University of Rwanda

College of Education-School of Education

Department of Mathematics, Science and Physical Education

Module Title: Introduction to Information Technology

Module Code: CSC1141

WORD 2013 TUTORIAL

Year 1 Trimester 1

2020 Intake
 Microsoft Word 2013

Table of Contents

Chapter 1: Getting Started with Word 2013 ................................................................................... 3

1.1. Backstage View .................................................................................................................... 5

1.2. New features added by Word 2013 ...................................................................................... 8

1.3. Working in Different Views ................................................................................................. 9

1.3.1. Read Mode ..................................................................................................................... 9

1.3.2. Print layout View ......................................................................................................... 10

1.3.3. Web layout View ......................................................................................................... 10

1.3.4. Outline View................................................................................................................ 10

1.3.5. Draft View ................................................................................................................... 10

1.4. Managing Windows ........................................................................................................... 11

1.5. Setting Display Options ..................................................................................................... 12

1.6. Getting help with Word 2013 ............................................................................................. 13

Chapter 2: Enter, Edit and proofread Text .................................................................................... 14

2.1. Entering Text ...................................................................................................................... 14

2.2. Basic Text Editing .............................................................................................................. 15

2.3. Using the Proofing Tools ................................................................................................... 17

2.3.1. To install a dictionary (to check word definitions): .................................................... 17

2.3.2. To find a synonym for a word: .................................................................................... 18

2.3.3. To check spelling and/or grammar as you type: .......................................................... 19

2.3.4. The AutoCorrect feature .............................................................................................. 20

2.4. Finding and Replacing Text ............................................................................................... 21

2.5. Entering Symbols and Special Characters ......................................................................... 22

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2.6. Using the Navigation Pane ................................................................................................. 24

Editing PDF Files .......................................................................................................................... 24

Chapter 3: Modify the structure and appearance of text ............................................................... 26

3.1. Applying styles to text ....................................................................................................... 26

3.2. Changing a document’s theme ........................................................................................... 27

3.3. Manually changing the look of characters ......................................................................... 28

3.4. Manually changing the look of paragraphs ........................................................................ 30

3.5. Creating and modifying lists .............................................................................................. 32

Chapter 4: Organize information in columns and tables .............................................................. 34

4.1. Presenting information in columns .................................................................................... 35

4.2. Presenting information in tables ......................................................................................... 37

Chapter 5: Add simple graphic elements ...................................................................................... 39

5.1. Inserting and modifying pictures........................................................................................ 40

5.2. Inserting screen clippings ................................................................................................... 41

5.3. Drawing and modifying shapes .......................................................................................... 42

Chapter 6: Reference content and content sources ....................................................................... 43

6.1. Inserting and modifying footnotes and endnotes ............................................................... 44

6.2. Creating and modifying table of contents .......................................................................... 45

6.3. Adding sources and compiling bibliographies ................................................................... 47

Chapter 7: Preview, print, and distribute documents .................................................................... 50

7.1. Previewing and adjusting page layout ................................................................................ 50

7.2. Preparing documents for electronic distribution ................................................................ 52

7.3. Printing and sending documents ........................................................................................ 54

References ..................................................................................................................................... 58
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Chapter 1: Getting Started with Word 2013

Microsoft Word is a word-processing application—perhaps the most widely used word-processing

application in existence. You can use Word to write letters, memos, reports, and essays. Because
it is so universal and allows you to save in a variety of file formats, there’s an excellent chance
you can create a version of a given Word document that can be opened by almost any recipient.

In this tutorial, you’ll learn about launching and quitting Word, the Word interface, working in
different views, and entering and editing text. You’ll also learn about performing basic document-
related tasks, such as creating, opening, saving, and closing, renaming and deleting documents.

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 Ribbon: The Ribbon is Office’s replacement for the program menus found in Word 2003
and earlier versions. Similar commands and procedures are listed together on a tab, such
as Insert or View. Within each tab, procedures are further divided into groups, based on
similarity of function. To perform a command, you switch to the appropriate tab by clicking
it and then click the command’s icon, menu, or control.

 Rulers: Click the View: Show: Ruler check box to hide or show the horizontal and vertical
rulers. Use the controls on the horizontal ruler to set or change tab stops and indents for the
selected paragraph(s). The vertical ruler is visible only on the page that contains the text
insertion mark.

 Task panes: To make it easier to format and edit certain types of material, such as inserted
charts and photos, you can open a task-related pane on the side of the document window.
Many task panes are opened by clicking what was formerly a dialog box launcher on the
Ribbon.

 Navigation Pane: When the Navigation Pane is displayed (View: Show: Navigation Pane),
you can use it to go to a particular spot in a document by clicking a listed heading, page
thumbnail, or search result. Most of Word’s window is reserved for the current word-
processing document. You can close panes or switch to Read Mode to increase the display
area for the document.

 Scroll bar and scroll box: You can drag the scroll box, click in the scroll bar, or click the
arrow icons at either end of the scroll bar to navigate through a document’s pages.

 Page indicator: This indicator displays the current page number, as well as the total
number of pages in the document. Click it to open or close the Navigation Pane.

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 Words indicator: This indicator shows the word count for the document. If text is selected,
it shows the number of words in the selection. Click the indicator to open the Word Count
dialog box.

 Proofing indicator: This indicator shows if there are proofing errors that need to be
addressed, such as misspellings, repeated words, or extra spaces between words. Click the
indicator to open a task pane in which you can view and optionally correct each suspected
error.

 View controls: Click an icon to switch views. You can also switch views by clicking an
icon in the View: Views group. The purpose of each view is explained in the following
section.

 Zoom controls: Change the current magnification by dragging the slider, clicking the +
(increase) or − (decrease) button, or clicking the zoom percentage text.

 Close: Click the close box (X) to close an open document or to quit Word. (When the
current document is the only one that’s open, clicking the close box quits Word.) You can
also close the active document by clicking Close in the Backstage

1.1. Backstage View

Backstage View is where the Open, Save, Print, Share and program Options are. To access
Backstage view, click the File tab on the Ribbon. Once you click on the File tab, you will be able
to perform file related activities in the Backstage, such as creating, opening, saving, and printing.
Click Options to set Word preferences. To open a document on which you’ve recently worked,
select Open and then click its filename in the Recent Documents list.

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Quick Access Toolbar. Icons for common commands (such as Save and Undo) can be found on
this customizable toolbar.

When you first open Word 2013, you’ll see that you have several choices for getting started —
using a template, a recent file, or a blank document.

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1.2. New features added by Word 2013

Word has added several new features that enables a richer experience for your reader and a few
other features that just make life a bit easier:
- Read Mode: Select this view when reading a document as it displays the document in easy-to-
read columns.
- Resume Reading: This is an awesome feature that is very useful when reading or working in
large documents. Word 2013 remembers on which page you were on, when you closed the
document. Reopen the same document and you will see a little prompt, asking you whether you
want to jump to this page.
- Online Videos: Do you want to create more interactive documents? Watch an inserted online
video without even leaving your document.

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- Expand and Collapse: Sections of your documents can be collapsed, allowing your reader to
choose whether they wish to view the expanded contents.
- Simple Markup: Are reviewing markups cluttering your view? By using the new simple markup
view, you will only see an indicator symbol where changes have been made.
- Comments: Reply to comments or mark them as done to allow for easier collaboration on
documents.
- Open and edit PDF: PDF documents can now be edited in Word 2013!

1.3. Working in Different Views

Depending on what you currently want to do with a document, you can work in any of Word’s
views: Read Mode, Print Layout, Web Layout, Outline, and Draft. Each view serves a particular
purpose, as described below. To switch views, you can click an icon in the status bar or in the
View: Views group.

1.3.1. Read Mode

If want to read or review a document, Read Mode can help simplify the task.

To control Read Mode:

1. Do any of the following:

>To switch pages, click the Previous page or Next page icon. You can also use your mouse’s scroll
wheel or press a supported navigation key, such as the arrow keys, Page Up/Page Down, and
Spacebar/Shift-Spacebar.

To change the magnification, use the zoom controls in the status bar.

> Choose commands from the menus. Use the Tools menu to perform a Find; use View menu
commands to change display options.
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2. To exit Read Mode, click the Print Layout icon on the status bar, choose View > Edit Document,
or press Esc.

1.3.2. Print layout View

Standard documents, such as memos, letters, and reports, are often written and edited in Print
Layout view. One advantage of working in this view is its adherence to WYSIWYG (what you see
is what you get). The margins, headers/footers, and formatting match the printed output. Pages are
shown as equivalent pieces of paper with physical breaks between pages.

1.3.3. Web layout View

Use Web Layout view to create, view, and edit pages as they’ll appear online when opened in
browser. By choosing Save As in the Backstage, you can save pages in several web-compatible
formats.

1.3.4. Outline View

Use Outline view to create, view, and edit outlines.

1.3.5. Draft View

Use Draft view when speed is of primary importance. In Print Layout view, physical pages and
breaks are drawn. Draft view displays a document as continuous text; page breaks are denoted by
dotted lines. Because repagination occurs almost instantly as you compose, this is an ideal view if
you have an older, slower computer. Note that inserted graphics and other non-text objects are not
shown in this view.

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The Views group has icons for each

supported view. The current view is shown

1.4. Managing Windows

When you create a new Word document or open an existing document, each one opens in a
separate window. Because it’s common to work with several documents at once, Word provides
commands for managing windows in the View: Window group.

To manage open document windows: Do any of the following:

 To create another instance of the current document, click View: Window: New Window. Edits
made in any instance of a window affect the document.

Each new instance has the same name as the original, followed by a colon and a number. For
example, a new instance of memo.docx would be named memo.docx:2.

 To bring a document to the front and make it the active document, choose its name from the
View: Window: Switch Windows menu.

Every open Word document is represented by a taskbar entry. You can also switch documents
by clicking or selecting their names on the taskbar.

Every open Word document is represented by a taskbar entry. You can also switch documents
by clicking or selecting their names on the taskbar.

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 To view all open documents simultaneously, click View: Window: Arrange All. The
documents are displayed in a stack. To work with one of the documents, click anywhere in its
window to make it active.

 To work with a pair of open documents, click View Side by Side. If more than two documents
are open, the Compare Side by Side dialog box appears. Select the second document and click
OK.

When working in View Side by Side mode, you can make the two documents scroll together by
ensuring that the Synchronous Scrolling icon is enabled. This feature is useful for comparing
two versions of the same document.

How to close a word document? To close a Word document, you can use any of the following:

1. Click its close box (X),

2. Press Alt-F4
3. Ctrl-W, or
4. Click the File tab and then click Close in the Backstage.
5. right-click its taskbar button
6. right-click any blank spot in its title bar, and then choose Close from the context menu that
appears

1.5. Setting Display Options

In addition to using the zoom controls to change the magnification, you can show or hide the
following elements in the document window by clicking check boxes in the View: Show group:
 Ruler: Use the ruler to position objects, set paragraph indents, and set tab stops.
 Gridlines: When enabled, each page is overlaid with a visible grid. Placed objects
automatically snap to the nearest grid intersection.

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 Navigation Pane: Use the Navigation Pane to move directly to a specific document page,
heading, or search result.

To show/hide rulers: Click the View: Show: Ruler check box.

To show/hide gridlines: Click the View: Show: Gridlines check box.

To show/hide the Navigation Pane:

 Click the View: Show: Navigation Pane check box. To switch among viewing document
headings, page thumbnails, and search results, select a category beneath the pane’s search
box. To remove the pane, click its close box (X) or remove the Navigation Pane check
mark from the Show group.

You can also open and close the Navigation Pane by

clicking the Page indicator on the left side of the status
bar.

1.6. Getting help with Word 2013

Whenever you have a question about Word 2013 that isn’t answered in this tutorial, your first
recourse is the Word Help system. You can find Help resources in the following ways:

 To find out about an item on the screen, you can display a ScreenTip. For example, to
display a ScreenTip for a button, point to the button without clicking it. The ScreenTip
gives the button’s name, the associated keyboard shortcut if there is one, and unless you
specify otherwise, a description of what the button does when you click it. Some
ScreenTips also include enhanced information such as instructions and links to related Help
topics.

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 In the Word program window, you can click the Microsoft Word Help button (the question
mark) near the right end of the title bar to display the Word Help window.
 In a dialog box, you can click the Help button (also a question mark) near the right end of
the dialog box title bar to open the Word Help window and display any available topics
related to the functions of that dialog box.

Chapter 2: Enter, Edit and proofread Text

2.1. Entering Text

If you’ve previously used a word-processing program, you’re already familiar with the basics of
entering text. On the other hand, if you’re new to word processing, you’ll need to know the
following information.

To enter text:

1. Create a new document or open an existing document.

2. Do one of the following:
 New document. The text insertion mark is automatically positioned at the top of the first
document page.
 Existing document. The text insertion mark is set at the beginning of the document. Scroll to
the page where you want to begin entering new text, such as the end of the last page. Click to
set the text insertion mark.

3. Type your text.

Entered text appears at the text insertion mark. In a new document, the text is formatted with the
default font and the paragraphs are left-aligned. In an existing document, the formatting matches
the text that it immediately follows.
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4. As you type, text automatically wraps as needed to fit within the current paragraph’s margins.
When you want to begin a new paragraph, press Enter.

You can add text copied from the document,

other documents, or other applications to the
current document by clicking the Home:
Clipboard : Paste icon or by pressing Ctrl-V.

2.2. Basic Text Editing

You can use any of the following techniques to correct errors in a document and make other
changes, such as adding new text. The techniques vary, depending on whether you’re changing
selected or unselected text.

To delete unselected text:

1. Position the text insertion mark immediately to the right or left of the text you want to correct
or remove.

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2. Do one of the following:

> To delete the previous character (the one to the left), press Backspace.
> To delete the next character (the one to the right), press Del or Delete.
To delete additional characters, continue pressing Backspace, Del, or Delete.
3. If necessary, replace the deleted text by typing new characters.

To delete or replace selected text:

1. To select the text to be deleted or replaced, do one of the following:

> Set the text insertion mark at one end of the text to be selected, and then drag to or Shift-click
the opposite end.
> Set the text insertion mark at one end of the text to be selected, and then— while holding
down Shift—press arrow keys to move to the end of the text.
> Double-click to select a word or triple click to select a paragraph.
2. Do one of the following:
> To delete the selected text, press Backspace, Del, or Delete.
> To replace the selected text, type the replacement text. When you begin typing, the selected
text is deleted.

To insert new text:

1. Position the text insertion mark where you want to add the new text. You can insert new text
anywhere in a document.
2. Do either of the following:
> Type the new text.
> Paste the new text by clicking the Home: Clipboard: Paste icon or by pressing Ctrl-V.

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To undo the most recent edit, immediately click the Undo icon in the Quick Access Toolbar or
press Ctrl-Z. (Note that you can undo multiple actions—one by one—by clicking the Undo
icon’s down arrow.)

You can also delete text by cutting it. Unlike a normal deletion, cut text is stored in the Clipboard
(and the Office Clipboard), where it’s available for pasting. To cut selected text, click the Home:
Clipboard: Cut icon or press Ctrl-X.

You can use drag-and-drop to move selected text from one

location to another.

2.3. Using the Proofing Tools

Word includes a spelling/grammar checker and a thesaurus that you can use to help with writing
and editing. Spelling and grammar can be checked on the fly (as you type) or run as a traditional
full-document or selected-text check. If you want to see a word’s meaning, there are several free
dictionaries that you can easily install.

2.3.1. To install a dictionary (to check word definitions):

1. Right-click any word in an open Word document and choose Define from the context menu
that appears. The Dictionaries task pane appears.
2. Click the Download button of the dictionary that you want to install. N.B: You must be online.

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The dictionary downloads and installs. The definition for the selected word appears in the new
task pane.

2.3.2. To find a synonym for a word:

Do either of the following:

 If the word is in the current document, select and right-click it, and open the Synonyms
submenu in the context menu. To replace the word, choose a synonym from the list. (If
you’d rather use the Thesaurus task pane, choose Thesaurus.)

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 Click Review: Proofing: Thesaurus. In the Thesaurus task pane, type or paste the word into
the search box. Click the search icon or press Enter. (If the word is preselected in the
document, it will automatically appear in the search box.

 To use a listed synonym, click the down arrow beside the

word, and choose Insert or Copy.

2.3.3. To check spelling and/or grammar as you type:

1. When Check spelling as you type is enabled in Word Options, each suspected spelling or
grammatical error is marked with a wavy, colored underline.
2. Spelling. To correct or dismiss a marked spelling error (red), right-click the underlined text and
choose an option from the context menu:
 To accept a suggested correction (if any are listed), choose a replacement spelling from the
listed words.
 Choose Ignore or Ignore All to ignore this or every instance of the flagged spelling in the
current document.
 If the spelling is correct, choose Add to Dictionary to record the word and ensure that it’s
never flagged again.

Right-click a blue grammatical error to view

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3. Grammar. To handle a suspected grammar error, do one of the following:

> If you believe the grammar is correct or you intend to rewrite the text, click the Ignore or
Ignore All button.
> Select the correction in the list box and then click the appropriate button, such as Change or
Change All.

2.3.4. The AutoCorrect feature

The AutoCorrect feature automatically

corrects common typos and misspellings as
you type. To view or edit the current
AutoCorrect word list, click the
AutoCorrect Options button in the Proofing
section of the Word Options dialog box.

Add words that you commonly misspell to

the AutoCorrect list.

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2.4. Finding and Replacing Text

Find tab Search string Using the Find and Replace dialog box, you can search
for any text string and optionally replace it with
another. In addition to performing standard text
searches, you can search for and replace special items,
such as paragraph characters (¶), graphics, or text
formatted in a specific font. Note that simple searches
Show additional options
are best performed in the Navigation Pane.

To perform a Find:

Click Home: Editing: Replace (Ctrl-H). The Find and Replace dialog box appears.
1. Click the Find tab.

2. Enter a search string in the Find what box.

3. Optional: To set additional options and criteria, click the More >> button. The dialog box
expands:

> To perform a more precise search, set options in the Search Options area. For instance, you
can ensure that found text exactly matches the letter case of the search string (Match case) or
specify the search direction (Search drop-down menu).

> To search for a special character such as a tab, insert it into the Find what box by choosing
the character from the Special button’s menu.

> To find only text with certain formatting (such as a particular font), choose an option from the
Format button’s menu.

4. To begin the search, do one of the following: > Click Find Next.

> Choose an option from the Find in button’s menu to restrict the search to a particular document
component.

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Word highlights the first match, if any. Otherwise, a dialog box informs you that the search text
wasn’t found.

5. Do either of the following:

> To search for the next match, click Find Next. Repeat as necessary. If you’re finished, click
Cancel or the close box (X).

If the search string isn’t found, this dialog box

appears. A similar dialog box is presented after
all matches have been found and viewed.

2.5. Entering Symbols and Special Characters

Some characters—especially symbols, such

as copyright (©)—can be extremely
difficult to type. Using the Symbol drop-
down gallery or the Symbol dialog box, you
can easily insert a symbol or other character
from any font that’s installed on your
computer.

Keyboard shortcut

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To insert a symbol or other character:

1. Set the text insertion mark at the spot in your text where you want to insert the symbol
or character.
2. Open the Symbol gallery by clicking Insert: Symbols: Symbol.
3. Do either of the following:
> Choose the character. The character is inserted into the text.
> Choose More Symbols to open the Symbol dialog box. To insert a character, double-click it
or select it and click Insert. Click the Cancel button or the close box (X) to dismiss the dialog
box.

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2.6. Using the Navigation Pane

To open/close the Navigation Pane:

Close
Search box > To open the Navigation Pane, click the
Tabs View: Show: Navigation Pane check box.
>To close the pane, click its close box (X), remove
the check mark from the View: Show: Navigation
Pane check box, or click the Page indicator again.

To go to a page or heading:
Thumbnail

>To go to a page, click the Pages tab in the Navigation

Pane. Click the thumbnail of the destination page.
You can also use CTRL+G shortcut.

>To go to a heading, click the Headings tab in the

Navigation Pane. In the list that appears, click the
desired heading.

A The Navigation Pane.

Editing PDF Files

In addition to Office’s ability to save and share documents as Adobe Acrobat PDF (Portable
Document Format) files, Word 2013 can open and edit PDF files. When opened, they’re
automatically converted to Word format—enabling you to add and delete text, apply formatting,
and so on.
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To edit a PDF file in Word:

1. From within Word, open the PDF file
that you want to edit by pressing Ctrl-O or
clicking the File tab, followed by Open.
The file is converted to Word format and
opens in Word for editing.
2. Edit the document as desired.
3. To save the edited file, click the File tab,
followed by Save; click the Save icon on
the Quick Access Toolbar; or press Ctrl-S.
A Save As dialog box appears.
4. Select PDF (*.pdf) from the Save as
Save as type File name type drop-down list.

5. Click the Save button. The document is converted back into PDF format and saved to disk.

To avoid overwriting the original PDF file, you may want to save it in a new location or with a
different filename

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Chapter 3: Modify the structure and appearance of text

IN THIS CHAPTER, YOU WILL LEARN HOW TO

 Apply styles to text.
 Change a document’s theme.
 Manually change the look of characters.
 Manually change the look of paragraphs.
 Create and modify lists.

The appearance of your documents helps to convey their message. Microsoft Word 2013 can help
you develop professional-looking documents whose appearance is appropriate to their contents.
You can easily format words and paragraphs so that key points stand out and the structure of your
document is clear. You can also change the look of major elements within a document by applying
predefined sets of formatting called styles, and you can change the look of selected text by applying
predefined combinations called text effects. In addition, you can change the fonts, colors, and
effects throughout a document with one click by applying a theme.
In this chapter, you’ll first experiment with built-in styles and text effects, and then you’ll change
the theme applied to a document. You’ll change the look of individual words, and then you’ll
change the indentation, alignment, and spacing of individual paragraphs. You’ll also add borders
and shading to make paragraphs stand out. Finally, you’ll create and format both bulleted and
numbered lists.

3.1. Applying styles to text

You don’t have to know much about character and paragraph formatting to be able to format your
documents in ways that will make them easier to read and more professional looking. With a
couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using
styles. More importantly, you can structure a document by applying styles that are linked to outline

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levels. In doing so, you build a document outline that is reflected in the Navigation pane and can
be used to create a table of contents.

Styles can include character formatting (such

as font, size, and color), paragraph formatting
(such as line spacing and outline level), or a
combination of both. Styles are stored in the
template that is attached to a document. By
default, blank new documents are based on the
Normal template. The Normal template
includes a standard selection of styles that fit
the basic needs of most documents.

By default, Word makes the most common

predefined styles available in the Styles gallery
on the Home tab.

Styles can be used for multiple purposes: to affect the appearance of the content, to build a
document outline, and to tag content as a certain type so that you can easily locate it.

To apply a style to a text. You have to select the text first, then from Home tab, Styles group, click
on a style of your choice. Immediately the appearance of the selected text changes.

3.2. Changing a document’s theme

Every document you create is based on a template, and the look of the template is controlled by a
theme. The theme is a combination of coordinated colors, fonts, and effects that visually convey a
certain tone

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To change the look of a document, you can

apply a different theme by clicking the Themes
button in the Document Formatting group on the
Design tab, and then making a selection in the
Themes gallery.

3.3. Manually changing the look of characters

Word 2013 makes changing the look of content in a styled document almost effortless. But styles
and themes can’t do everything. To be able to precisely control the look of your text, you need to
know how to manually change individual elements.

When you enter text in a document, it is displayed in a specific font. By default, the font used for
text in a new blank document is 11-point Calibri, but you can change the font of any element at
any time. The available fonts vary from one computer to another, depending on the programs
installed. Common fonts include Arial, Verdana, and Times New Roman.

You can vary the look of a font by changing the following attributes:

 Size: Almost every font comes in a range of sizes, which are measured in points from the
top of letters that have parts that stick up (ascenders), such as h, to the bottom of letters that
have parts that drop down (descenders), such as p. A point is approximately 1/72 of an inch
(about 0.04 centimeters).
 Style: Almost every font has a range of font styles. The most common are regular (or
plain), italic, bold, and bold italic.
 Effects: Fonts can be enhanced by applying effects, such as underlining, small capital
letters (small caps), or shadows.
 Color: A palette of coordinated colors is available, and you can also specify custom colors.

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 Character spacing: You can alter the spacing between characters by pushing them apart
or squeezing them together. Click on Font dialog box, select Advanced Tab, change
character spacing accordingly.

Although some attributes might cancel each other out, they are usually cumulative. For example,
you might use a bold font style in various sizes and various shades of green to make words stand
out in a newsletter. Collectively, the font and its attributes are called character formatting.
You apply character formatting from one of three locations:

 Mini Toolbar Several common formatting buttons are available on the Mini Toolbar that
appears when you select text.

The Mini Toolbar appears temporarily when you select

text, becomes transparent when you move the pointer
away from the selected text, and then disappears entirely.

 Font group on the Home tab: This group includes buttons for changing the font and most
of the font attributes you are likely to use.

 Font dialog box: Less-commonly applied attributes such as small caps and special
underlining are available from the Font dialog box, which you display by clicking the Font
dialog box launcher.

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3.4. Manually changing the look of paragraphs

A paragraph is created by entering text and then pressing the Enter key. A paragraph can contain
one word, one sentence, or multiple sentences. You can change the look of a paragraph by
changing its indentation, alignment, and line spacing, as well as the space before and after it. You
can also put borders around it and shade its background. Collectively, the settings you use to vary
the look of a paragraph are called paragraph formatting.

Although the left and right margins are set for a whole document or section, you can vary the
position of the paragraphs between the margins. The quickest way to indent a paragraph from the
left is to click the Increase Indent button; clicking the Decrease Indent button has the opposite
effect.

Another way to control the indentation of lines is by dragging markers on the horizontal ruler to
indicate where each line of text starts and ends. You can set four individual indent markers for
each paragraph:

 First Line Indent: The paragraph’s first line of text begins at this marker.
 Hanging Indent: The paragraph’s second and subsequent lines of text begin at this
marker at the left end of the ruler.
 Left Indent: The left side of the paragraph aligns with this marker.
 Right Indent: The paragraph text wraps when it reaches this marker at the right end of
the ruler.

You display the horizontal and vertical rulers by selecting the Ruler check box in the Show group
on the View tab.

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1: You can manually change a paragraph’s indentation by moving the indent markers on the
horizontal ruler.

Setting a right indent indicates where the lines in a paragraph should end. You can also determine
the positioning of a paragraph between the left and right margins by changing its alignment. There
are four paragraph alignment options:
 Align Left: Aligns each line of the paragraph at the left margin, with a ragged right
edge.
KEYBOARD SHORTCUT Press Ctrl+L to left-align a paragraph.
 Center Aligns the center of each line in the paragraph between the left and right margins,
with ragged left and right edges.
KEYBOARD SHORTCUT Press Ctrl+E to center-align a paragraph.
 Align Right: Aligns each line of the paragraph at the right margin, with a ragged left
edge.
KEYBOARD SHORTCUT Press Ctrl+R to right-align a paragraph.
 Justify: Aligns each line between the margins and modifies the spacing within the line to
create even left and right edges.
KEYBOARD SHORTCUT Press Ctrl+J to justify a paragraph.

 To set the spacing for only selected paragraphs, adjust the Spacing Before and Spacing
After settings in the Paragraph group on the Page Layout tab.

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
To make a quick adjustment to selected paragraphs, click
the paragraph spacing commands on the Line and
Paragraph Spacing menu that is available in the
Paragraph group on the Home tab.

You can do a lot with the options in the Paragraph dialog box, but to make a paragraph really stand
out, you might want to put a border around it or shade its background. Clicking the Border arrow
in the Paragraph group on the Home tab displays a menu of border options.

You can select a predefined border from the

Borders menu, or click Borders and
Shading at the bottom of the menu to display
the Borders And Shading dialog box, in
which you can select the style, color, width,
and location of the border.

3.5. Creating and modifying lists

Lists are paragraphs that start with a character and are formatted with a hanging indent so that the
characters stand out on the left end of each list item. Fortunately, Word takes care of the formatting
of lists for you. You simply indicate the type of list you want to create. When the order of items is

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not important—for example, for a list of people or supplies—a bulleted list is the best choice. And
when the order is important—for example, for the steps in a procedure—you will probably want
to create a numbered list.

You can format an existing set of paragraphs as a list or create the list as you enter information
into the document.

To format a new list item as you enter content, start the paragraph as follows:

 Bulleted list: Enter * (an asterisk) at the beginning of a paragraph, and then press the
Spacebar or the Tab key before entering the list item text.

 Numbered list: Enter 1. (The number 1 followed by a period) at the beginning of a

paragraph, and then press the Spacebar or the Tab key before entering the list item text.

When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list.
When you press Enter to start a new item, Word continues the formatting to the new paragraph.
Typing items and pressing Enter adds subsequent bulleted or numbered items.

If you want to create a list that has multiple levels, start off by creating the list in the usual way.
Then when you want the next list item to be a level lower (indented more), press the Tab key at
the beginning of that paragraph, before you enter the lower-level list item text. If you want the next
list item to be a level higher (indented less), press Shift+Tab at the beginning of the paragraph. In
the case of a bulleted list, Word changes the bullet character for each item level. In the case of a
numbered list, Word changes the type of numbering used, based on a predefined numbering
scheme.

 For a bulleted list, you can sort list items into ascending or descending order by clicking
the Sort button in the Paragraph group on the Home tab.

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 For a bulleted list, you can change the bullet symbol by clicking the Bullets arrow in the
Paragraph group and making a selection from the Bullets gallery. You can also define a
custom bullet (even a picture bullet) by clicking Define New Bullet.
 For a numbered list, you can change the number style by clicking the Numbering arrow
in the Paragraph group and making a selection from the Numbering gallery. You can
also define a custom style by clicking Define New Number Format.
 For a numbered list, you can start a list or part of a list at a predefined number by clicking
Set Numbering Value in the Numbering gallery and then entering the number you want
in the Set Numbering Value dialog box.

 For a multilevel list, you can change the numbering pattern or bullets by clicking the
Multilevel List button in the Paragraph group and then clicking the pattern you want, or
you can define a custom pattern by clicking Define New Multilevel List.

Chapter 4: Organize information in columns and tables

IN THIS CHAPTER, YOU WILL LEARN HOW TO

 Present information in columns.
 Present information in tables.

Information in documents is most commonly presented as paragraphs of text. To make a text-

heavy document more legible, you can arrange the text in two or more columns, or you can display
information in a table. For example, flowing text in multiple columns is a common practice in
newsletters, flyers, and brochures; and presenting information in tables is common in reports.

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When you need to present facts and figures in a document, using a table is often more efficient
than describing the data in a paragraph, particularly when the data consists of numeric values.
Tables make the data easier to read and understand.

4.1. Presenting information in columns

By default, Microsoft Word 2013 displays text in one column that spans the width of the page
between the left and right margins. You can specify that text be displayed in two, three, or more
columns to create layouts like those used in newspapers and magazines. When you format text to
flow in columns, the text fills the first column on each page and then moves to the top of the next
column. When all the columns on one page are full, the text moves to the next page. You can
manually indicate where you want the text within each column to end.

The Columns gallery in the Page Setup group on the Page Layout tab
displays several standard options for dividing text into columns. You can
choose one, two, or three columns of equal width or two columns of
unequal width. If the standard options don’t suit your needs, you can
specify the number and width of columns. The number of columns is
limited by the width and margins of the page. Each column must be at
least a half inch (or 0.27 centimeter) wide.
From here, you will choose the number of columns that you want to use,
then start typing. When you reach the end of a column, From Page
Layout tab, Page Setup group, click Breaks button and select Column.

Immediately the text following the column break will begin in the next column.

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On the Page Layout tab, at the

bottom of the Columns gallery,
click More Columns to open the
Columns dialog box. Notice that
the spacing between columns is set
to the default distance of a half inch.

Because the Equal Column Width

check box is selected, you can
adjust the width and spacing of only
the first column.

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You can uncheck the Equal Column Width check box and set the width and spacing for other
columns.

4.2. Presenting information in tables

A table is a structure of vertical columns and horizontal rows. Each column and each row can be
identified by a heading, although some tables have only column headings or only row headings.
The box at the junction of each column and row is a cell in which you can store data (text or
numeric information).

You can create tables in a Word document in the following ways:

 To create a blank table of up to 10 columns and eight rows, click Table on the Insert tab.
This displays the Insert Table gallery and menu. The gallery is a simple grid that
represents columns and rows of cells. Pointing to a cell in the grid outlines the cells that
would be included in a table created by clicking that cell and displays a live preview of
the prospective table.


To create a more customized empty table, click

Insert Table on the Insert Table menu. This
displays the Insert Table dialog box, in which
you can specify the number of columns and rows
and the width of the table and its columns.

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You can draw a

table directly on
the page.

The basic methods for manipulating a table or its contents are as follows:

 Insert rows or columns: To insert one or more rows or columns, select the same number
of existing rows or columns adjacent to the location where you want to insert them. On the
Mini Toolbar that appears, click Insert and then click Insert Above, Insert Below, Insert
Left, or Insert Right. If the Mini Toolbar doesn’t appear, on the Layout tool tab, in the
Rows & Columns group, click the Insert Above, Insert Below, Insert Left, or Insert
Right button.

 Insert cells: To insert one or more cells in a table, select the number of cells you want to
insert adjacent to the location where you want to insert them, click the Rows & Columns

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dialog box launcher to open the Insert Cells dialog box, and then specify the direction to
move adjacent cells to accommodate the new cells.

 Delete table elements: Select one or more rows, columns, or cells. On the Mini Toolbar
that appears, or in the Rows & Columns group, click Delete, and then click Delete Cells,
Delete Columns, Delete Rows, or Delete Table.

 Merge cells: Create cells that span multiple columns or rows by selecting the cells you
want to merge and clicking the Merge Cells button in the Merge group on the Layout tool
tab. For example, to center a title in the first row of a table, you can merge all the cells in
the row to create one merged cell that spans the table’s width.

 Split cells: Divide one cell into multiple cells by clicking the Split Cells button in the
Merge group on the Layout tool tab and then specifying the number of columns and rows
into which you want to divide the cell.

Chapter 5: Add simple graphic elements

IN THIS CHAPTER, YOU WILL LEARN HOW TO

 Insert and modify pictures.
 Insert screen clippings.
 Draw and modify shapes.

Many documents that you create in Microsoft Word 2013 contain only text. Others might benefit
from the addition of graphic elements to reinforce their concepts, to grab the reader’s attention, or
to make them more visually appealing. These graphic elements can include a wide variety of
objects and effects, including:
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 Pictures: These objects are created outside of Word—photographs from digital cameras,
clip art images, or files created by using a computer graphics program. No matter what the
origin of the picture, you can change its size and its position in relation to other content
after you insert it in the Word document. You can make additional changes to most types
of pictures from within Word, such as cropping the picture or embellishing it by applying
artistic effects.

 Drawing objects: These objects are created within Word—text boxes, WordArt text,
diagrams, charts, shapes, and other such objects. As with pictures, you can size, move, and
format drawing objects from within Word.

5.1. Inserting and modifying pictures

You can insert digital photographs or pictures created in almost any program into a Word
document. You specify the source of the picture you want to insert by clicking one of these two
buttons, which are located in the Illustrations group on the Insert tab:
 Pictures Click this button to insert a picture that is saved as a file on your computer, on a
network drive, or on a device (such as a digital camera) that is connected to your computer.

 Online Pictures: Click this button to insert a royalty-free clip art image from Office.com,
a web search result from Bing, or an image stored on your Microsoft SkyDrive or another
online source.

After you insert a picture in a document, you can modify the image by using commands on the
Format tool tab, which is displayed only when an object is selected.

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The Format tool tab for pictures.

 The Adjust: group contains commands that enable you to change the picture’s brightness
and contrast, recolor it, apply artistic effects to it, and compress it to reduce the size of the
document containing it.
 The Picture Styles: group offers a wide range of picture styles that you can apply to a
picture to change its shape and orientation, as well as add borders and picture effects.
 The Arrange: group contains commands for specifying the relationship of the picture to
the page and to other elements on the page.

5.2. Inserting screen clippings

These days, many people rely on the Internet as a source of the information they use in their daily
lives. Sometimes that information is presented in a graphic that would be useful in a Word
document. Word 2013 includes a screen clipping tool that you can use to capture an image of
anything that is visible on your computer screen. You simply display the content you want to
include in a document, open the document, and click the Screenshot button in the Illustrations
group on the Insert tab. You can then insert a screen clipping in one of two ways:

 Clicking a window thumbnail in the Screenshot gallery inserts a picture of that window
into the document at the cursor.
 Clicking Screen Clipping below the gallery enables you to drag across the part of the
screen you want to capture, so that only that part is inserted as a picture into the document.

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5.3. Drawing and modifying shapes

If you want to add visual interest and impact to a document

but you don’t need anything as fancy as a picture or a clip art
image, you can draw a shape. Shapes can be simple, such as
lines, circles, or squares; or more complex, such as stars,
hearts, and arrows. To draw a shape directly on the page
(Word’s default setting), you click the Shapes button in the
Illustrations group on the Insert tab, and then click the shape
you want.

Exercise

Draw the following three shapes and group them as one object.

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Chapter 6: Reference content and content sources

IN THIS CHAPTER, YOU WILL LEARN HOW TO

 Insert and modify footnotes and endnotes.
 Create and modify tables of contents.
 Add sources and compile bibliographies.

When you want to ensure that information in a complicated document is readily available to
readers, you can rely on the following Microsoft Word reference tools to do the job:
 Footnotes and endnotes: You can provide supporting information without interrupting
the flow of the primary content by inserting the information in footnotes at the bottom of
the relevant pages or endnotes at the end of the document.

 Table of contents: You can provide an overview of the information contained in a

document and help readers locate topics by compiling a table of contents that includes page
numbers or hyperlinks to each heading.

 Information sources and a bibliography: You can appropriately attribute information to

its source by inserting citations into a document. Word will then compile a professional
bibliography from the citations.

In this chapter, you’ll first insert and modify footnotes and endnotes. You’ll create and update a
table of contents. Finally, you’ll enter source information, insert citations, and compile a
bibliography.

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6.1. Inserting and modifying footnotes and endnotes

When you want to make a comment about a statement in a document—for example, to explain an
assumption or cite the source for a different opinion—you can enter the comment as a footnote or
an endnote. Doing so inserts a number or symbol called a reference mark, and your associated
comment appears with the same number or symbol, either as a footnote at the bottom of the page
or as an endnote at the end of the document or document section. In most views, footnotes or
endnotes are divided from the main text by a note separator line.

By default, footnote reference marks use the 1, 2, 3 number format, and endnote reference marks
use the i, ii, iii number format.

To change the number format of footnotes or endnotes:

1. On the References tab, click the Footnotes dialog box launcher to open the Footnote and
Endnote dialog box.

2. In the Location area of the Footnote and Endnote

dialog box, click Footnotes or Endnotes to indicate
the element you want to modify.

3. In the Format area, click the Number format

arrow, and then click the number format you want to
use.

4. With Whole document shown in the Apply

changes to box, click Apply to change all footnotes
or endnotes to the new number format.

To add a footnote or an endnote, select a word from

your document. Open References Tab, Footnotes
group, Click on Insert Footnote or Insert Endnote button.
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6.2. Creating and modifying table of contents

In a document that will be printed, you can indicate with a page number the page where each
heading is located. By default, Word expects to create a table of contents based on paragraphs
within the document that you have formatted with the standard heading styles: Heading 1, Heading
2, and so on.

How to create a table of contents?

To create a Table of Contents (TOC), you have to mark various titles and subtitles as heading 1,
2, etc. You can even mark indexes/levels/headings later after you have created your document.

On the References tab, in the Table of Contents group, click the Table of Contents button, and
then on the menu, below the gallery, click Automatic Table 1. Then press Ctrl+Home to return
to the beginning of the document and display the inserted table of contents.

How to update a table of contents?

Once you have changed some titles displayed in the TOC, or you have deleted/added contents
from/in your document. You can update the TOC to keep the updated titles and page numbers.

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Right-click the Table of Contents, Choose Update

field. You will select update page numbers only,
if you want only page numbers to be updated. In
case, you want titles to be updated, you will have
to select the second option: “Update entire table”.

How to remove a table of contents?

On the Table of Contents menu, click Remove Table of Contents.

How to increase levels and modify other settings of a TOC?

On the References tab, in the Table of Contents group, click the Table of Contents button, and
then on the menu, below the gallery, click Custom Table of Contents to open the Table of
Contents dialog box.

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The dialog box displays previews of the table of contents formatting in documents that are
prepared for print or online delivery.

6.3. Adding sources and compiling bibliographies

Many types of documents that you create might require a bibliography that lists the sources of the
information that appears or is referenced in the document. You can use the Source Manager to help
you keep track of sources you use while researching a document, and to ensure that you reference
them in the proper format.

There are two ways to cite sources:

 You can enter all the sources into the Source Manager and then insert citations from the
Source Manager into the document.
 You can create sources as you need to insert citations.

1. On the References tab, in the Citations & Bibliography group, click the Style arrow, and
then click Chicago to specify that any sources you create and citations you insert will be
formatted according to the Chicago Manual of Style rules.

2. In the Citations & Bibliography group, click the Manage Sources button to open the
Source Manager dialog box.

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3. In the Source Manager dialog box, click New to open the Create Source dialog box.
Notice that Book is selected in the Type of Source list.
4. In the Bibliography Fields for Chicago area, enter Nelson, Jeremy in the Author box,
Big Bad Bamboo in the Title box, 2013 in the Year box, and Litware, Inc.in the
Publisher box.
5. Click OK to add the book to the Source Manager. Notice that it appears in the Master
List and in the Current List, which is the list of sources that can be used in this document.

Let’s create a source for a book that has multiple authors.

6. In the Source Manager dialog box, click New, and then in the Create Source dialog box,
click Edit to open the Edit Name dialog box.

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2: If a source has more than one author, create a multiple-name entity from this dialog box.

7. In the Add name area, enter Miller in the Last box, enter Lisa in the First box, and then
click Add to enter Miller, Lisa in the Names box.
8. To specify a co-author, enter Miller in the Last box, enter Harry in the First box, click
Add, and then click OK.
9. In the Create Source dialog box, enter Bamboo, Family Style in the Title box, 2012 in
the Year box, and Lucerne Publishing in the Publisher box. Then click OK to add the
new source to the Master List and the Current List.
10. In the Source Manager dialog box, click Close.
11. Open another document, and on the References tab, in the Citations & Bibliography
group, click Manage Sources to open the Source Manager dialog box. Notice that the
two sources you created in your document appear in the Master List but not in the
Current List, meaning that they are not available for use in this document.
12. With the Miller source selected in the Master List box, click Copy to copy that source to
the Current List box so that it is available in this document. Then copy the Nelson source
to the Current List box, and click Close.

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13. In the Citations & Bibliography group, click Bibliography to display the Bibliography
menu.
14. In the Built-In category, click Bibliography to insert a bibliography containing all the
citations in the document in alphabetical order.
15. In the Citations & Bibliography group, display the Style list, and click APA to reformat
the bibliography and citations to meet the style specifications of the Publication Manual of
the American Psychological Association, Sixth Edition.

Chapter 7: Preview, print, and distribute documents

IN THIS CHAPTER, YOU WILL LEARN HOW TO

 Preview and adjust page layout.
 Prepare documents for electronic distribution.
 Print and send documents.

When you finish developing a document, you’ll often want to distribute either a printed version or
an electronic version. Before committing the document to paper, you should check that the pages
are efficiently laid out and that there are no glaring problems, such as headings that print on
separate pages from their text. Microsoft Word 2013 provides several tools you can use to
manipulate how much text appears on each page and to control page layout. When you are ready
to print, you can control precisely how many copies and what parts of your document appear on
paper.

7.1. Previewing and adjusting page layout

Working on your document in the default Print Layout view means that you always know how the
document content will appear on the printed page. While you’re working in the document, you can
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use the commands in the Page Setup group on the Page Layout tab to adjust the margins and the
direction of the page (the page orientation) to best suit your content and delivery method. If you’re
planning to deliver the document at a page size other than the default, you can format the document
to display and print correctly by changing the paper size.
Although the layout of each page is visible in Print Layout view, it’s also a good idea to preview
the whole document before you print it. This gives you more of a high-level overview of the
document than when you’re working directly in the content. Previewing is essential for multipage
documents but is helpful even for one-page documents. You can preview a document by displaying
the Print page of the Backstage view and then page through the document displayed in the right
pane. This view shows exactly how each page of the document will look when printed on the
specified printer.

If you don’t like what appears in the preview pane of the Print page, you don’t have to leave the
Backstage view to make adjustments. The left pane of the Print page provides access to many of
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the commands that are available in the Page Setup group on the Page Layout tab, allowing you to
change the following document settings while previewing their effect on the printed page:
 Orientation: You can switch the direction in which a page is laid out on the paper. The
default orientation is Portrait, in which the page is taller than it is wide. You can set the
orientation to Landscape, in which the page is wider than it is tall.
 Paper size: You can switch to one of the sizes available for the selected printer by making
a selection from a list.
 Margins: Changing the margins of a document changes where information can appear on
each page. You can select one of Word’s predefined sets of top, bottom, left, and right
margins, or set custom margins.

7.2. Preparing documents for electronic distribution

When a document is complete, you can distribute it in two ways: printed on paper or electronically.
When you distribute a printed document, only the printed information is visible to the reader. When
you distribute a document electronically, you should ensure that no confidential information is
attached to the file and that it can be viewed by the people to whom you are sending it.

Many documents go through several revisions, and some are scrutinized by multiple reviewers.
During this development process, documents can accumulate information that you might not want
in the final version, such as the names of people who worked on the document, the time spent
working on the document, and comments that reviewers have added to the file. There might also
be hidden tracked changes. This extraneous information is not a concern if the final version is to
be delivered as a printout. However, it has become very common to deliver documents
electronically, making this information available to anyone who wants to read it.

Some of the information that is attached to the document is available with the document properties
on the Info page of the Backstage view.

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3: Some of the properties attached to the sample document

 Click the Properties button, and then in the list, click Advanced Properties to open the
Properties dialog box for this document. On the General page of the dialog box are
properties maintained by Word.
 Click the Summary tab to display additional identifying information on this page.

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7.3. Printing and sending documents

When you’re ready to distribute your document to other people, you can do so either by printing
it on paper or by sending it electronically. You can also distribute the document in other formats,
present it online, or post it to a blog.
When you are ready to print a document, you display the Print page of the Backstage view, and
then, to print one copy on the current printer with the settings shown, you simply click the Print
button.

You can choose to print a multipage document on one or both sides of the paper. If your printer
supports double-sided printing.

You can choose to print multiple copies of a document and whether to print collated pages (all
pages of each copy together) or uncollated pages (all copies of each page together).

If you prefer to send the document electronically, and you have configured Microsoft Outlook
2013 to connect to an email account, you can do so directly from within Word. You can send the
document as a Word file, or if you want to ensure that the document content is displayed to the
recipient exactly as you intend, you can send it as a PDF file or an XPS file. If you have a
subscription to an online fax service, you can also send the document over the Internet to a fax
machine. The beauty of all these options is that you can perform them directly from within Word
without starting another program, using another device, or even getting up from your chair.

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In the Printer list, click the printer to which you

want to send the document. Notice that the
options available on the Print page might change
when you select a different printer.

Point to the Information icon in the upper-right

corner of the Printer area, or to the selected
printer name, to display a ScreenTip that contains
printer status information.

In the Settings area, click Print All Pages, and

then scroll through the list to review the options
for printing specific parts of the document, or
document information.

Display the Share page of the Backstage view. In the Share area, click Email, and then in the
Email area, click Send as Attachment to open a message window.

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References
Joan, L., & Cox, J. (2013). Microsoft Word 2013. Washington: Microsoft Press.

Melton , B., Dodge, M., Swinford, E., Couch, A., Legault, E., Schorr, B. M., & Rusen, C. A.
(2013). Microsoft Office Professional 2013. Washington: Microsoft Press.

Poole, J. (. (2013). ESSENTIAL MICROSOFT OFFICE 2013:Tutorials for Teachers. Johnstown:

University of Pittsburgh at Johnstown.

Schwartz, S. (2013). Microsoft Office 2013 . Peachpit Press.

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