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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 document. Tip:
You can also start Word using various shortcuts to the program. The Microsoft Word shortcut icon may appear in the top left of the Start menu (as in the picture above), in the Windows taskbar, and on the desktop.
Start a New Document
1. In Microsoft Word, open the File menu and select New.
2. The New dialog opens. This dialog displays the various document templates available for you to use.
3. To create a document based on the default template, click the General tab, and then the Blank Document icon. 4. Click OK (or simply double-click the Blank Document icon). A new, blank document opens. To begin entering text, simply start typing. Tip: You can also create a blank document based on the default template by clicking the New Blank Document button on the Standard toolbar, or by pressing Ctrl+n on your keyboard.
Open an Existing Document
To open an existing Microsoft Word document: 1. Start Microsoft Word. 2. Open the File menu and select open (or press Ctrl+o).
You can also open a document by browsing to the file in Windows Explorer and doubleclicking it. simply select it. then select the file and click Open (or double-click the file). 1. The Open dialog opens. The document opens in Microsoft Word. Browse to the location of the document file you want to open. To open one of these files. .An Open button also appears on the Standard toolbar. Tip: Word displays a list of the files you’ve recently opened at the bottom of the File menu.
Microsoft Word opens another window.Switch Between Open Documents Each time you open a document. click the button for that window on the taskbar. . This brings the window to the front of the stack of open windows on the desktop. Buttons representing these windows appear on the taskbar. To work in a particular document.
A list of all the open documents appears at the bottom of the menu. with the current document indicated by a checkmark. or press Ctrl+s on your keyboard. select it from the list. Save Your Work To save your document.You can also switch between open windows using Word’s Window menu. click the Save button on the Standard toolbar. . To switch to a different document.
Browse to the location where you want to save the file. then entire a file name and click Save. Word closes both the window and the document. Microsoft Word opens another instance of the window. Word opens the Save As dialog. If you . or click No to close the document without saving the changes. Tip: For each document you open. Word asks you if you want to save it now.If the document hasn’t been saved before. If you’ve made changes to the document since the last time you saved it. click the Close button in the upper right corner. Click Yes to save your changes. When you click the Close button. Close Your Work To close the Microsoft Word window.
the Save As command lets you save a copy of your work in another location: 1. If you like. The Save As dialog opens. select Exit from the File menu. enter a new file name. Back Up Your Work The File menu contains commands for saving your work. Click Save. 1. Browse to the location where you want to save the copy. or open the File menu and select Close. 3. 2. While the Save button on the toolbar lets you save your document quickly while you’re working on it. click the document’s Close Window button. . Open the File menu and select Save As. To close multiple documents at once and exit Microsoft Word.want to close your document without closing the Microsoft Word window.
than it is to use the arrow keys or mouse to scroll screen by screen. for example) and for moving directly to a specified page (or item) in a document. Press Ctrl + Page Up to move to the top of the previous page. To browse the document page by page (or item by item). down.Move the Insertion Point To move the insertion point in your document. or to jump directly to a specific page. and END to move to the end of a line. To scroll up or down a screen at a time. The left and right scroll buttons let you scroll to the left and right when the document is viewed at a width larger than the Microsoft Word window. if you’re browsing by graphics. Move Around the Document 2 When viewing and editing long documents. Press Page Up to move up one screen. simply position your mouse pointer where you want to type. by clicking the up and down scroll buttons. a line at a time. left. Press Ctrl + HOME to move to the beginning of the document. or right. Microsoft Word provides methods for browsing the document page by page (or item by item. The mouse pointer indicates where you can type by changing to an I-beam . You move up and down. click anywhere on the scrollbar above or below the scroll handle (box). click the Next and Previous buttons on the vertical scrollbar of the document window: . The up and down arrow keys move the insertion point up or down one line at a time. You can also use the arrow keys on your keyboard to move up. it’s much easier to browse page by page. When you click and drag the scroll handle. and Ctrl + Page Down to move to the top of the next page. and then click. Word moves up or down the document in the direction you drag until you reach the beginning or end. 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. and Ctrl + END to move to the end of the document. while the left and right arrow keys move the insertion point one character at a time. and Page Down to move down one screen. 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.
you can jump to many types of items in a document. make sure Page is selected. To go directly to a specific page (or item. to go to a graphic. located near the bottom of the vertical scrollbar. select Graphic instead of Page. such as a graphic) within the document: 1.1. For example. Open the Edit menu and select Go To. Tip: As you can see. Under Go to what. First. Enter the page number you want to go to and click the Go To button (which appears after you enter the page number). The Find and Replace dialog opens to the Go To tab. select the type of item you want to find in your document. 1. For instance. Click the Next or Previous button to go to the next or previous item (for example. or press Ctrl + g on your keyboard. . 1. 1. In the menu that pops up. select to move from page to page in your document. page) in the document. click the Select Browse Object button. 2. not just a page.
and close documents. located at the top of the window. and hyperlinks. Insert menu – Insert objects into your documents. you don’t have to enter anything into the field. print. including copying. drag it up or down to set the size of each “frame”. Choose “Split” from the Window Menu. You can scroll up or down independently in each frame section. open. opening another file if necessary. and undoing and redoing actions. When a Word document includes hyperlinks. 1. you can use these to navigate to the linkedto locations. Tools menu – Use Word’s tools. and pasting text and objects. including graphics. save. Format menu – Apply formatting to the text and objects in your documents. 2. . such as the spell and grammar checker. A bar appears in the middle of screen. AutoText. you can have the table of contents in a frame at the top and the document in the bottom frame. 4. both within and outside the document. macro recorder. edit. To remove the split. Word also opens the Web toolbar. and Word jumps to the location. page numbers and other fields. View menu – Change the document’s display size and style. choose “Remove Split” from the Window menu. and set your Microsoft Word preferences.Tip: In most cases. which you can use to move back location and forward to the location whose link you followed. to your original How to Split the Screen Splitting the screen in a Microsoft Word 2002 document allows you to view multiple parts of a document at the same time. you can browse item by item simply by clicking Next. Menu & Dialog Box Options All the commands you use to create. save. Each menu groups together related commands. symbols. Edit menu – Perform editing functions on your document. For example. and track changes. 3. cutting. and print a document are found in Microsoft Word’s menu bar. Just click the hyperlink. sometimes using submenus to further group commands: • • • • • • File menu – Create. moving to various points in the document.
and preview panes to group selection choices and to display information. click the main menu to open it. toolbars. menus.• • • Table menu – Insert and format tables. which prompts you to select or enter information. Word then displays all the available commands. Finally. first click the tab containing the choices you want to see. To navigate a dialog box like the one above. Word hides those commands you don’t use frequently. like the Page Setup dialog. Dialog boxes may use a combination of tabs. click the double arrows at the bottom of the menu to expand it. Note: Additional menus may appear when you install a program that includes a Microsoft Word plug-in. To access a menu command. or Cancel to discard them. Selecting a command from a menu often opens a dialog box. Word provides you with a number of ways to accomplish most tasks. in some cases) to accept the changes. the Preview pane in many dialog boxes. and then select (click) the command. Besides the menu bar. Once you select a command. text fields. displays the changes that will result from your selections. click OK (or Close. so if you don’t see a command. and keyboard shortcuts. Window menu – Work with multiple open document windows. For instance. many dialog boxes include buttons that open . Help menu – Access Microsoft Word’s online help. and then select your choices from the list boxes or drop-down menus. Word includes it with the others you commonly use.
toolbars. you can apply borders your page at the same time you define the other properties of the page layout. you can click a button on a toolbar to apply formatting. In the dialog box above. simply by clicking the Borders button. then click the command you want to access. and save documents. To access these commands. for example. While working in your document. you just point to the menu and click on it to view the available commands. Navigate in Word The Microsoft Word window is made up of a menu bar. The toolbars group common commands together. using buttons to provide quick access. format. grouped into logical categories. and the status bar.additional dialog boxes. edit. Although these dialogs are normally directly accessible from the main menus and the toolbars. The menu bar contains all the commands required to create. Word lets you handle related tasks at the same time. a document window. . save or print a document. print. use Word’s drawing or reviewing features. and insert a variety of objects.
Use your mouse or the arrow keys on your keyboard to navigate through the pages of your document. or simply double-click it. This is done by splitting the window. You can also view two parts of the same document at the same time. or cut and paste text or objects from one page to another. click and drag the split handle down to the middle of the screen. web layout. 2. 1.You compose and format your text in the document window. (You can also select Remove Split from the Window menu. To move up or down your document several pages at a time. or box. you can zoom in on or out of your document. 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. use the vertical scrollbar on the right side of the document window. simply by changing the display size in the Zoom menu (located on the Standard toolbar).) In addition. To adjust the size of each of the windows. click and drag the split handle off the screen. print layout. Splitting the window is useful when you want to compare different pages. Tip: You can also split the window by selecting Split from the Window menu. To return to a single window. Move the mouse over the split handle . In addition. or outline. at the top of the vertical scroll bar. which Word can display in several different views—normal. and quickly set tabs. increase or decrease indentations. click and drag the border (split handle) separating them. When the mouse pointer changes to a double horizontal line with arrows. .
The most frequently used toolbars are the Standard toolbar and the Formatting toolbar. saving. Other toolbars available in Word are: . just below the menu bar. and lets you quickly turn on and off features like the spelling and grammar checker and track changes. The Standard toolbar contains buttons for opening. these two toolbars appear next to each other.Finally. All of these elements will be covered in more depth in subsequent tutorials. Word Toolbars Word includes a number of built-in toolbars that provide shortcuts to the commands found in the menus. The Formatting toolbar contains drop-down menus and buttons for changing the font and applying formatting to text. select Toolbars. and then select the toolbar you want to show or hide. To show or hide a toolbar. open the View menu. Tip: You can also access the toolbar menu by right-clicking anywhere on a visible toolbar. By default. and editing documents. printing. the status bar at the bottom of the Microsoft Word window displays information about your current location within the document.
right-click any toolbar and select the one to show or hide from the shortcut menu. Visual Basic – Record and run macros. Clipboard – View and select the contents of the clipboard. Picture – Insert and format pictures.• • • • • • • • • • • • • • AutoText – Create and insert AutoText. and work with Microsoft Word Visual Basic code. . Forms – Insert form objects. WordArt – Insert and format WordArt. Web Tools – Insert Web objects into a Web document. Web – Navigate a Web document. Control Toolbox – Insert ActiveX controls into a form. Reviewing – Insert. and delete comments for or by document reviewers. or you can create your own toolbars to group your favorite commands. Tables and Borders – Insert and format tables and apply borders to objects. You can customize any of these toolbars by adding and removing buttons. Frames – Create framesets and frames for a Web document. Database – Insert and work with data from a Microsoft Access database. Working With Toolbars To show or hide a Microsoft Word toolbar. edit. Drawing – Insert and format drawing objects.
dot. 3. You can use the Customize dialog to create your own. Visible toolbars are indicated with checkmarks. Click Close. In the dialog that opens. as well: 1. 1. 1. click New. . custom toolbars.You can also access this menu by opening the View menu and selecting Toolbars. and select the template or document where you want the toolbar to be saved. Tip: If you select a specific document. In the Customize dialog. The Customize command also appears in Word’s Tools menu. the default Microsoft Word template. 2. Right-click any toolbar and select Customize from the shortcut menu. Check the toolbars you want to display. and uncheck any toolbars you want to hide. the toolbar will be available in any document you create that uses that template. To show and hide several toolbars at once: 1. enter a name for the toolbar. Click OK to save the new toolbar. select Customize. If you select Normal. the toolbar will be available only in that document. 2. From the shortcut menu.
To add buttons to the new toolbar. 1. Then highlight a category to display a list of available commands. 1. click the Commands tab in the Customize dialog.A small blank toolbar appears near the Customize dialog. To select a command. click and drag it from the Commands list to the toolbar. .
and then dragging a menu to the toolbar. Continue dragging commands onto your toolbar. 1.The button appears on the new toolbar. 1. Notice that the toolbar expands to accommodate the buttons. . You can also add a menu to your toolbar by selecting Buit-in Menus from the Categories list.
. Next. To add a custom menu to the toolbar. and then drag the New Menu command to the toolbar.1. select New Menu from the Categories list. 1. name the menu and add commands to it: a. Right-click the New Menu button on your toolbar.
. close the Customize dialog. 1. 2. The command now appears in the menu on your toolbar. click the menu button on your toolbar to display the empty list. click the box next to Name and enter a name. In the menu that appears.a. When you’ve finished adding buttons to your toolbar. b. Next. Drag a command from the Customize dialog to the empty space on the menu. dock the toolbar below the others by clicking the title bar and dragging it to the lower edge of the Standard toolbar. 1. a. Finally.
If you drag a toolbar to a full row. Select Customize to choose from all the available commands. Tip: Remove buttons you don’t use. 1. click the chevrons at the right edge of the toolbar. . uncheck the buttons you don’t need. the pointer changes to horizontal and vertical arrows. by selecting Add or Remove Buttons. which has changed from floating to docked. or check (select) new buttons to add. To access a button that’s no longer visible. In the menu. 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). 1. Click the title bar and drag the toolbar back into place. or add new buttons. The toolbar changes from docked to floating. The move handle is located at the left edge of the toolbar. the surrounding toolbars will shrink to make room for it. indicating you can drag the toolbar. When you move the mouse over it.A new row is added to accommodate the toolbar. Drag the toolbar off the row.
drag and drop the commands you want onto the toolbar. .From the Customize dialog.
Highlight the toolbar whose default contents you want to restore and click the Reset button. you can delete it: 1. In the Customize dialog. Instead. click the Toolbars tab. Right-click anywhere on a toolbar and select Customize. 2. Make a selection from the menu and click OK. or the button won’t be added. In the Customize dialog. . 3. you can choose to reset the toolbar for the default Word template (Normal. indicating that you’re in an editable region.dot) or just for the current document. When you’re inside the margin. click the Toolbars tab. The Reset button isn’t available for custom toolbars.Tip: Make sure you drop the button inside the margin of the toolbar. In the dialog that opens. If you need to restore the default contents of a toolbar: 1. 2. Right-click anywhere on a toolbar and select Customize. you’ll see a large I Beam. 4. if you decide you no longer need the toolbar.
to turn on the track changes feature. The Status Bar The status bar at the bottom of the Microsoft Word window displays information about where your insertion point is currently positioned in the document. and the third section is Chapter 1 of a report. and the second section is front matter. For example.” • • • • • The section number. The number of characters from the left margin to the insertion point.3. click OK. The line number. double-click TRK again. 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. When asked to confirm. and you’ve set the front matter (Section 2) to begin on page iv and Chapter 1 (Section 3) to begin on page 1. . This is based on the numbering you’ve defined. Highlight the custom toolbar and click Delete. when you position your insertion point on the first page of Chapter 1. the status bar will display “Page 1” and then “Sec 3. You can double-click inside the box in the status bar to turn on one of the features. 4. so 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”). if the first section of your document is a cover page. The number of inches the insertion point is positioned below the top of the page. double-click TRK. out of the total number of pages in the document. Word displays the page number defined for that page in the section. To turn it off. it shows: • The page number.” If you’ve inserted section breaks into your document. then on the first page the status bar will display “Page 10. From left to right. If you’ve set the first page of the document to begin at page 10. The physical page number (regardless of the numbering you’ve defined). for instance. such as a table of contents.
disk and printer icons may appear when Word is autosaving or background printing the document. Specify the settings you want the documents based on this template to use. Select the template and click OK. and formatting. 3. open the File menu and select Save As. 4. In the New dialog box. respectively. Finally. 2. layout. If an error is found.The spelling and grammar check status is displayed on the book icon in the status bar. an X appears on the book. You might define styles. To create a document based on a template: 1. Word displays the number of the page currently being printed next to the printer icon. click the tab containing the template you want to use. When you’ve finished. which are available from the New dialog. 2. Using Word Templates Templates let you define a reusable design for multiple documents. Double-click the book to see Word’s suggestion for correcting the error. A new. Open the File menu and select New. Word includes a large number of pre-defined templates. 3. Documents based on a template will share the same styles. . and formatting of the template you selected. and lay out the page using the Page Setup dialog. You can create templates of your own simply by saving existing documents as template files: 1. From the Save as type drop-down menu. blank document. layout. for example. Create a new. When you’re printing a document. blank document opens containing the styles. select Document Template. which you can then adjust to suit the individual needs of each document.
How to Change the Word Document Size . Word uses two types of templates: global templates. 4. Click Save. which is the default template for all new Word documents. is a global template. and then save and close it.1. For this reason. highlight it. If you want the template to appear on a different tab. If you save the template here. 2. if necessary) the corresponding folder. since these changes will apply to all new documents you create (where you don’t specify an alternate template). Make changes to the template as necessary. and document templates. 3. In the Open dialog. it’s important to be careful of the changes you make to it. 3. To change a document template. and click Open. you need to open the template itself: 1. select (or create. The Normal template. select Document Templates from the Files of type dropdown menu. whose contents are available only to the documents based on them. it will appear on the General tab of the New dialog when you create a new document. 2. Open the File menu and select Open. Browse to the location of the template. Word automatically locates the Templates folder. Enter a file name for the template. whose contents are available to all documents.
To change the size of a Word document: 1. Word will warn you if the margins of the page are outside the printable range for your printer. select the Landscape option button. the document won’t print correctly unless your printer supports that paper size. if you define a custom paper size that’s smaller than letter size. 1. Word changes the orientation of the page in the Preview pane so you can see how the page will appear. Click the Paper Size tab. select one of the pre-defined options from the Paper Size menu. You can choose to continue. When you click OK to exit this dialog. Word will confine the printable area to the size you specified. To change the paper size. You can then trim the paper as necessary. The Page Setup dialog opens. or to return to the dialog to change the settings. For example. Tip: Despite Word’s warning. 2. To change the orientation of the page to landscape. or select Custom size to define a size using the Width and Height fields. then print the document on letter paper. Microsoft Word defaults to letter size. Although you can define any paper size in this dialog. 1. . with portrait orientation. Open the File menu and select Page Setup. you can often still print your document.
• When you select 2 pages per sheet. left. . Enter the number of inches you want the main text of the page to appear from the top. 2. If you selected the Left gutter position. a. b. • Use Mirror margins to set up facing pages for double-sided documents. First. the Left and Right margin fields change to Inside and Outside. In the Page Setup dialog. 2 additional options are available: Mirror margins and 2 pages per sheet. click the Margins tab. 1. enter the amount of additional space you want to reserve for binding. bottom. 3. When you check this option. Notice that Word changes the picture in the Preview pane so you can see how the pages will appear with the binding. and right edges of the page. Open the File menu and select Page Setup.Set Margins To define the margins for a Word document: 1. specify left or top binding by selecting the appropriate radio button under Gutter position. Word reduces each page in your document by 50% and fits 2 pages to each sheet of paper. letting you specify the margins for the inside (binding side) and outside margins of the page. The Gutter field lets you define extra space for the left or top margin of a document for binding: a. This prevents text from being cut off by the binding. Second. 4.
1. 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. select Page Setup.5 inch below the header. Using Page Setup in Microsoft Word Use Word’s Page Setup dialog to define the layout for your page. Most printers are unable to print on the outside quarter-inch of the page on all sides. . 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. or . and the main text will begin 1 inch from the top of the page. From the File menu. When you’ve finished entering your settings. Finally. if you specified a top margin of 1 inch and a header margin of . since this is the space the printer uses to grip the page. For example. click OK to apply them to the document and close the dialog. The header and footer will appear between the edge of your page and the top and bottom margins you specified for your main text.1.5 inch from the top of the page.5 inch. 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. your header will appear .
if you want to print a cover page on special paper). The Preview window lets you see exactly how your document will appear on the page. Paper Source – Lets you specify a different paper source for a part of your document (for example. Paper Size – Lets you specify the paper size and orientation (portrait or landscape). Preview and Print Use the Print Preview button on the Standard toolbar (or select Print Preview from the File menu) to preview your document before you print it. as well as specify additional options for headers and footers. Layout – Lets you add line numbers and borders. .The Page Setup dialog has 4 tabs: • • • • Margins – Lets you define the margins for your page. including the placement of the header and footer in relation to the edge of the page.
Notice that the pointer appears as a magnifying glass with a plus sign in the middle. To view several pages at once. . You can also zoom in and out by specifying a value in the Zoom box on the toolbar. click the Multiple Pages button on the toolbar. then select a layout from the menu. Click again to zoom back out. Click the mouse to zoom in on the document.
Open the File menu and select Print (or press Ctrl+p).Use the One Page button to change the view back to one page. To print your document without previewing: 1. Or. to return to the document without printing. Tip: . The Print dialog opens. Make sure the correct printer is selected in the Name field. click the Close button. simply click the Print button on the toolbar. To print your document from the Preview window. 1.
Enter the number of copies.The Properties button lets you specify additional options specific to your printer. and any text-wrapping you’ve applied to objects does not appear. page numbers. allowing you to reorganize text by dragging and dropping headings. and text-wrapping. text-wrapping. Word will send the document to your default printer without opening the Print dialog. You can collapse and expand the document depending on whether you want to view only headings or all the text. and color settings. Select the page range. which you can choose from the View menu: • • • • Normal view displays the text and objects you insert. Microsoft Word prints your document using the selected printer. . Outline view displays the structure of the document. and natural page breaks (indicated by dotted lines). These include paper type. and backgrounds you’ve applied. the layout of the page is not displayed—page numbers are not shown. Each page is shown in its entirety. 2. Tip: Click the Print button on the Standard toolbar to print a document using the default settings. 5-20). including any graphics. including any white space at the bottom. as well as page and section breaks. select the Pages option and enter the beginning and ending page numbers separated by a hyphen (for example. Web Layout view displays the document as a web page. 1. To print a specific page range. collating and hole punching. Change Document Views Microsoft Word provides 4 document views. as well as headers and footers. However. Click OK. for example. Print Layout view displays the document as it will be printed. 3.
Open the Edit menu and select Copy. 2. or press Ctrl+x on your . 3. you can use the Copy and Paste buttons on the Standard toolbar. Position the insertion point in the location where you want to copy the text. This creates a copy of the text in the new location. because Microsoft Word keeps the original copy on the clipboard until you exit the program. 4. 2. To move text to a new location. Open the Edit menu and select Paste. to switch to Print Layout view. Open the Edit menu and select Cut. There’s no need to recopy the text. leaving the original text in place. or press Ctrl+c on your keyboard to copy and Ctrl+v to paste. 4. You can use the Paste command to paste as many copies of the text as you like. Tip: You can also click the Cut keyboard. to switch to Web Layout view. Select the text you want to copy. to switch to Outline view. Move and Copy Text To copy text from one place in your document to another: 1. use the View buttons at the bottom left corner of the window: • • • • Click Click Click Click to switch to Normal view. Position the insertion point in the location where you want to move the text.The View Buttons To quickly change between document views in Word. you use the Cut command: 1. Tip: Instead of using the Edit menu. button on the Standard toolbar. Select the text you want to move. 3. Open the Edit menu and select Paste.
which allows you to use the mouse to move a selection from one place to another: 1. Cut and Paste commands also appear in a shortcut menu. which you can access by right-clicking anywhere in your document: 1. 1. Select any text or object (such as graphic). 2. Word drops the text in that location. Hold down the mouse button and drag the selection to another location in the document. Move to another location in your document. 1. Release the mouse button. right-click. 2. Right-click and select Copy from the menu that pops up. Select a block of text to move.The Copy. The selection is copied to the new location. . Drag and Drop Method to Move Text Microsoft Word includes drag-and-drop functionality. and select Paste from the menu.
Press Enter to insert the completed word into your document. For example. .The selection doesn’t have to be text. When Word’s AutoComplete option is turned on. and then AutoText again. when you begin typing a date. you need only continue typing. which you can insert by again pressing Enter. Open the Insert menu and select AutoText. these items appear as pop-ups when you type. Work with AutoText AutoText items are pre-built text and objects that you can quickly insert into a document. You can insert the complete entry simply by pressing Enter. it can be any object on the page. Word interprets the first few letters of the month and displays the word in a popup. If you then press the space bar. Word displays today’s date. To turn AutoComplete on and off: 1. If you don’t want to insert Word’s AutoComplete suggestion.
.The AutoCorrect dialog opens.
You can. Position the insertion point where you want to insert the AutoText. The AutoText submenu contains additional submenus for AutoText categories. Tip: Additional AutoCorrect options are available on the AutoCorrect tab.1. 2. Select or clear Show AutoComplete tip for AutoText and dates. and then the particular AutoText entry you want to insert. but choose to prevent Word from replacing text as you type. 1. for example. . which you can select from the AutoText submenu: 1. Word includes a large number of pre-built AutoText entries. 3. Select a submenu. Click OK to close the dialog. Open the Insert menu and select AutoText. leave AutoCorrect on.
show the AutoText toolbar: From the View menu. To create an AutoText entry: 1. select Toolbars and then AutoText. Select the text or graphic and the final paragraph mark . 5. create the text or graphic and format it as you want it. this allows Word to insert the entry when you type using AutoComplete. enter a name for your entry. Select the entry. If necessary. formatted text and objects you use repeatedly.Create New AutoText You can create your own AutoText entries. Show paragraph marks by clicking the Show/Hide Paragraph button on the Standard toolbar. First. click the New button. 2. . so you don’t have to continually recreate them. In the Create AutoText dialog. b. To include the formatting in the AutoText entry: a. On the toolbar. 3. Use at least 4 characters. 4.
The AutoText dialog box opens to the AutoCorrect tab. and then click Add. 2. 1. Open the Tools menu and select AutoCorrect. Normal). complete the Replace and With fields. Select Replace text as you type. To turn on AutoCorrect: 1. Select or clear the options you want Word to use when autocorrecting your document. To insert the entry into a document.) 3. (Clear the check box to turn off AutoCorrect. The entry is listed in the AutoText submenu under the style that was used to create the entry (for example. . Click OK. To enter your own corrections.1. Click OK. Use AutoCorrect The AutoCorrect feature in Word automatically corrects spelling and capitalization errors as you type. open the Insert menu and select it from the appropriate AutoText submenu.
highlight the suggestion and click the Change button. such as ignoring words in uppercase and checking spelling as you type. it opens the Spelling and Grammar dialog. 2. Tip: If Word displays a word or phrase in green. it is indicating a possible error in grammar. To correct the error using one of the suggestions. To stop it from checking grammar. The word is colored red in the top pane. Tip: Click the Options button to select options for the spell check. When it finds a word it doesn’t recognize. Open the Tools menu and select Spelling and Grammar (or press F7 on your keyboard).Spell Check Your Work To spell check your document: 1. Suggested corrections are listed in the bottom pane. . Word begins checking the document. which also displays the surrounding text. uncheck the Check grammar box at the bottom left of the dialog.
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 the document. 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 maintain entries 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.
1. Click the Dictionaries button. 2. Click the New button.
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 you spell 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 document for 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.
highlight the dictionary you want to edit (but be careful not to uncheck it) and click Edit. 2. In the Custom Dictionaries dialog. Click the Dictionaries button. .1.
Remove from the Custom Dictionary To remove a word from the custom dictionary: 1. 1. add the word as it should be spelled in the document. 2. Tip: You can quickly add a word to the custom dictionary during a spell check: 1. On the Standard toolbar. 2. When the spell check highlights a word you want to add to the custom dictionary. In the Options dialog. click Save to save the entries. Word adds the word to the dictionary and resumes the spell check. Spell check your document by pressing F7 on your keyboard (or selecting Spelling and Grammar from the Tools menu). Open the Tools menu and select Options. click the Add button. To add multiple words.1. . press Enter after each word. 2. click the Spelling & Grammar tab. Close the window. In the new window that opens.
In the Custom Dictionaries dialog. highlight the custom dictionary and click Edit.1. . Click the Dictionaries button. 2.
returning the document to its earlier state. 1. delete the word from the list. In the left corner. On the Standard toolbar. Click the down arrow next to the Undo button. Quick Tabs The easiest way to set tabs in Microsoft Word is to use the horizontal ruler. Stop at the earliest action you want to undo. 2. Word removes the highlighted changes from the document. Tip: If you find you moved too far back in the document’s history. and then click the ruler in the location where you want to set the tab. 2. Notice that as you scroll through the list. center .1. 3. click the to select the alignment (left . The menu that appears displays your last 25 actions. Close the window. In the window that opens. or bar ). Undo Problems Use the Undo button on the Standard toolbar (or press Ctrl+z) to undo your last action. click Save to save the change. decimal . you can use the Redo button (or press Ctrl+y) to redo each action. . right . Word highlights the actions. To undo a series of actions: 1.
4.You can move the location of tabs simply by dragging and dropping the tabs on the ruler. select it from the list and click Clear. 2. Select the alignment. This opens the Tabs dialog. Select the leader style. into the Top stop position field. Click Set. To clear a tab. as well as different headers and footers. open the Format menu and select Tabs. Use Section Breaks Use section breaks to divide the formatting of your document into sections. Each section can use a different page layout. drag it off the ruler. size. The tabs you set apply only to the current (or selected) paragraph(s). if appropriate. Set Tabs To set additional options for tabs. To remove a tab. To insert a section break: . 3. or click Clear All to clear all tabs from the list. and orientation. Enter the precise measurement. to name just a few examples. For each tab you want to set: 1. in inches. such as defining a leader style.
or on the same page). 1. Position the insertion point where you want to insert the section break. 2. Types of Section Breaks Word provides several types of section breaks. you delete all the formatting for the preceding section. and then the section break type. just highlight it and press Delete on your keyboard.) . The Break dialog opens. (Open the dialog by selecting Break from the Insert menu.1. click Show/Hide on the Standard toolbar. all of which are displayed in the Break dialog box.) Be aware that when you delete a section break. 2. Click OK. The section break type tells Word where to begin the new section (for example. Select the break type. (If you don’t see the section break. To delete a section break. Open the Insert menu and select Break. on a new page.
but it is included when the document is printed. From the Section start menu. click the Layout tab. you can change the type of an existing section break: 1. or press Ctrl + f on your keyboard. If you need to. This opens the Find and Replace dialog. If the preceding section ends on a page of the same number type (odd or even). Find and Replace In Word. This is a handy way to create divisions when. 3. In the Page Setup dialog. where you insert the break. 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. then Word inserts a blank page. 1. 4. Open the Edit menu and select Replace. for example. Odd page and Even page start a new section on the next odd. The blank page is not displayed on-screen.• • • Next page starts a new section on the next page. Continuous starts a new section on the same page.or even-numbered page. . you want the first page of each chapter in a document to begin on an odd page. Click OK. Open the File menu and select Page Setup. select the section break type. 2. Position the insertion point inside the section whose type you want to change.
Word moves to. line. . Use Find to find a word or phrase in your document. use Replace instead if you want to replace that text with something else. Tip: Press Ctrl + h on your keyboard to open the dialog to the Replace tab. and Go To. The Go To tab lets you jump to a specific page. Replace. enter the text you want to find. In the Find what field. 1. 2. the next instance of the text you’re searching for. or Ctrl + g to open it to the Go To tab. in your document. etc. and highlights. Click the Replace tab. 3. enter the new text you want to replace the original text with. 1. section. In the Replace with field.The dialog box has 3 tabs: Find. Click Find Next.
Click Replace to replace the text. You can also use the drop-down menu to specify the direction of your search: Up (toward the beginning of the document). If you’re sure you want to replace all instances of the text in the document (for example. or All (from this point to the end of the document.” 2. 4.1. select the Match case box to restrict the search and replace to the specific case format you enter. whether they’re whole words or only parts of words. Word searches for all instances of letters matching the text you entered.” Word finds “them. click the Format button. So when you search for “the. By default. This opens a menu from which you can select the formatting options you want to replace. Select Find whole words only to search only for whole words that match the text you entered. Under Search Options. 1. Word replaces all instances of the text. click the More button. or Find Next to keep searching. To see additional options for finding and replacing text. and then from the beginning of the document back to this point). . 3. To search for text containing a particular formatting. click Replace All.” 3.” and “then. Down (toward the end of the document). 4.” “theme. if you’ve misspelled a person’s name). such as replacing “white” with “White.” Selecting this box restricts the search to “the. 2.
selecting Style.For example. Notice that Word includes the style under the Find what field. you can search for all text in your document that uses the Heading 1 style by clicking the Format button. and then selecting Heading 1 from the dialog box that opens. 1. .
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. 1. To replace the style with a different style. move the insertion point to the Replace with field. Select the new style from the dialog box that opens. Only enter text when you want to replace that specific text (and its formatting) with new text containing different formatting. . and then select Style again. click Special. such as Heading 2. click Format.1. To find or replace special characters.
. The example below shows the symbols that appear when you select Em Dash from the menu.When you select an item from this menu. Word inserts a symbol (or symbols) into the field representing the one you chose. so don’t be alarmed if the character doesn’t appear recognizable in the field.
. Notice that OVR appears in black on the status bar at the bottom of Microsoft Word. and the new text will be inserted before the existing text. Use Overtype mode to type over existing text. press the Insert key on your keyboard. Tip: You can also switch between Insert and Overtype modes by double-clicking OVR on the status bar. To switch to Overtype mode. To switch back to Insert mode. This means that you can position your insertion point anywhere inside a block of text and begin typing. press the Insert key again.Correct Your Document Word has two typing modes: Insert and Overtype. Insert mode (the default) lets you insert text as you type.
You don’t need to switch to Overtype mode to do this. Tip: To select an entire word. use the Increase Indent button on the Formatting toolbar. To delete selected text. You can also use these keys to delete one character at a time. press and hold the Shift key. however. click the Decrease Indent button. Selected text appears highlighted in black. Click the word a third time to select the entire paragraph. to simply select the text you want to replace and then type over it. The Delete key deletes the character to the right of the insertion point. position your insertion point at the beginning of the text. You can select text using your mouse or keyboard: • To select text using your mouse. line by line. To decrease the indent. and remaining in Insert mode ensures that you don’t inadvertently replace text you meant to keep. by holding down the mouse button and dragging to the end of the text you want to select. simply double-click the word. use either the Backspace or Delete key on your keyboard. without selecting a block of text: • • The Backspace key deletes the character to the left of the insertion point. To select a line of text. Word indents the paragraph by one tab stop each time you click the button. click and drag the mouse over the entire portion of text you want to select. • To select text using your keyboard. and then use the arrow keys to move to the end of the text. Indent Text To quickly indent text in Word. You can continue to select text. click outside the left margin of the line. Note: .It’s often easier.
as well. You can drag the upper Left Indent marker. . Word changes the level of the text. and you want to change a paragraph of Level 2 text to Level 3. The Paragraph dialog opens. increasing the indent as appropriate. to create a hanging indent. for example. click the Indents and Spacing tab. For instance. If necessary. and the lower marker represents the remainder of the paragraph. 1.You can use these buttons to change the level of text in a numbered outline. use the Paragraph dialog box: 1. be sure to drag them using the small box at the bottom of the markers. You can enter positive or negative numbers. Notice that in the Preview pane. Negative numbers extend the text beyond the current margins. To set more specific options for indenting text. The upper and lower paragraph markers can be moved separately. 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. Open the Format menu and select Paragraph. click the Increase Indent button (with the insertion point positioned somewhere in the text). the upper marker represents the paragraph’s first line. If you have trouble dragging both markers at once. 2. and adjusting the numbering or bullet style as appropriate. if Level 2 is indented by one-quarter inch and Level 3 is indented by one-half inch. Change the left or right indentation using the up and down arrows next to the Left and Right fields. You can also change indentation using the Left Indent and Right Indent markers on Word’s ruler. Word shows you how the text will appear relative to the surrounding paragraphs.
You can specify the precise indentation by entering a value into the By field.1. To create a hanging or first-line indent. . select the appropriate option from the Special drop-down menu.
1. which lets you specify the number of columns and cells. . This opens the Insert Table dialog. Create a Table To insert a table into your document. Click OK to apply the settings and close the dialog. open the Table menu and select Insert Table.
adjusting the height as necessary. Word snaps the new cell to the border of the first one. giving it roughly the same height. . If necessary. and the mouse pointer changes to a pencil. or click the Tables and Borders button on the Standard toolbar.You can also draw a table using your mouse: 1. To draw the first cell of the table. 1. click the Draw Table button. click near the edge of the existing cell and draw the new cell. From the Table menu. 1. click and drag a rectangle on a blank area of the page. select Draw Table. To draw an adjoining cell. A floating toolbar appears.
. To select multiple cells.1. The same is true when you select a row or column. You can also select the table cell itself by clicking at the edge of the cell. for example. click and drag along the cells you want to select. click just outside the left or right edge of the row. Continue drawing cells in this fashion until your table is complete. rather than just the contents. the pointer changes to a small black arrow. To format text inside a cell. You don’t have to draw cells of the same width. • To select a row. 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. rather than just to the text. By selecting the cell. or the entire table. you can apply formatting to any text you later enter into the cell—the formatting is applied to the cell. When the mouse is in the correct position. simply select the text and format it as usual.
the pointer changes to a small black arrow. or a column. cell margins.• To select a column. Position the cursor inside a table cell. height. and cell spacing. can be defined using Microsoft Word’s Table menu: 1. a row. • To select an entire table. (You can also select the table. Open the Table menu and select Table Properties. The Table Properties dialog opens. move your mouse to the upper left corner and clicking the plus sign when it appears. General table properties. click at the top or bottom edge of the column. a cell. . When the mouse is in the correct position.) 2. such as width.
which lets you specify the border’s style. which you can access by rightclicking the table or cell(s). color. . This opens the Borders and Shading dialog. and whether or not surrounding text should wrap around it. Use the Table tab to select properties that apply to the whole table: its width and alignment. and weight. click the Borders and Shading button. 1.Tip: Table Properties is also available from a shortcut menu. 2. To apply a table border.
1.Tip: 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. Click the Options button on the Table tab to change the default cell margins and spacing. . Click OK to close the dialog and return to the Table Properties dialog. or by right-clicking the appropriate cells and selecting Borders and Shading.
Note: These values apply to the entire table. . click the Options button on the Cell tab instead. If you need to specify margins for a particular cell. The Row and Column tabs of the Table Properties dialog let you select options for the table’s rows and columns. 1.
you can click the Options button to define cell margins. and to specify text wrapping within the cell. 1. In addition. You can set different options for each row or column in the table. .Use the Previous and Next buttons to scroll from one row or column to the next. The Cell tab lets you specify the width and vertical alignment of the selected cell(s).
For faster table formatting. The Table AutoFormat dialog opens. Word provides a large number of pre-formatted table styles. 2. Open the Table menu and select Table AutoFormat. . Select the table you want to format. which you can apply to any selected table: 1.
Click OK. Open the Insert menu and select Symbol. Select the format you want to apply. 2. . symbols are special characters that don’t appear on a standard keyboard. The Symbol dialog opens. Word displays a preview of the table. To insert a symbol into a document: 1. Insert Symbols In Microsoft Word. For each format you highlight in the list. and any special formatting options.1. These can range from a copyright symbol to icons like smiley faces and checkmarks.
. the en-dash. such as the em-dash. and the copyright symbol.1. 2. appear on the Special Characters tab. Many standard special characters. Different fonts offer different symbol menus. the trademark symbol. You can select different fronts from the drop-down menu to view all the available symbols. the Symbol dialog opens with the Symbol font selected. By default. though many include the same standard symbols.
Select a font name from the Font box. place the insertion point where you plan to type. 1. Select the text you want to change. You can use these to insert the symbol without opening the Symbol dialog. highlight the symbol and click the Shortcut Key button. Tip: Keyboard shortcut keys for these symbols appear in the Shortcut key column. 2.1. Select a symbol from the menu and click Insert. Enter a new keyboard combination into the Press new shortcut key field and click Assign. style and color of text in your document. size. Enhance Your Work Use the Formatting toolbar to quickly change the type. To create your own keyboard shortcut keys. to apply formatting to new text. Click Close to close the Customize Keyboard dialog. or. 1. This opens the Customize Keyboard dialog. Once you’ve inserted a symbol. click Close to close the Symbol dialog. .
press Ctrl+u. Click the Bold button to apply bold formatting.1. press Ctrl+b. You can also click the Italics and Underline buttons. press Ctrl+i. . 2. For bold. click the down arrow to the right of the Font Color button and pick a color from the menu that appears. 1. Click the buttons again to remove the formatting from the text. Tip: To apply simple formatting using keyboard shortcuts: • • • 1. For underline. To change the color of the text. For italics. Select a size from the Size box.
Select Verdana from the Font list. Select Bold from the Font style list. engraving and animation. The Font dialog provides more options for formatting text. select the text and click the Font Color button. . In the Font dialog. Select 11 from the Size list. as well as for enhancing text with special effects such as embossing.Tip: When you pick a color. To access the Font dialog. Tip: You can also open the Font dialog by right-clicking and selecting Font from the menu that pops up. size and style: 1. 3. open the Format menu and select Font. To apply that color to more text. 2. the Font Color button changes to display the new color. click the Font tab to select a font (type).
The Preview pane shows you how the font will appear in your document. You can also change the font color and add special formatting. select the Shadow check box. Open the Font color menu and pick Red. such as a shadow: 1. 2. . Under Effects.
Select Blinking Background from the Animations list. use the Text Effects tab: 1. With your text selected. . embossing. simply select the check boxes to apply an outline. To add animation to text. This is how the text now appears in the document: You can choose from a number of formatting options under Effects.1. 2. Click OK to close the dialog. open the Font dialog again and click the Text Effects tab. engraving or other effects.
Open the Font dialog and click the Character Spacing tab. The Character Spacing tab lets you adjust the width of text. The text now appears with a blinking black background. between characters: .1. 4. Click OK. the spacing between characters. The first figure below shows text with a default scale. Use the Spacing menu to specify spacing. The Scale menu lets you select a percent by which to scale the width of your text. and the position of text in relation to the normal baseline: 1. in points. 2. 3. the second figure shows the same text scaled to 200%. Select a short block of text.
enter the number of points by which you want to raise or lower the text in relation to the baseline. Use the Position menu to move the text above or below the baseline. The baseline is represented by the horizontal black lines in the Preview pane. Notice that the Preview pane shows the effect on the text. a. b. You can continue to adjust the number of points using the up and down arrows next to the By box. In the By box. In the By box. b. enter the number of points by which you want to expand or condense the text. . select Expanded or Condensed. select Raised or Lowered. From the Spacing menu. while condensing compresses the space between characters. From the Position menu.a. Expanding text adds space between characters. 5.
In the figure below. I’ve raised the text by 5 points. Tip: Raising and lowering text is not the same as creating a superscript or subscript. simply by changing the formatting of the style. under Effects. which makes text smaller. which you can apply to body text. to headings and subheadings. Microsoft Word includes a large number of built-in styles. you can quickly change the formatting of all the text in your document that uses a particular style. Later. as just a few examples. It appears above the horizontal lines in the Preview pane. select Superscript or Subscript. click the Font tab and. Introduction to Styles Styles are collections of formatting choices that you can apply to the text or objects in your document. . To change a character to superscript or subscript. and to headers and footers.
Open the Format menu and select Style.The styles available in a document appear in the Style drop-down menu on the Formatting toolbar. Select the text or object you want to apply the style to. . select the style from the menu. The Style dialog opens. You can also view and apply styles from the Style dialog: 1. To apply a style to a selection of text. 2.
. you may need to modify some of them. select Style). Create a New Style Although Word includes many built-in styles.) 1. (You can filter this list by selecting Styles in use or User-defined styles from the List menu. Highlight a style and click the Apply button. You do this using the Style dialog (from the Format menu.The Style dialog lists all the current styles available for use. or create new styles of your own.
Highlight the style in the Styles list.To change the formatting of an existing style: 1. Click the Modify button. . The Modify Style dialog opens. 2.
etc. style. Click the Format button to select the type of formatting you want to change. size. which lets you select a new font. as well as a weight. color.1. For example. . selecting Font opens the Font dialog.
The New Style dialog opens.1. You can select as many options as needed from the Format menu. Click the New button. click OK to close the Modify Style dialog. When you’ve finished formatting the style. To create a new style from the Style dialog: 1. .
When you’ve finished formatting the style. Tip: . select the existing style from the Based on drop-down menu. However.1. This prevents you from having to select formatting that another style may already include. Click the Format button to select the formatting you want the new style to use. Open the Format menu and select Borders and Shading. telling Word to automatically apply the “Normal” or “Body Text” style to the paragraph following your heading prevents you from having to change the style over and over again. by default. Enter a name for the new style. click OK to close the dialog. Select the element you want to add a border to. 2. Be sure the name is unique. For instance. 1. 3. in such a case. or to entire pages: 1. and Style for the following paragraph tells Word what style to apply to the text that follows the paragraph using your new style. The Style type drop-down menu lets you specify the type of style you’re creating. a table or table cell. 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. 2. Add Borders You can add custom borders to a paragraph. if you’re creating a heading style. it’s more common for body text to follow a heading. Word. will apply the same heading style to the paragraph that follows your heading.
The Borders and Shading dialog opens. Note: To add a border to the pages of your document. open the File menu. click the Layout tab. In the Page Setup dialog.You can also right-click the element and select Borders and Shading from the shortcut menu. Under Setting. 1. and in the Page Setup dialog. Tip: You can use the Preview pane to apply the border manually. You can . click the Layout tab. On the Layout tab. select the type of border you want to use. Simply click the button indicating the side of the element where you want to apply a line. select Page Setup. Click the button again to remove the border. click the Borders button. Word opens the Borders and Shading dialog with Whole document selected under Apply to. and you should do this if you’re adding a custom border.
1. When you’ve finished. the text you type is left-aligned—that is. Tip: If you change elements of the line style after applying a custom border. and justified. . The text is centered between the left and right margins. The text is once again aligned along the left margin. you will need to remove the border using the Preview pane and then reapply it. On the Formatting toolbar. click the Options button. Note that if you use the Preview pane to apply a custom border (for example. 2. right. you can select a picture border from the Art menu. 1. Aligning Text Microsoft Word provides four options for aligning text: left. changing the selection if necessary. if you add a vertical line to the left side of the page). centered. When you reapply the border. click the Align Right The text is aligned with the right margin. Word automatically selects Custom. Use the Formatting toolbar to change the alignment: 1. and width. Optionally. By default. color. any alignment you apply to a text selection will be applied to the entire paragraph. 1. Now. 1.also click on the edge of the picture to apply a border to that side of the element without using the buttons. button. Select the text you want to align (or position the insertion point where you plan to type). it is aligned along the left margin. Because text is aligned in relation to the paragraph margins. To adjust the margins of the border. click OK to apply the border and close the dialog. it will appear in the Preview pane with your new line style settings. Finally. Select the line style. Click the Center button. 2. click the Justify button. 1. but not with the left. click the Align Left button.
1. Tip: Because Word inserts additional spaces when justifying text. The Paragraph dialog box opens. If necessary. 2. select the line spacing you want. From the Line Spacing drop-down menu. If necessary. The alignment options also appear in the Paragraph dialog box: 1. From the Format menu. forcing the text to line up along both the left and right margins. click the Indents and Spacing tab. you specify line spacing using the Paragraph dialog: 1. 2. Commonly. select Paragraph. In Word. 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. lines are single-spaced or double-spaced.Word inserts spaces between the words. click the Indents and Spacing tab. Open the Format menu and select Paragraph. justification is not normally recommended for Word documents. 3. .
1. . You can specify more precise spacing by selecting Exactly and then entering a point value into the At field.
.1. Use the Before and After fields to specify different values for the amount of space you want to appear before (above) and after (below) a line of text. The Preview pane shows how the text will appear.
Click the Layout tab. Open the File menu and select Page Setup. To add line numbers to a document: 1. 1. The Page Setup dialog opens.Add Line Numbers Line numbers are often included in draft documents to facilitate reviewing by readers. .
and save your document frequently. 1. Click the Line Numbers button.1. The Line Numbers dialog opens. Select the Add line numbering check box. Don’t use line numbers unless absolutely necessary. The remaining fields in the dialog box are enabled. When you’ve finished. . allowing you to set options for the line numbers. 1. click OK. Tip: Line numbers can create instability in Word documents and may potentially cause Word to crash.
Create a Header
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 on even-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 the page. Tip: Headers and footers are inserted and formatted the same way. Just use the Switch Between Header and Footer between the header and footer. button on the Header and Footer toolbar to move
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. To edit 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 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 and
Insert Time buttons to insert those fields into the header. Word automatically calculates 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 rest.
Insert Page Numbers
To insert page numbers into a Word document: 1. Open the Insert menu and select Page Numbers. The Page Numbers dialog opens.
1. From the Position drop-down menu, you can choose to place the page numbers at the top or bottom of the page. Bottom of page is selected by default. 2. From the Alignment drop-down menu, select Left, Center, Right, Inside, or Outside. Inside and Outside are used for facing pages. 3. Click the Format button to view additional options:
1. a. Number format lets you specify Arabic or Roman numerals, uppercase or lowercase, or numbers or letters. b. Include chapter number inserts the chapter number, based on the style that’s been applied to the chapter’s heading, before the page number, using the separator you select.
you might do this. Footnotes and Endnotes Footnotes and endnotes contain supplemental information that’s referenced in the body of the document. When you use reference numbers (rather than symbols). When you’ve finished making your selections from the Page Number Format dialog. Word applies the formatting to the existing numbers. you can specify the page number the document (or section) should begin on.” which should begin on “Page 1. However. close the dialog and. and the next section of the document contains “Chapter 1. The Footnote and Endnote dialog opens.” d. each page is numbered consecutively by default. Footnotes appear at the bottom of the page containing the reference. The references always remain linked to their corresponding text. if one section contains a table of contents using lowercase page numbers. Open the Insert menu and select Footnote. so you can enter it. while endnotes appear together at the end of the document. 2. Word automatically updates the numbering as you insert new references. Under Page numbering. in the Page Numbers dialog. When you insert a footnote or endnote. Word jumps to the location of your reference text. 2. Once you insert the reference. click OK. Tip: Follow the same steps to change the formatting of existing page numbers (for example. To insert a footnote or endnote: 1. Position the insertion point where you want to insert the reference. click Close instead of OK. To insert the page numbers.c. for example. When a document includes multiple sections. . if you only need to change the number a page or section begins on). you can choose to have a new section in a document begin on “Page 1”. you actually insert the reference—a number or symbol—into the body of your text. Click OK to return to the Page Numbers dialog.
Type the reference text. Word returns the cursor to location of the reference in the body of your document. If you choose Custom mark. Use the mouse to return to the location in your document where you left off. right-click inside the reference text and. 2. 1. Word inserts the references and then moves to the cursor to the location of the reference text. as appropriate. .1. Tip: To quickly return to your previous position. Click OK. select AutoNumber or Custom mark. select Go to Footnote or Go to Endnote. Select the type of note you want to insert: Footnote or Endnote. from the shortcut menu. 2. click the Symbol button to select the symbol you want your references to use (such as an asterisk). 1. Under Numbering.
Word automatically renumbers the remaining references in your document. This removes both the reference mark and the associated text. You can view reference text at any time by moving your mouse over the reference in the body of the text. To edit the text. or just move the cursor to the reference text using your mouse or arrow keys. using the Options button in the Footnote and Endnote dialog: 1. You can change the placement of footnotes and endnotes. . Set Footnote Options By default. and vice versa. double-click the reference mark. Open the Insert menu and select Footnote. To delete a reference. The Footnote and Endnote dialog opens. Word displays the reference text in a popup. Simply right-click the reference text and choose the appropriate Convert to option from the menu.You can also use the shortcut menu to convert a footnote to an endnote. and endnotes are located at the end of the document. select the reference mark and press Delete on your keyboard. as well as define numbering options. footnotes are located at the bottom of the page containing their reference marks. when you do this.
The Note Options dialog opens. For instance. 1. Footnotes can appear either at the bottom of the current page or directly beneath the current text. if each section represents a new chapter or a new article in a publication. Click the All Footnotes tab to define options or footnotes. To change the location of the notes.1. endnotes can appear either at the end of the document or the end of the current section. within the document. 2. 3. if you don’t want the notes to begin at 1. Click OK to apply the options. Click the Options button. if ever. 5. you may want to renumber footnotes beginning with 1 at the start of each section in your document. 4. select an option from the Place at drop-down menu. or the All Endnotes tab to define options for endnotes. Choose when note numbering should restart. Choose a numbering format and enter a starting number. .
switch to normal view . To insert a continuation notice. Word automatically inserts a separator line between footnote and endnote text and the body of the document. and then apply the formatting using the buttons on the Formatting toolbar. You can change the formatting of the separator by selecting it from the drop-down menu at the top of the notes pane. Word displays the note pane at the bottom of the document window. select it from the menu and then type the text for the notice in the note pane. In the note pane. Bookmarks . use your mouse to select the notes you want to format. A Footnote continuation notice (or Endnote continuation notice) is a notice telling readers that notes continue on another page. then open the View menu and select Footnotes. Selecting Footnote continuation separator and Endnote continuation separator from the same menu inserts a line between the main text of the document and notes that continue to the next page. If you want to view and format all the notes in your document at once.Format Footnotes You format reference text just as you would the other text in your document.
1.Bookmarks in Microsoft Word function the same way they do on a web page—as links to marked places in the document. Click the Add button. 2. Enter a name for the bookmark. 2. 2. Use bookmarks as a means of organizing and navigating longer documents. you can select text or an object that you want to bookmark. Open the Tools menu and select Options. 1. The name must begin with a letter and cannot include any spaces. Simply click the link for a bookmark to jump to the linked-to location. Open the Insert menu and select Bookmark. Use Bookmarks To display the bookmarks in your document: 1. though you can use underscores (_). highlight the bookmark and click the Delete button. Alternatively. Click the View tab. The Options dialog opens. Open the Insert menu and select Bookmark. To insert a bookmark: 1. In the Bookmark dialog box. To delete a bookmark: 1. . Position your insertion point where you want to insert the bookmark.
Then select the name of the bookmark from the drop-down menu and click Go To. highlight the bookmark you want to go to and click Go To. Bookmarks are displayed as I-beams in the document. 2.2. Organize Bookmarks . Bookmarked text appears in brackets. 1. Click OK. In the Bookmark dialog. Tip: You can also navigate to a bookmark using the Find dialog: Press Ctrl + g (or simply F5) on your keyboard to open the dialog to the Go To tab. Open the Insert menu and select Bookmark. To navigate to a bookmark in your document: 1. Under Show. Select Bookmark from the list. select Bookmarks.
When a document includes a number of bookmarks. Open the Insert menu and select Bookmark. Review each change using the Next Change on the Reviewing toolbar. and then Highlight Changes. accept it by clicking the Accept Change button. As you move your mouse over each change. making it easier to find a specific bookmark when navigating: 1. In the Bookmark dialog. select Highlight changes on screen to see the changes that have been made to the document. choose Sort by Name or Location. When Word stops at a change. inserted or deleted) and the reviewer who made the change. In the Highlight Changes dialog. To turn on the track changes feature. you can sort them by name or location. select Track changes while editing. select Track Changes. Sorting the list by name arranges the bookmarks in alphabetical order. In the Highlight Changes dialog. or open the Tools menu. The most common use for this feature is among multiple document reviewers. or reject it by clicking the Reject Change button. who make changes to the document that are tracked by Word and then either accepted or rejected by the author.Word displays a list of the bookmarks in your document in the Bookmark dialog. Word displays these changes using a different color for each reviewer. Sorting by location arranges the bookmarks in the order in which they appear in the document. or Previous Change button 2. . To accept or reject changes: 1. Word displays a pop up telling you the type of change made (for example. and later accept or reject these changes as necessary. click the Track Changes button on the Reviewing toolbar. ack Changes Word’s track changes feature lets you track the changes you make to a document. 2.
Open the Tools menu and select Track Changes. . 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. and then Accept or Reject Changes.To accept or reject all changes at once. 2. click Accept All or Reject All. use the Accept or Reject Changes dialog: 1. In the Accept or Reject Changes dialog.
. click the Document Map button on the Standard toolbar.To show or hide the Document Map.
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