and then AutoText.
4. On the toolbar, click the New button.
5. In the Create AutoText dialog, enter a name for your entry. Use at least 4characters; this allows Word to insert the entry when you type using
1. Open the Tools menu and select Spelling and Grammar (or press F7 on your
keyboard).
Word begins checking the document. When it finds a word it doesn’t recognize, it opensthe Spelling and Grammar dialog.
The word is colored red in the top pane, which also displays the surrounding text.
Suggested corrections are listed in the bottom pane.
Tip:
If Word displays a word or phrase in green, it is indicating a possible error in grammar.To stop it from checking grammar, uncheck the Check grammar box at the bottom left
of the dialog.
2. To correct the error using one of the suggestions, highlight the suggestion and click the
Change button.
Tip:
Click the Options button to select options for the spell check, such as ignoring words inuppercase and checking spelling as you type.
3. If the correct word doesn’t appear in the list, you can make corrections directly in the
top pane. Just click inside the pane and type as you would in the document. Then click
the Change button to apply your changes.
4. To ignore the word and keep it as you typed it, click the Ignore button.
Tip:
Use the Change All or Ignore All button to change or ignore the word throughout thedocument.
Word completes the spell check and closes the dialog.
Create a New Dictionary
You can create a new custom dictionary, which you might use, for example, to maintainentries for particular types of documents, such as legal reports or medical reports.
To create a new dictionary:
1. Open the Tools menu and select Options.2. In the Options dialog, click the Spelling & Grammar tab.
5. Enter a file name into the dialog that opens and click Save.
The new dictionary is now available for selection in the Custom Dictionary menu on the
Spelling & Grammar tab of the Options dialog.
Add to the Custom Dictionary
Microsoft Word includes the ability to add words to a custom dictionary used when youspell check your document.
For example, if you use a proper noun in your document, you might want Word to ignore
it as an error. Adding it to the custom dictionary also causes Word to check the documentfor misspelled instances of the word, as you entered it into the dictionary.
To add a word to the custom dictionary:
1. Open the Tools menu and select Options.2. In the Options dialog, click the Spelling & Grammar tab.
1. In the window that opens, delete the word from the list.
2. On the Standard toolbar, click Save to save the change.
3. Close the window.
Undo Problems
Use the Undo button on the Standard toolbar (or press Ctrl+z) to undo your last action.
To undo a series of actions:
1. Click the down arrow next to the Undo button.
2. The menu that appears displays your last 25 actions. Notice that as you scroll
through the list, Word highlights the actions.
1. Stop at the earliest action you want to undo.
Word removes the highlighted changes from the document, returning the document to its
earlier state.
Tip:
If you find you moved too far back in the document’s history, you can use the Redo
button (or press Ctrl+y) to redo each action.
Quick Tabs
The easiest way to set tabs in Microsoft Word is to use the horizontal ruler. In the left
corner, click the to select the alignment (left , center , right , decimal , or bar ), and then click the ruler in the location where you want to set the tab.
You can move the location of tabs simply by dragging and dropping the tabs on the ruler.
To remove a tab, drag it off the ruler.
The tabs you set apply only to the current (or selected) paragraph(s).
Set Tabs
To set additional options for tabs, such as defining a leader style, open the Format menuand select Tabs. This opens the Tabs dialog.
For each tab you want to set:
1. Enter the precise measurement, in inches, into the Top stop position field.2. Select the alignment.
3. Select the leader style, if appropriate.
4. Click Set.
To clear a tab, select it from the list and click Clear, or click Clear All to clear all tabsfrom the list.
Use Section Breaks
Use section breaks to divide the formatting of your document into sections. Each sectioncan use a different page layout, size, and orientation, as well as different headers and
• Next page starts a new section on the next page.
• Continuous starts a new section on the same page, where you insert the break.
• Odd page and Even page start a new section on the next odd- or even-numberedpage. If the preceding section ends on a page of the same number type (odd or
even), then Word inserts a blank page. The blank page is not displayed on-screen,
but it is included when the document is printed. This is a handy way to createdivisions when, for example, you want the first page of each chapter in a
document to begin on an odd page.
If you need to, you can change the type of an existing section break:
1. Position the insertion point inside the section whose type you want to change.
2. Open the File menu and select Page Setup.3. In the Page Setup dialog, click the Layout tab.
4. From the Section start menu, select the section break type.
1. Click OK .
Find and Replace
In Word, you can quickly find instances of a word or phrase—even of a particular symbol
or formatting—and replace one or all instances with something else:
1. Open the Edit menu and select Replace, or press Ctrl + f on your keyboard.
The dialog box has 3 tabs: Find, Replace, and Go To. Use Find to find a word or phrase
in your document; use Replace instead if you want to replace that text with somethingelse. The Go To tab lets you jump to a specific page, section, line, etc. in your document.
Tip:
Press Ctrl + h on your keyboard to open the dialog to the Replace tab, or Ctrl + g to
open it to the Go To tab.
1. Click the Replace tab.
1. In the Find what field, enter the text you want to find.
2. In the Replace with field, enter the new text you want to replace the original textwith.
3. Click Find Next.
Word moves to, and highlights, the next instance of the text you’re searching for.
1. Click Replace to replace the text, or Find Next to keep searching.
2. If you’re sure you want to replace all instances of the text in the document (for
example, if you’ve misspelled a person’s name), click Replace All.3. Word replaces all instances of the text.
4. To see additional options for finding and replacing text, click the More button.
1. Under Search Options, select the Match case box to restrict the search andreplace to the specific case format you enter, such as replacing “white” with
“White.”2. Select Find whole words only to search only for whole words that match the text
you entered. By default, Word searches for all instances of letters matching the
text you entered, whether they’re whole words or only parts of words. So whenyou search for “the,” Word finds “them,” “theme,” and “then.” Selecting this box
restricts the search to “the.”
3. You can also use the drop-down menu to specify the direction of your search: Up
(toward the beginning of the document), Down (toward the end of the document),or All (from this point to the end of the document, and then from the beginning of
the document back to this point).4. To search for text containing a particular formatting, click the Format button.
This opens a menu from which you can select the formatting options you want to
For example, you can search for all text in your document that uses the Heading 1 styleby clicking the Format button, selecting Style, and then selecting Heading 1 from the
dialog box that opens.
1. Notice that Word includes the style under the Find what field.
1. To replace the style with a different style, such as Heading 2, move the insertionpoint to the Replace with field, click Format, and then select Style again. Select
the new style from the dialog box that opens.
Tip:
You don’t have to enter any text into the Find what and Replace with fields in order to
search and replace formatting elements. Only enter text when you want to replace thatspecific text (and its formatting) with new text containing different formatting.
1. To find or replace special characters, click Special.
When you select an item from this menu, Word inserts a symbol (or symbols) into thefield representing the one you chose, so don’t be alarmed if the character doesn’t appear
recognizable in the field. The example below shows the symbols that appear when you
Word has two typing modes: Insert and Overtype. Insert mode (the default) lets youinsert text as you type. This means that you can position your insertion point anywhere
inside a block of text and begin typing, and the new text will be inserted before the
existing text.
Use Overtype mode to type over existing text. To switch to Overtype mode, press the
Insert key on your keyboard. Notice that OVR appears in black on the status bar at the
bottom of Microsoft Word.
To switch back to Insert mode, press the Insert key again.
Tip:
You can also switch between Insert and Overtype modes by double-clicking OVR on the
It’s often easier, however, to simply select the text you want to replace and then type over
it. You don’t need to switch to Overtype mode to do this, and remaining in Insert mode
ensures that you don’t inadvertently replace text you meant to keep.
You can select text using your mouse or keyboard:
• To select text using your mouse, click and drag the mouse over the entire
portion of text you want to select.
Tip:
To select an entire word, simply double-click the word. Click the word a third time to
select the entire paragraph.
To select a line of text, click outside the left margin of the line. You can continue to
select text, line by line, by holding down the mouse button and dragging to the end of thetext you want to select.
• To select text using your keyboard, position your insertion point at the
beginning of the text, press and hold the Shift key, and then use the arrow keys tomove to the end of the text.
Selected text appears highlighted in black.
To delete selected text, use either the Backspace or Delete key on your keyboard. You
can also use these keys to delete one character at a time, without selecting a block of text:
• The Backspace key deletes the character to the left of the insertion point.
• The Delete key deletes the character to the right of the insertion point.
Indent Text
To quickly indent text in Word, use the Increase Indent button on the Formattingtoolbar. Word indents the paragraph by one tab stop each time you click the button.
To decrease the indent, click the Decrease Indent button.
You can use these buttons to change the level of text in a numbered outline, as well. For
instance, if Level 2 is indented by one-quarter inch and Level 3 is indented by one-half
inch, and you want to change a paragraph of Level 2 text to Level 3, click the Increase
Indent button (with the insertion point positioned somewhere in the text). Word changes
the level of the text, increasing the indent as appropriate, and adjusting the numbering or
bullet style as appropriate.
You can also change indentation using the Left Indent and Right Indent markers onWord’s ruler. Simply position the insertion point inside the paragraph whose indentation
you want to change and then click and drag the marker to the appropriate place on the
ruler.
The upper and lower paragraph markers can be moved separately; the upper marker
represents the paragraph’s first line, and the lower marker represents the remainder of theparagraph. You can drag the upper Left Indent marker, for example, to create a hanging
indent.
If you have trouble dragging both markers at once, be sure to drag them using the small
box at the bottom of the markers.
To set more specific options for indenting text, use the Paragraph dialog box:
1. Open the Format menu and select Paragraph.
The Paragraph dialog opens.
1. If necessary, click the Indents and Spacing tab.
2. Change the left or right indentation using the up and down arrows next to the Left
and Right fields. You can enter positive or negative numbers. Negative numbers
extend the text beyond the current margins.
Notice that in the Preview pane, Word shows you how the text will appear relative to thesurrounding paragraphs.
1. Click OK to apply the settings and close the dialog.
Create a Table
To insert a table into your document, open the Table menu and select Insert Table. Thisopens the Insert Table dialog, which lets you specify the number of columns and cells.
1. Continue drawing cells in this fashion until your table is complete. You don’thave to draw cells of the same width.
Format a Table
The text and objects you insert into table cells can be formatted the same way you’d
apply formatting to selections outside of tables. To format text inside a cell, for example,
simply select the text and format it as usual. You can also select the table cell itself byclicking at the edge of the cell. When the mouse is in the correct position, the pointer
changes to a small black arrow.
To select multiple cells, click and drag along the cells you want to select.
By selecting the cell, rather than just the contents, you can apply formatting to any textyou later enter into the cell—the formatting is applied to the cell, rather than just to the
text. The same is true when you select a row or column, or the entire table.
• To select a row, click just outside the left or right edge of the row.
You can apply a border or shading more quickly by selecting the table (or cells) and then
using the Border button and drop-down menu on the Tables and Borders toolbar, or byright-clicking the appropriate cells and selecting Borders and Shading.
Click OK to close the dialog and return to the Table Properties dialog.
1. Click the Options button on the Table tab to change the default cell margins andspacing.
1. Select a symbol from the menu and click Insert.
Tip:
Keyboard shortcut keys for these symbols appear in the Shortcut key column. You canuse these to insert the symbol without opening the Symbol dialog. To create your own
keyboard shortcut keys, highlight the symbol and click the Shortcut Key button. Thisopens the Customize Keyboard dialog. Enter a new keyboard combination into the
Press new shortcut key field and click Assign.
Click Close to close the Customize Keyboard dialog.
1. Once you’ve inserted a symbol, click Close to close the Symbol dialog.
Enhance Your Work
Use the Formatting toolbar to quickly change the type, size, style and color of text in
your document.
1. Select the text you want to change, or, to apply formatting to new text, place the
insertion point where you plan to type.2. Select a font name from the Font box.
In the figure below, I’ve raised the text by 5 points. It appears above the horizontal lines
in the Preview pane.
Tip:
Raising and lowering text is not the same as creating a superscript or subscript, which
makes text smaller. To change a character to superscript or subscript, click the Font tab
and, under Effects, select Superscript or Subscript.
Introduction to Styles
Styles are collections of formatting choices that you can apply to the text or objects inyour document. Later, you can quickly change the formatting of all the text in your document that uses a particular style, simply by changing the formatting of the style.
Microsoft Word includes a large number of built-in styles, which you can apply to body
text, to headings and subheadings, and to headers and footers, as just a few examples.
The Style dialog lists all the current styles available for use. (You can filter this list byselecting Styles in use or User-defined styles from the List menu.)
1. Highlight a style and click the Apply button.
Create a New Style
Although Word includes many built-in styles, you may need to modify some of them, or
create new styles of your own. You do this using the Style dialog (from the Format
1. Enter a name for the new style. Be sure the name is unique, as Word won’t allow
a style to uses the names it’s reserved for built-in styles (like “Heading 1”).2. To build the style from an existing style, select the existing style from the Based
on drop-down menu. This prevents you from having to select formatting that
another style may already include.3. The Style type drop-down menu lets you specify the type of style you’re creating,
and Style for the following paragraph tells Word what style to apply to the text
that follows the paragraph using your new style.
For instance, if you’re creating a heading style, Word, by default, will apply the same heading style to the paragraph that follows
your heading. However, it’s more common for body text to follow a heading; in such a case, telling Word to automatically applythe “Normal” or “Body Text” style to the paragraph following your heading prevents you from having to change the style over
and over again.
1. Click the Format button to select the formatting you want the new style to use.
2. When you’ve finished formatting the style, click OK to close the dialog.
Add Borders
You can add custom borders to a paragraph, a table or table cell, or to entire pages:
1. Select the element you want to add a border to.2. Open the Format menu and select Borders and Shading.
also click on the edge of the picture to apply a border to that side of the element without
using the buttons.
Note that if you use the Preview pane to apply a custom border (for example, if you adda vertical line to the left side of the page), Word automatically selects Custom, changing
the selection if necessary.
1. Select the line style, color, and width. Optionally, you can select a picture border
from the Art menu.
Tip:
If you change elements of the line style after applying a custom border, you will need toremove the border using the Preview pane and then reapply it. When you reapply the
border, it will appear in the Preview pane with your new line style settings.
1. To adjust the margins of the border, click the Options button.
2. When you’ve finished, click OK to apply the border and close the dialog.
Aligning Text
Microsoft Word provides four options for aligning text: left, right, centered, and
justified. Because text is aligned in relation to the paragraph margins, any alignment you
apply to a text selection will be applied to the entire paragraph.
By default, the text you type is left-aligned—that is, it is aligned along the left margin.
Use the Formatting toolbar to change the alignment:
1. Select the text you want to align (or position the insertion point where you plan totype).
2. On the Formatting toolbar, click the Align Right button.
The text is aligned with the right margin, but not with the left.
1. Now, click the Align Left button.
The text is once again aligned along the left margin.
1. Click the Center button.
The text is centered between the left and right margins.
Word inserts spaces between the words, forcing the text to line up along both the left and
right margins.
Tip:
Because Word inserts additional spaces when justifying text, justification is not normally
recommended for Word documents.
The alignment options also appear in the Paragraph dialog box:
1. From the Format menu, select Paragraph.
2. If necessary, click the Indents and Spacing tab.
3. Select the alignment from the Alignment drop-down menu.
Set Line Spacing
Line spacing is the amount of vertical space between the lines in your document.Commonly, lines are single-spaced or double-spaced. In Word, you specify line spacing
using the Paragraph dialog:
1. Open the Format menu and select Paragraph.
The Paragraph dialog box opens.
1. If necessary, click the Indents and Spacing tab.2. From the Line Spacing drop-down menu, select the line spacing you want.
A header is a line of text appearing across the top of each of your pages. Sometimes, the
information in the header (such as title and page number) is the same on every page of
the document; other documents, often those using facing pages, use two or more headers,
so that different information appears on different pages (for example, the report title oneven-numbered pages and the chapter title on odd-numbered pages). There may be still
other pages in a document—the cover page, for example—on which you want no header
at all to appear. Word lets you accomplish all these tasks with relative ease.
To create a header:
1. Open the View menu and select Header and Footer.
Word displays a dashed rectangle at the top of the page (the header region) and opens the
Header and Footer toolbar.
1. Type your header directly into the header region. You can use the buttons on the
toolbar to insert AutoText, page numbers, and other automatically updated fields.
2. When you’ve finished, click Close.
The dashed rectangle disappears, and the header text you entered appears at the top of thepage.
Tip:
Headers and footers are inserted and formatted the same way. Just use the Switch
Between Header and Footer button on the Header and Footer toolbar to move
between the header and footer.
The Header and Footer Toolbar
While you work within the body of your document, header text appears faded. When you
scroll through the document, the cursor ignores this text, which is essentially inactive. Toedit the header, just double-click anywhere in the header region.
Each time you activate the header, the Header and Footer toolbar appears.
Use the buttons on the toolbar to navigate among multiple headers, to insert AutoText
and fields into your headers, and to link headers in multiple sections so the contents
remain the same:
• To move between multiple headers in a document, use the Show Previous and
Show Next buttons.
• To insert AutoText, click Insert AutoText and select the text from the menu.
• Use the Insert Page Number , Insert Number of Pages , Insert Date and
Insert Time buttons to insert those fields into the header. Word automaticallycalculates the values for, and updates, the fields as necessary.
• You can link the header of the current section to the header of the previous section by
clicking the Same as Previous button. Be aware that the header you’re linking will
lose all its current formatting. To remove the link, click the button again.
• To switch between the header and footer on a page, click the Switch Between Header
and Footer button.
• To hide the document text while you work with the header, click the Show/Hide
Document Text button.
Format Headers and Footers
You format headers and footers the same way you format text in the body of your
document: simply select the text and apply the font and paragraph formatting of your choice using the Formatting toolbar.
The Header and Footer toolbar contains additional commands for formatting page
numbers and for changing the layout of your headers and footers using the Page Setup
dialog:
• To format page numbers, click the Format Page Number button. This opens the
Page Number Format dialog, where you can define the number format and starting page
number.
• Click the Page Setup button to open the Page Setup dialog, where you can specify
that different headers and footers should appear on odd- and even-numbered pages, or that the first page of the document should have a different header and footer from the
c. Under Page numbering, you can specify the page number the document
(or section) should begin on. When a document includes multiple sections,
each page is numbered consecutively by default. However, you can chooseto have a new section in a document begin on “Page 1”; you might do this,
for example, if one section contains a table of contents using lowercase
page numbers, and the next section of the document contains “Chapter 1,”which should begin on “Page 1.”
d. Click OK to return to the Page Numbers dialog.
2. To insert the page numbers, click OK .
Tip:
Follow the same steps to change the formatting of existing page numbers (for example, if
you only need to change the number a page or section begins on). When you’ve finishedmaking your selections from the Page Number Format dialog, close the dialog and, in
the Page Numbers dialog, click Close instead of OK . Word applies the formatting to theexisting numbers.
Footnotes and Endnotes
Footnotes and endnotes contain supplemental information that’s referenced in the body of
the document. Footnotes appear at the bottom of the page containing the reference, whileendnotes appear together at the end of the document.
When you insert a footnote or endnote, you actually insert the reference—a number or
symbol—into the body of your text. Once you insert the reference, Word jumps to the
location of your reference text, so you can enter it. When you use reference numbers(rather than symbols), Word automatically updates the numbering as you insert new
references. The references always remain linked to their corresponding text.
To insert a footnote or endnote:
1. Position the insertion point where you want to insert the reference.2. Open the Insert menu and select Footnote.
You can also use the shortcut menu to convert a footnote to an endnote, and vice versa.Simply right-click the reference text and choose the appropriate Convert to option from
the menu.
You can view reference text at any time by moving your mouse over the reference in the
body of the text; when you do this, Word displays the reference text in a popup.
To edit the text, double-click the reference mark, or just move the cursor to the referencetext using your mouse or arrow keys.
To delete a reference, select the reference mark and press Delete on your keyboard. This
removes both the reference mark and the associated text. Word automatically renumbersthe remaining references in your document.
Set Footnote Options
By default, footnotes are located at the bottom of the page containing their reference
marks, and endnotes are located at the end of the document. You can change the
placement of footnotes and endnotes, as well as define numbering options, using theOptions button in the Footnote and Endnote dialog:
Word displays a list of the bookmarks in your document in the Bookmark dialog. When
a document includes a number of bookmarks, you can sort them by name or location,
making it easier to find a specific bookmark when navigating:
1. Open the Insert menu and select Bookmark .
2. In the Bookmark dialog, choose Sort by Name or Location.
Sorting the list by name arranges the bookmarks in alphabetical order. Sorting by location
arranges the bookmarks in the order in which they appear in the document.
ack Changes
Word’s track changes feature lets you track the changes you make to a document, and
later accept or reject these changes as necessary. The most common use for this feature is
among multiple document reviewers, who make changes to the document that are trackedby Word and then either accepted or rejected by the author.
To turn on the track changes feature, click the Track Changes button on the
Reviewing toolbar, or open the Tools menu, select Track Changes, and then Highlight
Changes. In the Highlight Changes dialog, select Track changes while editing.
In the Highlight Changes dialog, select Highlight changes on screen to see the changesthat have been made to the document. Word displays these changes using a different
color for each reviewer. As you move your mouse over each change, Word displays a
pop up telling you the type of change made (for example, inserted or deleted) and thereviewer who made the change.
To accept or reject changes:
1. Review each change using the Next Change or Previous Change button
on the Reviewing toolbar.
2. When Word stops at a change, accept it by clicking the Accept Change
button, or reject it by clicking the Reject Change button.
To accept or reject all changes at once, use the Accept or Reject Changes dialog:
1. Open the Tools menu and select Track Changes, and then Accept or Reject
Changes.
2. In the Accept or Reject Changes dialog, click Accept All or Reject All.
The Document Map
The Document Map displays the headings in your document in a pane in the left side of the document window. You can easily jump from one location to another in your
document simply by clicking one of the headings in the map.