Advanced Microsoft Word 2013 Handbook

IT Training
Handbook
Advanced
Microsoft Word
2013 & 2016
Version 1.0
September 2019
September 2019
Copyright 2019, San Diego Unified School District. All rights reserved.
This Handbook may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this
publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without
written permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA 92103
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Table of Contents
Part 1: Word 2010, 2013, & 2016 ................................................................................................................. 5
The Difference Between Word 2010, 2013 & 2016 ............................................................................... 6
Transitioning from Word 2010 to Word 2013 ................................................................................. 6
Transitioning from Word 2013 to Word 2016 ................................................................................. 6
Part 2: Introduction....................................................................................................................................... 9
Advanced Word 2013/2016 Class & Handbook ................................................................................... 10
Part 3: Styles, Style Sets, & Style Themes ................................................................................................... 11
Using Styles, Style Sets, and Style Themes ........................................................................................... 12
Styles .............................................................................................................................................. 13
Exercise 3.0 How to Apply Headings Styles to a Document ................................................... 14
Style Sets ........................................................................................................................................ 17
Exercise 3.1 How to use Style Sets ......................................................................................... 17
Style Themes .................................................................................................................................. 21
Exercise 3.2 How to use Style Themes ................................................................................... 21
Part 4: The Navigation Pane........................................................................................................................ 25
Using the Navigation Pane ................................................................................................................... 26
Navigation with the HEADINGS Option ......................................................................................... 27
Exercise 4.0 How to Navigate with HEADINGS ....................................................................... 28
Moving Sections with the HEADINGS Option ................................................................................ 29
Exercise 4.1 How to Move Sections within the Navigation Pane ........................................... 29
Additional Features of the HEADINGS Option ............................................................................... 30
Navigation with the PAGES Option ................................................................................................ 31
Navigation with the RESULTS Option............................................................................................. 32
Combinations of the Navigation Pane Options ............................................................................. 33
Search RESULTS in HEADINGS ........................................................................................................ 33
Search RESULTS in PAGES .............................................................................................................. 34
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Advanced Microsoft Word 2013/2016  Page 1
September 2019
The Navigation Pane and the Table of Contents ........................................................................... 35

Part 5: The Table of Contents .................................................................................................................... 37
How the Table of Contents Works ....................................................................................................... 38
Creating a Table of Contents in Word 2013/2016 ............................................................................... 39
Exercise 5.0 How to Build a Table of Contents ....................................................................... 39
Exercise 5.1 How to Update the Table of Contents ............................................................... 41
Part 6: Footnotes ........................................................................................................................................ 43
Creating Footnotes in Word 2013/2016 .............................................................................................. 44
Exercise 6.0 How to Insert Footnotes..................................................................................... 44
Part 7: Mail Merge ...................................................................................................................................... 47
Using the Features of Mail Merge ........................................................................................................ 48
Exercise 7.0 How to Make Mailing Labels ............................................................................... 49
Exercise 7.1 How to Create a Form Letter............................................................................... 53
Exercise 7.2 How to Run the Form Letter Mail Merge ........................................................... 58
Completed Mail Merge form letter ............................................................................................... 61
Part 8: Creating Interactive Forms .............................................................................................................. 63
What are Interactive Forms in Microsoft Word? ................................................................................. 64
How to Build an Interactive Form .................................................................................................. 65
Exercise 8.0 How to Create a Table ........................................................................................ 65
Exercise 8.1 How to Reveal the DEVELOPER Tab ................................................................... 66
Informational Headers & Content Control Fields .......................................................................... 68
Exercise 8.2 How to Add Informational Headers ................................................................... 68
Content Control Options in Word 2013/2016 ............................................................................... 69
Exercise 8.3 How to Add a Rich Text Content Control ........................................................... 69
Exercise 8.4 How to Add the Date Picker Content Control .................................................... 71
Exercise 8.5 How to Create a Place-Holder Header in a Content Control Field ..................... 73
Exercise 8.6 How to Add a Combo Box Content Control........................................................ 74
Exercise 8.7 How to Add a Check Box Content Control.......................................................... 76
Exercise 8.8 How to Restrict Editing ....................................................................................... 78
Part 9: Document Collaboration ................................................................................................................. 81
Collaborate on a Document ................................................................................................................. 82
Exercise 9.0 How to Track Changes on a Document .............................................................. 82
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Exercise 9.1 How to Accept or Reject Changes in a Document .............................................. 84

Exercise 9.2 How to Compare and Consolidate two Documents ........................................... 85
Part 10: Tips and Tricks ............................................................................................................................... 89
Customizing the Quick Access Toolbar ................................................................................................. 90
Adding or Removing Features of the Quick Access Toolbar .......................................................... 90
Customizing the Ribbon ....................................................................................................................... 91
Adding or Removing Features of the Ribbon ................................................................................. 91
Creating a New Tab and Renaming it............................................................................................. 92
Adding Commands and Features to the New Ribbon Tab ............................................................. 93
How to Create a Hyperlink to a Specific Website .......................................................................... 94
Exercise 10.0: How to Insert a Hyperlink ............................................................................... 94
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Part 1:
Word 2010,
2013, & 2016
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The Difference Between Word 2010, 2013 & 2016

With the introduction of Microsoft Word 2010, many changes in appearance were made to the user-
interface. However, the differences between 2010 and 2013 were minimal (see description below). That
is also the case with the introduction of Word 2016. Other than a few minor changes, Word 2016 is
nearly identical to its predecessor, Word 2013. The few, and somewhat significant, changes are listed
below to help you transition from Word 2010 to Word 2013 and from Word 2013 to Word 2016.
Transitioning from Word 2010 to Word 2013

 With the introduction of Word 2013, the most obvious change was the addition of the DESIGN
tab to the Ribbon. This new tab contains features such as Style Sets, Style Themes, as well as,
additional features with the ability to change or alter the entire document (Style Themes were
previously located within the PAGE LAYOUT tab, in Word 2010).
 Another addition was the ability to right-click on any word within the text to Define it using the
drop-down menu option to look up that word in an online dictionary (Note: to use the dictionary
feature, you must be signed in to your Microsoft account).
 The Apps for Office drop-down menu was added to the INSERT tab Ribbon allowing you to
access Apps you have already downloaded or would like to download.
Transitioning from Word 2013 to Word 2016

 With the introduction of Word 2016, the Ribbon tabs have been altered with just a few changes:
 The Ribbons tabs are now labeled in lowercase instead of in ALL CAPS;
 Word 2013 = HOME Ribbon tab, and Word 2016 = Home Ribbon tab.
 The PAGE LAYOUT Ribbon tab has been changed to simply, Layout.
 The Developer tab now appears by default (in Word 2013 you had to add it to the Ribbon).
 The Help icon (question mark) up in the top-right corner of Word 2013 has been added to
Word 2016 as another tab (Help) with several options for finding answers to your questions.
 Word 2016 has added yet another way to help you with the addition of the Tell me search
field located at the right end of the Ribbon. Simply click the mouse cursor into the Tell me
field and type in any topic. A drop-down menu will appear with suggestions (including an
option to open the Help pane to assist you further with your search.
 On the Review tab Ribbon, a new Start Inking feature has been added which makes
available tools similar to those you would find in Microsoft Paint allowing you to
significantly alter the appearance of your document.
 Word 2016 has added a new Smart Lookup feature to the Reference tab Ribbon (located in
the Research Group). This feature allows you to Define a term using an online dictionary or
search a specific topic on the Web with Bing by simply highlighting any text in your
document and then clicking on the Smart Lookup feature. The Smart Lookup Pane will then
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appear to the right of the document page allowing you to Define the term or Explore the
subject on the web.
 The Quick Access Toolbar has a new feature in 2016 (added by default) called Touch/Mouse
Mode which is simply an ever-present toggle that allows you to quickly increase the spacing
between shortcuts and commands on your desktop to optimize touch screen operation.
Touch Mode spaces the buttons a

little farther apart on the screen,
so they're easier to tap with your
finger. You can turn on Touch
Mode by simply clicking on
the Touch Mode drop-down menu
button on the Quick Access
Toolbar and then click on
the Touch banner.
 Word 2016 also has an Auto Save

feature built into the Quick Access Toolbar (this feature requires that you have activated either
OneDrive or SharePoint Online to function). When this feature is active, every stroke of the
keyboard and click of the mouse is recorded in the cloud. As such, your document is being saved
continually with no need to repeatedly click on the Save icon to prevent the loss of your work.
Note: This feature operates similarly to Google Docs, Sheets, and any other Google app working
in the cloud.
 Word 2016 has improved graphics. You can now add 3-D graphics to your document with the
ability to manipulate charts and graphs on 3 axes allowing you to display them from any angle.
 Finally, Word 2016 has improved Accessibility adding enhanced sound capabilities to provide
audio cues as you work. To turn on this new Accessibility feature, navigate to Backstage view 
Options  Ease of Access  Feedback Options  Provide Feedback with Sound. Then select
Modern or Classic from the drop-down menu.
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Part 2:
Introduction
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Advanced Word 2013/2016 Class & Handbook

This IT Training handbook contains advanced Microsoft Word 2013 & 2016 topics selected for use by
the employees of the San Diego Unified School District. It is not intended to be a comprehensive review
of Word 2013 or 2016.
San Diego Unified staff should be comfortable using the basic tools and features of Word 2013/2016.
These basic topics are covered in the Introduction to Word 2013/2016 class and handbook provided by
the IT Training Department. It is recommended that staff take the Introduction to Word 2013/2016
class before taking Advanced Word 2013/2016.
The following topics are covered in the Introduction to Word 2013/2016 class and handbook. Staff
taking the Advanced Word 2013/2016 course should already be familiar with these tools and features.
 Creating, Saving, and Opening a Word document

 Using Format Painter
 Copying,-Pasting, and Moving text
 Inserting and Modifying Graphic Objects (pictures, photos, shapes, etc.)
 Inserting and Modifying a table
 Creating Headers and Footers
 Creating a Bookmark
 Linking an Excel Chart or Worksheet into a Word document
 Previewing & Printing a Word document
The following topics are covered in the Advanced Word 2013/2016 class and handbook:
 Working with Styles, Style Sets, and Style Themes

 Effective use of the Navigation Pane
 Creating an automated Table of Contents
 Inserting Footnotes
 Inserting Hyperlinks to the Internet
 Using Mail Merge (mailing labels and form letters)
 Using Content Control fields to create Interactive Forms
 Restricting Editing and Protecting a document
 Collaborating with coworkers on a single document
This handbook was written by the IT Training Department expressly for use by the employees of the
San Diego Unified School District. The illustrations and step-by-step instructions were created using
Word 2013 software on a PC computer running the Windows 7 operating system.
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Part 3:
Styles,
Style Sets,
& Style Themes
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Using Styles, Style Sets, and Style Themes

Using Styles, Style Sets, and Style Themes can:
1. Help create a well-formatted, professional looking document.

2. Help create Word documents thematically related to one another (such as matching letterhead,
business cards, brochures, etc.).
3. Save a lot of time and effort.
A Style is a collection of formatting characteristics, such as font name, font size, color, along with
paragraph spacing and alignment. A Style can be applied to a single word, phrase, sentence, or section
Example: You can apply the “Title” style to the main title at the beginning of a document. Apply
the “Heading 1” style to all of the headings at the beginning of each section. Or, apply the
“Heading 2” Style to the subheadings in each of the Heading 1 sections of the document.
A Style Set is a slightly bigger collection of formatting characteristics which include everything in a single
Style, as well as additional Styles.
Example: You can apply the “Lines (Stylish)” Style Set to an entire document by first placing the
cursor anywhere in the document, and then clicking the Lines (Stylish) Style Set. Instantly, all the
Styles within that Style Set will be applied to everything in that document. This might include a
main Title style, Heading 1 style, Subtitle style, etc.
A Style Theme is the biggest collection of formatting choices that include everything in a Style plus a set
of theme colors and special visual effects that are color/design coordinated to make your whole
document look both professional and well-formatted.
Note: Styles and Style Sets should be applied to your document first, and then apply a Style Theme.
Example: After applying the Styles or Style Set to the document, try applying one of the Style
Themes from the Themes Gallery. Hover over a Theme thumbnail to see a preview of what the
document would look like, then click the Theme you want.
You can think of it this way:
“A Theme is like an entire suit of clothes designed to work together for an overall
polished look. A Style Set is like a group of coordinated accessories that go with the
suit… a scarf, earrings, bracelet, and shoes, which can be changed according to how
you want to look that day. A single Style is like just one of those accessories… the pair
of earrings or the scarf, alone.”
Note: Styles and Themes can get very complex in Word with nearly an unlimited amount of variability.
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Styles
Styles within Word are simply sets of various formatting features that have been given a name. The user
can use the Styles that come with Word (the default Styles) or create new, custom ones.
The Styles can be found on the HOME tab (to the right of the Paragraph group) in the Styles group.
Click on the more button (at the bottom-right corner of the

Styles group) to make the Styles Pane appear on the right-
side of the user-interface.
By default, several Styles are available for use in modifying

and adding organization to the document. The most useful
are the Headings Styles which have corresponding Outline
Levels that are useful in organizing and improving the overall
design of the document (see Parts 3 & 4; The Navigation
Pane & The Table of Contents).
Note: It is preferable to always have the Show Preview box

checked (at the bottom-left of the Styles Pane) to display a
preview of each Style.
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Note: The following exercises are based on training materials provided by the SDUSD IT Training
Department for the Advanced Microsoft Word 2013/2016 class. To receive a copy of these practice
materials, please send a request to tjesperson@sandi.net specifically requesting the Advanced
Microsoft Word 2013/2016 practice files.
Exercise 3.0 How to Apply Headings Styles to a Document
1. With the Styles Pane open, place the cursor in the text or paragraph where the Heading Style
will be applied. In the example below, the cursor has been placed within the name, “William,” in
the line of text that has the author’s full name and birth and death years.
2. Then click on the heading style, Heading 1 in

the Styles Pane.
3. The text now changes to the Heading 1 Style.
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4. Next, place the cursor in the line of text that says, Biographical Information.
5. Then, click on the heading style, Heading 2.
6. The heading is then applied and the line of text, Biographical Information, now has that heading
style.
7. Next, place the cursor in the line of text that says, “Quotes” then click on Heading Style 3 and
that line of text will then appear with that style applied to it.
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8. Continue this process throughout the document. Heading 1 for the authors’ names; Heading 2
for the Biographical Information line of text; and, Heading 3 for every Quote heading within the
document.
Note: Applying these headings has far more value than simply aesthetics. Yes, the Heading 1’s are
bolded and appear larger than the other headings. Yes, the Heading 2’s are larger than the Heading 3’s,
etc. However, each of these headings has a corresponding Outline Level that allows the Navigation
Pane to organize the document and provide many new options for manipulating heading sections within
the document (see Part 3: The Navigation Pane—and the example below). And, as we will see in the
next section, Style Sets, many Design possibilities are now just a click away (see next page).
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Style Sets
Style Sets are groupings of various Styles and other formatting features in pre-set combinations
available with a single-click. They are called Style Sets because these pre-set combinations work off of
the individual Styles.
Using the document, Quotes of Famous Authors, it is easy to see how these Style Sets can quickly
transform a simple document into something dynamic and professional looking.
Exercise 3.1 How to use Style Sets
1. With a document open that has Heading Styles applied to it, navigate to the DESIGN tab Ribbon.
In the Document Formatting group there are several formatting, design tools available. Notice
that the Style Set defaults to the first choice of the design options (with a pale blue box around
it).
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2. Hovering the mouse cursor over the other options of the Style Sets gives the user a preview of
what the document would look like (it temporarily changes the appearance of the document
while the mouse is hovering over a given Style Set). In the example below, the mouse cursor is
hovering over the Style Set, Black & White (Capitalized).
Note: If this Style Set were selected, then all of the

Headings in the document would change to
uppercase lettering. More significantly, the
Styles Pane would have an entirely new set of Styles
based on this specific Style Set.
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3. Each time that a new Style Set is selected and applied to the document, then the Styles in the
Styles Pane will show the new, pre-set Styles used in that specific Style Set. In the example
below, the Style Set, Shaded, has been selected with its default color of blue and the Headings
Styles have now changed to match the new Style Set.
Note: The Navigation Pane maintains an Outline based on the various Headings within the document.
Formatting changes will not change its appearance (i.e.; new Styles, or Style Sets).
4. There are numerous variations available to each Style

Set. On the right side of the Document Formatting group
is the Colors command button. Clicking on the more
button reveals several color options.
5. A single click on any color will change the appearance of

the document and change the Styles in the Styles Pane.
(See example of Yellow on the next page.)
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Note: In the example above, the color has been changed from the default blue to Yellow. This choice
affects both the Styles and the Style Sets. Again, the Navigation Pane is unaffected by formatting
changes within the document.
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Style Themes
Style Themes are the most comprehensive formatting tools available in Word 2013/2016. Just as Style
Sets control more formatting features than Styles, Style Themes control more formatting features than
Style Sets.
Exercise 3.2 How to use Style Themes
The Style Themes command button is located on the far left-side of the DESIGN tab Ribbon. The more
button reveals numerous choices arranged in individual tiles, each with a specific name and formatting.
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1. To access one of these Style Themes, simply click on the more button below the Themes
command and hover the mouse over the various options. Once a preferred Theme is located,
simply click on it to dramatically change the document. In the example below, the Theme called
Main Event has been selected.
Note: About the only thing that remains the same from before is the uppercase Headings (1 – 3) from
the choice made in the previous section (Style Set, Black & White (Capitalized)). The fonts have been
changed, the color has been changed, and the overall appearance appears much heavier—thus the
name, Main Event.
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2. A single click of the mouse on any other of the numerous Style Theme options instantly changes
several formatting features of the document giving it an entirely new look. In the example
below, the Style Theme, Ion Boardroom has been selected. Notice the much lighter appearance
of the document.
3. Continue making selections from the numerous Themes until you find the preferred one.
Note: Just as before, when a Theme choice is selected, the user can click on the Colors command button
and change the color of the selected Theme. Also, the Fonts command button next to it allows the user
to choose a preferred font for the document, as well.
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Part 4:
The
Navigation
Pane
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Using the Navigation Pane

The Navigation Pane is a powerful tool that can be used to quickly move from anywhere in the
document to specific pages, headings, or words. The Navigation Pane can also be used to quickly
reorganize a document. It provides the tools to move whole sections around easily without having to
scroll, or cut and paste.
The Navigation Pane is displayed by navigating to the VIEW tab Ribbon, then, in the Show group,
checking the box in front of Navigation Pane.
( VIEW tab, Show group,  check Navigation Pane)
Click to
checkmark
here
The Navigation Pane appears to the left of the document page by default. You can also click the top of
the pane and drag it to any location on the screen.
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Navigation with the HEADINGS Option

The Navigation Pane can display three distinct options, each with specific abilities and features. The
three options are HEADINGS, PAGES, and RESULTS. The first and most powerful option is the HEADINGS
option. With the HEADINGS option selected, the user can do several, useful tasks easily and quickly. This
Navigation Pane option is based on the built-in Headings Styles within Word. Each Heading Style within
Word is created with several formatting features including the Outline Level. It is the Outline Level
assigned to each heading that allows Word to organize and create structure within the document
including the Table of Contents (see Part 5: The Table of Contents below).
Heading 1 has an Outline Level of 1; Heading 2 has an Outline Level of 2; Heading 3 has an Outline
Level of 3; and so on…
In the example below, these 3 Headings (1 – 3) with their corresponding Outline Levels (1 – 3) are
demonstrated:
The different Headings Styles and Outline Levels are easy to see with the Heading 1 (Outline Level 1)
furthest to the left, followed by Heading 2 (Outline Level 2) indented from the left, and Heading 3
(Outline Level 3) indented the furthest to the right. In the example above, the authors’ names are all a
Heading 1, with the subsequent Biographical Information as a Heading 2, followed by various Quotes
which are all a Heading 3.
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It is easy to navigate within a document using the HEADINGS option in the Navigation Pane by simply
clicking on the various section Headings. The displayed document will instantly jump to that specific
section no matter how many pages away it is.
Exercise 4.0 How to Navigate with HEADINGS
1. Open the Navigation Pane and select the HEADINGS option.

2. Use the mouse wheel or the Navigation Pane scrollbar to locate the section heading you wish to
navigate to.
3. Left click on that heading and the document page will instantly change to that section of the
document.
Click any section

Heading and the
document page will
instantly scroll to
display it
Note: With the Navigation Pane open, navigation within a document is as easy as a single-click of
the mouse.
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Moving Sections with the HEADINGS Option

In addition to quick navigation, the HEADINGS option allows the user to easily move large or small
sections of the document to anywhere else in the document—all within the Navigation Pane.
In the example to the right, the Heading 1,
“Earnest Miller Hemmingway (1899 – 1961)”
has been selected with the mouse (left-click
and hold) and dragged up above the Heading
1 “William Cuthbert Faulkner (1897 – 1962)”.
Notice the blue line indicating where the
section Heading will be inserted when the
mouse button is released. The
“Hemmingway” Heading 1 (and all of its
subordinate sections) will be moved above the
“Faulkner” Heading 1. (Essentially, these two
sections with all of their subsections would
switch places in the order of the document.)
Exercise 4.1 How to Move Sections within the Navigation Pane
1. Open the Navigation Pane and select the HEADINGS option.

2. Use the mouse wheel or the scrollbar (within the Navigation Pane) to locate the section heading
you wish to move within the document.
3. Left click on that heading and drag it to any other location within the Navigation Pane. A thick,
dark blue line indicates where the section will be inserted when the mouse button is released.
4. When satisfied with the insertion location, release the mouse button to relocate the section
heading (with all of its subordinate headings).
Note: When relocating a Heading within the Navigation Pane, if that Heading has subordinate headings,
they will also be moved or relocated at the same time. If needed, the sub-headings can be deleted or
relocated before the move.
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Additional Features of the HEADINGS Option

In the example below, the user has right-clicked on the Heading 1 section (framed in blue), “Earnest
Miller Hemmingway (1899 – 1961).” A Shortcut menu pops up revealing several features of the
HEADINGS option.
On the Shortcut menu, the user can select from several options corresponding to that section Heading:
 If that Heading is a Heading 2 or greater, then it can be Promoted or Demoted (Heading 1
cannot be Promoted because there is no Heading greater than Heading 1).
 New Headings and Sub Headings can be added.
 Existing Headings can be Deleted.
 The user can Select Heading and Content (for the purpose of modifying or Copying).
 The user can Print Heading and Content for the purpose of review.
 The user can adjust which sections of Headings are Expanded or Collapsed.
 The user can also determine which levels of Headings will Show in the Navigation Pane.
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Navigation with the PAGES Option

The second navigation option within the
Navigation Pane is the PAGES option. This
option is very straight forward. There are no
right-click Shortcut menus or drag-and-drop
features. The PAGES option is simply a visual,
page-by-page, navigation tool.
Using the mouse wheel or the scrollbar within
the Navigation Pane, the user can visually
identify thumbnail images of pages (with
corresponding page numbers) within the
document and click on those images to
instantly go there.
In addition, the Navigation Pane is
expandable by grabbing the right border of
the pane (just to the right of the scrollbar),
and stretching it to the right. This will allow
three, four, or more columns of thumbnail
images of pages to be displayed (see below).
Note: The currently displayed document page

is indicated by a blue border around it (p. 29).
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Navigation with the RESULTS Option

Just as with the second option within the Navigation Pane (PAGES), the RESULTS option is also very
straight forward. Again, there are no right-click, Shortcut menus, or drag-and-drop features. The
RESULTS option is simply a search engine, navigation tool. The user can type in any word or phrase and
every occurrence of that word or phrase within the document will be listed within the Navigation Pane
beginning with the first occurrence.
In the example below (and to the right), the search result with the blue line around it refers to the
Heading section, “Navigating with the HEADINGS Option” found on page 27. Hovering the mouse over
any of these RESULTS will prompt a pop-up, Screen Tip window that indicates both the page number
and the Heading section that contains the word or phrase in the search. This is helpful when searching
for specific content within a large document. This feature allows the user to search the RESULTS within
the Navigation Pane, section by section. A single click will take the user to that specific occurrence. The
RESULTS will be outlined in both yellow and gray within the document.
Note: Every occurrence of the searched

word or phrase within the document will
be highlighted in yellow. The specific
occurrence of that word or phrase that is
selected in the Navigation Pane will be
highlighted in both yellow and gray .
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Combinations of the Navigation Pane Options

Microsoft Word 2013/2016 can combine the
features of the Navigation Pane to provide
additional navigation features. Specifically, both
the HEADINGS and the PAGES options can be
combined with the Search/RESULTS option.
Search RESULTS in HEADINGS

Combining the HEADINGS and RESULTS options
allows the user to run a search of any word or
phrase while remaining in the HEADINGS section
of the Navigation Pane. When these two
features are combined, the Heading sections
that contain positive search results become
highlighted in yellow.
In the example to the right, a search for the
words, “Navigation Pane” highlights every
Headings section that has a match for these two
words.
Hovering the mouse over any of these
highlighted Heading sections causes the Screen
Tip, “We found a match here” to appear.
A single click of the mouse will take the user
directly to the Heading section where the search
result was found.
In the example below, the results of the search, “Navigation Pane,” are highlighted in yellow.
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Search RESULTS in PAGES

Combining the PAGES and RESULTS options allows the user to run a search of any word or phrase while
remaining in the PAGES section of the Navigation Pane.
When these two features are combined, the pages that contain positive search results will show the
results highlighted in yellow within those pages (see example below). A single click of the mouse will
take the user directly to the page where the search result was found.
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The Navigation Pane and the Table of Contents

The Navigation Pane typically reveals the same Outline Level information as the Table of Contents.
However, just like the Table of Contents, the Navigation Pane can also be adjusted to show any number
Heading Levels. In our example below, Headings 1 – 4 are represented.
Note: The Heading levels displayed in the Navigation Pane can be changed by right-clicking within the
Navigation Pane and then selecting the Show Heading Levels command at the bottom of the menu.
Another pop-up menu will appear. Select the level of Heading you wish to show in the Navigation Pane.
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Part 5:
The Table
of Contents
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How the Table of Contents Works

Just as the Navigation Pane discussed in the previous section, the Table of Contents is based on the
built-in Headings in Word—each with their corresponding Outline Level. Having set up the Headings for
each section and subsection of this document using Headings 1 through 3, it is easy to automatically
create a Table of Contents based on the Headings’ corresponding Outline Levels (1-3).
By hovering the mouse cursor over the various Heading Styles (within the Styles Pane) the formatting
details associated with each specific Style are revealed in a pop-up window (see both Heading 1 & 2
screen tips below).
At the bottom of the Paragraph section for Heading 1 the Outline Level is revealed (Level 1).
Beneath the Paragraph section for Heading 2, again the Outline Level is revealed (Level 2).
Note: This is significant as the Table of Contents builds off of these Outline Levels (typically Levels 1 -3).
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Creating a Table of Contents in Word 2013/2016

A document created using the various headings in Word 2013/2016 can build automatically a Table of
Contents based on those headings (each with its corresponding Outline Level). Automatic Table 1 and
Automatic Table 2 are based on the first three Outline Levels (levels 1 – 3). These two automatic tables
vary slightly in appearance, but work off of the same building blocks (the Outline Levels of Word
2013/2016).
Exercise 5.0 How to Build a Table of Contents
1. Typically a blank page at the beginning of the document is needed to create the Table of
Contents (TOC). To create a blank page for the TOC, simply place the mouse cursor in front of
the first line of text of the first page of the document.
2. Then, hold the Ctrl key down and hit the
Enter key one time. This will cause a new
page to appear. Re-insert the cursor at
the top of the blank page where the TOC
will be created.
3. With the mouse cursor blinking where
you want your Table of Contents, click
on the REFERENCES tab. Then, in the
Table of Contents group (at the far left
of the REFERENCES ribbon), click on the
Table of Contents drop-down menu.
Several options are now available.
Note: Automatic Table 2 was used to build

the Table of Contents in this handbook.
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The automatic Table of Contents options in Word 2013/2016 work very well. In this example
(Automatic Table 2), a well-formatted Table of Contents appears revealing the Outline Level positions
of each section within the document. The TOC is built automatically because it is based on the Headings
Styles (1 - 3) which are, in turn, based on Outline Levels (1 – 3).
In the Table of Contents (TOC) above, each section and sub-section of this document is indented. This
feature of the TOC demonstrates the Outline Levels of each specific section. The very first section of the
TOC, William Cuthbert Faulkner (1897 – 1962), for example, is a Heading 1 Style with an Outline Level
of 1. That’s why it is the furthest left of all the sections in the TOC. The next section of the TOC is,
Biographical Information and it is a Heading 2 Style with an Outline Level of 2, which is why it is
indented more than the Heading 1 above it. The next section of the TOC is, Quotes from the Sound and
the Fury (1929). It is indented even further because it is a Heading 3. By default, the “automatic” TOC’s
are created using the first 3 headings (or, Headings 1 – 3). This can be changed to any number of
headings (Headings 1 – 4, Headings 1 – 5, etc.). After the “Quotes” of William Faulkner, then a new
section begins again with Headings 1 -3, (Ernest Miller Hemingway along with his Biographical
Information and various Quotes, etc.). The Hemingway section is followed by the Alexandré Dumas and
the Victor Hugo sections.
Important: If any heading within the document is changed after the TOC is built; or if content is added
to, or removed from, the various sections, the TOC will have to be updated to reflect the Heading and
page number changes. The Navigation Pane changes instantly when Headings are added to or modified,
but the TOC remains the same until it is updated. As such, it is a good idea to update the TOC and then
save the document each time you shut down the program or before you print.
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Exercise 5.1 How to Update the Table of Contents
1. The simplest way to Update the Table of Contents is to click anywhere within the TOC to display
the Update Table tab at the top of the TOC. Then, click on Update Table.
2. An Update Table of Contents pop-up window will appear. Select the Update entire table radio
button. Then, click OK.
Note: By selecting the Update entire table radio button, both the Headings and page numbers will be
updated. It is a good idea to always select Update entire table so that nothing is missed when updating.
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Part 6:
Footnotes
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Creating Footnotes in Word 2013/2016

A Footnote is a numbered piece of information located at the bottom of a page. It is used primarily to
provide additional information or details regarding a subject or content within a document. Each page of
a Word document can have several Footnotes, numbered sequentially. Microsoft Word 2013/2016
makes this process reasonably trouble-free. Creating Footnotes in Word is as easy as placing the cursor
after a sentence or subject and then clicking on the Footnote command. The Footnote number is then
placed in the appropriate order and the corresponding, numbered entry-point appears at the bottom of
the page where the author can type in the relevant Footnote information.
Microsoft Word 2013/2016 automatically arranges the Footnotes in proper order on each page of the
document every time a new footnote is created—regardless of its position on the page. Word
renumbers each Footnote as needed and adjusts the space required at the bottom of each page. This is
significant as Word will automatically push or pull the paragraph body from one page to the next to
accommodate the needed space for the Footnote entries as they are being made. This permits the
author of the document to focus on content instead of challenging, ever-changing, formatting issues.
Follow these simple steps below to easily create Footnotes in Microsoft Word 2013/2016.
Exercise 6.0 How to Insert Footnotes
1. Insert the cursor behind the word or sentence where the Footnote will be located.
2. On the REFERENCES tab Ribbon in the Footnotes group, click on the Insert Footnote command.
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3. A number one in superscript (1) will be placed where the cursor was inserted. In the example
below, the Footnote was placed after the word “play” allowing the author of this document to
provide more information about that topic at the bottom of the page.
4. When the Footnote command is selected and the number one is placed after the word “play,”
the corresponding Footnote number will simultaneously appear at the bottom of the page with
a blinking cursor waiting for the Footnote information to be added.
5. As the author of the document adds content to the Footnote, the paragraph body will adjust
automatically to accommodate the Footnote regardless of how long or short it is.
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6. If another Footnote is placed on the same page, Word will make room for that entry at the
bottom of the page and assign the Footnote the appropriate number in the sequence. If, for
example, the next Footnote is placed before the initial Footnote, then Word will renumber the
two Footnotes placing the new entry in front of the original.
In the example below, the author of this document has added a second Footnote to the page in
front of the original Footnote. The original Footnote is then automatically changed to number
two (2) and the new Footnote becomes number one (1).
7. In addition, the Footnote entries at the bottom of the page will align in the proper sequence and
provide the necessary space to accommodate the size of the new entry regardless of how long
or short it is.
Note: This process can be repeated as many times as is necessary. Word will always re-order each
Footnote number along with its corresponding Footnote entry at the bottom of the page.
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Part 7:
Mail Merge
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September 2019
Using the Features of Mail Merge

Mail Merge is a feature of Word that helps the user quickly create customized copies of a single
document, such as a personalized form letter from a school site that will be sent to many different
addresses. Or, create a stack of mailing labels to go on envelopes. Google defines Mail Merge as:
“The automatic addition of names and addresses from a database to letters and envelopes in
order to facilitate sending mail… to many addresses.”
With two separate files such as a form letter (from a school) and a list (database) of names and
addresses, Word can blend them together to create a third file that combines the elements of the two
files. The third file will contain multiple copies of the form letter individually addressed to each person
on the list.
Note: The original two files (the form letter, and the list of names with addresses) are not altered in any
way. They remain as they were.
In the two exercises below, the process for making Mailing labels and creating Form Letters will be
explained
NOTE:
A. Use MAILINGS  Create  Labels when you want to create hand-typed labels without
using Mail Merge, or when you want to create Mailing Labels with the same name and
address on each one (such as for a return address label).
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B. Use MAILINGS  Start Mail Merge  Labels when you want to use Mail Merge to
create many labels with a different name and address on each one.
Exercise 7.0 How to Make Mailing Labels
This first exercise will demonstrate how to make Mailing Labels with numerous, individual addresses
selected from a database.
1. Start with a blank Word document.

2. On the MAILINGS tab, in the Start Mail Merge group, click Start Mail Merge and choose Labels.
3. In the Label Options dialog box, make your selections of what brand of labels you’re using. In
this exercise, your Label vendor will be Avery US Letter, and the Product number is 8620 Easy
Peel Address Labels. Then, click OK.
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4. The blank page now displays dotted lines showing where the labels will be printed. This should
match with the type of label sheets you will place in the printer.
5. Next, choose the list of names and addresses to be printed on the labels. On the MAILINGS tab
in the Start Mail Merge group, click Select Recipients. Then click Use an Existing List. In this
example, the Excel file containing the names and addresses is titled; Names & Addresses.
6. When you see the Select

Table dialog box, make
sure there is a
checkmark in the lower
left corner for First row
of data contains column
headers. Click OK.
7. Your document should now have a blinking cursor inside the first blank label in the upper-left
corner, and all the rest of the label spaces should say <<Next Record>> in them:
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8. On the MAILINGS tab Ribbon in the Write & Insert Fields group, click the Address Block.
9. The Insert Address Block dialog box will display. Select the name format you prefer. Check the
Preview screen on the right to preview the labels. When satisfied with your selections, click OK
at the bottom-right.
10. Your label sheet document should look like the example below (AddressBlock in the first label
and Next Record in all the rest):
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11. In the Write & Insert Fields group, click Update Labels.
12. The merge fields should repeat in all the other label spaces in the document.
13. In the Preview Results group, click Preview Results to see a sample
of what the labels will look like when you print them out.
14. Review the labels to see if they are satisfactory. If necessary, repeat the steps above to edit and
reformat the labels to your preference.
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15. On the far right-side of the Ribbon, click Finish & Merge. Then click to Edit as needed, or simply
Print the labels.
Exercise 7.1 How to Create a Form Letter
In this exercise, we will use a fictitious form letter (to parents of elementary school students) to set up a
Mail Merge that will automatically add the names of parents and students along with their unique
address to each letter making them individualized and personal. Follow the steps provided below to
create individualized letters from a form letter.
1. Open the document, MAIL MERGE FORM LETTER MAIN DOCUMENT (located in the practice
files provided by your instructor).
2. On the MAILINGS tab Ribbon, in the Start Mail Merge group, click Select Recipients, and then
select Use an Existing List.
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3. In the Select Data Source dialog box, locate the Excel file that contains the names and addresses
for the Mail Merge (Advanced Word MAIL MERGE DATA SOURCE). Double-click on the file name
(or single-click on it and then click, Open, below).
4. The Select Table dialog box will display with the designated file listed in the field below. Place a
checkmark in the checkbox, First row of data contains column headers, located at the bottom-
left corner of the dialog box. Then, Click OK.
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5. Locate the Name section of the form letter and click to

insert the mouse cursor onto the line below the first
and last name. This is where the address will
automatically be place during the Mail Merge.
6. On the MAILINGS tab Ribbon, click on the Address

Block command located in the Write & Insert Fields
group.
7. In the Insert Address Block dialog box, make selections to determine how the names and
addresses will appear. Scroll through the Preview screen at the right to view the results. If
necessary, make additional selections to adjust the appearance of the names and addresses.
When satisfied with your selections, click OK.
8. The AddressBlock placeholder will appear where you first placed your cursor (beneath the first
and last name). This is where the specific addresses for each letter will be added during the Mail
Merge process.
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9. Next, press the Enter key once or twice to create space between the address and the greeting
which comes next.
10. On the MAILINGS tab Ribbon, click on the Greeting Line command located in the Write & Insert
Fields group.
Click on Greeting Line
11. In the Insert Greeting Line dialog box, make selections on how to greet the addressees. Scroll
through the Previews to see the effect of your choices. When satisfied with your selections, click
OK at the bottom of the dialog box.
12. Edit the formatting of the text as desired. Delete any text that
should not be there. In this example, we eliminated the bold and
italic formatting to make the Address and Greeting consistent with
the rest of the letter. The upper left area of the document should
now resemble the example to the right.
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13. Next, we will add a contact person to the form letter. First, delete the placeholder text “(Insert
Contact Person Placeholder Here)” located on the first line of the third paragraph of the form
letter. Then insert your mouse cursor in its place. Click on the Insert Merge Field command
located in the Write & Insert Fields group. Select Contact_Person from the drop-down menu
that appears.
Click Insert
Merge Field…
…then click
Contact Person
Note: You may need to press the Spacebar one time, after the merge field, to have a space between it
and the next word in the sentence. The Contact_Person merge field and the single space on both sides
of it should resemble the screenshot below.
At this point, the merge fields are complete for this form letter. If necessary, the form letter itself can be
edited as long the merge fields are not changed.
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Exercise 7.2 How to Run the Form Letter Mail Merge
1. To see what the completed, merged letters will look like before running the mail merge,
navigate to the MAILINGS tab Ribbon, in the Preview Results group, and click on the Preview
Results button.
2. Observe what the letter looks like. It displays the first name in the list as it would appear if you
were to print it out.
We need to adjust the line spacing for the Address Block. There is too much space between
each line.
3. To adjust the line spacing, select the Address Block by double-clicking on it. Note the light-gray
shadow under and to the right. This indicates the extra spacing we need to get rid of.
Light-gray shading indicates the

After Spacing for this line of text.
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4. Right-click on the highlighted Address Block. Then, click on Paragraph at the bottom of the
Shortcut Menu.
Right-click
5. In the Paragraph dialog box, note that the Spacing After is set at 6 pt. It is necessary to remove
the extra spacing by setting it to zero. Click the down arrow button to 0 pt. Then click OK.
Set to 0
(zero)
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6. Note that now the light-gray highlight below the Address Block is gone.
AFTER, at 0 pt.
BEFORE, at 6 pt.
7. Click the Preview button on the MAILINGS tab correct to observe how the letter looks now:
Name and address

are correctly spaced
Greeting looks
good
The correct contact person

has been added with
appropriate spacing
8. To run the merge to preview the finished letters,

click the Finish & Merge button and then select
Edit Individual Documents.
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9. Choose whether to run the merge for all the “records”

or for only some of them. A record is a single person’s
name and address from the Data Source list.
Select All and then click OK.
Note: If there are a lot of names and addresses, it may take a

few moments for the mail merge to complete its run. When it
is finished, scroll through the individual letters to view them.
Completed Mail Merge form letter
Note: The letters with

each individual name and
corresponding address
will print out as one file.
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Part 8:
Creating
Interactive
Forms
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What are Interactive Forms in Microsoft Word?

San Diego Unified is a diverse, K-12 district with many departments and hundreds of schools. There are
numerous ways an Interactive Form created in Microsoft Word could be used to benefit a specific
department or school site. This section will cover some basic Interactive Form building techniques and
demonstrate possible uses for the Interactive Form.
The following is an example of an Interactive Form made by a school site for the purpose of data entry
regarding Student Emergency Contact information. Many school sites have provided parents with one
or more computer workstations in their main office lobby for the purpose of having the walk-in parents
enter crucial data onto Interactive Forms (alleviating some of the data-entry burden of office staff).
Although this Interactive Form is fictional, it illustrates the potential of these forms.
An Interactive Form is typically made within a table and contains various Content Control fields. Some
Content Control fields are simply prompts to type in specific information. Other Content Control fields
consist of date pickers, drop-down menus, or check boxes used to identify the needs of a given student.
In the example above, this Student Emergency Contact Form utilizes four, different, Content Control
fields to record important, Emergency Contact information. This form could be emailed to parents to fill
out and return. Or, it could be used on-site at a computer station provided for the parent to enter data.
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How to Build an Interactive Form

The first thing you need to do is build a table. This can easily be done in Word 2013/2016. (The table
used above to create the Student Emergency Contact Form originated as a 3 x 4 table—i.e.; three fields
wide by 4 fields high.) It is easy to adjust, add, or remove rows, columns, and cells later as needed.
Exercise 8.0 How to Create a Table
1. On the INSERT tab, navigate to the Tables group and click the drop-down menu.
2. Guestimate the number of rows and columns you will need for your Interactive Form. Hover
your mouse over that amount of cells, then left-click to set it.
3. A basic table will appear with that number of rows and columns.
4. At this point, each cell can either be used for informational headers or interactive Content
Control fields. It will take a little practice to move quickly through the building process.
Nonetheless, most cell size and formatting issues can be easily solved by right-clicking on one or
more of the cells and using the shortcut menu that appears to insert, delete, split, or merge
various cells to create the proper sized fields needed for your Interactive Form.
Note: When building a Content Control field or an informational header within your table, the table
cells will readjust larger (or smaller) to accommodate the content of that cell.
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Exercise 8.1 How to Reveal the DEVELOPER Tab
The DEVELOPER tab Ribbon is needed to build an Interactive Form. If the DEVELOPER tab is not
currently available on the Ribbon of Word on your computer, then it will have to be revealed. (If you are
using Word 2016, skip Exercise 8.1.)
In Microsoft Word 2013, there are several ways to reveal the DEVELOPER tab Ribbon. This exercise
demonstrates the quickest method.
1. First, right-click onto any of the tabs above the

Ribbon. Then, left-click on the Customize the
Ribbon option on the shortcut menu.
2. The Word Options dialog box will open and the Customize Ribbon window pane will display
automatically.
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3. On the right-side of the Customize Ribbon window pane, locate and place a checkmark in the
checkbox to the left of the Developer option. Then, click OK at the bottom of the window.
4. The DEVELOPER tab will now display above the Ribbon.
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Informational Headers & Content Control Fields

With the DEVELOPER tab available above the Ribbon, creating an Interactive Form will be easy. In the
example below, the Interactive Form displays several Content Control areas, as well as, several
informational headers designed to facilitate the parents supplying important, student information to
their child’s school.
Note: In the Interactive Form above, the Informational Headers are all displayed in dark, bolded text.
Whereas, the Content Control fields are displayed in gray text. Only these gray-text areas are
interactive, allowing data entry or selections from a drop-down menu. The Informational Headers
simply provide context for the Content Control (interactive) areas.
Exercise 8.2 How to Add Informational Headers
Building an Interactive Form is a process that typically requires making layout and content choices that
may be changed at a later point. Beginning with the Informational Headers is a good way to determine
the layout necessary to facilitate the information from the user (in this case, the parent or guardian).
1. The first step is to determine the name or title of the form and place it in a conspicuous area of
the table. In the example above, the name of this form is: Student Emergency Contact Form and
it is easily seen in a large, bolded font placed at the top of the form.
2. Next, make decisions as to how the form will be laid out to facilitate the interactive areas of this
form. In this example, several well placed Informational Headers describe the interactive areas
next to them (Student, Student ID #, Parent or Guardian, Primary Phone, etc.).
Note: These several Informational Headers will be locked down later using the Restrict Editing feature
found on the DEVELOPER tab (see Exercise 8.8 How to Restrict Editing on page 78).
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Content Control Options in Word 2013/2016

In Word 2013/2016, there are several options for Content Control fields used in Interactive Forms. In
the table that follows, eight of these options are provided with details.
(The User in this table refers to the one filling out the form, i.e. the parent or guardian.)
Content Control Purpose or Description

Rich Text Holds text that the User can format (Bold, Italic, Underlined, etc.).
Plain Text Holds plain text that the User cannot format.
Picture Holds a picture that the User inserts (such as a photo of the student).
Building Block Gallery Inserts a placeholder from which the User can select a building block
from a gallery the designer specifies.
Combo Box Displays a list of values from which the User can select and allows the
User to enter additional values.
Drop-Down List Displays a list of values from which the User can select (they cannot
use any other values).
Date Picker Displays a calendar from which the User can select (or pick) a date.
Check Box Displays a check box that can be toggled on and off.
Note: In our Student Emergency Contact Form example, four Content Control fields are used.
Specifically, the Rich Text, Date Picker, Combo Box, and the Check Box.
Exercise 8.3 How to Add a Rich Text Content Control
Using the table from the materials provided by your instructor, complete the exercises below following
the steps provided.
1. First, we will add a Rich Text, Content Control to the table

(to the right of the header, Student ID #:). This is easily done
by first inserting the mouse cursor into the desired table
cell. Then, select the Rich Text option from the Controls
group on the DEVELOPER tab.
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2. In the example below, several areas have the Rich Text, Content Control feature added to it (see
highlighted areas below) with customized text messages to guide the User filling in the
Interactive Form.
3. The default prompt of the Rich Text, Content Control (Click here to enter text) appears
automatically in the table cell.
4. To modify this text, click on the Design Mode command. Then, insert the cursor and begin
modifying the message. When finished, click again on the Design Mode command to turn it off.
5. When the user clicks into one of these control areas and begins typing, the prompt immediately
disappears. When they finish entering data and click outside that cell, only the data entered
remains. In this example, only the number entered remains next to the informational header,
Student ID #:
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Exercise 8.4 How to Add the Date Picker Content Control
1. Insert the mouse cursor into the table cell where the Content Control will be added.
2. Select the Date Picker, Content Control
from the Controls group on the
DEVELOPER tab (in our example, the first
Content Control is the Date Picker).
3. The default Date Picker, Content Control

appears in the selected table cell.
4. In our example, the default text that appears has been modified. This can easily be done with
each Content Control by simple clicking on the Design Mode option in the Controls group on
the DEVELOPER tab Ribbon. Then adding or deleting words as needed in the control field within
the cell.
5. After making the desired text modifications, click again on the Design Mode command to turn it
off. Then, click away from the table to reveal the final product of the Interactive Form.
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6. This portion of the Interactive Form is now ready to be used. By simply clicking into the cell and
selecting the drop-down arrow on the right, the calendar will display. The user can then select
the date of their choice or simply select the Today option. The date will then appear in the cell.
7. To display a different date style or

configuration, click on the Properties
command in the Controls group on the
DEVELOPER Ribbon. This will display the
Content Control Properties dialog box. Use
the scroll bar in the Date Picker Properties
area to locate and select the date style or
configuration of your choice. Then, click OK.
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Exercise 8.5 How to Create a Place-Holder Header in a Content

Control Field
As mentioned above, when the user clicks into a Content Control field, the instruction prompt created
in the Design Mode disappears. To avoid confusion for the user, a Place-Holder Header can be added
that will appear above where they are typing until they click away from that table cell. In the example
below, when the user clicks into the Content Control field (# 1) the Place-Holder Header (# 2) appears
(Name of Parent or Guardian) and remains until the user finishes typing their name and clicks out of
that cell (# 4).
You can add a Place-Holder Header to any Content

Control area by following the steps provided in the
example below.
1. Insert the cursor into the Content Control

field (# 1) and select the Properties command
in the Controls group on the DEVELOPER
Ribbon.
2. The Content Controls Properties dialog
box will display.
3. Type the Place-Holder Header, “Name of
Parent or Guardian.” Select a fill color if
desired. Then, click OK.
4. The Place-Holder Header will now display
each time the user clicks into the Content
Control field and begins typing.
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Exercise 8.6 How to Add a Combo Box Content Control
A Combo Box Content Control is a drop-down list with an added feature—the user can also type in a
response. By contrast, a Drop-Down List Content Control is a drop-down list only and cannot be edited
by the user. The Combo Box provides as many drop-down list choices as needed, as well as, the option
for writing a response. To create a Combo Box Content Control, follow the steps provided below.
1. Insert the cursor into the cell of a table

and select the Combo Box Content Control
command in the Controls group on the
DEVELOPER Ribbon.
2. The default text of the Rich Text, Content
Control appears in the table cell.
3. Click on the Design Mode command to
modify this text. Insert the cursor and begin
modifying the message. In our example we
changed the default text to Choose an Allergy.
When finished, click again on the Design Mode
to turn it off.
4. Then, select the Properties command to
display the Content Control Properties
dialog box.
5. Type in a Place-Holder Header in the Title
field and select a fill color if desired. In our
example, we entered Select from the list
below.
6. Next, beneath the Drop-Down List Properties
header, click on the Add button, enter None,
then click OK.
7. Repeat this process adding the additional
choices; Gluten, Peanuts, and Or enter
Allergies here.
8. Then, click OK at the bottom of the dialog box.
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9. The Combo Box Content Control is now complete. Until the user clicks into this field it will
appear as follows:
10. When the user clicks into the field, a drop-down arrow appears. Clicking on it will reveal the
choices added in the Content Control Properties dialog box.
11. Because this is a Combo Box and not a Drop-Down List, the user can select any choice, highlight
it, and then write additional information in the space provided.
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Exercise 8.7 How to Add a Check Box Content Control
The last type of Content Control discussed in this handbook is the Check Box Content Control. Several
are placed throughout our example (see highlighted areas below).
Each of these Check Boxes have informational headers next to them to guide the user of this interactive
form. Check Boxes can be a little tricky to format within a cell. Following the instructions below will
make this process easier.
1. First, click into the cell where one or more Check Box Content Controls will be placed.
2. Then, begin by hitting the spacebar on your keyboard three or four times.
3. Now move the cursor back the three or four spaces just made (use either the mouse or the left-
arrow-key). The insertion cursor should now be blinking at the left-side of the cell.
4. Select the Check Box option from the Controls group on the DEVELOPER Ribbon.
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5. A Check Box Content Control will appear with the cursor on the left side.
6. Hit the right-arrow Key until the cursor is blinking to the right of the Check Box Content Control.
7. At this point the informational header of your choice may be added to the right of the Check
Box.
8. If more than one Check Box Content Control will placed into this cell, hit the Enter key to make
room for the next one and repeat steps 5 - 7 (above) as many times as needed.
9. The completed Check Box Content Control fields will display (see examples below).
Note: If the informational headers are misaligned, insert the cursor directly in front of the header you
wish to move and use the Spacebar or Backspace keys to align them.
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Exercise 8.8 How to Restrict Editing
Now that the Interactive Form is complete, it is necessary to lock-down the portions of the form that are
“Read Only.” This is easily done on the DEVELOPER tab Ribbon, in the Protect group by clicking on the
Restrict Editing command.
1. On the DEVELOPER tab Ribbon in the Protect group, click on the Restrict Editing command.
2. The Restrict Editing pane will appear on the right. In the second part, under Editing restrictions,
check the box in front of Allow only this type of editing in the document and click on the drop-
down menu to select Filling in forms. Then, click Yes, Start Enforcing Protection.
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3. The Start Enforcing Protection dialog box will appear. At this point, you will need to enter a
Password (or leave blank) and click OK.
Note: If you use a Password, make sure that you write that Password down somewhere where you can
find it. If you forget or lose this Password, then you will not be able to open up your document for
editing in the future.
Also, if you decide to leave the Password blank, then someone else may be able to Unprotect your
document and make unwanted changes.
4. The Restrict Editing pane will show that your

document is protected from unintentional editing.
5. The document will remain protected until the Stop
Protection button is selected and the Password is
provided.
Note: If the protection is turned off, then all of the steps

listed above will have to be repeated to reestablish
protection.
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Part 9:
Document
Collaboration
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Collaborate on a Document
Microsoft Word 2013/2016 have Collaboration tools that help you work with others on a document:
 Track Changes
 Compare
 Combine
With Track Changes you can enter comments and make editing and formatting changes to someone’s
document, save it, and then send it back to them. Then, they can review your changes in the document
and either Accept or Reject your edits.
With Compare, you can open two different versions of the same document on your screen at the same
time, and compare various aspects of them.
With Combine, you can combine revisions from multiple authors or sources into a single document.
Exercise 9.0 How to Track Changes on a Document
The following exercises will show both how to make changes or suggestions using Track Changes and
how to Accept or Reject those changes or suggestions.
1. If the document is protected, the protection must first be turned off. This can be done by
navigating to the REVIEW Ribbon and selecting Restrict Editing in the Protect group.
2. At the bottom-right of the Restrict Editing pane, select the Stop Protection command and then
close the Restrict Editing pane.
3. On the REVIEW Ribbon, in the Tracking group, select the more button of the Track Changes
command and then select Track Changes to turn this feature on.
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4. In the Display for Review drop-down menu select All Markup.
5. In the Show Markup drop-down menu make sure that each item shown below is checked (or
active).
6. Using the Interactive Form provided in class, begin by inserting the mouse cursor into the
Informational Headers and make changes. These changes will be recorded in Red and
Underlined or with a Strikethrough. The comments will appear to the right of the document.
Note: Comments can be added by clicking on the New Comment command in the Comments group.
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Exercise 9.1 How to Accept or Reject Changes in a Document
1. Insert the cursor into the Red changes made on the document to select the change.
2. In the Changes group on the REVIEW Ribbon, click to Accept or Reject the change suggestion.
3. If the change is Accepted, then the Red underlined text will become Black like the other text.
4. After every suggested change is either Accepted or Rejected, change All Markup to No Markup
on the Display for Review drop-down menu.
5. On the REVIEW Ribbon, in the Tracking group, select Track Changes again to turn off feature.
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September 2019
Exercise 9.2 How to Compare and Consolidate two Documents
When two versions of the same document are compared, Word will display a new, third document that
displays all the elements of both. The differences between the two are displayed on your screen in a
different font color. You decide which elements you want to keep, and which to toss out.
The new consolidated third document can then be saved. The original two documents will remain the
same.
1. On the REVIEW Ribbon in the Compare group, click the

Compare button, and then click the Compare option.
Choose
Compare
2. In the Compare Documents dialog box, select the two

documents you want to compare. Click the drop-down buttons to view the lists of documents to
choose from, or click the yellow folder icons to browse. When you find the two documents you
want to compare, click OK.
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3. A new, third document is created, blending elements from the first two documents together.
The first two documents remain unchanged. The new third document displays the differences in
another font color.
Original document
This is the new consolidated

(blended) document. It is a
Displays who
combination of the Original
revised what
document and the Revised version.
Revised version
Note: If you don’t see the first two documents displayed on the right, click Compare again, and click
Show Source Documents. Then choose which documents to show on screen. Click Show Both.
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4. On the REVIEW Ribbon in the Changes group, use the Accept and Reject buttons to keep or
delete the changed elements in the blended third document.
Note: When the blended document is complete, close all other windows, and save the blended
document with a new name. The original two documents used to create the third, blended document
will remain the same.
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Part 10:
Tips and Tricks
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September 2019
Customizing the Quick Access Toolbar

It is easy to customize the Quick Access Toolbar. As in most cases in Microsoft Office, there are several
ways to accomplish this task. This section will cover the easiest way.
Adding or Removing Features of the Quick Access Toolbar

The Quick Access Toolbar can be customized with any number of shortcuts and commands. In the
example below, more than 30 icons representing various commands and shortcuts have been added to
the Quick Access Toolbar for convenience in editing and formatting.
Follow the instructions below to modify the Quick Access Toolbar:
To Add a Command to the Quick Access Toolbar:

1. On the Ribbon of your choice, right-click the
command or button you want to add.
2. Left-click Add to Quick Access Toolbar on the
Shortcut Menu that appears.
To Remove a Command from the Quick Access

Toolbar:
1. On the Quick Access Toolbar, right-click the
command or button you want to remove.
2. Left-click Remove from Quick Access Toolbar
on the Shortcut Menu that appears.
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Customizing the Ribbon

In Word 2013/2016 the Ribbon can be customized in a variety of ways. As in most cases in Microsoft
Office, there are several ways to accomplish this. This section will cover the easiest method.
Adding or Removing Features of the Ribbon

The Ribbon can be customized with any number of shortcuts and commands located on existing or
newly created tabs. In the example below, a new tab has been created for the purpose of demonstrating
this ability within Word.
To create a new Ribbon tab with custom commands, simply right-click on any existing tab and select
Customize the Ribbon from the pop-up window.
This will open a Word Options pane which will allow the user to customize the Ribbon.
(See the Word Options screenshot on the following page.)
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Creating a New Tab and Renaming it

At the bottom of the column on the right, select New Tab. A new tab will then appear within the column
of existing Ribbon tab names. Next, with the new tab selected, click on Rename. A dialog box will
appear allowing you to rename the new Ribbon tab.
In our example we have named the new Ribbon, Sample Ribbon Tab (see example on following page).
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Adding Commands and Features to the New Ribbon Tab

At this point, it is as simple as selecting a command or feature from the column on the left, then clicking
the Add button to move it to the newly created tab. Repeat this process as many times as necessary to
create a fully customized tab with as many groups and features as needed. Use the up or down arrows
on the right to reposition newly acquired commands, groups, or tabs as needed. When finished, click
OK.
The newly created Ribbon tab with its custom features will
display alongside the original tabs of the Word user-interface.
This process can be repeated as many times as needed

to create a truly customized Word user-interface.
Note: These changes will remain until the user removes

or modifies them, regardless of which document is in use.
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September 2019
How to Create a Hyperlink to a Specific Website

A Hyperlink can be placed anywhere within a Word document—including both text and graphics. It can
automatically link to any website or webpage you choose (as long as the document is in electronic form).
This process can be repeated as many times as necessary. All that is needed to set up a Hyperlink is the
URL address of the website or web page that the Hyperlink will link to. Follow the steps provided below
to insert a Hyperlink into a Word document.
Exercise 10.0: How to Insert a Hyperlink
1. Right-click on the text or graphic where the Hyperlink is to be placed (to

open the Shortcut Menu).
2. Click on the Hyperlink command near the bottom of the menu to open the
Insert Hyperlink dialog box.
3. On the left-side of the Insert Hyperlink dialog box, beneath the “Link to”
header, select the first choice: Existing File or Web Page.
4. Next, insert the cursor in the “Address” field. Enter the URL address of the
website or web page you want to link to.
Note: A quick and easy way to get the URL address of a specific website or web page
is to simply copy the address from the address bar of your web browser displaying
the web page or website you want to link to. Then paste it into the Address field on
the Insert Hyperlink dialog box.
5. Type desired link name (if the

3. Click here link is a graphic, it will say: 6. Click ScreenTip
first “<<Selection in Document>>”)
4. Enter Web address

here.
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5. At the top of the Insert Hyperlink dialog box to the right of Text to display, type in the word or
words you want to display on your hyperlink. In our example we have written, “San Diego
Unified Home Page.”
Note: If the Hyperlink is set on a graphic, then this space will be grayed-out and read, “<<Selection
in Document>>”.
6. You can add a Screen Tip to the new Hyperlink that displays when you hover the mouse over it.
Click on the Screen Tip button in the upper-right corner of the Insert Hyperlink dialog box.
7. Type the Screen Tip message you want to display. Then, click the OK button to return to the
Insert Hyperlink dialog box.
8. With all the steps above complete, click on the OK button to set the hyperlink. The new
Hyperlink will appear where you first inserted your cursor to begin this process.
Note: The new Hyperlink is active when the text appears in blue and is underlined. The Hyperlink can
be modified or removed by right-clicking and selecting the appropriate choice from the Shortcut Menu.
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The Navigation Pane and the Table of Contents ........................................................................... 35

Exercise 9.1 How to Accept or Reject Changes in a Document .............................................. 84

The Difference Between Word 2010, 2013 & 2016

Transitioning from Word 2010 to Word 2013

Transitioning from Word 2013 to Word 2016

Touch Mode spaces the buttons a

 Word 2016 also has an Auto Save

Advanced Word 2013/2016 Class & Handbook

 Creating, Saving, and Opening a Word document

 Working with Styles, Style Sets, and Style Themes

Using Styles, Style Sets, and Style Themes

1. Help create a well-formatted, professional looking document.

You can think of it this way:

Click on the more button (at the bottom-right corner of the

By default, several Styles are available for use in modifying

Note: It is preferable to always have the Show Preview box

Exercise 3.0 How to Apply Headings Styles to a Document

2. Then click on the heading style, Heading 1 in

3. The text now changes to the Heading 1 Style.

5. Then, click on the heading style, Heading 2.

Exercise 3.1 How to use Style Sets

Note: If this Style Set were selected, then all of the

4. There are numerous variations available to each Style

5. A single click on any color will change the appearance of

(See example of Yellow on the next page.)

Exercise 3.2 How to use Style Themes

Using the Navigation Pane

Navigation with the HEADINGS Option

Exercise 4.0 How to Navigate with HEADINGS

1. Open the Navigation Pane and select the HEADINGS option.

Click any section

Moving Sections with the HEADINGS Option

Exercise 4.1 How to Move Sections within the Navigation Pane

1. Open the Navigation Pane and select the HEADINGS option.

Additional Features of the HEADINGS Option

Navigation with the PAGES Option

Note: The currently displayed document page

Navigation with the RESULTS Option

Note: Every occurrence of the searched

Combinations of the Navigation Pane Options

Search RESULTS in HEADINGS

Search RESULTS in PAGES

The Navigation Pane and the Table of Contents

How the Table of Contents Works

Creating a Table of Contents in Word 2013/2016

Exercise 5.0 How to Build a Table of Contents

Note: Automatic Table 2 was used to build

Exercise 5.1 How to Update the Table of Contents

Creating Footnotes in Word 2013/2016

Exercise 6.0 How to Insert Footnotes

Using the Features of Mail Merge

Exercise 7.0 How to Make Mailing Labels

1. Start with a blank Word document.

6. When you see the Select

Exercise 7.1 How to Create a Form Letter

5. Locate the Name section of the form letter and click to

6. On the MAILINGS tab Ribbon, click on the Address

Click on Greeting Line

Exercise 7.2 How to Run the Form Letter Mail Merge

Light-gray shading indicates the

Name and address

The correct contact person