Microsoft 2016 Level 2

Microsoft Word 2016
Level 2
INFOCUS COURSEWARE
Designed to fast-track you through the process of learning

about computers and information technology, the In Focus
range is a unique and innovative concept in learning.
A quick reference summary of key procedures is provided at
the bottom of each page together with handy tips and
additional information.
Each title in the In Focus series can be used as:
 a classroom workbook for instructor-led teaching and
training;
 a self-study guide for self-paced learning;
 a tutorial guide for distance education programs;
 a resource collection of just-in-time support and
information for help desk users and support staff;
 a handy, desk-side reference for computer users.
This publication has been created using EngineRoom

Desktop™ document management and publishing software
developed by Watsonia Publishing.
MICROSOFT WORD 2016

LEVEL 2
Product Code: INF1611

ISBN: 978-1-925349-16-0
© 2016 Watsonia Publishing

MICROSOFT WORD 2016
LEVEL 2
........................................
Copyright  2016 by Watsonia Software Pty Ltd (ABN 64 060 335 748)
Published by Watsonia Publishing
47 Greenaway Street
Bulleen VIC 3105
Australia
Phone: +61 3 9851 4000
Fax: +61 3 9851 4001
Web: www.watsoniapublishing.com
Email: info@watsoniapublishing.com
Product Code: INF1611
ISBN: 978-1-925349-16-0
Build: 19/02/16
........................................
Production Acknowledgments
Microsoft Word 2016 - Level 2 is produced with the assistance, hard work, advice
and recommendations of a number of people including Cara Hemphill (authoring) and
Alison Koster.
Trademark Acknowledgments
All terms mentioned in this manual that are known to be trademarks or service marks
have been appropriately acknowledged or capitalised. Watsonia Software cannot
attest to the accuracy of this information. Use of a term in this manual should not be
regarded as affecting the validity of any trademark or service mark.
Screen Shots © 1983-2016 Microsoft. All rights reserved.
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consequential damages arising from the use of information in this document. Data
and case study examples are intended to be fictional. Any resemblance to real
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Microsoft Word 2016 - Level 2
READ ME FIRST
In case you're not familiar with the terminology, This section contains some important information to
Read Me First is quite often the name given to a help you use this book so we thought we'd start
computer file that contains important information with a Read Me First section.
for people to know prior to using an application.
What skills and knowledge This course aims to enhance existing skills by covering more specific
you will acquire... documentation creation aspects such as working with multiple
documents, formatting tables, tabs, lists, merging, section breaks,
templates and more.
What you'll need to know Microsoft Word 2016 - Level 2 assumes a basic understanding of the
before beginning this software. It would also be beneficial to have a general understanding of
course... personal computers and the Windows operating system environment.
The objectives of this guide… At the completion of this course you should be able to:
 work with multiple documents

 create and format columns
 use formatting techniques to position text and paragraphs
 modify Word options
 work with document properties
1
 create and apply styles
 manage styles in a document or template
 create and work effectively with themes
 create and use templates
 learn how to work with section breaks
 4 footers into a document
insert headers and
 create and work with headers and footers in long and complex
documents
 create and edit recipient lists
 perform a mail merge from scratch
 produce address labels from a mailing list
 customise mail merges
 draw and format shapes
 work extensively with shapes
 insert and work with text boxes
 manage and manipulate text boxes
 use table features to improve the layout and format of tables
 enhance and correct pictures
What you get in a chapter... Each chapter begins with a summary page listing the topics covered in
that chapter. The chapter then consists of single-page topic sheets
pertaining to the theme of the chapter.
What you'll need to have Many of the topics in this learning guide require you to open an existing
before commencing this file with data in it. These files can be downloaded free of charge from our
course... website at www.watsoniapublishing.com. Simply follow the student files
link on the home page. You will need the product code for this course
which is INF1611.
As you work through this It is strongly recommended that you close all open files, if any, prior to
guide… commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of exercise files and any from a previous
chapter are no longer required.
Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.
© Watsonia Publishing -i- Preface

WORKING WITH TOPIC SHEETS

The majority of this book comprises single-page additional reference (optional) material at the
topic sheets. There are two types of topic sheets: bottom. Task sheets contain a Try This Yourself
task and reference. The layout of both is similar step-by-step exercise panel in the detail area as
– an overview at the top, detail in the centre and shown below.
5 6
 Topic name
 General topic overview provides an introduction to the topic
 Try This Yourself (task-based topic sheets) is a detailed step-by-step practice

exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
 In Task topic sheets screen shots and graphics provide a visual clue as to what will
happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually represent
information and concepts.
 The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in task-based topic sheets.
 The Handy To Know (optional) element provides additional information such as

alternative ways of accomplishing a task or further information providing handy tips.
© Watsonia Publishing - ii - Preface

CONTENTS
Chapter 1 Multiple Documents .............................................................................................. 1

Opening Multiple Documents .............................................................................................. 2
Switching Between Open Documents ................................................................................ 3
Arranging All ....................................................................................................................... 4
Viewing Side By Side .......................................................................................................... 5
Synchronised Scrolling ....................................................................................................... 6
Resetting The Window Position .......................................................................................... 7
Chapter 2 Columns ................................................................................................................. 9
Understanding Columns ................................................................................................... 10
Creating Columns Of Text ................................................................................................ 11
Specifying Column Widths And Spacing .......................................................................... 12
Inserting Column Breaks .................................................................................................. 13
Chapter 3 Formatting Techniques ....................................................................................... 15
Applying First Line Indents ............................................................................................... 16
Applying Hanging Indents ................................................................................................. 17
Applying Right Indents ...................................................................................................... 18
Understanding Pagination ................................................................................................ 19
Controlling Widows And Orphans ..................................................................................... 20
Keeping Paragraphs Together .......................................................................................... 21
Keeping Lines Together .................................................................................................... 22
Inserting A Page Break ..................................................................................................... 23
Applying Hyphenation To Text .......................................................................................... 24
Hiding Text ........................................................................................................................ 25
Inserting A Drop Cap ........................................................................................................ 26
Understanding Returns ..................................................................................................... 27
Inserting Hard And Soft Returns ....................................................................................... 28
Removing Returns ............................................................................................................ 29
Revealing Formatting ........................................................................................................ 30
Chapter 4 Setting Word Options.......................................................................................... 31
Understanding Word Options ........................................................................................... 32
Personalising Word ........................................................................................................... 33
Setting Display Options..................................................................................................... 34
Understanding File Locations ........................................................................................... 35
Setting File Locations........................................................................................................ 36
Understanding Save Options ............................................................................................ 37
Setting Save Options ........................................................................................................ 38
Chapter 5 Document Properties .......................................................................................... 39
Understanding Document Properties ................................................................................ 40
Viewing Document Properties .......................................................................................... 41
Specifying Document Properties ...................................................................................... 42
Viewing Advanced Properties ........................................................................................... 43
Inserting Properties Into A Document ............................................................................... 44
Updating Document Properties ......................................................................................... 45
Deleting Document Property Data .................................................................................... 46
Chapter 6 Styles .................................................................................................................... 47
Understanding Styles ........................................................................................................ 48
Applying Paragraph Styles ............................................................................................... 49
Applying Character Styles ................................................................................................ 50
© Watsonia Publishing - iii - Contents

Creating A Quick Style ...................................................................................................... 51

Creating A Paragraph Style .............................................................................................. 52
Creating A Character Style ............................................................................................... 53
Applying Custom Styles .................................................................................................... 54
Chapter 7 Style Techniques ................................................................................................. 55
Understanding The Modify Style Dialog Box .................................................................... 56
Selecting And Updating Styles ......................................................................................... 57
Renaming And Deleting Styles ......................................................................................... 58
Importing And Exporting Styles ........................................................................................ 59
Chapter 8 Themes ................................................................................................................. 61
Understanding Themes..................................................................................................... 62
Applying A Theme............................................................................................................. 63
Modifying Theme Colours ................................................................................................. 64
Modifying Theme Fonts .................................................................................................... 65
Creating A Custom Theme ............................................................................................... 66
Applying A Theme To A Template .................................................................................... 67
Resetting A Theme ........................................................................................................... 68
Chapter 9 Templates ............................................................................................................. 69
Understanding Templates ................................................................................................. 70
Using A Sample Template ................................................................................................ 71
Downloading An Online Template .................................................................................... 72
Creating A Template ......................................................................................................... 73
Modifying A Template ....................................................................................................... 74
Using A Custom Template ................................................................................................ 75
Attaching A Template To A Document ............................................................................. 76
Copying Styles Between Templates ................................................................................. 77
Creating A Template From A Template ............................................................................ 78
Tips For Developing Templates ........................................................................................ 79
Chapter 10 Section Breaks................................................................................................... 81
Understanding Section Breaks ......................................................................................... 82
Inserting A Next Page Section Break ............................................................................... 83
Inserting A Continuous Section Break .............................................................................. 84
Inserting An Even Page Section Break............................................................................. 85
Inserting An Odd Page Section Break .............................................................................. 86
Chapter 11 Headers And Footers ........................................................................................ 87
Understanding Headers And Footers ............................................................................... 88
Inserting Headers And Footers ......................................................................................... 89
Inserting A Blank Header .................................................................................................. 90
Inserting A Blank Footer ................................................................................................... 91
Switching Between Headers And Footers ........................................................................ 92
Editing Headers And Footers ............................................................................................ 93
Inserting Page Numbering ................................................................................................ 94
Inserting Date Information ................................................................................................ 95
Chapter 12 Header And Footer Techniques ....................................................................... 97
Headers And Footers In Long Documents ....................................................................... 98
Adjusting Header And Footer Positions ............................................................................ 99
Inserting First Page Headers And Footers ..................................................................... 100
Inserting Different Odd And Even Pages ........................................................................ 101
Creating Section Headers And Footers .......................................................................... 102
Unlinking Section Headers And Footers ......................................................................... 103
© Watsonia Publishing - iv - Contents

Chapter 13 Mail Merge Recipient Lists ............................................................................. 105

Understanding Recipient Lists ........................................................................................ 106
Creating A Recipient List ................................................................................................ 107
Customising The Columns .............................................................................................. 108
Adding Records .............................................................................................................. 109
Deleting Records ............................................................................................................ 110
Saving A Recipient List ................................................................................................... 111
Opening A Recipient List ................................................................................................ 112
Editing A Recipient List ................................................................................................... 113
Chapter 14 Merging From Scratch .................................................................................... 115
Understanding Merging From Scratch ............................................................................ 116
Selecting The Document Type ....................................................................................... 117
Selecting The Recipients ................................................................................................ 118
Inserting The Date .......................................................................................................... 119
Inserting An Address Block ............................................................................................. 120
Inserting The Greeting Line ............................................................................................ 121
Typing The Letter ............................................................................................................ 122
Inserting Individual Merge Fields .................................................................................... 123
Previewing The Merge .................................................................................................... 124
Completing The Merge ................................................................................................... 125
Chapter 15 Merging To Labels ........................................................................................... 127
Setting Up Mailing Labels ............................................................................................... 128
Completing Mailing Labels .............................................................................................. 129
Chapter 16 Mail Merge Techniques ................................................................................... 131
Running A Saved Merge ................................................................................................. 132
Excluding Recipients....................................................................................................... 133
Filtering Recipients ......................................................................................................... 134
Sorting Recipients ........................................................................................................... 135
Selecting Another Data Source ...................................................................................... 136
Applying An If…Then…Else… Rule ............................................................................... 137
Applying A Fill In Rule ..................................................................................................... 138
Chapter 17 Shapes .............................................................................................................. 139
Understanding Shapes ................................................................................................... 140
Drawing Shapes .............................................................................................................. 141
Selecting Shapes ............................................................................................................ 142
Resizing Shapes ............................................................................................................. 143
Moving Shapes ............................................................................................................... 144
Aligning Shapes .............................................................................................................. 145
Rotating Shapes ............................................................................................................. 146
Grouping Shapes ............................................................................................................ 147
Arranging Shapes ........................................................................................................... 148
Deleting Shapes .............................................................................................................. 149
Applying A Fill To The Drawing Canvas ......................................................................... 150
Applying Text Wrapping To A Canvas ............................................................................ 151
Chapter 18 Enhancing Shapes .......................................................................................... 153
Applying Shape Styles .................................................................................................... 154
Filling Shapes ................................................................................................................. 155
Applying A Solid Fill To Shapes ...................................................................................... 156
Applying A Gradient Fill To A Shape .............................................................................. 157
Applying A Picture Fill To A Shape ................................................................................. 158
Changing Shape Outlines ............................................................................................... 159
Applying An Outline To Shapes ...................................................................................... 160
© Watsonia Publishing -v- Contents

Changing Shapes ........................................................................................................... 161

Inserting And Formatting Text ........................................................................................ 162
Applying Shadow Effects ................................................................................................ 163
Applying Reflection Effects ............................................................................................. 164
Applying Glow Effects ..................................................................................................... 165
Softening And Bevelling Edges ...................................................................................... 166
Applying 3-D Rotation Effects ......................................................................................... 167
Chapter 19 Text Boxes ....................................................................................................... 169
Understanding Text Boxes ............................................................................................. 170
Inserting A Preformatted Text Box .................................................................................. 171
Typing Text Into A Text Box ........................................................................................... 172
Positioning A Text Box .................................................................................................... 173
Resizing A Text Box........................................................................................................ 174
Deleting A Text Box ........................................................................................................ 175
Drawing A Text Box ........................................................................................................ 176
Formatting A Text Box .................................................................................................... 177
Chapter 20 Text Box Techniques ...................................................................................... 179
Linking Text Boxes .......................................................................................................... 180
Modifying Text Box Margins ........................................................................................... 181
Changing Text Direction ................................................................................................. 182
Applying Effects To Text Boxes ...................................................................................... 183
Chapter 21 Table Features ................................................................................................. 185
Creating A Table From Text ........................................................................................... 186
Aligning Data In Cells...................................................................................................... 187
Displaying Table Gridlines .............................................................................................. 188
Inserting Formulas Into A Table ...................................................................................... 189
Updating Formulas In A Table ........................................................................................ 190
Sorting Table Data .......................................................................................................... 191
Merging Table Cells ........................................................................................................ 192
Splitting Table Cells ........................................................................................................ 193
Understanding Table Properties ..................................................................................... 194
Aligning Tables ............................................................................................................... 195
Changing The Direction Of Text ..................................................................................... 196
Repeating Heading Rows ............................................................................................... 197
Converting A Table To Text ............................................................................................ 198
Chapter 22 Enhancing Pictures ......................................................................................... 199
Understanding Picture Enhancements ........................................................................... 200
Removing A Picture Background .................................................................................... 201
Correcting Pictures ......................................................................................................... 202
Colouring Pictures ........................................................................................................... 203
Applying Artistic Effects .................................................................................................. 204
Applying Shadows And Reflections ................................................................................ 205
Applying A Glow Effect ................................................................................................... 206
Softening And Bevelling Edges ...................................................................................... 207
Applying Picture Styles To Images ................................................................................. 208
Repositioning Pictures .................................................................................................... 209
The Format Picture Pane ................................................................................................ 210
Cropping Pictures Accurately ......................................................................................... 211
Changing The Picture Layout ......................................................................................... 212
© Watsonia Publishing - vi - Contents

CHAPTER 1
INFOCUS
MULTIPLE DOCUMENTS
A distinct advantage of working with a word processing application

is the ability to work with multiple documents simultaneously. For
instance, having multiple documents open at the same time can be
useful if you are creating a summary report and have to draw
information from a number of different source documents.
To assist you in working with multiple documents, Word allows you
to easily switch between documents, display two windows on the
screen side-by-side, or view multiple documents tiled underneath
each other.
In this session you will:
 learn how to open multiple documents simultaneously

 learn how to switch between documents
 learn how to arrange all open documents on the screen
 learn how to view two documents side by side
 learn how to use synchronous scrolling
 learn how to reset the window position when using side
by side view.
© Watsonia Publishing Page 1 Chapter 1 - Multiple Documents

OPENING MULTIPLE DOCUMENTS

Opening multiple documents in Word enables another. You are probably already familiar with
you to work with many documents at the one opening one document at a time – now let’s see
time. This is very convenient if you want to locate how to open multiple documents.
information from one document and insert it into
Try This Yourself:

Before starting this exercise
ensure the Word start
screen is displayed…
…
 Click on Open Other

Documents to display the
Open place
 Click on [Browse], then

navigate to and open
Course Files for Microsoft
Word 2016 in the folders list
 Select Multiple
Documents_1.docx and
click on [Open] to open the
1
document
The one document will now
be open. More documents
can be opened at any time,
either individually or several
at the same time...
 Click on the File tab, then

click on Open and repeat
step 2 to display the Open
dialog box
 Click on Multiple
Documents_2.docx
 Hold down
Multiple
and click on
2
Documents_3.docx
The two documents will now
be selected...
 Click on [Open] to open

both documents
simultaneously
For Your Reference… Handy to Know…

To open multiple documents simultaneously:  To select a range of contiguous files in the
1. Open the Backstage, then click on Open to Open dialog box, click on the first file then
display the Open place hold down and click on the last file in
2. Navigate to the required folder the range – all files in between will be
selected.
3. Hold down , then select the documents
 You can display the Open place by pressing
you wish to open and click on [Open]
the keyboard shortcut + .

SWITCHING BETWEEN OPEN DOCUMENTS

Having multiple documents open in Word is only move, copy or cross-reference information from
useful if you can switch between them. Switching one file to the other. There are a couple of different
from one document to another enables you to methods you can use to switch between open
work between them so you can, for instance, Word documents.
1
Try This Yourself:
Continue using the previous
Same
File
three files with this exercise.
Whichever document
appears on your screen is
known as the active
document...
 Click on the View tab, then

click on Switch Windows
in the Window group
2
A list of open documents
appears. The tick indicates
the currently active
document...
If it’s not already selected,
 select Multiple
Documents_1 to make this
the active document
 Repeat steps 1 and 2 to

display the other two
documents
You can also use the
4
taskbar to switch between
documents...
 Point to the Word icon in

the taskbar to display a
thumbnail of each of the
three open documents
 Click on the thumbnail for

Multiple
Documents_1.docx to
make this document active

To switch between open documents:  If you have pinned the Word icon to the
 Click on the View tab, then click on Switch taskbar, you can right-click on the Word icon
Windows in the Window group and select to open a jump list. This list displays Recent
the required document, or documents, that is, the documents you have
Point to the Word icon in the taskbar and opened most recently. The documents you
click on the desired thumbnail currently have open will be at the top of this
list.

ARRANGING ALL
One of the ways Word simplifies working with useful when you have a small number of
multiple documents is to enable you to arrange documents open, as arranging large numbers of
all open documents on the screen using the documents in a single screen will likely only make
Arrange All function. This option is particularly matters more confusing.
The three windows will be “tiled” underneath each other on the screen
Try This Yourself: so that each window occupies an equal amount of space.
As you can see, even three windows are rather squashed, as each
Continue using the previous document is displayed in its own window, complete with its own copy of
Same
File
three files with this the ribbon and Quick Access Toolbar.
exercise… The title bar is greyed out in the documents that are not active, allowing
for only one active document.
 Click on the View tab, then

click on Arrange All in the
Window group

To arrange all open documents:  To undo the Arrange All arrangement of
1. Click on the View tab multiple documents, you need to maximise
each document window independently.
2. Click on Arrange All in the Window group
 To make a different window active, simply
click anywhere inside it.

VIEWING SIDE BY SIDE

There are several options available for viewing way Word enables you to align documents on the
multiple documents simultaneously in Word. One screen and easily work between them. This
of the techniques for automatically arranging arrangement is constrained to only two documents.
documents is to view them side-by-side. In this
Try This Yourself:

Continue using the
None
previous three files

with this exercise…
 Ensure Multiple
Documents_1.docx
is the active
document 1
 Click on the View

tab, then click on
View Side by Side
2
in the Window group
The Compare Side
by Side dialog box
will open. This lets
you select the
second document
you wish to display…
 Click on Multiple
Documents_2.docx
to select it, then click
on [OK] to display
the two documents
side by side

To arrange two documents side by side  The Compare Side by Side dialog box will
1. Display one of the documents only display if more than two documents are
currently open.
2. Click on the View tab, then click on View
Side by Side in the Window group
3. Select the second document if necessary,
then click on [OK]

SYNCHRONISED SCROLLING
When viewing two documents arranged side by scroll through each document independently. This
side, Word automatically activates Synchronous is particularly useful for comparing two versions of
Scrolling so you can browse through the two the one document to quickly see where changes
documents at the same pace, without having to have been made.
Try This Yourself:

Continue using
Same File
Multiple
Documents_1.docx
and Multiple
Documents_2.docx…
 Ensure the two

documents are
displayed in a side by
side arrangement 1 To view two documents side by side, display one of the documents then click
on the View tab and click on View Side by Side in the Window group.
Synchronous
Scrolling will be
automatically
activated and the
Synchronous
Scrolling tool will
appear highlighted in
the Window group...
 Click on the scroll bar

for Multiple
Documents_1.docx
and drag it down to
scroll down the page
Notice how both
documents scrolled
down simultaneously
2 Handy Hint: If the two documents are of unequal lengths and you are using
the scroll bar of the longer document, when the end of the shorter document
is reached it will stop scrolling but the longer document will continue moving.

To perform synchronised scrolling:  Synchronous Scrolling is an option that
1. Ensure you are viewing two documents in can be toggled on and off simply by clicking
View Side by Side mode on the Synchronous Scrolling button in the
2. Ensure Synchronous Scrolling is selected Window group. Turning it off enables you to
in the Window group on the View tab scroll through one document while keeping
the other document in the same position.
3. Scroll through one of the documents to scroll
through both simultaneously

RESETTING THE WINDOW POSITION

Suppose you are working on two documents that window so you can work on it at a higher
are arranged side by side and you decide you magnification. Fortunately, if you then wish to work
want to focus on one document in particular. To with the documents side by side again, you can
do this you may resize the required document’s easily reset the window’s position.
Try This Yourself:

Continue using the
previous files with this
Same File
exercise, or open the

files Multiple
Documents_1.docx &
Multiple
Documents_2.docx...
 Ensure the two

documents are
displayed in a side by
1
side arrangement
 Click anywhere in
Multiple
Documents_1.docx
to make it active then
click on Maximise, as
shown, to maximise
the window
The two documents
will no longer be
displayed side by
side, but you can 2
easily reset them to
their previous size
and positions...
 Click on the View tab,

then click on Reset
Window Position in
the Window group
The two documents
will resume their side
by side arrangement

To reset the window position:  The size and position of the side by side
1. Click on the View tab windows can also be altered by clicking and
dragging. If you click on and drag the edge of
2. Click on Reset Window Position in the
the window you will resize it or, if you click on
Window group
and drag the title bar, you will reposition the
window.

NOTES:

CHAPTER 2
INFOCUS
COLUMNS
Depending on the type of document you want to create, you can

alter the page layout so that the content appears in multiple
columns. This style of page layout is common in newspapers and
magazines. Columns can make large blocks of text easier to read,
as the text is broken up into more manageable chunks.
 gain an understanding of columns

 learn how to create columns of text
 learn how to specify column widths and spacing
 learn how to insert column breaks.
© Watsonia Publishing Page 9 Chapter 2 - Columns

UNDERSTANDING COLUMNS
In most business documents text is in a single text flows down the first column until it reaches the
column, spanning from the left to the right margin bottom and then it continues down the next column,
of the page. However, you can create documents and so on. Columns are typically used in
with multiple columns per page. In this case, the newsletters, brochures and magazines.
Why Use Columns?

One main reason for arranging text into columns is that shorter lines of text are easier to read which is
beneficial if the document is long or has small text. Narrow columns are the most readable as they allow
readers’ eyes to pick out the beginning of the next line of text more easily than in wider columns. For
example, text in magazines or daily newspapers is typically quite small but because it appears in narrow
columns, most people can read it quite easily. As the examples below demonstrate, text that is
presented in columns and in smaller ‘chunks’ is easier to read and absorb than text that stretches from
the left to the right edge of the page.
Using a smaller text size also means you can include more text on less paper.
Left-aligned text. Left-aligned text that has been formatted

into two columns.
Wrapping Text Around Objects

If you want to include an image or callout in a text box, such as to illustrate a particular point or to
further break up the text, you can apply text wrapping to the object so the text wraps around the object,
as shown in the picture below. Wrapping text means you can insert odd-shaped elements without
creating too many ‘holes’ or unnecessary white space. You can apply text wrapping by selecting the
object, clicking on the Format tab, then clicking on Wrap Text and selecting an option.
Justifying Text: A Warning

To justify text is to line up text evenly along both
the right and left sides of the text block. Although
justification may sometimes be used in business
documents that comprise one column, justifying
text in narrower columns can cause unsightly
holes. Consider the example on the right: the top
two paragraphs are justified — notice the larger,
uneven gaps between the words, while the third
paragraph is left-aligned and much easier to
read.

CREATING COLUMNS OF TEXT

In most business documents the text is in a want to create multiple columns of text. Creating
single column that spans between the left and columns gives the reader the impression there is
right margins of the page. But if you’re creating less to read as the use of columns breaks up the
newsletters, brochures and the like, you may text. Here you will apply columns to existing text.
Try This Yourself:

Open
File
you MUST open the file

Columns_1.docx…
 Select the text from the

heading Introduction to the
end of contamination in the
last paragraph on page 2
Everything except the main
heading and the centred text
at the bottom of the article
should be selected…
 Click on the Layout tab, then

click on Columns in the Page
Setup group and select Two,
2
as shown, to format the
selected text into two
columns
 Deselect the text to view the

result
The columns of text are
‘sectioned off’ from the rest of
the text with section breaks…
 Click on the Home tab, then

click on Show/Hide in the
Paragraph group
3
A continuous section break

appears immediately after the
heading…
 Click between the section

break and the main heading,
then press to insert a
hard return
 Repeat step 4 to hide the

paragraph marks 5

To create columns of text:  If you want to remove columns, you can
1. Select the text you want to lay out in columns select and delete the continuous section
breaks that appear before and after the
2. On the Page Layout tab click on Columns
columns, or you can click in the columns of
in the Page Setup group
text and set the number of columns to One.
3. Select the desired number of columns

SPECIFYING COLUMN WIDTHS AND SPACING

For greater control over the layout of columns, column width and spacing may be necessary to
you can specify the width of the columns, as well increase the amount of white space on the page or
as the spacing between them. You can even to ensure the columns align with other elements on
create columns of different widths. Adjusting the page.
1
Try This Yourself:
Continue using the
Same
previous file with this

File
exercise, or open the file

Columns_2.docx...
 Select the text from the

heading Introduction to
the end of contamination
in the last paragraph on
page 2
 Click on the Layout tab,

then click on Columns in
the Page Setup group to
3
display a menu of options

and select More Columns
to open the Columns
dialog box
Here you can make
precise adjustments to the
layout of your columns…
 Click on the down spinner

arrow for Spacing until it
reads 1 cm
Notice that as you reduce
the spacing, the value in 4
Width increases…
 Click on [OK]
The spacing between the
two columns is slightly
reduced, which has
increased the width of both
columns

To specify column widths and spacing:  You can insert a line between columns
1. Click in the column of text which helps to provide a clear delineation
between columns. To do this, click on the
2. Click on the Layout tab, then click on
Page Layout tab, then click on Columns in
Columns and select More Columns
the Page Setup group and select More
3. Adjust Width or Spacing as desired, then Columns. Click on Line between to select it,
click on [OK] then click on [OK].

INSERTING COLUMN BREAKS

When you’re working with text in multiple heading or a single line of text is separated from
columns, there will be times when you need to the rest of the paragraph and you want to keep
force the text from one column to the next. For them together. You can insert a column break to
example, this may be necessary when the force text into the next column.
1
Try This Yourself:
Continue using the
Same

File

Columns_3.docx...
 Click immediately to the

left of the heading
Treatment Issues (page
1) to position the insertion
point as shown
The heading and text
would look better if it was
kept with the rest of the
paragraph, so let’s force
the heading into the next
column...

then click on Breaks in
the Page Setup group
and select Column
This will insert a column 2
break before the heading,
which now sits at the top 3
of page 2, as shown. Let’s
have a look at the column
break…
 Click on the Home tab,

then click on Show/Hide
in the Paragraph group to
turn on the paragraph
marks and view the
column break
 Repeat step 3 to hide all

breaks and paragraph
marks

To insert a column break:  You might consider inserting several column
1. Position the insertion point where you want breaks in appropriate positions in order to
to insert the column break help align columns better on a page.
2. Click on the Layout tab, then click on  To remove a column break, click on
Breaks in the Page Layout group Show/Hide on the Home tab to view the
3. Select Column break, then click immediately to the left of the
column break and press .

NOTES:

CHAPTER 3
INFOCUS
FORMATTING TECHNIQUES
You can format paragraphs in a variety of ways to improve the

readability and overall appearance and layout of a document. Using
correct formatting techniques gives you much greater control over
the layout and positioning of sections, headings and paragraphs.
 learn how to create first line indents

 learn how to create hanging indents
 learn how to insert a right indent
 gain an understanding of pagination options
 learn how to apply widow and orphan control
 learn how to keep paragraphs together
 learn how to keep lines together
 learn how to insert a page break
 learn how to automatically and manually hyphenate text
 learn how to hide text
 learn how to insert a drop cap
 gain an understanding of hard and soft returns
 learn how to insert hard and soft returns
 learn how to remove hard and soft returns
 learn how to reveal formatting.
© Watsonia Publishing Page 15 Chapter 3 - Formatting Techniques

APPLYING FIRST LINE INDENTS

When you apply a first line indent to a paragraph, document or novel as this indicates the beginning
only the first line of the paragraph is indented. It of the section or chapter. First line indents are
is common to apply first line indents to the first controlled by the position of the first line indent
paragraph of a new section or chapter in a marker on the ruler.
Try This Yourself:

Before starting this
Open File
exercise you MUST open

the file
Formatting_1.docx…
 Click at the beginning of

the paragraph after
Introduction
Ensure the ruler is 1
displayed by clicking on the
View tab and selecting
Ruler in the Show group.
Note the position of the
indent markers on the ruler.
Currently they align with
the left margin...
 Press
line
to indent the first
A smart tag will appear

because Word has
converted your tab to a first 2
line indent, and the smart
tag is giving you the option
to change it back to a tab.
You can click on the smart
tag to view and select
options. Let’s reduce the
indent using the first line
indent marker on the
ruler...
 Click on and drag the first

line indent marker on the
ruler to 0.5 cm, as shown
3
 Release the mouse to

position the marker, then
save the document

To create a first line indent:  You can set a first line indent in the
 Click at the beginning of the paragraph and Paragraph dialog box. On the Home tab,
press , or click on the dialog box launcher for the
 Click and drag the first line indent marker on Paragraph group. Click on the drop arrow for
the ruler to the required position Special in Indentation and select First line.
Adjust the distance in By, then click on [OK].

APPLYING HANGING INDENTS

When you apply a hanging indent to a paragraph and numbered lists. Hanging indents can be
all lines in the paragraph will be indented except applied to a paragraph by dragging the hanging
for the first line, which ‘hangs out’ from the rest. indent marker on the ruler or via the Paragraph
Hanging indents are typically used for bulleted dialog box.
3
Try This Yourself:
Same
file with this exercise, or

File
open the file

Formatting_2.docx...
 Scroll down and select the

three paragraphs under
Coagulation
Notice the position of the
indent markers on the
ruler...
 Click on the Home tab, then

click on the dialog box
launcher in the Paragraph
group to display the
Paragraph dialog box
 Click on the drop arrow for

Special and select
Hanging, then click on [OK]
The first line indent marker
remains aligned with the left
margin and the hanging and
left indent marker is
indented to the first tab stop
at 1.27 cm.
Let’s adjust the hanging
indent on the ruler…
 Click and drag the hanging

indent marker on the ruler
slightly to the left as shown
 Release the mouse button

when the hanging indent is
set at 0.5 cm, then click
outside the text to see the 4
result

To apply a hanging indent:  Position the insertion point in the paragraph,
1. Click in the paragraph then press + to apply a hanging
2. Click on the Home tab, then click on the indent.
dialog box launcher in the Paragraph group
3. Click on the drop arrow for Special and
select Hanging then click on [OK]

APPLYING RIGHT INDENTS

When you apply a right indent to a paragraph, room to insert objects or pictures. You can apply a
the paragraph is indented from the right margin. right indent by dragging the right indent marker on
You might insert a right indent to make one the ruler or by using the Paragraph dialog box.
paragraph stand out from the rest or to make
3
Try This Yourself:
Continue using the
Same

File

 Scroll down and click in the

first paragraph below the
Sand Filtration heading
 Click on the Home tab,

then click on the dialog box
launcher for the
Paragraph group to
display the Paragraph
dialog box
 Select the value for Right

in Indentation and type 2
 Click on [OK] to apply the

changes
The paragraph will now be
indented 2 cm from the
right margin – in line with
the right indent marker.
You can also adjust the
right indent using the
mouse...
 Drag the right indent

marker on the ruler to
15 cm then release the
4
mouse
The text will adjust to fit...
 Press + to reset the

paragraph to its default
indentation

To apply a right indent:  By applying both a right and left indent to a
1. Click in the paragraph paragraph, you can make it stand out from
the rest of the text, as it creates white space
2. On the Home tab click on the dialog box
on both sides of the paragraph. If you also
launcher for the Paragraph group
apply italics, the paragraph will take on the
3. Enter a value for Right in Indentation appearance of a quote or extract.
4. Click on [OK]

UNDERSTANDING PAGINATION
Pagination refers to how headings and on a page. Once a page is filled, Word will force the
paragraphs are organised on the page. When text onto a new page. Word provides several
you establish the document’s paper size and pagination options to control how headings and
margins, Word will calculate how much text will fit paragraphs are arranged on a page.
Page Breaks
When text runs over onto the next page, Word inserts a soft page break. Soft page breaks cannot be
seen in Print Layout view but if you want to see them, simply switch to Draft view.
You can insert your own page breaks using + at any point in a document and these are known
as hard page breaks. Hard page breaks force text onto the next page. If you click on Show/Hide to
display hidden characters, a hard page break appears like this:
Pagination Settings
Sometimes it is necessary to ensure that paragraphs stay together with headings or other paragraphs.
For example, you wouldn’t want a heading to appear at the bottom of a page and its text to be on the
next page. It would be important that the heading and paragraph stay together. Also, having the first or
last line of a paragraph split from the rest of the paragraph breaks standard editing conventions. Word
has several pagination settings that can be applied to ensure correct paragraph layout. These settings
can be found on the Line and Page Breaks tab in the Paragraph dialog box.
Widow/Orphan Control
A widow is the last line of a paragraph that appears on a new page all by itself. An orphan is the first
line of a paragraph that appears at the bottom of a page all by itself. Widow/Orphan control, which is
turned on by default, ensures that at least two lines of a paragraph appear on a page. In the case of a
widow, the second last line of the paragraph will be moved to the next page to accompany the last line.
In the case of an orphan, the first line will be moved to the new page so that it appears with the other
lines of the paragraph.
Keep With Next
Sometimes it is important that two paragraphs or a heading and a paragraph appear on the same page.
This can be ensured by clicking in the first paragraph or heading and applying Keep with next. If the
second paragraph is forced onto a new page, either automatically by Word or by you, the first paragraph
will also move to the next page. This is a good way of keeping a heading with the text that follows.
Keep Lines Together
You can ensure that all of the lines in a paragraph stay together, rather than being split by a page break,
by applying Keep lines together.
Page Break Before
If you want a paragraph or heading to start at the top of a new page, you can apply Page break before.
No matter where the preceding text is placed on a page, this paragraph will always start at the top of a
page.

CONTROLLING WIDOWS AND ORPHANS

When the last line of a paragraph appears at the widows and orphans using the Paragraph dialog
top of a new page it is called a widow. When the box. Widow/Orphan control is turned on by
first line of a paragraph appears at the bottom of default, but here we will deactivate it to see what
a page it is called an orphan. You can control happens.
Try This Yourself:

Same
File
file with this exercise, or open

the file Formatting_4.docx...
 Scroll down to and click in the

paragraph spanning the
bottom of page 1 and the top
of page 2
Notice the last two lines
appear together at the top of
the second page...

launcher for the Paragraph
1

 Click on the Line and Page

Breaks tab
Notice the Widow/Orphan
control check box is ticked...
 Click on Widow/Orphan
control to remove the tick
 Click on [OK]
The control will be removed
and the third line of the
paragraph will move to the
previous page, leaving a
widow on the next...
 Click on Undo in the Quick

Access Toolbar to restore
the widow/orphan control
5

To control widows and orphans:  Widow/Orphan control is either on or off.
1. Click in the paragraph When it’s on, the point at which a paragraph
2. On the Home tab, click on the dialog box is split across pages will be adjusted if
launcher for the Paragraph group necessary to avoid widows and orphans.
3. Click on the Line and Page Breaks tab When it’s off, paragraphs will be split across
pages depending on how much of the
4. Click on Widow/Orphan control, then click
paragraph can fit on a page.
on [OK]

KEEPING PARAGRAPHS TOGETHER

The Keep with next setting is used to keep to prevent text from being separated from its
related headings and paragraphs together by heading and to keep all the items in a bulleted list
preventing page breaks being inserted between on the same page.
them. For instance Keep with next can be used
1
Try This Yourself:
Same

File
open the file

 Click at the start of the

paragraph that begins Sand
filtration doesn’t… (near
the bottom of page 1)
We’ll link these two
paragraphs so they both
appear on the same page...
 On the Home tab, click on

the dialog box launcher for
the Paragraph group to
display the Paragraph
dialog box
 On the Line and Page

Breaks tab, click on Keep
with next until it appears
4
with a tick, then click on

[OK]
Nothing will happen until
Word tries to put a page
break between the
paragraphs...
 Press four times to

move the paragraph down
towards the end of the page
The entire paragraph will
shift to the next page with
the following one...
 Click on Undo twice to

restore the default
pagination settings

To keep paragraphs together:  Keep with next is a bit like grouping
1. Click in the paragraph paragraphs. Where one goes, the other
follows. Note that Keep with next will not
2. On the Home tab click on the dialog box
prevent the second paragraph from being
split by a page break. It just ensures the
3. Click on the Line and Page Breaks tab second paragraph starts on the page on
4. Click on Keep with next, then click on [OK] which the first one appears.

KEEPING LINES TOGETHER

To ensure that a paragraph is not split across two lines together setting is applied using the
pages you can apply the Keep lines together Paragraph dialog box.
setting. You may need to do this to ensure
complete paragraphs sit on a page. The Keep
Try This Yourself:

Continue using the
Same

File

 Click in the paragraph at

the bottom of page 1 1

the dialog box launcher
for the Paragraph group
to display the Paragraph
dialog box
 On the Line and Page

Breaks tab, click on Keep
lines together so it
appears with a tick
 Click on [OK]
The paragraph will be
moved to the second
page so the lines are kept
together...
 Click on Undo to restore

the default pagination
settings

To keep lines together:  Keep lines together does not work if the
1. Click on the Home tab, click in the paragraph appears in a table that is split
paragraph, then click on the dialog box across a page. Use Keep with next instead.
2. Click on the Line and Page Breaks tab
3. Click on Keep lines together, then click on
[OK]

INSERTING A PAGE BREAK

When you apply the Page break before setting images and the like that need to appear on a new
to a paragraph, the paragraph is forced to start page. The Page break before setting is applied via
on the next page. This is ideal when starting new the Paragraph dialog box.
sections or chapters and also for paragraphs,
1
Try This Yourself:
Continue using the
Same File

file
 Click in the Sand

Filtration heading
4
 Click on the Home

tab, then click on the
dialog box launcher
for the Paragraph
Paragraph dialog
box
 On the Line and

Page Breaks tab,
click on Page break
before until it
appears with a tick
Notice that Keep with
next and Keep lines
together are selected
by default for this
heading style...
 Click on [OK]
The heading and the
following paragraphs
will be forced onto
the second page

To insert a page break before a paragraph:  One of the best things you can do with
1. Click in the paragraph pagination settings such as Page break
2. On the Home tab click on the dialog box before and Keep with next is to incorporate
launcher for the Paragraph group them into styles so they are automatically
3. Click on the Line and Page Breaks tab applied with formatting.
4. Click on Page break before then click on
[OK]

APPLYING HYPHENATION TO TEXT

Hyphenation is used to break a word across two default, so text will wrap to the next line. But you
lines when it is too long to fit on the first line, by may prefer to hyphenate words to make good use
inserting a hyphen between the first and second of available space, especially in narrow layouts
half of the word. Hyphenation is turned off by such as columns.
1
Try This Yourself:
Continue using the
Same

File

 Click on the Layout tab,

then click on Hyphenation
in the Page Setup group
to display a list of options
Notice that it is currently
set to None...
 Select Automatic, then

scan down the right-hand
edge of the document and
2
see how many words are

hyphenated
There should be several.
Manual hyphenation lets
you decide which words
you want hyphenated...
 Repeat step 1 and 2 and

select None in
Hyphenation to turn it off
again
Let’s manually hyphenate 4
the document…
 Repeat steps 1 and 2 and

select Manual
 Click on [Yes] to step

through the words and
apply manual hyphens,
5
then click on [OK]

To apply hyphenation to text:  Manual hyphens can only be removed
1. Click on Hyphenation manually.
2. Select Automatic or Manual  You can change the hyphenation settings by
clicking on Hyphenation and selecting
To remove automatic hyphenation: Hyphenation Options.
 Click on Hyphenation and select None

HIDING TEXT
You can hide text in a document. This might be versions of a document. The only downside is that
useful during the editing stage when you have hidden text is not protected in any way unless you
additional information you may or may not want apply a password.
to use later, or if you need to distribute different
Try This Yourself:

Same
File

 Select the Sedimentation

heading

launcher for the Font group
1
to display the Font dialog box
 Click on Hidden in Effects,

until it appears with a tick,
then click on [OK]
The text is now hidden. Let’s
redisplay it...
 Press
text
+ to select all
If you’re not sure where the

3 5
hidden text is, simply unhide
all text within the document…
 Click on the dialog box

launcher for the Font group
 Click on Hidden in Effects

twice – first to display the tick
then to remove it – then click
on [OK]
The text will reappear

To hide text:  One way to tell if there is hidden text in a
1. Select the text, then on the Home tab click document is to select the entire document
on the dialog box launcher for the Font ( + ) and check the Font dialog box to
group see if the checkbox for Hidden is filled. The
2. Under Effects click on Hidden until it dot in the checkbox, rather than a tick,
appears with a tick indicates part of the document is hidden.
3. Click on [OK]

INSERTING A DROP CAP

A drop cap is the first letter of a paragraph that is several lines of the paragraph. Cap means the
larger than the rest of the text, and is typically letter is in uppercase. As a drop cap is somewhat
used to indicate the beginning of an article or larger than the rest of the text, it helps the reader to
chapter. Drop means the letter drops down over navigate a document or book.
1
Try This Yourself:
Continue using the
Same

File

 Click in the paragraph

below the Introduction
heading
2
It doesn’t matter where you

click – the drop cap will only
be applied to the first letter
in the paragraph...
 Click on the Insert tab,

then click on Drop Cap in
the Text group to display
the options
 Point to Dropped to see

the drop cap in Live
Preview
5 7
 Point to In margin to see

this option in Live Preview
 Select Drop Cap Options

to display the Drop Cap
dialog box
 Click on Dropped, then

click on the drop arrow for
Font, and select Cambria
 Click on the down spinner

arrow for Lines to drop
until it reads 2, then click on
8
[OK]
 Click away from the drop

cap to deselect it

To insert a drop cap:  You can modify a drop cap by clicking on it,
1. Click in the paragraph selecting the text and making changes such
as font or font size. You can also drag it to
2. Click on the Insert tab, then click on Drop
different positions.
Cap
3. Click on the option of your choice or select  You can remove a drop cap by clicking in the
Drop Cap Options paragraph, then clicking on Drop Cap and
selecting None.

UNDERSTANDING RETURNS
A return is a hidden character that forces the text the paper. In word processing packages, returns
onto the next line. This terminology comes from are a little more sophisticated because they are
the old typewriter days when you would want the created automatically as you type. This page
typewriter head to ‘return’ to the left-hand side of discusses the use of returns in word processing.
Word Wrap and Automatic Soft Returns

Word processing packages are designed to place words on a page. They include margins and indent
markers that control where the text is placed. When you add text that doesn’t fit on a line, the word
processing package automatically moves the text to the start of the next line. This is known as word
wrap.
Word wrap is made possible because the computer inserts a hidden character to indicate the text should
start on a new line. This is known as a soft return. It is not visible in Word, even if you display the
paragraph markers. Part of the reason they are called soft returns is because they are flexible and adjust
as the text is modified. If text is deleted and more words can fit on the line, the soft return is repositioned
automatically to allow for an adjustment of the word wrapping. If additional text is added to a line, the soft
return is also repositioned to push any text that doesn’t fit to the next line and so on through the
paragraph.
A paragraph wrapped using soft returns, when displayed using Show/Hide, will appear as shown below.
The paragraph marker indicates the end of the paragraph.
Hard Returns and Manual Soft Returns

There are times, however, when you want text to appear on the next line and don’t want to use word
wrap. You can do this using either a manual soft return or a hard return. A manual soft return
( + ) forces text onto a new line without starting a paragraph and uses the current line spacing
settings, while a hard return ( ) creates a new paragraph and applies the spacing between
paragraphs that applies according to the style.
When you press to create a hard return, a paragraph marker is inserted at the end of the
paragraph. This portion of text – the paragraph, can be formatted independently of other paragraphs.
When you press + to create a soft return, a soft return marker is inserted at the end of the line
and the text is forced onto the next line. However, both lines are part of the same paragraph and
therefore, any paragraph formatting that is applied to either line will affect both. A soft return is also
sometimes referred to as a line feed.
A paragraph including a manual soft return, when displayed using Show/Hide will appear as shown
below. The paragraph marker indicates the end of the paragraph and the position of the hard return.

INSERTING HARD AND SOFT RETURNS

Returns are used in documents to force text to paragraph. How you use returns in a document will
appear on the next line. Hard returns create a depend entirely on the layout that you want to
new paragraph while manual soft returns just create. Manual soft returns are particularly useful in
place the text on a new line within the same lists when you don’t want a new bullet or number.
2
Try This Yourself:
Same
File

 Scroll down to page 2 until you

can see the bulleted list
 Click at the end of the second

bullet point on Ultrafiltration
 On the Home tab, click on

Show/Hide in the Paragraph
group to display the paragraph
marks and other symbols 4
Each item in the list is a

separate paragraph. The dot
between each word indicates
a space…
 Press to insert a hard

return (paragraph marker) and
create a new bullet point
 Type Reverse Osmosis
 Press +
manual soft return
to insert a
This time there is no new 6

bullet – just the manual soft
return marker and a
continuation of the paragraph
formatting...
 Type Great for desalination
 Repeat step 3 to hide the

formatting symbols

To insert a hard return:  Manual soft returns can be used to override
1. Press the default spacing between paragraphs. For
example, if you want to type an address and
To insert a soft return: have the lines of the address close together,
1. Press + press + between the lines instead
of pressing .

REMOVING RETURNS
Removing unwanted and extra hard and soft considered characters, albeit usually hidden, you
returns in a document is a common editing task. can use the same commands to delete them as
The trick is to be careful about where you place you use to delete any other characters.
the cursor before you press . As returns are
2
Try This Yourself:
Same

File
open the file

 On the Home tab, click on

Show/Hide in the
Paragraph group to display
the formatting marks
 Click at the end of the bullet

point Reverse Osmosis on
page 2 3
You’ll find that you can’t
click after the manual soft
return marker; the insertion
point appears in front of it...
 Press to delete the

manual soft return, then
type : (colon) and press
to separate the words
 Click at the beginning of the

paragraph immediately
above the bulleted list
 Press to delete the

hard return at the end of the
5
previous paragraph
The sentence ‘The size of
the pore...’ now becomes
part of the previous
paragraph...
 Click on Show/Hide to hide

the formatting marks, then
save the document

To remove hard or soft returns:  Removing returns is easier if you can see
1. Click in front of the return and press what you’re doing – which is why we used
, or
Show/Hide in the Paragraph group. If things
Click at the beginning of the next line and don’t go as expected, look for extra spaces
press or other hidden characters that may be
causing problems. Don’t forget that you can
always click on Undo if you get stuck.

REVEALING FORMATTING
The Reveal Formatting pane displays all of the Formatting pane to display the relevant dialog box
formatting applied to selected text, such as font and make changes to the formatting as required.
and paragraph formatting. You can click on the
hyperlink for a particular format in the Reveal
Try This Yourself:

Same
File

 In the first paragraph beneath

the Coagulation heading,
click in the word
Sedimentation in the first
line
 Press + to display
the Reveal Formatting pane 1
on the right side of the Word
window
The formatting that is applied
to ‘sedimentation’ will be
detailed in the task pane...
 Double-click on aluminium
(four words along) to select it,
then click on Italic in the mini
toolbar to change the format
The task pane will show that
Italic is applied to the font…

Click on SPACING in the
Reveal Formatting pane to
display the Paragraph dialog
box
Here you can make further
changes to the formatting for
selected text…
 Click on [Cancel]
2 3
 Click on Close to close the
Reveal Formatting pane

To display the formatting applied to selected  Click on Distinguish style source at the
text: bottom of the Reveal Formatting task pane
1. Click in the text to view the styles applied to the text or
paragraph.
2. Press +
 The Show all formatting marks option at
the bottom of the Reveal Formatting task
pane is the same as Show/Hide.

CHAPTER 4
INFOCUS
SETTING WORD OPTIONS
All of Microsoft Word’s settings are located in the Word Options

dialog box which is accessible via the Backstage. The Word
Options control the behaviour and appearance of Word, enabling
you to adjust the operation of Word to suit the way you work.
 gain an understanding of Word Options

 learn how to personalise Word
 learn how to set the display options
 gain an understanding of file locations
 learn how to set file locations
 gain an understanding of save options
 learn how to set save options.
© Watsonia Publishing Page 31 Chapter 4 - Setting Word Options

UNDERSTANDING WORD OPTIONS

Word’s settings are accessible via the Word they are grouped into several categories which are
Options dialog box. You can open this dialog listed in the left pane of the dialog box. As you click
box by clicking on Options in the Backstage. on a category, the settings in that category will
Because there are so many settings available, display in the right pane.
Category Description
General These settings control some of the most popular options, including the display and
enabling of the mini toolbar and Live Preview, as well as options for personalising
Microsoft Office. The settings in this category affect all applications in Microsoft Office.
Display The Display options allow you to control the display of documents and the information
that appears when the document is printed.
Proofing Proofing options control the autocorrect, spelling and grammar settings.
Save The location and format used when documents are saved is controlled by the Save
settings, as well as the way documents are shared.
Language These settings control the languages that are used in Help and when you edit your
documents.
Advanced The Advanced settings control a wide range of options, such as editing, cut and paste,
display, print and save.
Customise These settings control the content of the ribbon and its tabs. For example, you can use
Ribbon these settings to add commands to the ribbon that are not included by default.
Quick Access These settings control the content of the Quick Access Toolbar.
Toolbar
Add-Ins Add-ins are special programs that bring additional functionality to Microsoft Word.
Trust Centre The settings that protect your documents are stored in the Trust Centre.

PERSONALISING WORD
Every time you work in Word, user information is fields are used in various functions in Word such as
added to the file behind the scenes. Some of this cover pages, tracking changes and comments.
information is found on the General tab of the User name is also used as the Author in
Word Options dialog box. The entries in these Document Properties.
Try This Yourself:

exercise ensure you have
a blank document open…
 Click on the File tab, then

click on Options to open
the Word Options dialog
box
 Click in User name and

type your name
If you have already logged
into a Microsoft account,
your name will appear by
default...
 Press to move to
Initials, then type your
initials
 Click on the Advanced

category in the left pane,
then scroll down to the
1
General heading
 Click in Mailing address

and type a fictional
address
 Click on [OK] to save the

settings

To personalise Word:  The information you enter in the Mailing
1. Click on the File tab address field will be used by Word as the
default return address in the Envelopes and
2. Click on Options
Labels feature when you are performing a
3. Enter relevant details in User name, Initials Mail Merge.
(General) and Mailing address (Advanced)

SETTING DISPLAY OPTIONS

The Display options found in the Word Options the formatting marks displayed, you can turn some
dialog box control the appearance and behaviour or all of them on. You can also choose to print
of documents when they are displayed and document features that are normally not printed,
printed. For example, if you prefer to work with such as the document properties.
2
Try This Yourself:
 Type The quick brown

fox jumps over the lazy
dog.
 Press , and then

to repeat the key
strokes
Your text should look like
the example shown…
 Click on the File tab, then

click on Options to
display the Word Options
dialog box
 Click on Display in the left

pane to see the display
settings
 Click on the checkbox for

Show all formatting
marks until it appears with
a tick then click on [OK]
The spaces, paragraph
markers and tabs will now 4
be visible in the text....
 Repeat steps 3 and 4,then

click on the checkbox for
Show all formatting
5
marks to remove the tick
 Click on [OK]
The formatting marks will
be hidden again

To set the display options:  Any page background colour you apply to the
1. Click on the File tab document will not print unless you select
Print background colours and images
2. Click on Options
under Printing options in the Display
3. Click on Display settings.
4. Make the required changes then click on
[OK]

UNDERSTANDING FILE LOCATIONS

All the different types of files you might need to locations for documents, templates, clip art and
access in Word are stored in various locations other types of files. This can be accessed via the
either on your computer or on a server. The File Advanced settings in the Word Options dialog
Locations dialog box records the default storage box.
The locations of different file types are

recorded in the File Locations dialog box
(as shown below). The role of each file type
is discussed here.
Documents
Documents are the files you create in Word.
The folder specified under Location
determines where Word will save your
documents and where it will look when you
click on the File tab and click on Open.
By default, the folder location of
Documents is the Documents folder for
the user who is currently logged on.
However, if you prefer to save your
documents in another location, you can
save time by changing the Location for
Documents to your preferred folder.
Clipart Pictures
If you insert pictures and other graphics regularly into your documents, you can save time by storing the
images in a specific folder and setting this folder as the Location for Clipart pictures. When you are
ready to insert an image and you click on Picture in the Insert tab, Word will display the Insert Picture
dialog box with this folder open, except for the first time in a Word session – in which case Word will
open the My Pictures folder.
User Templates
If you create your own Word templates, you probably want to be able to access them via the My
Templates page in the New dialog box. Normally, templates are automatically saved in the correct
folder, but if you want to be able to copy other templates into the right location, you can find the folder
under User templates in the File Location dialog box. Click on User templates and then click on
[Modify] to access the entire path name. Click on [Cancel] to close the dialog box without making any
changes.
Workgroup Templates
If you share workgroup templates on a network, or prefer to keep your own templates in a folder other
than the User Templates, this location can be specified under Workgroup templates.
AutoRecover Files
This option specifies the location in which files are stored when they are saved to enable auto-recovery.
Tools
This is the location of alternative proofing tools such as your custom dictionary.
Startup
The Startup folder is a secure folder which is initially empty. If you have a macro that you want to run
automatically whenever you start Microsoft Word, place the file containing the macro in this folder.

SETTING FILE LOCATIONS

By default, Word will set up the file locations for documents for a specific client in an appropriately
the different file types during installation. named folder, you can specify this folder in File
However, you can change these locations at any Locations. This way, Word will automatically look
time. For example, if you keep all of your there when you open or save files.
Try This Yourself:

ensure you have a blank
document open…

click on Options to open the
Word Options dialog box and
click on Advanced
 Scroll down and click on [File

Locations] under the heading
General to open the File
Locations dialog box
 Ensure Documents is
selected under File types,
then click on [Modify] to open
the Modify Location dialog
box 2
 Navigate to and click on the

Course Files for Microsoft
Word 2016 folder
 Click on [OK] to apply the

changes, then click on [OK]
twice more to close the File
Locations dialog box close
the Word Options dialog box
 Click on the File tab, click on

Open to display the Open
place, then click on [Browse]
to display the Open dialog box
The course files folder will
open by default… 3
 Click on [Cancel] to close the

dialog box

To set file locations:  When you set the Clipart pictures location,
1. Click on the File tab and click on Advanced this folder will not be opened the first time
you display the Insert Pictures dialog box –
2. Scroll down to and click on [File Locations]
the My Pictures folder will be. Navigate to
3. Click on the File type and click on [Modify] the correct folder, insert an image and then
4. Locate the folder then click on [OK] three this folder should open automatically next
times to close the dialog boxes time (during the current Word session).

UNDERSTANDING SAVE OPTIONS

If you thought that saving a document was as whole lot more that goes on when you save a
simple as clicking on the Save tool or pressing document. The operation is controlled by the many
+ , you’d be right – from your perspective. save settings that appear in the Word Options
From Word’s perspective, however, there is a dialog box.
Save Settings
The Save settings appear in two categories in the Word Options dialog box – Save and Advanced.
The Save category of settings includes the following options:
Save files in this format Word allows you to save your documents in a wide range of formats.
Whatever you select here will be the format that Word uses automatically
to save the file unless you specify a different format when you save.
Save AutoRecover Word automatically creates a document recovery file at the interval you
information every x minutes specify in minutes. You can specify a time from 1 to 120 minutes. If Word
crashes for any reason (after initially saving the file), you can open the file
you were working on and restore the latest AutoRecovery file which will be
labelled when I closed without saving under Versions in the Info
window of the Backstage. Opening this file will not only restore any data
that you had changed, but it will also restore any state changes that you
had made such as window zooming, opening task panes and the like.
Keep the last autosaved If you close a document without saving it, enabling this option will ensure a
version if I close without version of your file will be created and kept temporarily (for up to four
saving it days). You can recover the unsaved version of a document by clicking on
Recover Unsaved Documents at the bottom of the Recent window in the
Backstage as long as you have also enabled AutoRecover by ticking
Save AutoRecover information every x minutes (see above).
AutoRecover file location This is the folder in which the AutoRecover files are stored.
Default file location This is the folder in which documents are automatically stored. It is also
the folder that is opened when you click on the File tab and click on Open.
This is the same folder as that shown in File Locations.
Save checked-out files to This specifies whether or not to save checked-out files to your computer or
to the server. It is used for document sharing.
Server drafts location This specifies the local server drafts location that is used if your checked-
out files are stored locally.
Embed fonts in the file This embeds the fonts in the document so that if the file is opened on a
computer that doesn’t have the fonts, they can be accessed from the
document. This preserves the appearance of your document.
Advanced Save Settings

There are a series of save settings located under Save and Preserve fidelity when sharing this
document in the Advanced category of Word Options. These are:
Prompt before saving The Normal template is used to create blank documents. If you leave this
Normal template checkbox clear, any changes to the Normal template will be saved
automatically. Otherwise, Word will prompt you to confirm the changes.
Always create backup copy This creates a backup copy of a document each time you save it. The
backup copy is stored in the same folder as the document.
Copy remotely stored files This option temporarily stores locally a copy of a file that you usually store
onto your computer, and on a network or removable drive. When you save the local copy, Word
update the remote file when saves your changes to the original copy. If the original file is not available,
saving Word prompts you to save the file in another location to avoid losing data.
Allow background saves This forces Word to save the document as you are working.
Save form data as delimited This allows you to save form data in a comma-delimited format in a text
text file file. You can then use the text file to import the form values into a
database program.
Embed linguistic data This saves speech and handwritten data.

SETTING SAVE OPTIONS

The Save settings in Word reside in the Word different default save format. This is great, for
Options dialog box. They can be used to modify instance, if you need to save all of your documents
the way Word saves documents, enabling you to in Word Document format for compatibility
create backup copies automatically or specify a reasons.
Try This Yourself:


click on Options to open
the Word Options dialog
box
 Click on Save to display

the save settings
 Click on the drop arrow

for Save files in this
format and select Word
Document 97-2003
Document (*.doc)
 Click on [OK] to save the

changes
 Click on the File tab, click

on Save, and select This
PC from the middle pane,
3
then click on [Browse] to

open the Save As dialog
box
Notice the Save as type
is automatically Word 97-
2003 Document (*.doc)...
 Click on [Cancel]
 Repeat steps 1 to 4 and

change Save files in this
format back to Word
Document (*.docx)

To set save options:  The Save as type setting can be changed at
1. Click on the File tab the time you save a file but by making the
change in Word Options, the format you
2. Click on Options
need will appear automatically saving you
3. Click on Save or Advanced time and reducing the likelihood that you’ll
4. Change the setting as required and click on use the wrong format.
[OK]

CHAPTER 5
INFOCUS
DOCUMENT PROPERTIES
Document properties help to describe a document and contain

specific information about a document, such as its title, author
name, company, subject, template on which it is based, keywords
and the like. Properties also contain statistical information about a
document, such as the number of pages, lines, words and
characters. As such, adding properties to a document is a useful
way to categorise and identify documents.
 gain an understanding of document properties

 learn how to view document properties
 learn how to specify document properties
 learn how to view advanced properties
 learn how to insert properties into a document
 learn how to update document properties
 learn how to delete property data.
© Watsonia Publishing Page 39 Chapter 5 - Document Properties

UNDERSTANDING DOCUMENT PROPERTIES

To make it easier to identify and locate you can also add a range of other data to a
documents, a set of properties exist for each document’s properties. Document properties are
document. As well as the standard properties that also known as meta data, which in turn is
are added by Word when you save a document, described as data that describes other data.
Automatically-Updated Properties
Document properties help to describe a document in some way. When you save a document, Word will
add data to certain properties automatically and then update these properties as the information
changes. Some of these properties can be edited, while others cannot. Some of the properties that you
cannot edit include:
 General properties: such as the file name and file type, as well as the file location and file size.
The creation date, modified date and date the document was last accessed are types of general
properties.
 Statistical properties: the creation date, modified date and last-accessed date are also types of
statistical properties. Other statistical properties include total editing time, total number of pages,
paragraphs, lines, words and characters in the document.
Summary Properties
Summary properties can be edited by the user. These properties hold the data that helps to categorise
and search for the document. Summary properties include author, title, subject, tags, keywords,
category, status and comments. Some of these properties are added by default when you save a
document, such as the author and document title. You can add to or edit these properties as required.
Accessing Document Properties

There are several ways to access a document’s
properties:
 Click on the File tab to display Backstage view
and select Info. The Properties pane will appear
on the right and displays basic document
properties.
 The Properties dialog box (right) contains all
properties for a document. The dialog box includes
tabs for General, Summary, Statistical, Content
and Custom properties. You can access the
Properties dialog box by clicking on [Properties]
in Info in Backstage view and selecting
Advanced Properties.

VIEWING DOCUMENT PROPERTIES

There are several ways to view document the Properties pane, you can view and add
properties. The Properties pane via Info in properties to the Document panel, which is
Backstage view displays basic summary displayed on the screen under the ribbon.
properties, most of which you can edit. As well as
Try This Yourself:

Open
exercise you MUST

File
open the file

Properties_1.docx…
 Click on the File tab and

ensure that Info is
selected
The Properties pane will
appear on the right side
of the screen, displaying
common properties.
Let’s view more
properties…
 Click on Show All

Properties under
Related Documents in
the bottom right of the
screen to expand the list
of properties
The pane will expand to
display all editable
document properties

To view document properties:  The Properties pane displays all editable
1. Click on the File tab and select Info properties, while the Document panel
displays common, editable properties.
2. Click on Show All Properties to view all
summary properties, or  Click on Open File Location in the
Click on [Properties] and select Show Properties pane to open File Explorer and
Document Panel display the folder where the document is
saved.

SPECIFYING DOCUMENT PROPERTIES

You can add data to your document properties at add data to your document’s properties in the
any time. Specifying document properties such Properties pane or in the Document panel. Some
as keywords or tags, can help you or others to information is added by Word, but you can add and
search for and identify the file in future. You can edit data according to your needs.
Try This Yourself:

Same

File
open the file

Properties_2.docx...
 Ensure the Info section of

the Backstage is displayed,
then click in Add a Title and
type Staff Induction
Information
1 2
 Press to move to Tags
and type Induction, new
staff, hazards, telephone 3
faults, ergonomics,
passwords
Let’s update the Author
property in the Properties
panel…
 Right-click on the value in

Author and select Remove
Person
The field will now have no
data…
Click on Add an author and
 begin typing your name
If your name is in the
company address book, it
will appear in the pane
below…
If your name appears, click
 on it to add it or continue
typing your name and press
 Click on the Back arrow to

return to the document 5

To specify document properties:  When you create a new document, the
 Click on the File tab and select Info, then Author field displays the User name
click on View All Properties, click in a field specified in Word Options. To update the
and type the required data, or default user name, click on the File tab and
select Options. In the General options,
Click on the File tab and select Info, click on
select the text for User name and type your
[Properties] and select Show Document
name. Click on [OK].
Panel and add the required data

VIEWING ADVANCED PROPERTIES

In addition to the properties in the Properties are system properties and properties defined by
pane and Document panel, there are also Word, such as the creation date, file location and
Advanced Properties that give you more file size. Advanced Properties can be accessed
information about a document. Some of these via the Properties pane.
2
Try This Yourself:
Continue using the previous file
Same
File
with this exercise, or open the file

 Click on the File tab and click on

Info to display the Properties pane
 Click on [Properties] and select

Advanced Properties to open the
Properties dialog box, then click
3
on the General tab

The Properties dialog box enables
you to view all available properties,
with each tab displaying different
property types…
 Click on the Summary tab to

display all editable properties
This includes the information that
has been entered by the user in the
Document or Properties panel...
 Click on the Statistics tab to see

information such as the number of
pages, lines and paragraphs in the
document
 Click on the Contents tab to view

the information
 Click on the Custom tab

Here you can add your own custom
property fields…
 Click on [OK] to close the

Properties dialog box, then click
on the Back arrow to return to the
document

To view advanced properties:  You can edit the data on the Summary and
1. Click on the File tab and select Info, then Custom tabs of the Properties dialog box,
click on [Properties] in the Properties pane but the rest of the data is generated by Word
and cannot be edited.
2. Select Advanced Properties
 You can also right-click on a file in File
Explorer and select Properties to access
document properties.

INSERTING PROPERTIES INTO A DOCUMENT

One of the advantages of maintaining document that hold the data into the document. Not only is
properties is that you can insert property data into this a quick method of inserting standard
a document, such as the author or company information into a document, but it will also update
name. This is done by inserting content controls automatically when the property data changes.
2
Try This Yourself:
Continue using the
Same

File

 Click at the end of the

first heading and press
to create a new line
3
 Type Prepared by: and

press
 Click on the Insert tab,

then click on Quick
Parts in the Text group
 Point to Document
Property, then select
Author 4
The author’s name will

appear in the Author
content control...
 Press

To insert property data into a document:  If the property field that you want to insert
1. Click where you want to insert the content does not appear in the Document Property
control list, select Field instead. This displays the
Field dialog box and gives you access to a
2. Click on the Insert tab, then click on Quick
full list of content controls that you can insert.
Parts and select Document Property
3. Select a property field name

UPDATING DOCUMENT PROPERTIES

If you have inserted content controls into a your document always contains the most accurate
document, the data in the control will be updated abd up to date information.
automatically when the related document
property is modified in any way. This ensures that
Try This Yourself:

Same

File
open the file


ensure Info is selected
Let’s change the Author
property so that the name
rather than the email
address is displayed. Note
that if you have used a
name that is not in the
company address book, the
name rather than the email
address will appear…
2
 Click on the drop arrow for
Properties and select
Advanced Properties to
open the Document
Properties dialog box 3
 Ensure the Summary tab is

selected, then type the
name of the person in
Author
If the name already appears,
type the relevant email
address instead…
 Click on [OK] to apply the

changes and close the
dialog box
5
 Click on the Back arrow to

return to the document and
view the change

To update document properties:  If a content control appears more than once
 Click on the File tab and select Info then in document, you need only update one
modify the property fields as required in the control and the remaining controls will be
Properties panel, or updated automatically with the modified data.
Modify the value in the content control in
the document

DELETING DOCUMENT PROPERTY DATA

If you realise that you no longer require some of Properties pane or the Properties dialog box. You
the property data that you’ve entered into the may want, for instance, to do this to delete
document’s properties, you can delete it by sensitive or confidential information that is for your
editing the fields in the Document panel, organisation’s internal use only.
2
Try This Yourself:
Same

File
open the file


select Info
 Double-click on the word

hazards in the Tags field to
select it
 Press three times to 3

delete the word hazard as
well as the comma and
space after it
 Click on the Back arrow to

return to the document

To delete property data:  You can remove a content control from a
1. Click on the File tab and select Info, then document by right-clicking on the control and
click on Show All Properties if required selecting Remove Content Control. Unless
2. Click in the property field to select the data you actually delete the contents of the
control, however, deleting the control will not
3. Press
remove the property data.

CHAPTER 6
INFOCUS
STYLES
A style is a set of stored formatting attributes. By creating and using

styles, you can apply the same formatting to text in different
documents in just a single click, making it easy to produce
documents with a consistent look and feel.
 gain an understanding of character and paragraph styles

 learn how to apply styles to paragraphs
 learn how to apply character formatting to text
 learn how to create quick styles
 learn how to create paragraph styles
 learn how to create character styles
 learn how to apply custom styles.
© Watsonia Publishing Page 47 Chapter 6 - Styles

UNDERSTANDING STYLES
Using styles ensures a consistent and attributes that can be applied to text in a single
professional look and feel across your click. Rather than applying the same formatting to
documents, and saves time in document text throughout a document over and over, you can
production. A style is a set of stored formatting apply a style that contains the required formatting.
What Is A Style?
A style is a stored set of character and paragraph formatting attributes that can be applied to selected
text. For example, you may want all of the department names mentioned in your document to appear in
Garamond 16 point, bold. Rather than manually selecting each department name and applying the font
style and size to each selection, you can create a style that contains the required formatting, save that
style and then apply the style to the selected text.
As well as creating your own styles, Microsoft provides a large number of styles that you can use. To
ensure some of the more common styles are accessible, Microsoft has grouped related quick styles
into quick style sets and these are displayed in the Quick Styles gallery on the Home tab. A quick
style set is a collection of main styles that may be needed for a document − such as different heading
levels and emphasising styles – which have been carefully designed to work well together when used in
the one document.
Using styles consistently provides two benefits. First, it ensures all similar items in a document are
formatted in the same way. Second, if you need to change the appearance of a particular style, you can
do so very easily, and everything formatted with that style will change immediately throughout the entire
document.
Paragraph Versus Character Styles

Paragraph styles control all characteristics of a paragraph such as alignment, spacing and all of the
settings that are included in the Paragraph dialog box. Paragraph styles can also determine bullets and
numbering, borders and shading, and tab settings.
Paragraph styles also define the default character formatting for all characters within the paragraph. For
example, you might define a new paragraph style called Note that specifies left-aligned paragraphs with
12 point spacing before, and with Calibri 12 point, bold, red characters. All text in a paragraph formatted
with the Note style will appear as specified unless you manually format the text or apply a different
character style to the text.
Character styles are similar to paragraph styles except that they only specify character formatting such
as font, font size and style, font colour and the other settings that are included in the Font dialog box.
Because of this, character styles can only be applied to a single word rather than an entire paragraph.

APPLYING PARAGRAPH STYLES

Word provides many built-in paragraph and set of styles, called a quick style set. Each quick
character styles, known as quick styles. You style set may include heading styles, bullet styles
can access any quick style via the Styles group and the like.
on the Home tab. Each quick style is actually a
Try This Yourself:

Open
exercise you MUST

File
open the file

Styles_1.docx…
 Click in the heading

AGE New Vehicle
Department to position
the insertion point
1
Notice that on the
Home tab Normal is
currently selected in the
Styles group. Let’s
apply a different style to
the heading...
 On the Home tab, click

on the More arrow to
the bottom right of the
Styles gallery in the
Styles group to display
the Quick Styles 3
gallery, then point to
the various quick
styles to view a Live
Preview
 Click on Title to apply

this style to the heading
 Click anywhere in the

paragraph beginning
Blame our vast
spaces..., then repeat
steps 2 and 3 to apply
the Quote paragraph 4
style to the entire
paragraph

To apply a quick style to a paragraph:  The Styles gallery contains both paragraph
1. Click in the paragraph and character styles. If you click on a
character style in the gallery, only the word
2. Click on the Home tab, then click on a style
that you clicked on in the document will
in the Styles group
change to the new style and not the whole
paragraph.

APPLYING CHARACTER STYLES

Every paragraph in a document has a paragraph formatting applied to the text (characters) in the
style applied to it – even if it is just the default paragraph. You can overwrite the default character
Normal style. As well as defining paragraph formatting by applying a character style to selected
formatting, a paragraph style also specifies the text within a paragraph.
Try This Yourself:

Continue using the
Same

File

file Styles_2.docx...
 Select the text our

Flyer ZW6 doesn’t
look too bad

click on the More
arrow in the Styles
group to display the 1
Styles gallery, then
point to the various
quick styles
Currently, the text is
formatted with the
default character
formatting set for the
Normal paragraph
style...
 Click on Intense
Emphasis to apply the
character style to the
text, then click away
from the text to
deselect it and view the
result 3

To apply a character style:  To remove all formatting and styles applied
1. Select the text to selected text, click on the dialog box
launcher in the Styles group to open the
2. Click on the Home tab, then click on a style
Styles pane and click on Clear All.
in the Styles group

CREATING A QUICK STYLE

Word includes many quick styles that you can predefined, there will be times when you will need
easily apply to create professional-looking to create your own styles. When you create a new
documents. These quick styles appear in the quick style, it is automatically added to the Styles
Styles gallery. Although many styles have been gallery.
Try This Yourself:

Continue using the
Same

File

Styles_3.docx...
 Select the text The Daily

Newspaper in the first
paragraph

then click on Italic and
Bold in the Font group to
3
format the text
If you wanted to include
paragraph formatting in 4
your new style, you could
also set these attributes at
this stage...
 Right-click on the selected

text to open a shortcut
menu, click on Styles in the
mini toolbar, then select
Create a Style to open the
Create New Style from
Formatting dialog box
 Type BoldItalics in Name,

as shown, then click on
[OK]
 Click on the More arrow in

the Styles group
The new quick style,
BoldItalics, will appear
selected in the Quick Styles
gallery…
 Click outside the Quick

Styles gallery to close it
5

To create a quick style:  To modify a quick style, right-click on the
1. Select the text and format it as desired quick style in the Quick Style gallery and
select Modify. Make the required formatting
2. Right-click on the selected text to open a
changes, then select Automatically update
shortcut menu and mini toolbar
to update all text with that style applied. Click
3. Click on Styles, then select Create a Style on [OK] to update the style.
4. Type the Name and click on [OK]

CREATING A PARAGRAPH STYLE

Rather than using, or basing new styles on quick required formatting attributes to that style. When
styles, you may want to create a style from you create a new paragraph style, you have many
scratch. For more complex styles it may be formatting options available that are not available
easier to create a new style and then assign the when creating quick styles.
1
Try This Yourself:
Same
File

Styles_4.docx...
 Click on the Home tab, select the

subheading Flyer ZW6, then click
on the dialog box launcher in the
Styles group to open the Styles
pane
 Click on the New Style icon at the

bottom left of the pane to display
the Create New Style from
Formatting dialog box
 Type ModelHeading in Name,

then click on [Format] to display a
menu of options and select Font
 Fill in the details as shown,

ensuring you select Blue, Accent
5, Darker 50% in Font colour,
3
then click on [OK] 4
 Click on [Format] to display a

menu of options, then select
Paragraph to display the
 On the Indents and Spacing tab

under Spacing, type 12 into
Before then click on [OK]
 In the Create New Style from

Formatting dialog box, click on
[OK] to save the style
The style is applied to the selected
text and appears in the Styles
pane. The paragraph symbol
indicates it’s a paragraph style

To create a paragraph style:  If you want Word to automatically generate a
1. Open the Styles pane table of contents for your document, you
must use Word’s Heading styles. Word will
2. Click on New Style
look for headings with these styles applied to
3. Type a Name, select Paragraph in Style include in the table of contents. Remember
type, then set other options as desired you can change the attributes for a style if
4. Click on [OK] desired.

CREATING A CHARACTER STYLE

You might create a character style to format character spacing and kerning, or apply borders
specific text within a paragraph differently to the and shading. When you apply a character style to
rest of the paragraph. For example, you might selected text, it overrides the paragraph style
want to apply an underline style or colour, adjust currently applied to that text.
4
Try This Yourself:
Same
File

the file Styles_5.docx...
 Under the subheading Flyer

ZW6, select the word
Phenomenal
 Ensure the Styles pane is

displayed, then click on New
Style to open the Create New
Style from Formatting dialog
box
 Type OrangeText in Name,

then click on the drop arrow for
Style type and select
Character
 Ensure that under Formatting,

Arial is selected in Font and
10 is selected in Font size
 Click on Italic then click on the

drop arrow for Font Colour
and select Orange under
Standard Colours
 Click on [OK] to apply the

character style to the selected
text, then click elsewhere to
see the changes more clearly
The new style OrangeText will
appear in the Styles pane with
the character symbol indicating
6
it is a character style...
 Click on Close to close the

Styles pane

To create a character style:  To modify an existing paragraph or character
1. Open the Styles pane style, point to the style in the Styles pane,
click on the drop arrow and select Modify.
2. Click on New Style
Make the required formatting changes, and
3. Type a Name, select Character in Style select Automatically update to update all
type, then set other options as desired text with that style applied. Click on [OK] to
4. Click on [OK] update the style.

APPLYING CUSTOM STYLES

When you create a new style, either from it is very simple to apply your custom styles to text:
preformatted text or via the Create New Style select the text and click on the desired style in the
from Formatting dialog box, it will be added to Quick Styles gallery. You can also apply styles
the Quick Styles gallery by default. This means using the Styles pane.
Try This Yourself:

Same
File

the file Styles_6.docx...
 Click in the subheading

Seeker PL6, then click on the
Home tab
2
 Click on the More arrow for
the Styles gallery in the
Styles group to display the
Quick Styles gallery, then
click on ModelHeading to
apply the style to the
subheading
Let’s try another method...
 Click on the dialog box

launcher in the Styles group
to open the Styles pane
 Click in the subheading

Tonga490 XYZ, then click on
ModelHeading in the Styles
5
pane
 Repeat step 4 to apply the

ModelHeading style to the
remaining subheading as
shown
Let’s apply a character style...
Select the text Very sharp,
 then use either of the above
methods to apply the
OrangeText style 7
 Repeat step 6 to apply the

OrangeText style to the text
Surprisingly playful and Dull

To apply custom styles:  To delete a style, point to the style in the
1. Click in the paragraph or select the text Styles pane, click on the drop arrow and
select Delete [name of style]. All text in the
2. Open the Quick Styles gallery or display the
document with that style applied will then
Styles pane
have the default Normal style applied.
3. Click on the desired style

CHAPTER 7
INFOCUS
STYLE TECHNIQUES
Every document you create is based on a template. Templates

contain Quick Style Sets which in turn contain styles you can use
to format areas of your document, giving them a consistent look and
feel.
You can add your own styles to a Quick Style Set and to a
template. You can also manipulate the styles in a number of
different ways.
 gain an understanding of how to modify styles

 learn how to select all instances of a style and how to
update a style
 learn how to rename or delete styles
 gain an understanding of how to import and export styles
between documents or templates.
© Watsonia Publishing Page 55 Chapter 7 - Style Techniques

UNDERSTANDING THE MODIFY STYLE DIALOG BOX

Word provides Quick Style Sets to help you styles or modify any styles that belong to the
quickly and easily use styles for consistent document or the template upon which the
formatting within a document or group of document is based. You can modify styles using
documents. You can, of course, add your own the Modify Style dialog box.
Selecting A Style To Be Modified

There are two ways you can open the Modify Style dialog box. You can click on the Home tab, then
right-click on the style you wish to change in the Styles group to open a menu of options and select
Modify. Alternatively, you can click on the dialog box launcher in the Styles group to open the Styles
task pane and then click on the drop arrow for the desired style name and select Modify.
Whichever method you choose, the Modify Style dialog box will open as shown below.
Using The Modify Style Dialog Box

The Modify Style dialog box is divided into two main sections – Properties and Formatting. You can
use the options under Properties to do things such as rename the style or select which style the
selected style is based on and the style that will follow it when you press .
You can use the options under Formatting to change the formatting for the selected style such as the
font size and alignment. For more specific formatting options you can click on [Format] which opens a
menu of options that allows you to access individual formatting dialog boxes for each main formatting
category, such as Font, Paragraph, etc.
At the bottom of the dialog box there are a few options which you can select if required. Select Only in
this document by ensuring it appears with a tick if you want your changes to affect only the current
document styles. Otherwise, select New documents based on this template and your changes will
update the style in the template on which the current document is based.
Carefully consider the use of Automatically update. If you select this option and change the formatting
of any text based on the selected style, your formatting changes will automatically be applied to the style
permanently. We recommend you only use the Automatically update checkbox if you are experienced
with styles and understand your changes will affect the style and potentially any text using that style in
other documents.

SELECTING AND UPDATING STYLES

There may be occasions when you want to locate might want to see how the style would look if you
every occurrence of text that uses a particular changed its formatting. If you decide you like the
style. You might want to do this to see how the changes, you can update the style to permanently
text would look using a different style or you reflect the new formatting characteristics.
Try This Yourself:

Open
File
you MUST open the file Style

Techniques_1.docx...
Click in one of the paragraphs –

 it is a Normal paragraph
Let’s reduce its size a little…

right-click on Normal in the
Styles group and click on
2
Select All: (No Data)

Usually this displays the
number of instances of text
formatted with this style. In this
case four paragraphs of text will
be highlighted, including the
caption near the top.
If desired, you could alter these
paragraphs immediately…
 Deselect the text, then select

the first paragraph below
Summary and reduce the Font 3
Size to 11pt
Let’s apply this change to the
style…
 Right-click on Normal in the

Styles group and select
Update Normal to Match
Selection
Notice the font size of the
caption under the title has also
reduced in size. This is
because its style, Cap, was
created based on the Normal
style
4

To select all instances of a style in a document:  You can quickly and easily change the style
1. Right-click on the style in the Styles gallery of selected text by right-clicking on the text to
and click on Select All display a shortcut menu and selecting Styles
2. Format as desired to display a menu of options. You can then
select a style option to apply it.
3. Right-click on the style in the Styles gallery
and select Update style name to Match
Selection

RENAMING AND DELETING STYLES

Word has a number of built-in styles that have quickly and easily rename them or delete them if
standard names, such as Heading 1, Heading 2, you no longer need them in the document or even
etc. You cannot rename or delete these styles. in the template.
But, if you create your own styles, you can
1
Try This Yourself:
Continue using the
Same File

file Style
 Click on the Home tab,

then right-click on Cap
in the Styles group
Let’s rename this
style…
 Select Rename to open

the Rename Style
dialog box
2
 Type Captn, then click

on [OK]
Let’s delete this style 5
now…
 On the Home tab click

on the dialog box
launcher in the Styles
group to open the
Styles pane
 Point to Captn so a
drop arrow appears,
then click on the drop
arrow and select
Delete Captn as
shown
 Click on [Yes] to delete

the style from the
document
 Close the Styles box

To rename a style:  You can remove a style from the Style
 Right-click on the desired style in the Styles gallery by right-clicking on it and selecting
gallery and select Rename Remove from Style Gallery. This doesn’t
To delete a style: delete the style from the document.
 Click on the dialog box launcher in the
Styles group, click on the drop arrow for the
desired style and select Delete

IMPORTING AND EXPORTING STYLES

Styles can be copied from one document to Word uses a tool called the Organiser to copy
another. This is very handy if you have spent styles between documents. Alternatively, you can
ages developing a specialist template with many reassign a new template to the document via the
styles and don’t want to have to recreate them. Developer tab.
Imagine you have two documents that need to be formatted in a similar way. Document A has a series of
customised styles. Document B has some customised styles but could benefit from the addition of some of
the styles from Document A. Fortunately you can copy the styles from Document A to Document B using
the Organiser dialog box. All you have to do is follow these three easy steps:
1. On the Home tab, click on the dialog box launcher in the Styles group to open the Styles pane.
2. Click on the Manage Styles icon at the bottom of the Styles list to open the Manage Styles dialog
box.
3. Click on [Import/Export] to open the Organiser, as shown below.
Note: While it is not essential, it is usually easiest to have both documents (or templates) open at the same
time.
Using The Developer Tab

If you have turned on the Developer tab, you can click on
Document Template in the Templates group to open the
Templates and Add-ins dialog box, as shown to the right. In
this dialog box you can reassign the template associated with
the current document by clicking on [Attach].
You can also access the Organiser from this dialog box by
clicking on [Organiser].
To display the Developer tab: click on the File tab, then click
on [Options] and tick Developer in the Customise Ribbon
category.

NOTES:

CHAPTER 8
INFOCUS
THEMES
Themes let you create professional-looking documents with a

coordinated set of colours, fonts and backgrounds. One of the best
things about using themes is that you are not limited to the selection
made by the designers at Microsoft – you can even mix and match
colours and fonts from different themes, or design your own.
 gain an understanding of themes

 learn how to apply a theme to your document
 learn how to modify theme colours
 learn how to modify theme fonts
 learn how to create a custom theme
 learn how to apply a theme to a template
 learn how to reset the applied theme.
© Watsonia Publishing Page 61 Chapter 8 - Themes

UNDERSTANDING THEMES
One of the major design aims of Word is to document that has been professionally designed to
provide users with simple tools for creating be aesthetically pleasing. What’s more, you can
professional, high-quality documents. Using use the same theme in other Office applications
Themes you can quickly and easily create a such as PowerPoint.
What Is A Theme?
A theme is a coordinated set of colours, styles and effects that enable you to create well-designed and
professional-looking documents quickly and easily! Each theme includes a set of theme colours, theme
fonts (such as heading styles and body text fonts) and theme effects (which apply a pre-chosen set of
line, fill and special effects to your inserted charts, SmartArt graphics, shapes and pictures).
Every document has an underlying theme. For example, a new blank document has the Office theme
applied to it by default. This means every element of your new document – be it the text you insert or a
style you apply to an inserted table or picture – is controlled by a theme.
Word includes many built-in themes in the Themes gallery. The Themes gallery can be accessed via
the Design tab as shown below in the image on the right. If you need more themes you can modify
existing themes to create new ones.
As you can see from the difference between the image to the left (pre theme) and the image to the right
(post theme) – a theme can make a big difference to the look of your document.
Why Use Themes?

There are several advantages to using themes:
 Instead of spending copious amounts of time formatting every aspect of your document, such as
styles, page layout, formatting and the rest, graphic designers have done the work for you. By
choosing a theme, you can create professional, high-quality documents with a coordinated set of
colours, fonts and backgrounds.
 The built-in themes are also available in other Office applications like Excel and PowerPoint. This
means you can maintain a consistent look, if desired, across all of your organisational documents.
For example, you can create your annual report with a similar design to your brochures, monthly
newsletters, end-of-year financials, website and so on.
 Themes can be applied to Word’s range of built-in templates.

APPLYING A THEME
Word provides many built-in themes which are create professional-looking and well-designed
available in the Themes gallery. Each theme has documents. Themes can be applied to an existing
been carefully designed so the fonts, styles, document quickly and easily!
colours and formatting complement each other to
1
Try This Yourself:
Open
File

the file Themes_1.docx…
 Click on the Design tab,

then click on Themes in
the Document Formatting
group, as shown, to display
the Themes gallery
The default Office theme is
applied to the current
document. You can see
which theme is applied by
pointing to the Theme tool
until a tooltip appears. The
tooltip will include the
theme that is currently
applied to the document…
 Point to the various themes

to see them applied
temporarily to the
document in Live Preview
 Click on Ion to apply this

theme to the document,
then scroll through the
document to see how the
theme has been applied to
the various elements

To apply a theme to a document:  You can apply to the current document, the
1. Click on the Design tab same theme that’s applied to another
document. To do this, click on the Design
2. Click on Themes in the Document
tab, then click on Themes and select
Formatting group to display the Themes
Browse for Themes. Navigate to the file,
gallery
select it and click on [Open]. The theme from
3. Click on the desired theme that file will be applied to the current one.

MODIFYING THEME COLOURS

For each theme, designers have selected 12 tables and other inserted objects, plus two colours
colours that complement each other. These for hyperlinks. Once you have applied a theme, you
include light-coloured text with a dark background can easily apply a different colour scheme to the
(and vice versa), six accent colours for charts, current theme.
Try This Yourself:

Continue using the
Same

File

file Themes_2.docx...

then click on Colours in
the Document
Formatting group to
display the Theme
Colours gallery
Currently, the Ion colour
scheme is applied to the
document...
 Point to the various

theme colour options to
see them applied 1
temporarily to the
document in Live
Preview
 Click on Blue II to apply

this colour scheme to
the document
Even though the Ion
theme is still applied to
the document, the Blue
II colour scheme is also
applied and overrides
the Ion colour scheme.
Now the headings, 3
lines, tables and stars
are all a blue colour,
which is appropriate
since this document is
about water

To modify theme colours:  To create and save custom colour schemes
1. Click on the Design tab in the Themes Colour gallery, click on
Colours in the Document Formatting group
2. Click on Colours in the Document
and select Customise Colours to open the
Formatting group
Create New Theme Colours dialog box,
3. Click on the desired theme colour option then select the range of desired colours, type
a Name and click on [Save].

MODIFYING THEME FONTS

Professional designers at Microsoft have spent used in your document, simply select a different
time working out which groups of fonts work well theme font. Using Live Preview, you can see at a
together and have saved these in the Theme glance which theme fonts work best for your
Fonts gallery. If you want to change the fonts document.
Try This Yourself:

Continue using the
Same

File

Themes_3.docx...

then point to Fonts in the
Document Formatting
tooltip
The Ion theme font
scheme is currently 1
applied to the document,
while both the heading
and body text are
formatted with the
Century Gothic font...
 Click on Fonts in the

Document Formatting
Theme Fonts gallery,
then point to the various
theme font options to see
them applied temporarily
to the document in Live 3
Preview
 Click on Arial to apply

this font scheme to the
document
The typeface for the
headings, text and table
entries have changed to
the Arial font

To modify theme fonts:  To create and save a custom font in the
1. Click on the Design tab Theme Fonts gallery, click on Fonts in the
Document Formatting group and select
2. Click on Fonts in the Document Formatting
Customise Fonts to open the Create New
group
Theme Fonts dialog box. Select the desired
3. Click on the desired font heading and body text fonts, type a Name
and click on [Save].

CREATING A CUSTOM THEME

As well as applying and modifying existing corporate colours. You can modify an existing
themes, you can create your own. This is theme and then save it to the Themes gallery. In
particularly useful where you want to create a this exercise you will save the currently-applied
theme for a particular purpose, such as applying theme to demonstrate saving a custom theme.
Try This Yourself:

Continue using the
Same

File

Themes_4.docx...

the Document
Formatting group to
display the Themes
gallery
 Select Save Current

Theme to open the Save
Current Theme dialog 2
box
4
The Document Themes
folder will open by
default...
 Type My Theme in File

name, then click on
[Save] to create the new
theme My Theme.thmx
 Display the Themes

gallery
Your new theme will now
be listed at the top of the
gallery under Custom. It
should also be
highlighted because it
has been applied to the
current document

To create a custom theme:  You must save themes to the default
1. Click on the Design tab, then select the Document Themes folder if you want them
desired Theme Colours and Theme Fonts to appear at the top of the Themes gallery
from the Document Formatting group under Custom.
2. Click on Themes, then select Save Current
Theme, type the File name and click on
[Save]

APPLYING A THEME TO A TEMPLATE

Word includes sample templates that will templates. You can also modify the theme and then
coordinate with Office themes. So, as well as save the modified document as a template for
applying themes to your business documents, future re-use, or use it as a document.
you can apply themes to Word’s range of sample
2
Try This Yourself:

click on New to display
the range of templates
 Type executive
newsletter in the search
box and press to
display the results
 Click on Newsletter
(Executive design, 2
pages) to display a 3
preview of the template,
then click on [Create] to
download and open it
 Click on the Design tab,

the Document
Formatting group to
display the Themes
gallery
 Point to different themes

to see them applied in
Live Preview
 Click on a theme you like

to apply it to the document 6
 Close the document

without saving
At this point you could
save the document as a
normal document or as a
template

To apply a theme to a template:  If the range of built-in templates is not
1. Click on the File tab, click on New, then click enough to satisfy you, Microsoft provides
on a template to display a preview hundreds more online. Go to Office.com and
click on Templates. Browse for a template,
2. Click on [Create]
click on [Download] and follow the prompts.
3. Display the Themes gallery and click on a
theme to apply it to the template

RESETTING A THEME
When you apply a theme to a document, the trying out different looks until your document seems
settings are applied instantly to all styled just right. But, if you want to start afresh and return
elements in your document. Because it’s so easy, the document to its original appearance, you can
you can change themes as often as you like, reset the theme to its default setting.
3
Try This Yourself:
Open
exercise, you MUST

File
open the file

Themes_5.docx...
 Click on the Design

tab, then point to
Colours and Fonts in
the Document
Formatting group to
display the tooltip for
each
The tooltip shows the
various theme
elements that have
been applied…
 Click on Themes in the

Document Formatting
group to open the
Themes gallery
 Select Reset to Theme

from Template, as
shown to reset the
theme to the default
theme
Let’s check – it should
have reset to the Office
theme...
 Point to Themes
Fonts and Colours in
the Document
Formatting group to
display the tooltip for
each
The Office theme has
been applied 4

To reset the applied theme:  You can only reset a document to the default
1. Click on the Design tab template theme if you have altered at least
one theme element (such as colour) since
2. Click on Themes in the Document
you opened the file. If you open a document
Formatting group
and try to reset it without making a theme
3. Select Reset to Theme from Template change, it won’t reset.

CHAPTER 9
INFOCUS
TEMPLATES
A template is a preformatted document you can use to create new

documents. Templates are commonly used in organisations as a
basis for creating standard business documents, such as letters,
memos and faxes. A template contains all of the required formatting
needed to create a new document such as page layout, headers
and footers, styles, and so on. So all you need to do is type!
In Microsoft Word all documents are based on a template, even if it
is the default, blank Normal template. You can use one of the many
templates provided by Word to create new documents, or you can
create your own templates.
 gain an understanding of templates

 learn how to use a sample template
 learn how to download an online template
 learn how to create a template
 learn how to modify a template
 learn how to use a custom template
 learn how to attach a template to a document
 learn how to copy styles between templates
 learn how to create a template from an existing template
 gain an understanding of developing templates.
© Watsonia Publishing Page 69 Chapter 9 - Templates

UNDERSTANDING TEMPLATES
A template is a preformatted document that is memos and faxes. Using templates saves valuable
used to create other documents. Templates are time and ensures you create consistently
ideally used for documents that you use regularly professional looking documents that follow your
such as routine correspondence like letters, organisation’s style guide.
Elements Of A Template
A document template might contain the following elements to help speed up document production,
especially for common business documents:
 Styles to format headings, text and paragraphs
 Page Layout such as page size and orientation, margins, headers and footers (letterhead and
logos, for example), cover pages and so on
 Page Formatting such as borders, lines and other visual elements
 Boilerplate text to be used, such as greetings, salutations, standard content and so on. This text
may also be held in placeholders, which control the position and format of text
 Macros to automate routine tasks, such as shortcuts for inserting the date, updating the file
location or inserting a particular block of text
 Building blocks that can be used to insert blocks of standard text, closing signatures, phrases or
images
 Themes that comprise coordinated colours, fonts (such as heading and body styles) and effects.
Using Available Templates

By default, all new documents in Word are based on the Normal.dotx template which can be modified
as desired. Alternatively you can create your own templates from scratch.
To view templates, click on the FILE tab to display the Backstage, then click on New. Several of the
templates will display in the right pane. You can view more templates by typing a term or keyword in the
search for online templates box beneath New and pressing .
If this range is still not enough to satisfy you, Office.com contains an extensive library of templates that
you can freely download and use.
Differences Between Templates And Documents

A Word template is similar to a Word document except that it can contain building blocks. You can also
tell the difference between a template and a document by their file extensions. Word documents use the
file extension *.docx while templates, by default, include the file extension *.dotx. Templates can also
include the file extension *.dotm. Templates with the file extension *.dotm support VBA macro code
while templates with the file extension *.dotx cannot store VBA macro code.
Locating Templates
Unless you specify the location to save the templates in, they will be stored in the default Custom Office
Templates folder in My Documents. Microsoft automatically populates Default personal templates
location with C:\Users\Name\Documents\Custom Office Templates\ so that your custom templates
will appear in the list of available templates in New in the Backstage. Therefore it is recommended you
store all of your custom templates in this folder unless you are willing to manually change the Default
personal templates location.
As soon as you save your first custom template, two categories of templates will be created under New
in the Backstage. You can access your custom templates under Personal, whereas the Office
templates are now stored under Featured. There is even the option of pinning your templates to the list
of templates that appears by default when you open New in the Backstage so that you don’t have to
navigate through Personal to find your custom templates. To do this, simply navigate to the template
you require and click on the Pin to list icon at the bottom right corner of the template thumbnail. To
unpin the template from the list simply click on the pin icon again.

USING A SAMPLE TEMPLATE

Word includes a few templates that have already modify a sample template to suit your needs. You
been downloaded such as letters, resumes, faxes can view templates by clicking on the File tab then
and report templates. You can create a document clicking on New and ensuring FEATURED is
based on one of these templates, or you can selected.
1
Try This Yourself:
Before starting ensure you
have a blank document
open…

click on New to display some
of the available templates
 Click on a template to view a

preview
We have chosen Student
Report…
Click on [Create] to open the
 template as a new document
4
If you are signed in with your
Microsoft account, the author
field will be automatically
filled in, as it has been here…
 Click in Report Title, then

type Alpheius Global
Enterprises Annual Report
 Click in REPORT SUBTITLE

and type 2016
 Ensure the correct name

appears in Your Name
8
 Right-click on Course Title
and select Remove Content
Control
 Click in Date, then click on

the drop arrow and select
todays date
 Save the document as My

Student Report

To use a sample template:  When searching for a template in the
1. Click on the File tab, then click on New to Backstage you can click on Suggested
view some of the templates searches beneath the Search for online
2. Choose a template from the list or search for templates box to quickly access different
one, then click on [Create] types of templates. To navigate back to the
original page click on the Home icon to the
3. Click in each placeholder and type the text,
left of the search box.
or press to delete the placeholder

DOWNLOADING AN ONLINE TEMPLATE

As well as the few sample templates available, online templates bar in the New section of the
Word has many more templates available online. Backstage. You will find many templates for a
You can browse for the desired template by whole range of document types, such as calendars,
searching for a template using the Search for brochures, business cards and newsletters.
2
Try This Yourself:
exercise ensure you
open…
 Click on the File tab,

then click on New
 Type Cards in the

Search for online
templates box, then
press
A pane will appear to 3
the right of your screen
with the heading
Category. This pane
lists the various
categories of cards
available…
 Click on Holiday to
view the range of
holiday card templates
 Scroll down and click

on Grandparents day
card (for Grandma,
quarter-fold) to view a 4
preview of it, then click
on [Create] to open it
The template will
download and open in
Word as a new
document. You can
now modify and save
the document as
required

To download an online template:  You can access more online templates by
1. Click on the File tab, then click on New accessing the Office.com website. On the
Office.com website simply click on
2. Search for a type of template or particular
Templates and navigate through the options
theme
until you find the template you want.
3. Choose a template and click on [Create]
4. Modify and save the document as required

CREATING A TEMPLATE
To create your own template, simply open a new file name extension .dotx, and by default, when
document, apply the required formatting and you save a template, Word saves it in the My
page layout, styles and so on, then save the Templates folder, which makes it easy to access at
document as a template. Templates contain the a later date.
Try This Yourself:

Before starting this exercise ensure
you have a blank document open…
2
 Type Monthly Sales Report, press
and type The Sales
department has achieved the
following figures for the month of
<month>:
 Click in the heading, then click on

the Home tab and click on Heading
1 in the Styles group to apply the
style
 Click on the File tab, then click on

Save As to open the Save As place
 Click on This PC in the middle pane

then click on [Browse] to open the
Save As dialog box
Leave the file name as is…
 Click on the drop arrow for Save as

type and select Word Template
(*.dotx)
7
As you have chosen to save this

If this is the first custom template you have created, you’ll notice
document as a template, the save Featured and Personal appear under Suggested searches to
location changes… define between the two different types of templates – Featured
contains Word’s built-in templates and Personal contains your
 Ensure Monthly Sales Report
appears in File name, click on
[Save] to save the template, then
custom templates.
close the template
 Click on the File tab, click on New,

then click on Personal under
Suggested searches to display
custom templates
Your new template appears in this
list ready for you to use

To create a template:  To make it easy to create documents based
1. Press + to create a new blank on templates you’ve created, you should
document and format as required save your template in the default Custom
Office Templates folder. This ensures your
2. Press + to display the Save As
custom template will appear under Personal
dialog box, type a filename, select Word when you click on New in the Backstage.
Template (*.dotx) and click on [Save]

MODIFYING A TEMPLATE
You can modify existing templates as required, To modify a template, you must open the template
including the Normal.dotx template. For as a template, make the required changes and then
example, you might need to change the font type save the document.
to ensure consistency with corporate standards.
Try This Yourself:

ensure you have a blank
document open…
 Click on the File tab, click

on Open, select This PC
from the middle pane, then
click on [Browse] to display
the Open dialog box

All files (next to File name)
and select Word 2
Templates (*.dotx)
Navigate to
 C:\Users\Name\
Documents\Custom
Office Templates (or to
another location if your
custom templates are set to
save there)
 Click on Monthly Sales

Report.dotx, then click on
[Open]
You can now make
changes to the template…
 Ensure the insertion point is

in the heading, click on the
Home tab, then click on
3
Centre in the Paragraph

group
 Select the heading, then

click on Italics in the Font
group
 Save and close the 6 Hint: To change where your templates are automatically saved to, go
document to File > Options > Save and type the file path name in the default
personal templates location box.

To modify an existing template:  If you want to open a template that contains
1. Click on the File tab, click on Open and macros or was created with an earlier
display the Open dialog box version of Word, make sure you select All
2. Change file type to Word Templates Word Templates (*.dotx, *.dotm, *.dot) for
(*.dotx) and navigate to the correct folder File Type (next to File name) in the Open
dialog box.
3. Open the template, make the changes and
save the template

USING A CUSTOM TEMPLATE

Once you have created a template, you can then organisations to create a range of custom
use it to create new documents. By using custom templates for their standard business documents
templates, you can produce documents with a that include the same or similar page layout,
consistent look and feel. It is common for formatting and the like.
2
Try This Yourself:
exercise ensure you
open…
 Click on the File tab,

then click on New
 Click on Personal
beneath the Search for
online templates box
to display the custom
templates 4
 Locate and click on

Monthly Sales
Report.dotx
A new document based
on the template will
open…
 Create a fictional report

by typing a month and
adding some figures
6
below
 Click on the File tab,

click on Save, then
select This PC in the
middle pane and click
on Browse to open the
Save As dialog box
 Ensure Monthly Sales

Report.docx appears
in File name, then
navigate to the course
files folder and click on
[Save]

To use a custom template:  As well as creating a document based on a
1. Click on the File tab, then click on New template, you can also create a new
template based on an existing template.
2. Click on Personal
3. Select the desired template
4. Make the required changes and save the
document

ATTACHING A TEMPLATE TO A DOCUMENT

It may be necessary to apply a different template with the attached template. This ensures all styles
to an existing document. In Word this is known as in the document with the same name are updated
attaching a template. When you attach a by the new template.
template, Word will override the current template
Try This Yourself:

Before starting this exercise you
Open
File
MUST open the file

Templates_1.docx...
 Click on the File tab, click on

Options to display the Word
Options dialog box, then click on
Customise Ribbon
Let’s display the Developer tab…
 Click on Developer in Main Tabs

so it appears ticked, then click on
[OK] to display the Developer tab 2
 Click on the Developer tab, then

click on Document Template in
the Templates group to open the
6
Templates and Add-ins dialog
box
Let’s attach a template...
 Click on [Attach] to open the

Attach Template dialog box
 Navigate to the course files folder,

click on Templates_2.dotx, then
click on [Open]
 In the Templates and Add-ins

dialog box click on Automatically
update document styles so it
appears ticked
 Click on [OK]
Notice the styles from the
7
template are applied to the text in

the document…
 Close the document without

saving

To attach a template to a document:  In the Templates and Add-ins dialog box,
1. Click on the Developer tab when you click on [Attach], the Open dialog
2. Click on Document Template in the box will navigate to the Templates folder by
Templates group default unless you have specified that your
3. Click on [Attach], then double-click on the templates are to be saved to another
template and tick Automatically update location.
document styles, then click on [OK]

COPYING STYLES BETWEEN TEMPLATES

Word provides a feature called the Organiser premise that if you have a set of styles you have
which lets you copy styles between documents already created, why create them again?
and templates. This nifty feature can save you
quite a bit of time because it is based on the
1
Try This Yourself:
Open
File

Templates_2.dotx…
 Click on the Developer tab,

then click on Document
Template in the Templates
group to open the Templates
and Add-ins dialog box
 Click on [Organiser] to open

the Organiser dialog box
 On the right side of the dialog

box click on [Close File]
under Normal.dotm, then
2
click on [Open File] to open

the Open dialog box
Let’s copy a style from the
current, open template to
another template…
 Navigate to the course files

folder, then double-click on
Templates_3.dotx
 Click on Highlighted Text in

the list on the left, then click
on [Copy] to copy the style to 5
Templates_3.dotx
 Click on [Close]
Normally you would save the
template to apply the
changes you have made but
for the purpose of this
exercise we will close the
document without saving…
Click on [Don’t Save], then
 close the document

To copy styles between templates:  You can use and to select multiple
1. Click on the Developer tab, then click on styles to copy.
Document Template in the Templates  To hide the Developer tab (or any tab), click
group, then click on [Organiser] on the File tab, click on Options, then click
2. Ensure the two files are open on Customise Ribbon and click on the tab
3. Click on the style to be copied, then click on you wish to hide in Main Tabs so it appears
[Copy] without a tick. Then click on [OK].

CREATING A TEMPLATE FROM A TEMPLATE

These days there’s hardly a need to create But even if you can’t find exactly what you’re
templates from scratch. With the seemingly looking for, save time by modifying an existing
endless range of sample templates, you are sure template design – you’ll have a new template in no
to find a design and layout that suits your needs. time at all!
Try This Yourself:

Open
File
MUST open the file

Templates_4.dotx…
 Click on the File tab, click on

Save As, click on This PC in the
middle pane, then click on
Browse to display the Save As
dialog box
 Navigate to the course files

folder, type My Template in File
name, as shown, and ensure the
Save as type is Word Template
*.dotx), then click on [Save]
Let’s modify the template so the
sender’s company details will be
included...
 Click on [TYPE THE SENDER

COMPANY NAME] in the
orange bar and type ALPHEIUS
GLOBAL ENTERPRISES
 Click on [Type the sender

company address] in the
orange bar and type
6
414 St Edmonds Road

Melbourne VIC 3304
 Click on [Type the sender

phone number] and type
61 3 9844 0000
 Click on [Type the sender

email address] and type
alpheius@alpheiusge.com.au
 Save and close the document

To create a template from an existing template:  You can create a template from a sample
1. Open the template and make the required template or from any of the templates stored
changes in the My Templates folder. Click on the File
tab and click on New, then click on the
2. Click on the File tab, then click on Save As
template, click on Template in Create New.
3. Select Word Template as the file type Click on [Save].
4. Type the File name, then click on [Save]

TIPS FOR DEVELOPING TEMPLATES

Templates will certainly save you time when to use templates and that the templates you create
creating business documents. They also ensure are accurate. Below are some tips and hints to
consistency across organisational documents. consider when developing templates for business
However, it is important to ensure you know how use.
Consider Your Target Audience

Your templates must be designed to suit the purpose of the communication. It is important to remember
that the purpose of any communication is to convey a message to another party. This ‘other party’ is
your audience. The message you are trying to communicate will influence who your target audience is.
For example, if you have to develop a template that will be used to create product specification sheets or
bulletins, it’s important to ensure the features included in the bulletin template are appropriate to your
audience. Your audience will most likely be professionals involved in your industry and so you need to
create a template that is designed to reflect the content and the context it will be received in.
Conform To Company Guidelines And Standards

Templates that don’t adhere to or even deliberately flaunt company standards and guidelines are
doomed to fail. Before embarking on a new template, ensure you are familiar with the company’s
standards for fonts, paragraphs, margins, colours, use of logos, and the like.
Proof The Template Thoroughly

One of the primary benefits in using templates is accuracy. If your template contains errors then those
errors will appear in every document generated from the template! Use on-screen print preview to check
the overall appearance of the text and layout. Zoom in on critical areas to obtain a better look. Print a
draft copy and check the spelling and grammar thoroughly. Also, read the document several times to
ensure it is readable and the information flows as it should. It’s a good idea to ask a colleague to double-
check the document to ensure accuracy. If it is a colour document, print the document on a colour printer
as screen colours do not always reproduce as expected in printed format.
Test A Sample Document

If possible, produce a sample document from the template and give it to a potential user to see whether
or not any further changes are required.
Train Other Users

Train other users to use the template correctly. If training is not possible, produce a set of instructions or
explanatory notes on the correct use of the template.

NOTES:

CHAPTER 10
INFOCUS
SECTION BREAKS
By default, Word documents are created with a single section and

therefore any formatting you choose to apply will be applied to the
entire document.
By inserting section breaks, you are able to split a document into
two or more sections, allowing you to apply different formatting or
page layout to individual sections. This is particularly useful when
you want different headers and footers for each section, or you want
to change the page orientation for specific pages within a
document.
 gain an understanding of section breaks

 learn how to insert a next page section break
 learn how to insert a continuous section break
 learn how to insert an even page section break
 learn how to insert an odd page section break.
© Watsonia Publishing Page 81 Chapter 10 - Section Breaks

UNDERSTANDING SECTION BREAKS

Section breaks split a document into several enables one section to have portrait orientation and
sections, enabling you to apply different the other to have landscape orientation. There are
formatting and layouts to each section. For several types of sections breaks you can insert
instance, having two sections in a document depending on the requirements of the document.
What Is A Section?
First of all, it is important to understand that, in Word, any page formatting and layout options you apply
are applied to the entire document by default, irrespective of whether it consists of one page or one
hundred pages. Examples of document-wide formatting and layout options include headers and footers,
margins, page orientation and vertical text alignment.
However, consider a situation where you want to change the orientation of a single page to landscape,
enabling you to neatly insert a table with thirty columns. Or perhaps you are writing a book? In that case,
you might want different headers and/or footers for each chapter.
The way to achieve this is to section off each part of the document that requires alternative formatting or
layout. By inserting section breaks, you can divide your document into separate areas and effectively
isolate each part of the document and protect it from formatting applied to other sections.
Types Of Section Breaks

Next Page
As the name implies, a next page section break will start the new section on the next page. You would
use this break when the changes you want to apply affect entire pages. For example next page section
breaks are ideal if you want to create different headers and footers for different chapters, or if you want
to change the page size, orientation or the margins for one or a number of pages.
Continuous
A Continuous section break enables you to isolate text within a page and can be used for things such
as creating newspaper-style columns under a heading that spans the full page width. By default, text on
a page is in one column, which spans from the left to the right margin. By inserting two continuous
section breaks (one at the beginning of the text you want to isolate and the other at the end) you can
apply a multi-column format to the section.
Even And Odd Page

The Even and Odd Page section breaks are typically used in longer documents and books, such as
where headers and footers must mirror each other. For example, you might create a footer for even-
numbered pages where the page numbers appear on the left side of the pages and an odd page footer
for odd-numbered pages where the page numbers appear on the right side of the pages. Using Even
Page and Odd Page section breaks, you can ensure that the footers appear where they’re supposed to.
Use an Even Page break when you want the next page to start on an even-numbered page and use
Odd Page breaks when you want the next page to start on an odd-numbered page.

INSERTING A NEXT PAGE SECTION BREAK

The next page section break is probably the as well as isolate and control the layout and setup
most commonly-used of the section breaks, of the pages in each section, such as page
especially in longer documents. By inserting next numbering, headers and footers, page orientation,
page section breaks you can control pagination, columns, and the vertical alignment of text.
Try This Yourself:

Open
File
MUST open the file Section

Breaks_1.docx…
 Click to the left of the heading

Introduction, click on the View tab,
then click on Draft in the Views
group
This view enables you to see
section breaks...
 Click on the Layout tab, then click

on Breaks in the Page Setup group
and select Next Page
Notice the status bar indicates the
text has moved to page 2. Let’s 2
change the layout of the first page...
6
 Press + to move to the
start of the document
 Click on the View tab, then click on

Print Layout in the Views group to
switch to page layout view
 Click on the Layout tab, then click

on the dialog box launcher for the
Page Setup group to display the
Page Setup dialog box
 Click on the Layout tab, then click

on the drop arrow for Vertical
alignment and select Centre
 Click on [OK] to centre the text on

the page
The text is now centred on the page,
but the rest of the document will not
be affected because of the section
breaks between pages 1 and 2

To insert a next page section break:  To help you identify the section where the
1. Position the insertion point insertion point is positioned, you can display
the section number in the status bar.
2. Click on the Layout tab
Right-click on the status bar to display the
3. Click on Breaks in the Page Setup group Customise Status Bar menu and select
and select Next Page Section.

INSERTING A CONTINUOUS SECTION BREAK

Unlike other types of section breaks, a change layout elements such as the number of
continuous section break does not alter the columns in which the text appears. This might be
pagination of a document. This section break handy, for instance, when creating a newsletter or
enables you to isolate text within a page and flyer.
1
Try This Yourself:
Continue using the
Same

File

Section Breaks_2.docx...
 Go to page 5 and click to

the left of New York to
position the insertion point

Show/Hide in the
Paragraph group
This displays the section 3
breaks in your
document…
 Click on the Layout tab,

and select Continuous
A continuous section
break will be inserted. We
will now change the layout
of the text following the
section break...
 On the Layout tab, click

on Columns in the Page
Setup group and select
4
Two
All text after the
continuous section break
is now arranged into two
columns…
 Click on the Home tab,

click on Show/Hide then
save the document

To insert a continuous section break:  If you only want to apply columns to specific
1. Position the insertion point text in your document, make sure you insert
a continuous section break immediately after
2. Click on the Page Layout tab
the column text as well as at the beginning,
3. Click on Breaks in the Page Setup group to isolate the desired text.
and select Continuous

INSERTING AN EVEN PAGE SECTION BREAK

In long documents such as books and reports, an section will begin on the next even-numbered page.
even page section break is a useful feature for Even page section breaks are also useful for
controlling pagination. When an even page applying different headers and footers to even and
section break is inserted, the first page of that odd-numbered pages.
1
Try This Yourself:
Continue using the
Same File

Section
Breaks_3.docx...
 On page 5, click to the

left of the heading For
Further Information to
position the insertion
point
 On the Home tab, click

on Show/Hide in the
Paragraph group to
view section breaks

and select Even Page 4
An even page section
break will be inserted.
You can see in the
Status bar that the page
now begins on the next
even page: page 6. Let’s
view the section break...
 Scroll up to the previous

page to view the even
page section break
 Click on the Home tab,

click on Show/Hide to
turn off reveal
formatting, then save
the document

To insert an even page section break:  It’s important to insert an Even Page section
1. Position the insertion point break even if a Next Page section break
produces the same result. If pages are
inserted before the page with the break, the
3. Click on Breaks in the Page Setup group even page section break will ensure the page
and select Even Page still sits on the next even page, and Word will
insert blank pages if necessary.

INSERTING AN ODD PAGE SECTION BREAK

In long documents such as books and reports, an section will begin on the next odd-numbered page.
odd page section break is a useful feature for Odd page section breaks are also useful for
controlling pagination. When an odd page applying different headers and footers to even and
section break is inserted, the first page of the odd-numbered pages.
Try This Yourself:

Same
File
with this exercise, or open the

file Section Breaks_4.docx...
 Click to the left of the heading

Introduction on page 2

Show/Hide in the Paragraph
group to reveal formatting
 Click on the Layout tab, then

click on Breaks in the Page
Setup group and select Odd
Page
An odd page break will be
inserted and the text will move to
the next odd-numbered page:
page 3…
3
 Scroll up to the previous page to

view the odd page section break
We no longer require the Next
Page section break on page 1 so
let’s delete it...
 Click to the left of Section Break

(Next Page) on page 1 as
shown
 Press
The Next Page section break will
be removed, as well as the page
formatting that was applied
earlier. Only the odd page
section break remains… 5
 Click on the View tab, then click

on Draft to view the section
breaks

To insert an odd page section break:  Print Layout view does not display any
1. Position the insertion point blank pages that have been inserted as a
result of inserting odd page and even page
section breaks. To view blank pages, click on
3. Click on Breaks in the Page Setup group the File tab, then click on Print to preview
and select Odd Page the document. Click on the Back arrow to
return to the document.

CHAPTER 11
INFOCUS
HEADERS AND FOOTERS
A header is text that is placed at the top of a page, while a footer is

text placed at the bottom, or foot, of a page. Typically these areas
are used for inserting document information, such as the name of
the document, the chapter heading, page numbers, creation date
and the like.
 gain an understanding of headers and footers

 learn how to insert headers and footers into a document
 learn how to insert a blank header
 learn how to insert a blank footer
 learn how to switch between headers and footers
 learn how to edit headers and footers
 learn how to add page numbering to a header or footer
 learn how to add date information.
© Watsonia Publishing Page 87 Chapter 11 - Headers and Footers

UNDERSTANDING HEADERS AND FOOTERS

Headers are located in the margin area at the top such as the file name, author, date created, page
of the page. Footers are located in the margin numbering and the like. This information is
area at the bottom of a page. Headers and repeated on each page and enables the reader to
footers generally contain document information easily navigate the document.
Each and every document contains header and footer areas, but they remain blank until you insert content into
them. In order to be able to insert content and edit the header and footers you must activate these areas. You
can activate them by either double-clicking on the header or footer area or by clicking on the Insert tab and
clicking on Header or Footer in the Header & Footer group. Headers and footers are only visible in Print
Layout view and Print Preview.
To indicate when the headers and footers are not active, the information contained within them appears greyed
out or faded. To indicate when the headers and footers are active, a grey dashed line appears on the edge of the
margin and a small Header or Footer tab appears on the left side.
Headers and footers appear on every page which is particularly useful for information such as page numbering.
If section breaks have been used in the document, then you are able to change the headers and footers for each
section. This may prove useful in a document with chapters, enabling you to insert the name of each chapter in
the relevant header or footer, for instance.
You are also able to insert special fields into the headers and footers, which display document information,
page numbers, the date or time and the like. The document information is drawn from the data stored in the
document’s Properties and may include data such as Author, Title or Subject. The fields are automatically
updated when the data they display changes. In the case of the date and time fields, they can be set to not
change.
By default, the header and footer areas contain three predefined text positions: text is automatically positioned
on the left margin; a centre aligned tab exists in the centre of the header/footer areas and; a right aligned tab
exists near the right margin. This enables you to accurately position text within the header or footer.

INSERTING HEADERS AND FOOTERS

Word contains a number of built-in and be edited to suit your needs. For instance, you
preformatted headers and footers that enable you might need to insert a company logo or edit the
to insert a stylish header and/or footer into your colours to ensure they adhere to the corporate
document. These headers and footers can then guidelines.
Try This Yourself:

Open

File
Headers And
Footers_1.docx…
 Click on the Insert tab, then

click on Header in the
Header & Footer group to
display the Header gallery
1
The Header gallery displays
previews of built-in headers
you can choose from...
 Scroll down to and click on

Sideline to insert this
header
 Click on [Document title]

and type Initiatives – 2015
 Click on Close Header and

Footer in the Close group
to close the header
3
Now let’s insert a footer…
 On the Insert tab, click on

Footer in the Header &
Footer group to display the
Footer gallery
 Scroll down and click on

Sideline to insert this footer
6
A page number will be

inserted, with the same
vertical line graphic that is
in the header...
 Repeat step 4 to close the

footer

To insert a header or footer:  When you insert a header or footer the
1. Click on the Insert tab Header & Footer Tools: Design tab
becomes active. This tab contains Header
2. Click on Header or Footer in the Header &
and Footer tools which means you do not
Footer group
have to switch back to the Insert tab to
3. Select a style from the gallery access them.

INSERTING A BLANK HEADER

To create your own header from scratch, you can blank header with a single text placeholder, or you
use the built-in Blank Header style and then edit can insert a blank header with three text
it as required, such as applying formatting and placeholders; positioned to the left, the centre and
adding document information. You can insert a to the right of the header.
Try This Yourself:

Open
exercise you MUST

File
open the file Headers

And Footers_2.docx… 2
 Click on the Insert tab,

then click on Header in
the Header & Footer
Header gallery
 Click on Blank to insert

a blank header
The header contains a 3
single text placeholder...
 Type Environmental
Health to replace the
placeholder text
 Click on Close Header

and Footer to exit the
header
Notice the text in an
inactive header is
greyed out...
 Click on the File tab,

then click on Print to
preview the document
 Scroll through the

document to see that the
header appears on each
5
page
 Click on the Back arrow

to return to the
document

To insert a blank header:  You can create your own header or footer by
1. Click on the Insert tab, then click on Header activating the header or footer areas, typing
in the Header & Footer group your content and then formatting as desired.
To save, click on Header or Footer in the
2. Click on Blank or Blank (Three Columns)
Header & Footer group and select Save
3. Type the required header text Selection to Header/Footer Gallery, then
fill out the details and click on [OK].

INSERTING A BLANK FOOTER

To create your own footer from scratch, you can blank footer with a single text placeholder, or you
use the built-in Blank Footer style and then edit can insert a blank footer with three text
it as required, such as applying formatting and placeholders; positioned to the left, in the centre,
adding document information. You can insert a and to the right of the footer.
Try This Yourself:

Continue using the
Same File

Headers And 2
Footers_3.docx...
 Click on the Insert tab,

then click on Footer in the
Header & Footer group
to display the Footer
gallery
 Click on Blank (Three

Columns) to insert a
blank footer
3
The footer contains three

placeholders but we only
need two of these for
now...
 Click on the first

placeholder and type
Programs
4
We don’t want to use the

middle placeholder, so
let’s delete it...
 Click on the middle

placeholder to select it,
then press to delete 5
the placeholder
The placeholder will no
longer appear in the
footer...
 Click on the last

placeholder to select it,
type 2016 and then close
the footer

To insert a blank footer:  Make sure you delete any unused text
1. Click on the Insert tab, then click on Footer placeholders in your headers and footers,
in the Header & Footer group otherwise they will print.
2. Click on Blank or Blank (Three Columns)
3. Click in each placeholder and type the
required text or press

SWITCHING BETWEEN HEADERS AND FOOTERS

When editing headers and footers, it is likely that enables you to easily switch between headers
you’ll need to switch between them. Instead of and footers.
scrolling up and down the page from header to
footer and back again, Word provides a feature
Try This Yourself:

Continue using the
Same File

file Headers And 1
Footers_4.docx...
 Double-click on the
footer area to activate
it
 On the Header &

Footer Tools: Design
tab, click on Go to
Header in the
Navigation group
The header is now 2
visible and the
insertion point is
positioned to the left of
the header text...
 Click on Go to Footer
in the Navigation
group
The footer will now be 3
visible and the
insertion point is
repositioned to the left
of the footer text...
 Click on Close Header

and Footer to exit the
footer
You can also press 4
to close the
header and footer and
return to the document

To switch between headers and footers:  To navigate headers and footers in a
1. Double-click on the header or footer area document with multiple sections, activate the
header or footer, then click on Show
2. Click on Go to Header or Go to Footer in
Previous to move to the header or footer in
the Navigation group
the previous section, or click on Show Next
to move to the header or footer in the next
section.

EDITING HEADERS AND FOOTERS

There may be times when you will need to edit to the header or footer, such as a date or the name
the headers and footers in a document. This of an author. Either way, editing headers and
might be necessary as document information footers is a simple process.
changes, or if you want to add more information
Try This Yourself:

Continue using the
Same File

file Headers And
Footers_5.docx... 2
 Double-click on the
header area to make
the header active
 Type AGE in front of

Environmental
Health and press
3
 Press then press
twice to position
the insertion point at
the right margin
 Type Water Quality

Now let’s edit the
footer...
 Ensure the Header &

tab is active, click on
4
Go to Footer in the
Navigation group,
then double-click on
Programs to select
the entire footer text
and type Funding
 Press
footer
to exit the
5

To edit headers and footers:  As well as double-clicking on a header or
1. Double-click on the header/footer area footer to activate that area, you can also
right-click on the header or footer area and
2. Make the changes as required
select Edit Header or Edit Footer.

INSERTING PAGE NUMBERING

One of the advantages of headers and footers is information they need quickly. Page numbering is
that important information is repeated across an example of this and is essential in any long
each page or section. This helps readers to document. You can insert automatic page
navigate a long document and find the numbering into your headers and footers.
Try This Yourself:

Continue using the
Same File

Headers And
Footers_6.docx... 2
 Double-click on the footer

area to make the footer
active
 Press then press

twice to reposition the
insertion point at the right
margin
 On the Header & Footer

Tools: Design tab, click
on Page Number in the
Header & Footer group
to display a menu of
options 3
There are several

galleries, enabling you to
insert page numbering at
the top or bottom of the
page, in the margin or at
the current position of the
insertion point…
 Point to Current Position

to display a gallery of
options
5
 Click on Accent Bar 2 to

select it and insert the
page number with this
style into the document
 Press
footer
to exit the

To insert page numbering:  To format a page number you have inserted
1. Position the insertion point in the active into a header or footer, click on the Insert
header or footer tab, then click on Page Number and select
2. On the Header & Footer Tools: Design tab, Format Page Numbers. You will be able to
click on Page Number in the Header & change the numbering style, as well as set
Footer group and select a location the starting page number.
3. Select a style

INSERTING DATE INFORMATION

You can insert date information into headers and with templates or maintaining version control. You
footers. For example, you can set the date to be can also format the date style, such as displaying
updated automatically each time the document is the full date or just the month and year.
opened which is particularly useful when working
Try This Yourself:

Continue using the
Same File

Headers And 2
Footers_7.docx...
 Double-click on the footer

area to make the footer
active
 Click at the end of the

word Funding to
reposition the insertion 3
point
, type –
 Press
(hyphen), then press
5
again
Now we are ready to
insert the date...
 On the Header And

tab, click on Date &Time
in the Insert group to
display the Date and
Time dialog box
 Click on the format that

displays the month and
then the year, such as
April 13
 Ensure Update
automatically appears
without a tick, then click
on [OK] to insert the date
 Press
footer
to exit the
6

To insert date information:  To make a date (or time) field update
1. Position the insertion point in the header or automatically each time you open or print the
footer document, click on Update automatically in
2. On the Header & Footer Tools: Design tab, the Date and Time dialog box so it appears
click on Date & Time in the Insert group with a tick.
3. Select a format
4. Click on [OK]

NOTES:

CHAPTER 12
INFOCUS
HEADER AND FOOTER TECHNIQUES
When you insert headers and footers into a document, they

appear on every page by default. But by using the options available
in Word you can create different headers and footers across the
document. This might be useful for long documents where you may
need to print double-sided or the document may include cover
pages, chapters and sections.
 gain an understanding of headers and footers in long

documents
 learn how to adjust the header and footer positions
 learn how to insert first page headers and footers
 learn how to insert different odd and even page headers
and footers
 learn how to create section headers and footers
 learn how to link and unlink section headers and footers.
© Watsonia Publishing Page 97 Chapter 12 - Header and Footer Techniques

HEADERS AND FOOTERS IN LONG DOCUMENTS

In documents that contain only a few pages, double-sided facing pages (such as a book format)
creating headers and footers is a straightforward and the like. Word enables you to customise the
task. In long documents, however, you have the headers and footers in long documents to cater to
added complications of cover pages, sections, all of these needs.
In documents with a limited number of pages, you would typically insert a single header and/or footer
that is repeated on each page throughout the document. In long documents, however, you might need to
have different headers and footers for each section within the document. For example, if you are
creating a report that includes a title page and several chapters and is to be printed double-sided, you
would need to exclude the header and footer on the title page and mirror the headers and footers on the
odd and even (facing) pages. You may also need to create different headers and footers for each
chapter or section.
In this case, you would need to insert a First Page header and/or footer for the title page (which would
be blank), as well as Odd Page and Even Page headers and footers for the odd- and even- numbered
pages in the document. You would also need to insert section breaks to separate each chapter or
section so you could tailor the header and footer for each section. Phew!
However with a basic understanding of how sections work when creating headers and footers (and a
little practice!) you’ll find inserting headers and footers across sections is not as difficult as it seems.
Header and Footer Options

 First Page Header/Footer – in the sample shown above a different header and footer has been
nominated for the first page. This enables you to construct a cover or title page. In this instance the
header and footer remain blank.
 Odd and Even Page Headers/Footers – in the sample above the option to create different odd
and even pages has been switched on. The facing pages (2 and 3) will print as such, so it is logical
to create mirrored header and footer text.
 Sections – if the document has multiple sections, created by inserting section breaks, then you can
have different headers and footers within each section. You can also nominate to create a different
first page for each section – this option is useful for long documents containing chapters, where you
might create a title page for each chapter and therefore not require headers and footers on those
pages. Each section is indicated in the header and footer label to make it easier to orientate
yourself within the document.

ADJUSTING HEADER AND FOOTER POSITIONS

When you insert headers and footers into a 2.54 cm, this leaves a small amount of space for
document, the header area and the footer area the header and footer. You can increase the
will each extend 1.25 cm from the edge of the amount of space for the header and footer by
page by default. As the page margins are set at adjusting the header and footer positions.
Try This Yourself:

Open

File
Header and Footer

Techniques_1.docx…
 Double-click on the header

text at the top of the page to
make the header area active
2
 On the Header & Footer

Tools: Design tab click on
the value in Header from
Top in the Position group to
select it
 Type 1.5 (cm) and press

to adjust the header
position
The header text will now be
slightly lower. Let’s change
the footer position... 3
 Click on Go to Footer in the

Navigation group to view the
footer
 Click on the value in Footer

from Bottom in the Position
group to select it
 Type 1.5 (cm) and press

to adjust the footer
position
The footer will move up 6
slightly, as the distance from
the bottom of the page has
increased...
 Click on Go to Header in the

Navigation group to return to
the header

To change the header and footer position:  As well as double-clicking on the header or
1. Double-click on the header or footer footer text to edit the header or footer, you
can click on the Insert tab, then click on
2. On the Header & Footer Tools: Design
Header or Footer in the Header & Footer
tab, change the value in Header from Top
group and select Edit Header or Edit
and/or Footer from Bottom
Footer.
3. Press

INSERTING FIRST PAGE HEADERS AND FOOTERS

If you have created a document that requires a not want any footer or header text displayed. By
cover or title page, you might want it to display a default, Word applies headers and footers to all the
different header or footer to the rest of the pages of a document. You can, however, have a
document – in the case of a title page, you might different header and footer on the first page.
Try This Yourself:

Same File

open the file Header And
Footer
 Ensure the header is active,

then click on the Header &
Footer Tools: Design tab
2
 Click on Different First
Page in the Options group
to select it
2
The header label will now

read First Page Header and
the header text will be
removed...
 Click on Go to Footer in
the Navigation group
The footer label will now 3
read First Page Footer and
the page number will be
removed…
 Click on Go to Header in
the Navigation group to
return to the first page
header
 Click on Next in the

Navigation group to move
to the next header
5
This header is labelled

Header and is now a
different section...
 Click on Previous in the

Navigation group to return
to the first page header

To insert a different first page header/footer:  When the Different First Page option is
1. Activate the header/footer selected, both the header and footer of the
first page are isolated and can contain
2. On the Header & Footer Tools: Design tab
different text to the rest of the document.
click on Different First Page in the Options
group until it appears with a tick  If you deselect Different First Page, the first
3. Make any necessary changes to the text page header and footer text will become the
same as that in the first section.

INSERTING DIFFERENT ODD AND EVEN PAGES

Word enables you to create documents that have varying headers and footers for facing pages. You
different odd and even pages. This is particularly might, for instance, display the title of the document
useful for long documents such as books or on even pages and each chapter title on the odd
manuals. This feature enables you to create pages.
Try This Yourself:

Same

File
the file Header And Footer

 Navigate to page 2 and

double-click in the header area
to make it active
2
 Click on Different Odd &
Even Pages in the Options
group
The header label will now read
Even Page Header…
 Click on Next in the

Navigation group to move to
the next (Odd Page) header
5
Let’s copy this text to the Even
Page Header...
 Select the text in the header

(but not the space after
Quality), then press +
to copy it
 Click on Previous in the

Navigation group, then press
+ to paste the text
7
 Click on Go To Footer in the

Navigation group
 Click on Page Number in the

Header & Footer group, select
Current Position, then select
Accent Bar 1
 Click on Close Header and

Footer then scroll through the
document to view the result

To insert different odd & even headers/footers:  The text in a document’s header area is
1. Activate the header/footer area based on the Header style, and the text in
2. Click on the Header & Footer Tools: the footer area is based on the Footer style.
Design tab, then click on Different Odd & To format the default header and/or footer
Even Pages in the Options group text, it is best to modify their respective
styles.
3. Type the text you require in the new headers
and footers

CREATING SECTION HEADERS AND FOOTERS

Creating sections in a document allows you to and footers. Consider a book that contains
configure each section independently, such as chapters; by sectioning off each chapter you can
applying different page layouts to each section. then create different headers and footers for each
This also extends to creating different headers section.
1
Try This Yourself:
Same

File
open the file Header And

Footer Techniques_4.docx...
 On page 6, click
immediately before the
heading Affiliations

then click on Breaks in the
Page Setup group and 2
select Next Page
A section break forces the
heading onto the next page.
Let’s check out the header
and footer...
 Click on the Insert tab, then

click on Header in the
Header & Footer group and
select Edit Header
Section 2 is created and a
new header label appears; 3
Same as Previous. This
means all header
information from Section 1 is
applied to the current
section. Notice it is a First
Page Header – this option
has also carried over from
the previous section. This 4
does not apply to this
section, so let’s turn off the
First Page option...
 Click on Different First

Page in the Options group
so it appears without a tick

To create section headers and footers:  If headers and footers are linked to the
1. Position the insertion point previous section, changes to the text or
options in one section will be automatically
2. On the Page Layout tab, click on Breaks in
applied to the current section.
the Page Setup group and select Next Page
 The Same As Previous label only appears
on a header or footer when there are multiple
sections or types of headers and footers.

UNLINKING SECTION HEADERS AND FOOTERS

Inserting section breaks in a document enables section to the previous section, thereby carrying
you to section off each part of the document and over the configuration, including the header and
create multiple headers and footers. When you footer text. By unlinking the headers and footers
insert a break, Word automatically links the new you are able to vary them between sections.
Try This Yourself:

Same

File
the file Header And Footer

1
 Ensure the Odd Page
Header – Section 2 is active
 Click on Link to Previous in

the Navigation group to turn
the option off
The Same as Previous label
will no longer appear in the
header, and the current
section will be independent of 2
the previous section, so you
can insert the relevant text
without affecting the previous
header. Keep in mind that if
there was a section after this
one it would adopt the change
we are about to make unless
it was also unlinked...
3
 Select the header text then
type Affiliations
 Click on Go to Footer in the

Navigation group
The footer text will still be
Same as Previous as we only
unlinked the header.
Maintaining the footer link is
useful when it contains only 4
page numbering...
 Click on Close Header and

Footer in the Close group

To link/unlink section headers and footers:  If you have unlinked and changed a header
1. Activate the header or footer area or footer and then click on Link to Previous
in the Navigation group, the text contained
2. Click on Link to Previous in the Navigation
in the header/footer will be deleted and
group
replaced with that of the previous
header/footer.

NOTES:

CHAPTER 13
INFOCUS
MAIL MERGE RECIPIENT LISTS
A recipient list, or data source, is a database file that contains the

data that will be merged with the main document during the Mail
Merge process. A recipient list will typically include the names and
addresses of the recipients.
 learn how to create a recipient list in Word

 learn how to customise columns in a recipient list
 learn how to add records to a new recipient list
 learn how to delete records from a new recipient list
 learn how to save a recipient list
 learn how to open a recipient list
 learn how to edit a recipient list.
© Watsonia Publishing Page 105 Chapter 13 - Mail Merge Recipient Lists

UNDERSTANDING RECIPIENT LISTS

During the Mail Merge process you must connect The recipient list contains the data that will be
the main document (such as a letter to merged with the relevant merge fields (such as
customers or a memo to staff) to a data source Address Block or Surname) in the main
file, more commonly known as a recipient list. document to create a final merged document.
You can create a recipient list or data source in various programs, such as a table in Word, a spreadsheet in
Excel or a database in Access, however the data must be structured in rows and columns, as in the example
below.
Rows: each row will contain all of the data for one recipient. Rows in a data source file are referred to as
records. Microsoft Word will generate a copy of the main document for each record when you perform a mail
merge.
Columns: each column of data contains different types of recipient data, such as Title, First Name, Street
Address, Postcode and so on. Word will look at the column headings (or headers) in the recipient list to
determine the names of the mail merge fields. When Word performs the merge, it will insert the recipient
data from each column into the related merge field in the main document. The names of the column headings
must therefore match the names of the mail merge fields. You can create recipient lists in the following file
formats:
 A HTML file with a single table. The first row must contain the column headings and subsequent
rows must contain the recipient data.
 A Microsoft Word document that contains only a single table. The first row must contain the
column names and the other rows must contain the data
 Microsoft Outlook Address Book.
 Microsoft Excel worksheet.
 Microsoft Access database.
 Any text file that has data fields separated by tab characters or commas, and data records
separated by paragraph marks.
The data from the fields in your recipient list are formatted by the Mail Merge Wizard and inserted into the
<<AddressBlock>> field. The mail merge fields used depends on what data you have decided to include in
your recipient list. In the example to the right, Title, First Name, Surname, Address, City and State have
been used to create our Address block.
The information from the Title and Surname fields in your recipient list are formatted by the Mail Merge
Wizard and inserted into the <<GreetingLine>> field, along with a greeting such as ‘Dear’ or ‘To’.

CREATING A RECIPIENT LIST

If you don’t have an existing recipient list or data you can just as easily create your own table in a
source for a Mail Merge, you can easily create a blank document and use that as your recipient list,
new one using Word. For this exercise you will or you could create a list during the Mail Merge
create a recipient list using the Mailings tab but process itself.
1
Try This Yourself:
Open
exercise ensure you

File

open...
 Click on the Mailings

tab, then click on
Select Recipients in
the Start Mail Merge 2
group to display a
menu of options
 Select Type a New

List to open the New
Address List dialog
box
Leave the New
Address List dialog box
open for the next
exercise

To create a recipient list:  If you want to create a recipient list with
1. Click on the Mailings tab, then click on different column headings to the default ones
Select Recipients in the Start Mail Merge provided when you select Type New List, it
group may be quicker to create a table with the
desired column headings in a blank
2. Select Type New List
document. Save the list and then select Use
Existing List to connect to this recipient list.

CUSTOMISING THE COLUMNS

Word has many common address fields in the customise them when creating a recipient list. For
New Address List dialog box you can use during example, you can add new columns, delete
the Mail Merge process. However, if the default unwanted columns or rename existing column
column headings don’t suit your needs you can headings.
2
Try This Yourself:
file with this exercise...
 In the New Address List

dialog box, scroll to the right
to see the field headings
 Click on [Customise
Columns] to open the
Customise Address List
dialog box
4
 Under Field Names, click on

ZIP Code, then click on
[Rename] to open the
Rename Field dialog box
 Type Postcode in To, then

click on [OK]
 Under Field Names, click on

E-mail Address, then click on
[Delete] – you will be asked
to confirm your intentions
 Click on [Yes] to delete the

column
 Repeat steps 4 and 5 to

delete Country or Region,
Home Phone and Work
Phone
 Click on [OK] to close the

Customise Address List
dialog box, then scroll across
to the right to see the
changes
Leave the New Address List
dialog box open for the next
exercise
8

To customise columns in a new recipient list:  To add columns in the Customise Address
1. Click on [Customise Columns] in the New List dialog box, click on [New Entry], type a
Address List dialog box column name, then click on [OK].
2. Make the desired changes  To reorder columns in the Customise
3. Click on [OK] Address List dialog box, click on the column
name, then click on [Move Up] or [Move
Down].

ADDING RECORDS
You can add recipient data, or records, to the columns, it is easy to enter the data. You simply
recipient list in the New Address List dialog box. click in the first cell to position the cursor and type
As the New Address List dialog box is the data. You can then press to move to the
structured in a tabular format with rows and next cell to enter the data, and so on.
3
Try This Yourself:

dialog box, click in the first cell
below Title to position the
cursor
 Type Mrs, then press

move to the First Name
to
column
 Type Mary, then press

move to the Last Name
to
column and type McDuff 4
 Add the remaining data for

this record as shown, pressing
to move to each column
 Press tab or click on [New

Entry] to insert a new row
The cursor will move to the
first cell in the new row, ready
you for you to add another 6
record…
 Add two additional records as

shown
exercise

To add records to a new recipient list:  To move to the previous column when
1. Click in the first cell and type the required adding records, press + .
data  If you mistype an entry, select the text and
2. Press to move to the next column then retype.
3. Press tab or click on [New Entry] to add
another record

DELETING RECORDS
You can delete unwanted records from a added the wrong details entirely. Whatever the
recipient list in the New Address List dialog box. case, deleting a record is simple − select the record
Perhaps you have entered the same details twice and then delete it.
or inadvertently inserted a blank record or even
1
Try This Yourself:

dialog box, click on the small
grey box to the left of Mrs
Mary McDuff’s record, as
shown
A blue right-pointing arrow will
appear in the row header and
the entire row will be
highlighted in blue indicating
the record is selected. Let’s 2
delete the record...
 Click on [Delete Entry]

A message will appear asking
you to confirm you want to
delete the entry... 3
 Click on [Yes] to delete the

record
exercise

To delete records from a recipient list:  You can select a record in the New Address
1. Click on the small grey box (row header) to List dialog box by clicking in a cell.
the left of the record you want to delete  You can delete a record by selecting the
2. Click on [Delete Entry] record then pressing and clicking on
3. Click on [Yes] [Yes].

SAVING A RECIPIENT LIST

Once you have finished adding records to your by default. This means you can use the recipient
new recipient list, you can save the list for future list for future Mail Merges, as well as easily edit the
use. When you save a recipient list, Word will list when required.
save the data as an Access database file (.mdb)
Try This Yourself:

Continue using the
exercise...
 In the New Address

List dialog box, click
on [OK]
The Save Address List
dialog box will
appear...
 Navigate to the
Course Files for
Microsoft Word 2016 1
folder and type My
Recipient List in File
name
 Click on [Save] to save

the new file as My
Recipient List.mdb
Leave this document
open for the next
exercise

To save a recipient list:  When you save a recipient list, Word
1. Click on [OK] in the New Address List navigates to the My Data Sources folder by
dialog box default. The path to this folder is
C:\Users\your name\My Documents\My
2. Navigate to the desired folder
Data Sources.
3. Type the File name
4. Click on [Save]

OPENING A RECIPIENT LIST

During the Mail Merge process you must attach the list of recipients so you produce merge
a recipient list to the main document. After it has documents for only a subset of the records in the
been attached, you can open the recipient list if list. Alternatively, you may want to add additional
necessary. For example, you may want to refine recipients to the list.
Try This Yourself:

Continue using the
Same File

Recipient
Lists_1.accdb...…
 On the Mailings tab, click

on Select Recipients in
the Start Mail Merge
group and select Use an
Existing List
The Select Data Source
dialog box will open...
1
 Navigate to the course

files folder, then double-
click on Recipient
Lists_1.mdb
This recipient list will now
be attached to the blank
document, which has now
become the main
document. Notice most of
the tools on the Mailings
tab are now available…
 Click on Edit Recipient

List in the Start Mail
Merge group to open the
recipient list in the Mail
Merge Recipients dialog
box
Leave the Mail Merge
Recipients dialog box
open for the next exercise
3

To open a recipient list:  When you open an existing recipient list in
1. Click on the Mailings tab and select Select the Mail Merge Recipients dialog box, all
Recipients in the Start Mail Merge group, recipients are selected by default. This is
then select Use Existing List indicated by the ticks that appear to the left
2. Navigate to the desired folder and double- of each recipient.
click on the recipient list
3. Click on Edit Recipient List

EDITING A RECIPIENT LIST

Because recipient lists are saved as databases, need for a Mail Merge? No problems! You simply
you can reuse the same recipient list over and open the attached recipient list in Word and edit the
over for future Mail Merges. But what happens if list as desired, such as adding and deleting
the recipient list doesn’t have all the records you records.
1
Try This Yourself:
Continue using the
Same
File

exercise...…
 In the Mail Merge

Recipients dialog box,
under Data Source, click
on Recipient Lists_1.mdb,
as shown
 Click on [Edit] to open the

Edit Data Source dialog
box
Click on [New Entry] to
 create a new row at the
bottom of the list, then add 3
the details as shown
Now to delete a record…
Click in any cell in the first
 record–Mr Tom Smith
Click on [Delete Entry],
 then click on [Yes] to
confirm 7
 Click on [OK] to close the

Edit Data Source dialog
box
A message will appear
asking you to confirm you
want to update the recipient
list...
 Click on [Yes] to update

the recipient list
 Click on [OK] to close the

Mail Merge Recipients
dialog box

To edit a recipient list:  If you want to check whether or not you have
1. Click on the Data Source in the Mail Merge added a record, click on [Find] in the Edit
Recipients dialog box, then click on [Edit] Data Source dialog box to display the Find
2. Click on [New Entry], enter the details, then Entry dialog box. Type the desired text in
click on [OK], or Find, select either All fields or a particular
3. Click on a record to delete, click on [Delete Field and then click on [Find Next]. If the
Entry] then click on [OK] text is found, the record will be selected.

NOTES:

CHAPTER 14
INFOCUS
MERGING FROM SCRATCH
To perform a Mail Merge from scratch means to create the Mail

Merge document from a new, blank document instead of using an
existing letter or other business document. You can use the step-
by-step Mail Merge Wizard to guide you through the Mail Merge
process or you can use the tools on the MAILINGS tab to perform a
manual Mail Merge.
 gain an understanding of how to create a mail merge

from scratch
 learn how to select the main document type
 learn how to attach the data source to the main document
 learn how to insert the current date
 learn how to insert an address block
 learn how to insert the greeting line field
 learn how to type the text in a merge letter
 learn how to insert merge fields
 learn how to preview the merged documents
 learn how to complete the merge.
© Watsonia Publishing Page 115 Chapter 14 - Merging From Scratch

UNDERSTANDING MERGING FROM SCRATCH

You use Mail Merge when you want to send the hours. While you can use the Mail Merge Wizard
same document to many people. For instance, to guide you through the Mail Merge process, you
you may need to send a letter to all your clients can also use the Mailings tab to perform a manual
advising them of your new address or opening Mail Merge from scratch.
Begin the Mail Merge Process

Though Word has made performing a Mail Merge very quick and easy with the provision of the Mail Merge
Wizard, there are times when you may need to perform a Mail Merge from scratch. Performing a Mail Merge
from scratch means you have a bit more control over what you are doing and access to some more advanced
features. Word makes performing a Mail Merge from scratch easy by providing the Mailings tab which sets
out each stage of the process sequentially from left to right with the appropriate tools for each stage.
The Starting Document

The first group on the Mailings tab is the Create group and from here you can select what type of Starting
Document to use. Alternatively if you need more options you can select Start Mail Merge in the Start Mail
Merge group.
The first step in creating a Mail Merge document requires you to select the type of document you want to
create. For instance, you can:
 send letters or any other type of business document to a group of people
 print addressed envelopes or labels for a group mailing
 create and print a single document comprising a catalogue (such as the name and description of
products) or a directory of addresses.
This document is called the main document. The main document can be an existing document you open
before you start the merge, or the document that is currently active in Word.
Select Recipients
The next step in the Mail Merge process is to connect the main document to the data source file commonly
known as the recipient list.
The second group on the Mailings tab is the Start Mail Merge group and from here you can use several
commands to either choose, create or edit a recipient. This file contains the recipients’ information, such as
names and addresses. You can use an existing file (such as a table created in a Word document or a client
database in Access), your Outlook contacts list, or create a recipient list during this step of the merge process.
Finalise the Main Document

Once you have connected the main document to the data source file, you are ready to finalise the main
document, which includes typing the content of the document, as well as inserting Mail Merge fields.
To do this you can use the Write & Insert Fields group on the Mailings tab which allows you to do all sorts of
things. Mail Merge fields indicate to Word where the recipient data should be inserted based on the name of
the fields. The name of the Mail Merge field must correspond to the field headings in the recipient list so
Word knows what type of data to insert.
To save time when creating the main document, Word has included the combination fields:
<<AddressBlock>> and <<GreetingLine>>.These fields allow you to select, format and insert multiple fields
such as the First Name, Surname, Address, City, Postcode, and so on into the main document as a single
field, rather than inserting each mail merge field individually.
Preview the Results

Once you have created the main document and inserted the relevant Mail Merge fields, you can preview each
Mail Merge document using the Preview Results group on the Mailings tab. For example, a preview of the
document to be sent out to Recipient 1 will appear — all Mail Merge fields will have been replaced by the
corresponding data from the recipient list in the data source file. You can preview the Mail Merge document
for each recipient to ensure the process has worked properly, as well as check for any formatting or layout
issues. It’s always a good idea to preview the main merge document.
Perform the Mail Merge

When you perform the Mail Merge you can either merge to a new document to save and personalise the
documents as required, or send the Mail Merge documents directly to a printer. To do this simply use the
Finish group on the Mailings tab.

SELECTING THE DOCUMENT TYPE

The first step of the Mail Merge process involves clients or printing envelopes for a bulk mail out.
selecting the main document based on the type Selecting the document type means the document
of document you want to create. For example, will be created in the required layout with some
you may be creating a letter to distribute to formatting already completed to help save time.
1
Try This Yourself:
exercise ensure you
open...
 Click on the Mailings

tab
The Mailings tab
includes all options for
completing a Mail
Merge. Let’s select the
type of document to set 2
up as the main
document...
 Click on Start Mail

Merge in the Start Mail
Merge group to display
a list of document types
and merge options
 Select Letters
Nothing appears to have
happened but the blank
document is now the
main document, ready 3
for you to type the letter.
Leave the document
open for the next
exercise

To select the document type:  If you have selected the wrong document
1. Click on the Mailings tab, then click on Start type as the main document, you can revert it
Mail Merge in the Start Mail Merge group back to a normal Word document. To do this,
click on the Mailings tab, then click on Start
2. Select the desired document or merge type
Mail Merge in the Start Mail Merge group
and select Normal Word Document.

SELECTING THE RECIPIENTS

Recipient data, such as names and addresses Word document. This data file, or data source,
must be stored in a separate file in a tabular must be linked to the starting document so Word
format with columns and rows, such as an Excel knows what fields (headings) are available, as well
spreadsheet, Access database or a table in a as where the merge data is stored.
Try This Yourself:

Continue using the
Same
File

exercise...
 If necessary click on the

Mailings tab, then click
group to display a menu
of options
 Select Use an Existing

List to open the Select
Data Source dialog box,
1
then navigate to the

course files folder
 Navigate to the Course

Files for Microsoft Word
2016 folder, then locate
and click on Data
Source_1.docx, then
click on [Open]
Nothing appears to have
happened but the data
source file is now
attached to the main
document.
Leave the document open 2
for the next exercise

To select the recipients:  If you don’t want to send the Mail Merge
1. Click on the Mailings tab, then click on document to all recipients in the data source,
Select Recipients in the Start Mail Merge you can exclude recipients. To do this, click
group on Edit Recipient List in the Start Mail
2. Select Use Existing List, locate and select Merge group and click on the tick box beside
the data source file, then click on [Open] the recipient name(s) you want to exclude
until it appears without a tick.

INSERTING THE DATE

One of the first things you’ll do when creating a format for business letters is dd MM yyyy, such as
letter is to insert the date. Word’s Date and Time 19 April 2013. But keep in mind that your
dialog box allows you to insert the date organisation may have a specific format you must
automatically in the desired format. The standard apply.
3
Try This Yourself:
Continue using the
Same
File

exercise...
 Ensure the insertion point

is at the top of the
document, then press
three times to insert three
blank paragraphs

then click on Date & Time
in the Text group, to open
the Date and Time dialog 4
box
 Ensure English
(Australia) is selected in
Language
 Click on the date format as

shown to select it
 Click on [OK] to insert the

date into the document
The font applied to the date
and the position of the date
in the document may differ
to what is shown here, as it
depends on the layout and
formatting applied to the
default (Normal) template
on your computer.
Leave the document open

To insert the date:  To set the selected date format as the default
1. Click on the Insert tab, then click on Date & format for all correspondence, select the
Time in the Text group desired format in the Date and Time dialog
box, click on [Set as Default], then click on
2. Select the desired format
[OK] to insert the date and apply it as the
3. Click on [OK] default format.

INSERTING AN ADDRESS BLOCK

When creating mail merge fields, Word will look merge fields into the main document where
at the field headings in the data source to required. For the address details, though, you can
identify the mail merge fields that need to be use the Address Block combination field to insert
inserted into the document. You can insert the the address fields as a single field.
Try This Yourself:

Same
File
 Click to the right of the date

and press three times to
 Click on the Mailings tab,

then click on Address Block
in the Write & Insert Fields
group to open the Insert 2
Address Block dialog box
A preview of the first 3
recipient’s address is shown
in the Preview pane.
Currently, the post code is
missing. This means the field
heading in the data source
does not match the default
Mail Merge heading. Let’s
add it...
 Click on [Match Fields] to

open the Match Fields
dialog box
 Click on the drop arrow for

Postal Code and select
Postal_Code, then click on
[OK]
The post code now appears
in the Preview pane…
 Click on [OK] to insert the

Address Block field into the
document
5
Leave the document open for

the next exercise

To insert an address block:  If you don’t want to use an address block,
1. Click on Address Block in the Write & you can insert the address merge fields one
Insert Fields group by one. To do this, click on Insert Merge
Field in the Write & Insert Fields group,
2. Select the desired format for the recipient
then select the relevant field. Press or
3. Click on [Match Fields] if necessary , then click on Insert Merge Field to
4. Click on [OK] insert the next field, and so on.

INSERTING THE GREETING LINE

The Greeting Line field is a combination field Surname field. You can also format the Greeting
you can use to insert the salutation. The Line field to your preferred format, depending on
Greeting Line field is usually made up of the the level of formality that you want to convey, for
Title field (such as Ms or Mr) and Last name or example, ‘Dear Miss Patford’ or ‘To Kate’.
Try This Yourself:

Continue using the
Same
File

exercise...
 Click to the right of the

Address Block field and
press three times to
 On the Mailings tab, click

on Greeting Line in the
Write & Insert Fields
1
3
group to open the Insert
Greeting Line dialog box
A preview of the salutation
for the first recipient is
shown in the Preview pane.
Currently, a comma
appears at the end of the
salutation. Let’s remove the
comma because the most
widely accepted layout for
business documents is a
fully blocked style with
open punctuation (all
unnecessary commas and
full stops removed)...
 Click on the drop arrow to

the right of the comma box
and select (none) as
shown
 Click on [OK] to accept the

change and insert the
Greeting Line field
Leave the document open
4

To insert the greeting line:  If the preview in the Preview pane of the
1. Click on the Mailings tab, then click on Insert Greeting Line field is blank or only
Greeting Line in the Write & Insert Fields partially correct, you may need to match the
group field names. To do this, click on [Match
Fields] then, under Required for Greeting
2. Set the desired Greeting line format
Line, select the field name that corresponds
3. Click on [OK] to the Courtesy Title and Last Name.

TYPING THE LETTER

The next step in the Mail Merge process is to set be sent out to the recipients. This step also
up the main document, which means typing the includes applying any font or paragraph formatting,
text or inserting the required content into the inserting headers and footers, as well as adjusting
document. In this case you’ll type a letter that will the page layout, if necessary.
Try This Yourself:

 Click to the right of the

Greeting Line field and
press twice
 Type the text as shown,

pressing at the end of
each paragraph.
Note the following:
 Press twice after
typing RE: Personal
Assistant …
 The hash symbols (#)
indicate where the
remaining mail merge
fields will be inserted
 Press four times after
sincerely, to insert space 2
for the signature
Press and after
Fred Smith to insert a soft
return
 Select the text Re:

Personal Assistant to the
General Manager and
press + to make the
text bold
Leave this document open

To type the letter:  It is customary to end a letter in a polite way
1. Click in the document and type the details as by using a complimentary close. The two
desired most common closes are ‘Yours faithfully’
(used when addressing the recipient as Sir or
2. Apply any font and paragraph formatting as
Madam) and ‘Yours sincerely’ (used with
required
personalised salutations such as ‘Dear
3. Adjust the page layout as required Marie’ or ‘Dear Ms Smeetz’).

INSERTING INDIVIDUAL MERGE FIELDS

As part of setting up the main document, you can appear and then select the desired field from either
insert individual merge fields from your data the Insert Merge Fields drop-down menu or dialog
source file. Simply click in the document at the box. During the merge, the values from the data
location where you want the information to source file will replace the mail merge field code.
Try This Yourself:

Continue using the
Same
File

exercise...
 Select the first hash

symbol (#) in the second
paragraph, but make sure
not to select the space 1
after #
 Click on the Mailings tab,

click on the bottom half of
Insert Merge Field in the
Write & Insert Fields
group to display a list of
available merge fields in
the attached data source
file
The interview date needs
to be inserted here...
3
 Select Date
The selected hash symbol
will be replaced with the
Date merge field. Let’s
insert the time of the
interview...
 Repeat steps 1 to 3 to
replace the second hash
symbol (#) with the Time
merge field
Leave the document open 4

To insert merge fields:  You cannot manually type the merge field
1. Position the cursor where you want to insert characters (<< >>) or use the Symbol
the merge field command on the Insert tab.
2. Click on the bottom half of Insert Merge  If the merge fields appear as the underlying
Field in the Write & Insert Fields group and field codes, such as {MERGEFIELD Time},
select the required merge field right-click on the code and select Toggle
Field Codes to display the merge fields.

PREVIEWING THE MERGE

By this stage you should have finalised the main the merged documents to see how they will look
document, including inserting content and when printed or sent. At this stage you can check
applicable merge fields, and finalised the layout for spelling, layout and then make the required
of the document if required. Now you can preview changes before completing the merge.
Try This Yourself:

Same
File

on Preview Results in the
Preview Results group
A preview of the first merged
document, addressed to the
first recipient will appear. At
this point you could fix any
layout or formatting issues.
 Click on Preview Results

again to return to the main
document, then click in the
text Yours sincerely

then click on for Spacing
Before in the Paragraph
group, until it reads 18 pt
 Click on the Mailings tab,

then click on Preview
Results again to view the 4
result
Now let’s preview all the
merged documents...
 Click on Next Record in the

Preview Results group to
scroll through the records,
then click on First Record
to return to the first record First Record Next Record
5

To preview the merge:  To preview a merged document for a
1. On the Mailings tab, click on Preview particular recipient, click on Find Recipient
Results in the Preview Results group in the Preview Results group on the
Mailings tab. Type the text you are looking
2. Click on Next Record and Previous Record
for in Find what, select the field in which the
to scroll through each merged document
text is found in In field and click on [Find
Next].

COMPLETING THE MERGE

When you’re ready to complete the merge, you created that contains all of the merged documents,
can send the merged documents directly to the each starting on a new page. You can then edit the
printer or you can edit the individual letters. When individual letters as required, or save the document
you select the latter option, a new document is to merge it at a later date.
Try This Yourself:

Same
File
 Click on the Mailings tab, then

click on Finish & Merge in the
Finish group to display a 1
menu of options
Let’s print the first merged
document…
 Select Print Documents to

open the Merge to Printer
dialog box
 Click on Current record, as

shown, then click on [OK] and
click on [OK] again to print the
2 3
first merged document
Now let’s merge the records to
a new document…
 Repeat step 1 and select Edit

Individual Documents to
open the Merge to New
Document dialog box
 Click on All in Merge records,

then click on [OK] to create a
new document called Letters1
Notice that the status bar
indicates you are on ‘Page 1
of 5’, as each letter is on a
separate page of the
document... 5
 Click on the File tab, click on

Close, then click on [Don’t
Save] to close the letters
without saving

To complete the merge:  If you have included recipients’ email
1. On the Mailings tab, click on Finish & Merge addresses in the data source, you can email
in the Finish group the merged document to each recipient. To
2. Select Edit individual document, then click do this, click on Finish & Merge and select
on [OK] to create the letters, or Send Email Messages. Select the email
Select Print Documents, then click on [OK] field for To, type a Subject and select the
preferred Mail format. Click on [OK].

NOTES:

CHAPTER 15
INFOCUS
MERGING TO LABELS
When you want to use address labels to send a mass mailing to a

specific address list, you can use Word’s Mail Merge feature to
create sheets of address labels – where each label contains an
address from your address list.
There are two ways you can produce mailing labels. You can either
use the step-by-step Mail Merge Wizard or you can work through
the Mail Merge steps yourself, which is what you will do in this
chapter.
 learn how to set up mailing labels

 learn how to complete mailing labels.
© Watsonia Publishing Page 127 Chapter 15 - Merging to Labels

SETTING UP MAILING LABELS

Mailing labels are easy to create, particularly if obscure sheet of labels, you can specify the
you purchase standard mailing labels from known dimensions of the label yourself using the Label
label vendors so the label dimensions match the Options dialog box.
corresponding codes in Word. Even if you use an
1
Try This Yourself:
you MUST ensure a blank
document is open...
 Click on the Mailings tab, click

on Start Mail Merge in the
Start Mail Merge group and
select Labels
The Label Options dialog box
will open…
 In Tray, ensure Default tray is

selected, then in Label
vendors select Avery A4/A5
If you are using different labels,
select the appropriate option…
 Under Product number scroll

down to and click on L783,
then click on [OK]
Dotted lines should appear
showing each label on the 3 If dotted lines indicating the labels don’t appear, click
page. Let’s add the recipients… in the document and click on the Table Tools: Layout
tab then click on View Gridlines in the Table group.
 Click on Select Recipients in
the Start Mail Merge group
and select Use an Existing
List to open the Select Data
Source dialog box
 Navigate to the course files

folder, select Data
Source.docx, then click on
[Open]
Next Record appears in all
labels except the first, which is
ready for you to select the 5
merge fields you want to
include in the labels. Keep this
file open for the next exercise

To create mailing labels:  If you want to specify your own label
1. Click on Start Mail Merge on the Mailings dimensions, click on [New Label] in the
tab and select Labels Label Options dialog box.
2. Specify the label options and click on [OK]
3. Click on Select Recipients in the Start Mail
Merge group

COMPLETING MAILING LABELS

Once you’ve specified the dimensions of your want to select name and address details but this
label sheets and selected the recipient list, you isn’t the sole use of mailing labels. You may want
are ready to select the fields of data you want to to produce labels for stock items, name badges,
include on your labels. In most instances, you will and more.
Try This Yourself:

Same
File

Mailing Labels_1.docx...
A message will appear asking if
you want to continue. Click on
[Yes] to open the file…
 On the Mailings tab click on the

bottom half of Insert Merge Field
in the Write & Insert Fields group 2
to display a menu of options
 Click on Title to insert this field,

then press to insert a blank
space after the Title field
 Repeat steps 1 and 2 to insert the

Surname field
Let’s add the next line of fields…
 Press + to move the

cursor to the next line, then repeat
the above steps to insert the
Address field
 Click on Update Labels in the

Write & Insert Fields group to add
the fields to all labels on the page
5
 Click on Preview Results in the

Preview Results group to see how
all labels would appear if printed
 Click on Preview Results again to

turn off preview mode, then close
the file without saving it
If you want to edit and print the
labels, click on Finish & Merge in
the Finish group

To complete mailing labels:  Use the options in the Write & Insert Fields
1. On the Mailings tab click on Insert Merge group to control the information that is added
Field in the Write & Insert Fields group to the first blank address label. For example,
you can click on individual fields rather than
2. Select the fields and click on [Insert]
the Address block to insert and format the
3. Click on Update Labels recipient’s name and postal address details.
4. Preview, edit and print the labels

NOTES:

CHAPTER 16
INFOCUS
MAIL MERGE TECHNIQUES
Word allows you to customise your Mail Merges by filtering and

sorting recipients, as well as creating and applying rules that
instruct Word what data to insert in specific fields when certain
conditions have been met. If you spend a lot of time preparing and
processing mail outs and the like, then these features could prove a
valuable time-saver.
 learn how to run a saved merge

 learn how to exclude recipients from a mail merge
 learn how to filter recipients
 learn how to sort recipient records
 learn how to select another data source
 learn how to apply an if...then...else rule
 learn how to apply a Fill-In rule.
© Watsonia Publishing Page 131 Chapter 16 - Mail Merge Techniques

RUNNING A SAVED MERGE

When you create a Mail Merge document and main document, and Word will automatically retain
link the data source to the main document, you the data source and field information. You can then
don’t have to complete the merge process before resume and run the saved Mail Merge at a later
closing the document. Instead, you can save the date.
1
Try This Yourself:
ensure Word is open...
 Open the file Merging

Techniques_1.docx from
the course files folder
Because this file is an
existing merge document,
you will be presented with a
message box asking
whether or not you want to
have data placed in the
document from the
attached data source...
 Click on [Yes] to open the

merge document
Let’s complete the merge...
4
 Click on the Mailings tab,
then click on Finish &
Merge in the Finish group
and select Edit Individual
Documents to open the
Merge to New Document
dialog box
 Ensure All is selected, then

click on [OK] to create the
merge letters
A new document will be
created titled ‘Letters1’…
 Scroll through the

document Letters1 (there
should be 45 letters), then
5 Note that your merge letters document may have a different number in
the title depending on how many merge letter documents you have
created. For instance, your document may be titled Letters3 if this is
close the document without the third merge letter document you have created today.
saving and leave the Mail
Merge document open

To run a saved merge:  If you click on [No] at the SQL command
1. Open the merge main document prompt when opening an existing merge
2. Click on [Yes] to place the data from the document, the document will open without
attached data source into the merge the data source attached. You cannot
document perform a merge unless you attach a data
3. On the Mailings tab click on Finish & Merge source, so if you do select [No] make sure
you attach another data source.

EXCLUDING RECIPIENTS
If you use the same data source to perform Mail default, all recipients are included in the Mail
Merges for various documents, you may find that Merge, but fortunately you can select to exclude
at times you don’t want a merge document to be recipients from a Mail Merge in the Mail Merge
sent to all recipients in the data source. By Recipients dialog box.
Try This Yourself:

Continue using the previous file with
Same
File
this exercise, or open the file

Merging Techniques_1.docx...
 Click on the Mailings tab, then click

on Edit Recipient List in the Start
Mail Merge group to open the Mail
Merge Recipients dialog box
A tick beside the recipient’s name
indicates they will be included in the
Mail Merge...
 Click on the check boxes to remove

the tick for the Surnames: Jennings,
Foreman, Billings, Marsh,
Richardson, Young, Oakley 2
 Click on [OK] to close the Mail

 Click on Finish & Merge and select

Edit Individual Documents to open
the Merge to New Document dialog
box
 Ensure All is selected, then click on

[OK] to create the merge letters in a
new document – Letters2.docx
Note your merge letters document
may have a different number in the
title depending on how many merge 6
letter documents you have created.
Also notice that in this case ‘All’
means all selected recipients…
 Scroll through some of the letters

(there should be 38), then close the
merge letters without saving but
keep Merging Techniques_1.docx
open

To select recipients:  If you want to exclude more recipients than
1. On the Mailings tab click on Edit Recipient you want to include, click on the tick in the
List in the Start Mail Merge group Header row in the Mail Merge Recipients
2. Remove the tick for the records that are not dialog box. This will remove all ticks and then
to be included in the merge you can click on selected recipients to mark
them with a tick.
3. Click on [OK] then finish the merge

FILTERING RECIPIENTS
You can select recipients to include by applying a only want to send the Mail Merge document to
filter. A filter is a set of conditions that tells Word those recipients who live in Victoria or New South
which recipients to include or exclude based on Wales. Filters are applied by creating a query that
the criteria you specify. For example, you might states the criteria.
Try This Yourself:

 On the Mailings tab click on Edit

Recipient List, then under Refine
recipient list, click on Filter to
open the Query Options dialog
box
 Click on the drop arrow for Field 2

and select State, then click in
Compare to and type VIC
 Click on [OK], then scroll to the

right of the Mail Merge
Recipients dialog box to see the
State column
Only records for Victoria appear…
 Click on the tick box to the right of

Data Source in the header row
two times, to reselect all records
 Click on [OK] to close the Mail

We could complete the merge, but
let’s just preview the results…
 Click on Preview Results in the

Preview Results group, then click
on Next Record to preview each 3
letter
Let’s remove the filter…
 Click on Edit Recipient List in the

Start Mail Merge group, then click
on Filter and click on [Clear All]
 Click on [OK], then click on [OK]

again

To filter recipients:  To locate a specific recipient, click on Find
1. Click on Edit Recipient List recipient in the Mail Merge Recipients
dialog box, or click on Find Recipient in the
2. Click on Filter
Preview Results group on the Mailings tab.
3. Enter the desired conditions in Field, Type the criteria in Find what, click on the
Comparison and Compare to drop arrow for In field and select the field to
4. Click on [OK], then click on [OK] again search in. Click on [OK].

SORTING RECIPIENTS
The Sort feature allows you to sort recipient or in Surname order. The benefits to sorting
records by a specified field in either ascending records before merging and printing are obvious.
(A-Z, 1-9) or descending order. For example, you For one, it takes less time to find the letters you
may want the records sorted in Postcode order, need, and they’re easier to file if required.
2
Try This Yourself:
Same

File
the file Merging

 On the Mailings tab, click on

Edit Recipient List in the
Start Mail Merge group, then
under Refine recipient list,
click on Sort to open the
Sort Records tab of the 3
Query Options dialog box
Let’s sort the records by
surname…

Sort by and select Surname
 Ensure Ascending is
selected, then click on [OK]
The records will appear in
ascending order of
Surname...
 Click on [OK] to close the

Mail Merge Recipients
dialog box
 Ensure that Preview Results

is selected in the Preview
Results group, then click on
Next Record to preview
each letter
 Click on Preview Results to

turn off preview mode

To sort recipients:  There is more than one way to sort recipient
1. Click on Edit Recipient List records in the Mail Merge Recipients dialog
box. You may find it quicker to click on the
2. Click on Sort
drop arrow in the Header row of the field that
3. Enter the required conditions you want to sort by. You can then select from
4. Click on [OK], then click on [OK] again a range of sorting and filtering options.
5. Complete the merge

SELECTING ANOTHER DATA SOURCE

If you want to send the same document to many that you can merge the main document with one
people, but the recipient records are contained in data source, and then merge the same document
more than one data source, you can select a over and over again using different data sources.
different data source to merge to. This means
Try This Yourself:

Continue using the
Same
File

exercise...

group and select Use an
Existing List to open the
Select Data Source
dialog box 2
 Navigate to the course

files folder, then double-
click on Data
Source_2.docx
Your merge document will
now be attached to a
different data source. At
this point you could click
on Finish & Merge to
complete the merge, but
let’s just preview the
result… 3
 Click on Preview Results

in the Preview Results
group, then click on Next
Record to preview each
letter
There will be 5 letters

To select an alternative data source:  You can use Excel spreadsheets and
1. On the Mailings tab, click on Select Access database files as data sources. You
Recipients in the Start Mail Merge group just need to ensure the field names in the
first (header) row of the data source match
2. Navigate to and select the data source
the merge field names in the main document.

APPLYING AN IF…THEN…ELSE… RULE

It’s not only recipient information you can merge set. The If...Then...Else... rule instructs Word to
into a Mail Merge document. You can also apply insert specific text if a certain condition is met, but if
rules that instruct Word to insert specific this condition is not met, then insert alternative text
information based on the conditions you have instead.
Try This Yourself:

Open

File
the file Merging

A message will appear
asking if you want to
continue. Click [Yes]. 1
 Click on the Mailings tab,

then position the insertion
point in the blank
paragraph after
<<Account_Number>>,
 Click on Rules in the Write

& Insert Fields group to
display a menu of options
and select
If...Then...Else... to open
the Insert Word Field: IF
dialog box
 Enter the details as shown

The rule states that If the
Account_balance is 3
Greater than Zero, Then
insert this text, or
Otherwise (Else) insert this
text…
 Click on [OK], click on

Preview Results in the
Preview Results group,
then click on Next Record
to preview each letter
 Click on Preview Results

to turn off preview mode

To apply an If…Then…Else… rule:  You can use the Skip Record If rule to
1. Click on Rules in the Write & Insert Fields exclude records when they meet specific
group and select If…Then…Else… criteria. To do this, click on Rules and select
Skip Record If.... Complete the fields as
2. Select a Field name, set the Comparison
required.
and type the Compare to conditions
3. Type the required text, then click on [OK]

APPLYING A FILL IN RULE

You can apply a Fill-In rule to prompt document When the merge is run, a dialog box will be
users to enter specific information. This might be displayed prompting the user to enter specific data,
useful particularly when multiple people are using such as the date, subject or their signatory, for the
the same mail merge document, for example. fields that have a rule applied.
Try This Yourself:

Same
File
this exercise, or open the file

 Select the two lines of text as shown 1
 Click on the Mailings tab, click on

Rules in the Write & Insert Fields
group, then select Fill-in to open the
Insert Word Field: Fill-in dialog box
 Under Prompt type Enter your

name and title, press and type
James Smith, then press and
type Credit Control Officer, as
shown
 Click on Ask once to select it, then

click on [OK]
2 3
Ask once ensures that you are only
prompted once during the merge
process and not for each record.
Word will now test-run the rule.
A dialog box will appear…
 Click on [OK] to insert the default

name and title
 Click on Finish & Merge in the

Finish group and select Edit
Individual Documents to open the
5
Merge to New Document dialog

box
 Ensure All is selected, click on [OK]

to start the merge, then click on
[OK] to accept the name and title
Nine records will be merged, as
shown in the status bar
6

To apply a fill-in rule:  To edit a rule, right-click on an instance of
1. Click on Rules in the Write & Insert Fields that rule in the document (such as the
group and select Fill-in... inserted name or title), and select Edit Field
to open the Edit Field dialog box. Here you
2. Type the Prompt and Default fill-in text
can alter the field type, the Prompt, as well
3. Tick Ask once as desired as the Default response to prompt.
4. Click on [OK]

CHAPTER 17
INFOCUS
SHAPES
Word provides many ready-made shapes you can draw and insert
into your documents, including lines, rectangles, icons, arrows,
stars, banners, and the list goes on! By drawing shapes, you can
communicate plans, diagrams, flowcharts, processes and much
more.
You can draw shapes anywhere on your page or in a special
container called a drawing canvas.
 gain an understanding of shapes

 learn how to draw shapes
 learn how to select shapes
 learn how to resize a shape
 learn how to move shapes
 learn how to align shapes
 learn how to rotate shapes
 learn how to group shapes
 learn how to arrange shapes
 learn how to delete shapes
 learn how to apply a fill to a drawing canvas
 learn how to apply text wrapping to a canvas.
© Watsonia Publishing Page 139 Chapter 17 - Shapes

UNDERSTANDING SHAPES
Shapes can add visual appeal to a document. blocks of text. You can select and draw one of the
They can be used to communicate information many shapes available in the Shapes gallery, and
graphically, emphasise specific text, highlight or then format and customise the shape to suit your
illustrate ideas in the text, or simply break up long needs.
Types of Shapes
The Shapes gallery contains several categories
of shapes you can choose from. You can
access this gallery by clicking on the Insert tab
and clicking on Shapes in the Illustrations
group. The categories are as follows:
Recently Used Shapes
This section contains the shapes you have used
most recently so you can easily access them.
Lines
These include lines, arrows and connectors, as
well as a freehand drawing tool.
Rectangles
These include a selection of different rectangles
Basic Shapes
These include a range of geometric shapes, such
as rectangles, circles, triangles, brackets and text
boxes, as well as a few less serious shapes,
such as a smiley face and a heart.
Block Arrows
If you need an arrow, you’re bound to find it in
Block Arrows.
Equation Shapes
These contain shapes based on equation
symbols such as a plus sign.
Flowchart
You’ll find all of the shapes you’d normally use in a flowchart in this section. They can be joined together
using the connectors under Lines.
Stars and Banners
Specifically used for highlighting special text, you can create fancy scrolls and stars, and can even
specify exactly how many points you want on a star and how big it should be.
Callouts
Callouts are typically used as annotations for drawings or pictures. This category includes a wide range
of callouts including those with or without borders.
Shape Controls
Shapes are created with special control handles that enable you to adjust their shape and size. The
square handles on the sides and corners are used for sizing. The circle handle at the top of the
shape is used for rotation. The diamond handle is used to adjust the proportions of some shapes,
such as making this arrow narrower or sharper.
Drawing Canvas
You can draw shapes directly onto the page, or you can draw them within a drawing canvas. To insert
a drawing canvas simply select New Drawing Canvas from the Shapes gallery. The advantage of
using a drawing canvas is that it allows you to position and move the shapes on a page as a group.
Using a drawing canvas also provides a framework when applying text-wrapping styles around the
object. Note you cannot align shapes to each other within the drawing canvas.

DRAWING SHAPES
Inserting and drawing shapes is very easy. To shape from the gallery and click and drag on the
insert a shape at the default size simply select a page.
shape from the Shapes gallery and click once on
the page. To draw to a custom size, select the
2
Try This Yourself:
Open
File

Shapes_1.docx…
 Press + to position
the insertion point at the end
of the document
 Click on the Insert tab, then

click on Shapes in the
Illustrations group to
display the Shapes gallery
4
 Select the shape Can under

Basic Shapes (2nd row, 11th
column)
 Click once to insert a

cylinder at the default size,
as shown
 Repeat steps 2 and 3, then

click and drag to draw two
more cylinders at a custom
size, as shown
Don’t be concerned with
sizing at this point. If you
5
make a mistake while
drawing, press + to
undo, then try again

To insert a shape:  You can access and insert shapes from the
1. Click on the Insert tab, then click on Shapes Shapes gallery located in the Insert Shapes
in the Illustrations group group on the Drawing Tools: Format tab.
2. Select a shape  The Drawing Tools: Format tab appears
3. Click to draw a default sized shape or drag to when you insert a shape.
draw a custom sized shape

SELECTING SHAPES
Before you can work with a shape, such as shape. The side and corner handles are used for
moving, resizing or formatting it, you need to resizing, the round handle at the top of the shape is
select it. When a shape is selected, a bounding used for rotating, and the yellow handle is used to
box and control handles appear around the edit the shape.
1
Try This Yourself:
Same

File
open the file

Shapes_2.docx...
 Click on the left shape, as

shown
A bounding box and
handles will appear around
the shape. Look for the
three different types of 3
handles – white circles on
the sides, white round
handle at the top and the
yellow circle on the curve...
 Click on the middle shape

The first one will be
deselected...
 Click on the far left shape,

hold down and click on
the other two shapes
All three shapes will be
selected and could be 4
formatted all at once if
necessary...
 Click anywhere on the page

to deselect the shapes

To select a shape:  If you have multiple shapes selected, you
 Click on the shape can deselect one shape at a time by holding
down and clicking on the shape you
To deselect a shape: want to deselect.
 Click outside the shape

RESIZING SHAPES
Sometimes you need to adjust the size of a you can use the Size controls in the Size group on
shape you’ve drawn, and there are several ways the Drawing Tools: Format tab to increase or
to do this. One option is to use the control decrease the width and/or height of the shape
handles to resize a shape manually. Alternatively incrementally.
1
Try This Yourself:
Same

File
open the file

Shapes_3.docx...
 Select the right shape, then

point to the top right corner
of the shape until a two-
headed arrow pointer
appears
 Click and drag down to

resize the shape
3
 Select the middle shape and

drag the side handles
inwards until it appears as
shown
Let’s resize these shapes
accurately…
 Select the right shape, click

on the Drawing Tools:
Format tab, then click in
Height in the Size group
and click on the up spinner
arrow until it reaches 3.8 cm 6
Take note of the Width of

the shape…
 Select the left shape then

repeat steps 3 and 4 to
apply the same height and
width as the right shape
 Click anywhere on the page

to deselect the shape

To resize a shape:  If you wanted to create shapes that were all
1. Select a shape the same size you could select all of the
shapes, click on the Drawing Tools: Format
2. Drag the control handles, or
tab, then click in the Height and Width
Click on the Drawing Tools: Format tab if boxes in the Size group and type the desired
required, then adjust the values in Height or values.
Width in the Size group

MOVING SHAPES
When you draw a shape on the page or in the by dragging it with the mouse or using the arrow
drawing canvas, it’s likely you’ll need to make keys. Special key combinations give you more
small adjustments to the position of the shape. control over the position of a shape so you can
Word allows you to move a shape around a page move it in small increments.
2
Try This Yourself:
Continue using the
Same

File

Shapes_4.docx...
 Select the left shape
 Press and
repeatedly until the shape
is positioned as shown
3
The first time you press
an arrow key the shape
will move to the next
gridline – even when the
gridlines are hidden. From
then on the shape will
move from gridline to
gridline with each key
press…
 Click on the right shape to

select it, then press
and repeatedly until
the shape is positioned as 4
shown
Shapes and drawings can
also be moved by
dragging with the
mouse...
 Select all three shapes

and drag to the left

To move a shape:  You can move a shape 10 points at a time by
1. Click on the shape or drawing to select it holding down while using the arrow keys.
2. Drag it with the mouse, or This will only work if the gridlines are turned
on. To do this click on the View tab and tick
Use the arrow keys to move it around Gridlines in the Show group.

ALIGNING SHAPES
When you create a drawing composed of multiple shapes. This is quicker than aligning shapes by
shapes, you can use Word’s Align tool to ensure eye.
the shapes are aligned accurately with other
1
Try This Yourself:
Same

File
open the file

Shapes_5.docx...
 Ensure all three shapes are

selected
 Click on the Drawing Tools:

Format tab, then click on
Align in the Arrange group
2
 Ensure Align Selected
Objects is ticked
This ensures the shapes are
aligned with each other, and
not with the page…
 Select Align Bottom to

align the bottom of the
shapes with each other, as
shown
 Click anywhere on the page

to deselect the shapes
4
If you have a number of shapes you want to

space evenly, select all of the shapes, click on
Align in the Arrange group and select
Distribute Horizontally or Distribute Vertically.
The amount of space between each shape is
dependent on the distance between the first and
last shape.

To align shapes:  If you want to align shapes with text, such as
1. Select the shapes, then click on the Drawing headings and the like, or align with the
Tools: Format tab margins or centre of the page you can use
the Alignment Guides. Simply click on the
2. Click on Align in the Arrange group and
Drawing Tools: Format tab, click on Align
select an alignment option
in the Arrange group and select Use
Alignment Guides so it appears with a tick.

ROTATING SHAPES
You can rotate shapes to varying degrees. When shape. You can use this handle to rotate the shape
you select a shape it displays control handles to the angle you prefer or you can select from a
around its perimeter and one of these is a small, range of rotation options using the Rotate tool.
round handle that extends from the top of the
2
Try This Yourself:
Continue using the
Same

File

Shapes_6.docx...
 Select the middle shape

Notice the selection
handles on the sides of the
shape and the rotation
handle at the top…
3
 Point to the rotation handle
until the pointer appears as
a rotation icon, as shown
 Hold down the left mouse

button and drag the handle
to the right, then release
the mouse button to
position the shape, as
shown
You can also use the
preset rotation options…
 Click on the Drawing

Tools: Format tab, then
click on Rotate in the
4
Arrange group and select

Flip Horizontal

To rotate a shape:  You can rotate a shape to a specific angle.
1. Select the shape To do this, select the shape, click on the
Drawing Tools: Format tab, then click on
2. Click and drag the rotation handle, or
Rotate in the Arrange group and select
Click on the Drawing Tools: Format tab, More Rotation Options. Double-click on the
then click on Rotate in the Arrange group Rotation value, type the required angle and
and select an option click on [OK].

GROUPING SHAPES
When working with multiple shapes, such as shapes act as a single object and, as such, can be
where you have drawn a number of individual moved, aligned and formatted as a single object.
shapes to make up a single diagram, you may
find it easier to group the shapes. Grouped
2
Try This Yourself:
Same
File

file Shapes_7.docx...
3
 Select all three shapes, then

click on the Drawing Tools:
Format tab
 Click on Group in the Arrange

group and select Group, as
shown
The shapes will be contained
within the one bounding box and
treated as a single object…
 Select the bounding box for the

grouped shapes, then point to
the top right corner until a two-
4
headed arrow appears
 Drag up diagonally to resize all

three shapes, as shown
The shapes are resized as one
object but you can still select a
single shape within the group
and edit it individually…
 Click on the middle shape within

the group
This shape will now be selected 6
and can be edited as a separate
shape…
 Click on the Drawing Tools:

Format tab, click in Height in
the Size group and type 5.5 cm
 Repeat step 2 to select

Ungroup to ungroup the shapes

To group or ungroup shapes:  To quickly group or ungroup shapes, right-
1. Select the shapes, click on the Drawing click on the selected shapes to display a
Tools: Format tab, then click on Group in shortcut menu, point to Group and select
the Arrange group either Group or Ungroup.
2. Select Group to group shapes, or
Select Ungroup to ungroup shapes

ARRANGING SHAPES
When you draw multiple shapes they may shapes to your preferred stacking order so that
sometimes overlap each other. That is, each some appear to be in front of other shapes, while
consecutive shape may be stacked above the some appear behind.
previous shape. Word enables you to arrange the
2
Try This Yourself:
Continue using the
Same

File

Shapes_8.docx...
 Select the right can, then

click on the Drawing
Tools: Format tab
 Click on the lower half of

Send Backward in the
Arrange group and select 3
Send to Back
3
The middle shape will now
become the top layer and
will no longer be obscured
by the right shape...
 Select the left shape, then

click on the lower half of
Send Forward in the
Arrange group and select
Bring to Front
The left shape will now
become the top layer and 4
will appear in front of the
middle shape
 Click anywhere on the

page to deselect the
shapes

To arrange shapes:  In a complex illustration consisting of multiple
1. Select a shape shapes or objects, you can click on the top
half of Bring Forward to move the selected
2. Click on the lower half of Bring Forward, or
shape forward one layer at a time. The
Send Backward in the Arrange group and reverse occurs if you click on the top half of
select an option Send Backward.

DELETING SHAPES
There may be times when you decide you need press or . If the shape has text wrapping
to remove a shape from a new or existing applied, the text will adjust to fill the space that
document for whatever reason. Luckily deleting becomes available. If the shape is within a drawing
shapes is a cinch! Simply select the shape and canvas, the text won’t be affected.
1
Try This Yourself:
Continue using the
Same

File

Shapes_9.docx...
 Select all three shapes, as

shown
 Press
The shapes are deleted…
2
 Click on Undo in the QAT
to restore the shapes
 Select the right shape and

press to delete the
one shape
 Press +
restore the shape
to

To delete a shape:  You can delete a shape or multiple shapes
1. Select the shape by selecting the shape(s) and press .
2. Press or

APPLYING A FILL TO THE DRAWING CANVAS

Instead of inserting shapes directly onto the one object without having to select them first. You
page, you can insert them into a drawing canvas. can also apply a fill to the canvas. As well as solid
This gives you the benefit of being able to move colour fills, Word provides a range of other fills,
all shapes within the drawing canvas around as including gradients and textures.
Try This Yourself:

Open
File
MUST open the file

Shapes_10.docx...
 Select the drawing canvas,

ensuring none of the shapes are
selected

Format tab, then click on Shape
Fill in the Shape Styles group
2
 Point to several colours under
Theme Colours to view the
result to the canvas in Live
Preview
 Click on Blue, Accent 1, Lighter

60% to apply this colour
Let’s apply a gradient fill…
Repeat step 2, point to Gradient,
 then select More Gradients to
open the Format Shape pane
Let’s change one of the gradient
colours…
Select Gradient fill under Fill
 4
 Click on the drop arrow for
Direction under Fill to open a
gallery of options and select
Linear Down
 Ensure Gradient Stop 1 of 4 is

selected, click on the drop arrow
for Colour and select White,
then click on Close to close the
Format Shape pane
5 8

To apply a fill to a drawing canvas:  Using the Format shape pane you can
1. Click above a shape to display the drawing achieve all kinds of effects, such as filling the
canvas selected shape with a pattern or applying a
2. Click on Shape Fill in the Shape Styles border.
group on the Drawing Tools: Format tab
3. Select the desired fill option

APPLYING TEXT WRAPPING TO A CANVAS

You can specify how text wraps around a located with text appearing only above and below
drawing canvas. For instance, if you want the it, select Top and Bottom. You can also use the
canvas to be inserted within the text, select In text wrapping settings to position the drawing
Line with Text. If you want the canvas to be canvas either In Front of or Behind the text.
2
Try This Yourself:
Same
File

file Shapes_11.docx...
 Select the drawing canvas,

then right-click to display a
shortcut menu and select Fit to
resize the canvas to fit the
contents
 Click on the Layout Options

button to the top right of the
canvas to view text wrapping 3
options
Currently it is set to In Line with
Text...
 Close the menu, point to the

border of the drawing canvas
until the pointer changes to a
four-headed arrow, then click
and drag the canvas until it is 4
positioned, as shown, then
release the mouse button
Notice the text doesn’t wrap
around the canvas...
 Repeat step 2, select Tight

then click away to deselect the
canvas and view the result
The text will closely follow the 5
edge of the contents in the
drawing canvas...
 Repeat step 4 to select

Square, then drag the drawing
canvas until it is positioned as
shown

To wrap text around the drawing canvas:  You can apply text wrapping to individual or
1. Select the drawing canvas grouped shapes that are not within a drawing
canvas. If you have selected Tight text
2. Click on the Layout Options button
wrapping you can also edit the way the text
3. Select the desired text-wrapping option flows around the shape by clicking on Edit
Shape in the Insert Shapes group on the
Drawing Tools: Format tab.

NOTES:

CHAPTER 18
INFOCUS
ENHANCING SHAPES
If you think there is not much to shapes other than inserting and
filling them, well think again. There are many ways you can edit and
enhance shapes using the various tools available to do things such
as apply shadows and reflections, or create a 3-D effect.
 learn how to apply shape styles

 gain an understanding of filling shapes
 learn how to apply a fill to shapes
 learn how to apply a gradient fill to a shape
 learn how to apply picture fill to shapes
 gain an understanding of shape outlines
 learn how to apply an outlines to a shape
 learn how to change shapes
 learn how to insert and format text in a shape
 learn how to apply shadow effects to shapes
 learn how to apply reflection effects to shapes
 learn how to apply glow effects to shapes
 learn how to soften and bevel edges of pictures
 learn how to apply 3-D effects to shapes.
© Watsonia Publishing Page 153 Chapter 18 - Enhancing Shapes

APPLYING SHAPE STYLES

Shapes have a shape style (border and fill different style via the Shape Styles gallery.
colour) applied by default that matches the However, these alternative shape style options are
document theme to maintain a consistent design also designed to match the current theme and will
across the document. You can select and apply a change depending on the theme you choose.
Try This Yourself:

Open
File
MUST open the file Enhancing

Shapes_1.docx…
 Select the star and move it on top of

the banner, as shown
The default Office theme is applied
to these shapes so by default their
style is set by the theme…
1
Format tab, then click on the More
arrow for Shape Styles in the
Shape Styles group to display the
Shape Styles gallery
These are the shape style options
available for the Office theme. Let’s
select a different theme to see how
its shape style options differ…
 Click on the Design tab, click on

Themes in the Document
Formatting group to display a
menu of options, then select Ion to
apply this theme 2
Notice the colour of the shapes
changes to the default colour for the
Ion theme…
 Repeat step 2 to see the Shape

Style options for the Ion theme,
then repeat step 3 to apply the
Office theme again
 Ensure the star is selected, then

display the Shape Styles gallery
and click on Light 1 Outline,
Coloured Fill, Grey 50%, Accent 3
to apply this shape style to the star
5

To apply a shape style:  You can access more theme fills by clicking
1. Select a shape on the Drawing Tools: Format tab, clicking
on the More arrow for the Shape Styles
2. Click on the Drawing Tools: Format tab,
gallery in the Shape Styles group and
then click on the More arrow for Shape
selecting Other Theme Fills to open a
Styles in the Shape Styles group
gallery of options. These options change
3. Click on a style to apply it depending on the current theme.

FILLING SHAPES
You can insert shapes anywhere within your filled with different colours, gradients, textures,
document as floating objects or you can restrict patterns and even pictures.
them by inserting them into a drawing canvas.
The drawing canvas itself and/or shapes can be
Selecting What To Fill

Before using the available Fill options, you must select the objects you wish to apply the fill to. You can
select a single object, multiple objects or even a drawing canvas. You can then use the Shape Styles
gallery or the Shape Fill tool on the Drawing Tools: Format tab (as shown below) to format the
selection.
Note you can also fill a selected object using the Format Shape pane. To open this task pane, click on
the dialog box launcher for Shape Styles or right-click on the shape and select Format Shape.
Shape Fill tool
Fill Options
If you click on Shape Fill in the Shape Styles group (as shown above) you will open a menu of fill
options as follows:
Theme Colours and Standard Colours
Click on a colour swatch to fill the object with the selected solid colour. If you want greater control over
the colour, select More Fill Colours to open the Colours dialog box which lets you choose a standard
or custom colour.
No Fill
If you want the fill of a selected object to be transparent select No Fill.
Picture
Select Picture to fill a selected object with a specific image. The size of the image will automatically
change to fit the object.
Gradient
Select Gradient to display a gallery of gradients from which you can choose. After initially filling an
object with a gradient, you can alter the properties of the gradient using the Format Shape pane.
Texture
Select Texture to display a gallery of textures such as Sand, Parchment, White Marble and more.
Pattern (only accessible via the Format Shape pane)
If you want to fill the selected object with a pattern such as Large Checkerboards, Confetti,
Horizontals and more, you must open the Format Shape pane and select Pattern fill in the Fill
category.

APPLYING A SOLID FILL TO SHAPES

Shapes can be filled with solid colour, gradients, current theme, and then you can apply a gradient
textures or pictures using the options on the fill using the selected colour. You can fill shapes
Shape Fill tool. For example, you can apply a individually, or you can select multiple shapes and
solid colour fill to a shape using the colours in the fill them simultaneously.
2
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_2.docx...
 Select the star shape
 Click on the Drawing

click on Shape Fill in the 4
Shape Styles group to
display a gallery of fill
options
 Point to several of the

colours under Theme
Colours to view the effect
on the shapes in Live
Preview
 Click on Orange, Accent 2,

Darker 25% (5th row, 6th
column) to apply this fill
colour to the star 5
Let’s change the fill of the
banner…
 Select the banner and

repeat steps 2 and 4 to
apply Orange, Accent 2,
Darker 50%

To apply a solid fill colour to shapes:  You can fill shapes with web safe colours. To
1. Select the shape do this, click on Shape Fill and select More
Fill Colours to open the Colours dialog box.
Click on the Standard tab. All colours
then click on Shape Fill in the Shape Styles
displayed in this colour palette are web safe
group
colours that display consistently in web
3. Select the desired fill option pages on different machines.

APPLYING A GRADIENT FILL TO A SHAPE

A gradient fill adds depth and interest to your Format tab. Otherwise, you can use the Format
shapes. You can quickly and easily choose a Shape pane to control aspects of the gradient
preformatted gradient fill from Shape Fill in the effect such as the type of gradient (e.g. radial),
Shape Styles group on the Drawing Tools: direction, position, brightness and transparency.
3
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_3.docx...
 Select the banner

click on Shape Fill in the 5 6
Shape Styles group
 Point to Gradient to open

a menu of options and
select From Centre under
Dark Variations to apply
this gradient
 Right-click on the banner

to open a shortcut menu
and select Format Shape
to open the Format
Shape pane
 Expand the Fill category if

it’s not already expanded
 Click on Gradient stop 2

of 3 then click on the drop
arrow for Colour and
7
select Orange, Accent 2,

Darker 25%
 Click on Brightness and

change it to -80%

To apply a gradient fill to a shape:  If you want greater control over the gradient,
1. Select the shape and the specific point where it changes from
one colour to the next, you can add or delete
2. Click on the Drawing Tools: Format tab and
gradient stops in the Format Shape pane.
click on Shape Fill in the Shape Styles
You can have a maximum of 10 gradient
group
stops and a minimum of 2.
3. Point to Gradient and select an option

APPLYING A PICTURE FILL TO A SHAPE

Occasionally, you may want to insert a picture you apply the picture fill, Word automatically
into a shape. For example, if you are producing a resizes the image to fit the shape. Where the shape
party invitation, you could create balloon shapes is larger than the image, the image may stretch and
and fill them with an image of party balloons. As become distorted to fill the shape.
2
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_4.docx...

Let’s apply a picture fill…

click on Shape Fill in the
Shape Styles group and
select Picture to open 3
the Insert Pictures pane
 Click on Browse for

From a file to display the
Insert Picture dialog box
then navigate to the
course files folder
 Click on Enhancing
Shapes_4.jpg, then click
on [Insert] to apply the
picture to the shape

To apply a picture fill to a shape:  Once you have applied a picture fill to a
1. Select the shape shape, you can remove it by pressing +
2. Click on the Drawing Tools: Format tab, , clicking on Undo in the Quick Access
then click on Shape Fill in the Shape Styles toolbar, or by applying a different fill.
group and select Picture
3. Navigate to and select the desired image,
then click on [Insert]

CHANGING SHAPE OUTLINES

An outline is the exterior border around an number of different shapes, select all the shapes
object, such as a shape or drawing canvas. You and then use either the Shape Outline tool on the
can change the outline’s colour, weight and style Drawing Tools: Format tab or the tools in the
of the line. If you want to change the outline for a Format Shape pane.
Applying Shape Styles

Before using the available Shape Outline options you must first select the objects you wish to apply the
outline to. You can then click on the Drawing Tools: Format tab and click on Shape Outline in the Shape
Styles group to display a menu of formatting options, as shown to the right. From this menu you can
choose the colour, weight and style of the outline by pointing to an option to display another gallery of
options.
Shape Style Options

Theme Colours and Standard Colours
Click on a colour swatch under Theme Colours or Standard Colours to change the colour of the outline
for the selected object. If you want greater control over the colour, select More Outline Colours to open
the Colours dialog box and choose either a standard or custom colour.
No Outline
Select No Outline if you want to remove the outline from around the selected object.
Weight
Select Weight to display a gallery of various line widths from which you can choose to control the thickness
of the outline. You may want a very fine outline such as ¼ pt or a heavier outline such as 6 pt.
Dashes
If you want to change the outline of a selected object from a solid line to a line
comprising a series of dashes, dots, long dashes and more, select Dashes to
display a gallery of dashed lines.
Arrows
If the selected object is some type of line, arrow or squiggly line, you can select
Arrows to add or remove elements (such as arrow heads and ends) to the
beginning and end of selected lines.
Note: Selecting More Lines or More Arrows from the bottom of a displayed
gallery will open the Format Shape pane with the Line Style category expanded
(see to the right). This offers you maximum control for formatting shape outlines.
The Format Shape Pane

You can access the Format Shape pane by either clicking on the dialog box
launcher for the Shape Styles group on the Drawing Tools: Format tab or right-
clicking on the shape you wish to format and selecting Format Shape. The
Format Shape pane can be used to edit many aspects of shapes such as effects
and fill so to edit the outline ensure you have selected the appropriate category,
which, in this case is Line.

APPLYING AN OUTLINE TO SHAPES

When you draw a shape in a blank document, the the outline for a shape. You can also change the
colour of the outline will be defined by the theme style of the outline from a solid line to a dotted,
currently applied to the document. You can dashed or even patterned line.
change the colour and weight (or thickness) of
2
Try This Yourself:
Same

File
the file Enhancing

Shapes_5.docx...

Shape Outline in the Shape
Styles group to display a
5
gallery of outline options
Let’s change the outline
colour…
 Click on Green, Accent 6,

Darker 25% to apply this
outline colour
The outline is hard to see so
let’s increase the thickness of
the line…
 Click on Shape Outline in the

Shape Styles group and
point to Weight
6
The current weight is 1 pt…
 Select 4½ pt to apply this

weight to the outline
We don’t think green suits
this image. Let’s change it…
 Repeat step 2 to apply black,

as shown

To apply an outline to a shape:  To remove an outline from a shape, select
1. Select the shape the shape, then click on Shape Outline in
the Shape Styles group and select No
Outline.
then click on Shape Outline in the Shape
Styles group  For more formatting options for outlines open
3. Select the desired outline options the Format Shape pane.

CHANGING SHAPES
There may be times when you decide the shape and then having to reposition the new one, you can
you have inserted is not entirely appropriate, or use the Change shape option. This option allows
you have simply changed your mind. Rather than you to simply swap the shapes, retaining the same
going to the hassle of deleting the current shape positioning and formatting as the old shape.
2
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_6.docx...
 Select the star

Let’s change this star
slightly…

click on Edit Shape in
the Insert Shapes group
and point to Change
Shape to open the
Change Shapes gallery
 Click on Explosion 1
under Stars and
Banners
Notice that the red star
has changed shape
3

To change a shape:  As well as changing a shape, you can edit it
1. Select the shape, then click on the Drawing to subtly change the look of it. To do this,
Tools: Format tab click on Edit Shape in the Insert Shapes
group and select Edit Points. Word will
2. Click on Edit Shape in the Insert Shapes
display a series of points on the shape. You
group and select Change Shape
can then click and drag on these points to
3. Select the desired shape re-shape the object as desired.

INSERTING AND FORMATTING TEXT

While shapes can be self-explanatory, Each shape also acts like a text box. This means
sometimes you may need to insert text into the you can simply type in the shape if required. Once
shape to describe the shape, such as where it inserted, text can be formatted like any other text in
depicts a particular process within a flowchart. the document.
3
Try This Yourself:
Same

File
the file Enhancing

Shapes_7.docx...
 Click on the star to select it
 Type For Sale
 Select the text, click on the 4 6

Home tab, then click on the
drop arrow for Font Size and
select 22 pt
The text is too large for the
shape. Let’s adjust the shape
margins to allow for the text…
 Ensure the star is selected,

then right-click on the shape
to open a shortcut menu and
select Format Shape to open
the Format Shape pane
 Click on Text Options

beneath the heading Format
Shape, then click on the
Layout & Properties icon
7
 Click on the down spinner

arrows for Left, Right Top
and Bottom margins so that
all margins are set to 0 cm
 Click outside the shape to

deselect it and view the result

To insert text:  You can use any of the formatting tools in the
 Select a shape and type the text Font and Paragraph groups on the Home
To format text: tab to format the text for a selected shape.
You can also use the text formatting tools in
 Select the text, then use the desired tool on the WordArt Styles group on the Drawing
the ribbon or open the Format Shape pane
Tools: Format tab.
and apply formatting using the options
available

APPLYING SHADOW EFFECTS

You can use shadows to create an illusion of shadow is placed behind the shape and is offset
depth. For instance, a drop shadow duplicates slightly depending on the position of the imaginary
the shape and size of the shape object making it light source and the imaginary distance of the
appear to be floating above the page. The drop shape from the page.
5
Try This Yourself:
Same

File
the file Enhancing

Shapes_8.docx...
 Select the star

Shape Effects in the Shape
menu of effect options
 Point to Shadow to display a

gallery of preset shadow
effects
 Click on Offset Diagonal

Bottom Right under Outer to
apply this shadow effect
7
Now to customise the effect…
 Click on Shape Effects in the

Shape Styles group, then
point to Shadow and select
Shadow Options to open the
Format Shape pane
The shadow options will be
expanded…
 Adjust the settings as shown
 Close the Format Shape pane

and view the results

To apply shadow effects to a shape:  You can change the colour of the shadow.
1. Select the shape To do this, select the shape, open the
2. Click on the Drawing Tools: Format tab, Format Shape pane, select Effects if
then click on Shape Effects in the Shape necessary and expand the Shadow
Styles group category. Click on Colour, select a colour,
then click on [Close].
3. Point to Shadow, then select the desired
shadow effect

APPLYING REFLECTION EFFECTS

You can apply a reflection effect to a shape to reflection effects, or you can customise the
make it look more ‘live’. Applying a reflection to a reflection effect using the range of options available
shape gives the impression that the shape has in the Format Shape pane.
depth. You can choose from a range of preset
2
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_9.docx...
 Click on the star

Tools: Format tab, click
on Shape Effects in the
Shape Styles group,
then point to Reflection
preset effects
 Point to different effects

to view the result to the
shapes in Live Preview
4
 Select Full Reflection, 4
pt offset to apply this
effect

To apply reflection effects to a shape:  To adjust the reflection effect settings, select
1. Select the shape the shape/s, click on the Drawing Tools:
Format tab, click on Shape Effects in the
2. Click on the Drawing Tools:Format tab,
Shape Styles group, point to Reflection,
then click on Shape Effects in the Shape
then select Reflection Options to open the
Styles group and point to Reflection
Format Shape pane and adjust the settings
3. Select the desired effect as required.

APPLYING GLOW EFFECTS

Another effect you can apply to shapes is the the colour with a ‘feathering’ effect – the colour is
glow effect. This effect surrounds the shape with concentrated adjacent to the shape but the
a coloured glow, ranging in thickness from concentration reduces towards the outer edge of
5 pt to 18 pts. This effect is achieved by applying the glow, similar to the effect of an airbrush.
1
Try This Yourself:
Same

File
file Enhancing
Shapes_10.docx...
 Select the star

Format tab, click on Shape
Effects in the Shapes Styles
group to display a menu of
shape effects, then point to 4
Glow to display a gallery of
preset glow options
 Point to various options to view

the effect on the picture in Live
Preview
 Click on Orange, 5 pt glow,

Accent colour 2 to apply this
glow effect
Let’s apply a similar effect to
the banner…
 Select the banner, then repeat

steps 2 and 4 to apply Grey,
50%,
5
8 pt glow, Accent colour 3
Oops! We have changed our
mind…
 Repeat step 2 and click on No

Glow to remove the glow effect
from the banner

To apply a glow effect to a shape:  There are six colours provided in the Glow
1. Select the shape options gallery. These are the six accent
colours defined in the document’s current
theme.
then click on Shape Effects in the Shape
Styles group
3. Point to Glow, then select the desired glow
effect

SOFTENING AND BEVELLING EDGES

Two effects you can apply to the edges of shapes centre of the shape. To achieve a softer result, you
are bevelling and softening. A bevelled edge can soften the edges so that they appear to blend
results in the shape appearing like a 3-D button, into the document.
where its edge protrudes or retracts from the
Try This Yourself:

Same

File
the file Enhancing

Shapes_11.docx...
 Select the star

Shape Effects in the Shape
Styles group
 Point to Bevel to display a

gallery of preset effects, then
point to various options to view 4
the effect to the shape in Live
Preview
 Click on Angle to apply this

effect, then click away from the
shape to view the result
The star now appears more
alive, almost like it’s on fire.
Let’s apply a soft edge to the
banner…
 Select the banner
 On the Drawing Tools:

Format tab, click on Shape
Effects in the Shape Styles
group and point to Soft Edges
to display a gallery of preset
effects 7
 Click on 10 pt to apply this

effect to the banner

To soften or bevel the edges of a shape:  The soft edges effect applies a blur to the
1. Double-click on the shape, then click on the outer edge of an image. You can select a
Drawing Tools: Format tab and click on small distance of blur, say 1 or 2.5 points for
Shape Effects in the Shape Styles group just a subtle effect, or you can choose up to
50 points where a substantial amount of an
2. Point to Soft Edges and select an effect, or
image will be blurred, resulting in a very soft
point to Bevel and select an effect
edge.

APPLYING 3-D ROTATION EFFECTS

You can apply a 3-D rotation effect to a shape to in addition to the shape’s height and width
convert it from being two-dimensional to dimensions, the shape includes a third dimension –
appearing three-dimensional. To achieve this, depth (just like real life objects) – and the shape
your computer tricks your eyes into thinking that protrudes from your two-dimensional screen.
3
Try This Yourself:
Continue using the
Same File

Enhancing
Shapes_12.docx...
 Select the star

click on Shape Effects
in the Shape Styles
group and point to 3-D
Rotation to display a
gallery of preset
3-D effects
 Point to several options

to view the result to the
star in Live Preview
s
 Under Perspective click

on Perspective Below
to apply this effect 4
The perspective of the
star will change slightly,
giving the shape more
depth

To apply a 3-D effect to a shape:  When you insert a shape into a document, it
1. Select the shape is two-dimensional. That is, it has only two
2. Click on the Drawing Tools: Format tab, dimensions – height and width – just like the
then click on Shape Effects in the Shape flat screen on which you are seeing it. By
Styles group adjusting the perspective, that is, making it
3. Point to 3-D Rotation, then select the appear smaller on one side, it appears more
desired effect three-dimensional.

NOTES:

CHAPTER 19
INFOCUS
TEXT BOXES
A text box is an object that behaves the same way as a shape or

an image meaning that a text box can be selected, moved and
resized. Text boxes are designed to enable you to place text more
precisely on the page, and are common in desktop publishing. Text
boxes can be used for flow charts, callouts, and captions –
wherever there is a need for ultimate control over the position of text
on a page.
 gain an understanding of text boxes

 learn how to use preformatted text boxes
 learn how to type text in a text box
 learn how to position a text box
 learn how to resize a text box
 learn how to delete a text box
 learn how to draw a text box
 learn how to format a text box.
© Watsonia Publishing Page 169 Chapter 19 - Text Boxes

UNDERSTANDING TEXT BOXES

Text boxes are objects designed specifically for structure for text placement, or as part of a
text. Text boxes enable you to position text diagram. Text boxes can either be selected from
precisely on a page. They can be used to provide the Text Box gallery or you can draw your own.
emphasis for specific text, to provide an invisible Text boxes can also be formatted.
Types of Text Boxes

In Word, you can either select one of the available text box styles in the Text Box gallery, or you can
draw your own text box. The Text Box gallery can be accessed by clicking on the Insert tab and
clicking on Text Box in the Text group as shown in the image below.
The Text Box Gallery

The Text Box gallery, as shown above, contains text box styles, each with their own formatting,
alignment and other graphical elements applied. You can simply select a text box style, and then modify
it to suit the requirements of the document.
Hand-Drawn Text Box

You can draw a text box just like you would any other shape, as you can
see in the image to the right. When you click on Text Box in the Text
group to display a menu of options, the option Draw Text Box appears
at the bottom of the menu. Click on this option, then click and drag on
the page to create a text box.
Text Box Controls

Text boxes are adjusted with special control handles that
enable you to refine their shape and size. The handles on
the sides and corners are used for sizing. The circle handle
at the top is used for rotation. The yellow diamond handle
(if present) is used to adjust the proportions of some text
boxes, such as making a corner narrower or wider.

INSERTING A PREFORMATTED TEXT BOX

The Text Box gallery has a selection of specific position on the page when inserted. Each
preformatted text box styles for you to choose text box style also contains placeholder text that
from. Each text box style has various formatting suggests the type of content that could be typed
applied, such as being formatted to sit in a into the text box.
1
Try This Yourself:
Open
exercise you MUST

File
open the file Text

Boxes_1.docx...
 Press + to
position the insertion
point at the end of the
document, click on the
Insert tab, then click on
Text Box in the Text
group to display the Text
Box gallery, as shown
 Scroll through the gallery

to browse the available
text box styles
They include side bars,
centrally placed text
boxes and even fancy
graphics...
 Click on Austin Quote

to insert this text box in
the document
The text box is
automatically placed in
the centre of the page
3

To insert a preformatted text box:  Preformatted text boxes are automatically
1. Click on the Insert tab, then click on Text inserted with Square text wrapping applied,
Box in the Text group so the text in the document wraps squarely
around the text box.
2. Click on the desired text box style to insert it
 Each preformatted text box is inserted at a
specific position on the page as shown in the
thumbnails in the Text Box gallery.

TYPING TEXT INTO A TEXT BOX

Preformatted text boxes include placeholder text you to start typing. Quote-style text boxes and
that suggests what to type in the text box. When smaller side bars will adjust to fit the text you enter.
you insert a preformatted text box, the Full side bar text boxes don’t change in size but
placeholder text is already selected, ready for occupy the full length or width of the page.
1
Try This Yourself:
Continue using the
Same File

file Text
Boxes_2.docx...
 Click in the text box if

the placeholder text
isn’t already selected
2
2
 Type The only

emissions from
hydrogen fuel cells
are water and heat.
Notice the height of the
text box automatically
resizes to fit the text
you’ve typed...
 Click outside the text

box to deselect it 3

To type text in a preformatted text box:  Once you’ve typed text into a text box, you
1. Click in the text box can edit the text by clicking on it.
2. Type the required text  Text in a text box can be formatted in exactly
the same way as any other document text.

POSITIONING A TEXT BOX

Preformatted text boxes are inserted at a specific nine alignment positions to choose from. You can
position on the page. If the default position also drag the text box to a different position, or use
doesn’t suit you, you can reposition the text box. the , , and keys to position the text box
Word makes this easy by providing a gallery of precisely on the page.
2
Try This Yourself:
Continue using the
Same

File

Text Boxes_3.docx...
 Click in the text box, click

on the Drawing Tools:
Position in the Arrange 3
group to display a gallery of
options
 Click on Position in Middle

Right with Square Text
Wrapping, then deselect
the text box
This position doesn’t look
quite right. Let’s use the
mouse and keys to position
the text box precisely… 4
 Click in the text box, move

the pointer to the border
until the pointer changes to
a four-headed arrow, then
click once to select the text
box
 Click and hold the left

mouse button on the border
of the text box, then drag
the text box into position as
shown
If the text box jumps when
you move it, this is because
you are trying to override
the position setting. Just
keep trying

To position a text box:  If you want to position a text box precisely on
1. Select the text box a page, click on the Drawing Tools: Format
tab, click on Position and select More
2. Click on Position and select a position
Layout Options to open the Layout dialog
option on the Drawing Tools: Format tab,
box. Change the Text Wrapping to anything
or
other than In line with text, then adjust the
Drag the text box to its new location Position settings.

RESIZING A TEXT BOX

There are several ways to resize a text box. You options on the Drawing Tools: Format tab or in
can click and drag on one of the control handles, the Layout dialog box. The options allow you to
or you can select the text box and specify the adjust the width and/or the height of the text box
exact height and width dimensions using the incrementally and precisely.
1
Try This Yourself:
Continue using the
Same File

file Text
Boxes_4.docx...
 Select the text box, then

click on the Drawing
Tools: Format tab 2
You can specify the

height and width in the
Size group…
 In the Size group click

on the up spinner arrow
for Height until it reads
3 cm
 Click on the down

spinner arrow for Width
until it reads 5 cm
3
This is a bit too small.

Let’s resize by dragging
the handles to get the
desired shape…
 Point to a middle side

handle so it changes to
a horizontal double- 6
headed arrow
 Click and drag across

until hydrogen wraps
back onto the first line,
then release the mouse
button
 Use the , , and

keys to position the
text box as shown

To resize a text box:  You can specify the width and height of a
1. Select the text box text box in the Layout dialog box. Click on
the dialog box launcher for the Size group on
2. Adjust the Shape Height and Width in the
the Drawing Tools: Format tab to display
Size group on the Format tab, or
the Layout dialog box. Here you can also set
Click and drag a text box handle, or text wrapping, specify the exact position, or
Use the , , and keys even rotate the text box.

DELETING A TEXT BOX

If you have inserted a text box you no longer adjust to fill the space that becomes available on
want or need, you can easily select and then the page. If the text box is formatted as being in
delete it. If the text box has text-wrapping options front of the text, the document text will be
applied, the text surrounding the text box will unaffected.
Try This Yourself:

Continue using the
Same File

file Text
Boxes_5.docx...
 Click in the text box to

make it active (for
editing), then click on
1
the border to select the

text box and its contents
The border of the text
box needs to appear as
a solid line, not a
dashed one, when you
want to move, resize or
delete the object itself,
rather than just edit the
contents…
2
 Press
The text box will be
deleted and the text will
rearrange to occupy the
newly available space

To delete a text box:  If you can work out exactly where the border
1. Select the text box of the text box is, you can click on the border
directly to select it, ready for deleting. This is
2. Press or an alternative to clicking in the middle of the
text box and then clicking on the edge.

DRAWING A TEXT BOX

Sometimes it will be easier to draw a text box and applies a 0.5 pt border, but no other formatting,
format it the way you want, rather than using a alignment or text wrapping options are applied.
preformatted text box style from the gallery. Drawing a text box is simply a matter of click and
When you draw a text box, Word automatically drag.
1
Try This Yourself:
Same

File
open the file Text

Boxes_6.docx...
 Click on the Insert tab, then

click on Text Box in the
Text group and select Draw
Text Box 2
The pointer will change to a
crosshair, ready for you to
draw…
 Position the mouse on the

page, then click and drag
down and across to the
right, to draw a text box as
shown
 Type The only emissions

from hydrogen fuel cells
are water and heat.
5
 Click on the Layout

Options icon to the top right
of the text box and select In
Line with Text
 Drag the text box up

Notice how the text does not
wrap around the text box…
6
 Click on the Layout
Options icon again and
select Square, then click on
close to close the Layout
Options gallery
Notice how the text now
wraps around the text box

To draw a text box:  If you simply click but don’t drag in the
1. Click on the Insert tab, then click on Text document to draw a text box, a text box with
Box and select Draw Text Box default proportions will appear ready for you
to start typing. As you type, the text box will
2. Click and drag in the document to draw a
expand to fit the text.
text box of the desired size
3. Release the mouse button

FORMATTING A TEXT BOX

Once you’ve drawn your text box and typed in the colours complement those used in the document.
necessary text, you may want to format the text Here you will first format the text, then apply a
box, such as add a border or fill colour, or format shape style to the text box and change the shape
the text. When formatting a text box, ensure the of the text box.
Try This Yourself:

Same
File

the file Text Boxes_7.docx...
 Select the text box, click on

the Home tab, then click on
the drop arrow for Font Size
in the Font group and select
12 pt
2
 On the Home tab click on
Bold and Italic in the Font
group, then click on Centre in
the Paragraph group
 Click on the drop arrow for

Font Colour in the Font
group and select Light Blue
Let’s apply a shape style…
 With the text box selected,

click on the Drawing Tools:
Format tab, then click on the
More arrow in the Shape
Styles group to display the
Shape Styles gallery 5
 Click on Subtle Effect, Green

Accent 6 (in the 4th row)
Let’s change the shape of the
text box…
 Click on Edit Shape in the

Insert Shapes group, point to
Change Shape, then under
Rectangles click on
Rounded Rectangle
 Resize and position the text

box as shown
7

To format a text box:  The Format Shape pane contains many
1. Select the text box and click on the Drawing formatting options for text boxes and other
Tools: Format tab shapes. Right-click on the text box and select
Format Shape to display the Format Shape
2. Click on the More arrow for the Shape
pane, or click on the Drawing Tools:
Styles gallery and click on a shape style
Format tab, then click on the dialog box
3. Click on Edit Shape and select a shape launcher for the Shape Styles group.

NOTES:

CHAPTER 20
INFOCUS
TEXT BOX TECHNIQUES
Text and graphics can be placed in special text boxes that can be
dragged around the screen and placed virtually wherever you like.
Placing text in text boxes gives you greater control over the layout
of the text on the page and allows you to achieve the sort of look
that is usually only possible with desktop publishing programs.
For example, you can create a text box that will sit on top of or
behind the body text in a document, or you can make the body text
wrap around the text box.
You can even link two different text boxes so the text flows between
them – just like in a newspaper which continues a story in another
part of the paper several pages away from where it started.
 learn how to link and unlink text boxes

 learn how to modify internal text box margins
 learn how to change the direction of text in a text box
 learn how to apply effects to text boxes.
© Watsonia Publishing Page 179 Chapter 20 - Text Box Techniques

LINKING TEXT BOXES

Text boxes can be linked so text that won’t fit into on the same page, the text inserted into one text
one text box will automatically flow into the next box will automatically flow into the next. Text boxes
text box to which it is linked. Even if the linked can be linked or unlinked using the tools on the
text boxes are not adjacent to each other or even Drawing Tools: Format tab.
1
Try This Yourself:
Open

File
Text Box
 Select the first paragraph of

the document
 Press +
the clipboard
to cut it to
 Click inside the first text

box at the top left of the
document and press + 3
to paste it into the text
box
Notice not all of the text can
fit in the text box…
 Click on the Drawing

Tools: Format tab, click on
Create Link in the Text
group, point to the empty
text box on the right side of
the page, and when the
mouse pointer changes to a
pouring jug as shown, click
in the text box to create the
link
 If necessary, press
twice to remove the empty
paragraph and space

To link text boxes:  If you want to end the link between multiple
1. Select the first text box text boxes, click on the first text box then
click on Break Link in the Text group on the
Drawing Tools: Format tab. Alternatively,
then click on Create Link in the Text group
right-click on the outer edge of the first text
on the
box and select Break Forward Link.
3. Click in the text box you wish to link to

MODIFYING TEXT BOX MARGINS

When you insert a text box on a page, it will have margins are often quite appropriate but you may
internal margins set automatically. These ensure like to alter them, particularly if you want to remove
there is a gap between any text you type and the the default outline and align the text in the text box
default outline of the text box. The default with other text on your page as you will do here.
Try This Yourself:

Same

File
file Text Box

 Click on the outline of the left

text box to select it, then open
the Drawing Tools: Format tab
Let’s remove the left margin so
the text aligns with the lower
paragraphs on the page…
 Click on the dialog box launcher

for Shape Styles to open the
Format Shape pane, then click 2 4
on Text Options under the
Format Shape heading
 Click on the Layout &

Properties icon beneath Text
Options to view the Text Box
formatting options
 Select the value for Left

margin, type 0 cm, then press
 Select the right text box, then

repeat step 4 to reduce the
Right margin to 0 cm
 Select both text boxes, click on

the Drawing Tools: Format
tab, then click on Shape
Outline in the Shape Styles
group and select No Outline
To select both text boxes, click You can also right-click on the text box to display a shortcut
6
on one, hold down , then menu and select Format Shape to open the Format Shape pane.
click on the other

To adjust the internal margins of a text box:  If you have typed text into a text box and it
1. Select the text box doesn’t fit inside the box, you can have Word
automatically alter its dimensions so that it
2. Open the Format Shape pane
does. To do this, open the Format Shape
3. Adjust the Left, Right, Top and Bottom dialog box, click on Text Box and select
margin values as desired Resize shape to fit text. Note this feature
does not work with linked text boxes.

CHANGING TEXT DIRECTION

When you insert a text box and type text into it, runs vertically within the text box area. Depending
the text will, by default, run from left to right on the location of the text box on your page, you
horizontally across the text box. You can, can also choose to rotate the text 90° or 270°.
however, change the direction of the text so it
Try This Yourself:

Open

File
the file Text Box

 Select the text in the text

box on the left side of the
page

click on Text Direction in
1
the Text group to display

a menu of options
 Click on Rotate all text

270° to change the
direction of the text and
to move it to the bottom
of the text box
 Click on the Home tab,

change the Font Size of
the text to 72 pt, then
click away from the text
box to see the result 2

To change the direction of text in a text box:  If you had a text box running down the right
1. Select the text in the text box side of a page and wished to change the
direction of the text to a vertical direction,
select Rotate all text to 90°. Rotating the
then click on Text Direction in the Text
text by this degree is more appropriate for
group
this page layout.
3. Select the desired option

APPLYING EFFECTS TO TEXT BOXES

Microsoft Word provides a large number of applying an effect, you can modify the effect by
effects that you can apply to text boxes in your changing the settings in the Format Shape pane.
document. The effects are grouped by type, such
as reflections, soft edges and 3-D rotations. After
Try This Yourself:

Continue using the
Same File

Text Box
 Double-click on the In
Brief text box to select it
and to display the
2
Drawing Tools: Format
tab
 Click on Shape Effects in

the Shape Styles group
shape effects
Let’s apply a glow effect…
 Point to Glow, then click

on Blue, 11pt glow,
Accent colour 5
Let’s apply a 3-D effect
now…
3
 Repeat step 2, then point

to 3-D Rotation to display
the 3-D rotation gallery
 Click on Perspective
Right under Perspective,
then click away from the
text box to see the result

To apply effects to a text box:  After applying a preset effect to a text box,
1. Select the text box you can change the settings that have been
2. Click the Drawing Tools: Format tab, then applied by default. To do this, click on Shape
click on Shape Effects in the Shape Styles Effects and point to the desired effect (such
group as Glow) and then select Options at the
bottom of the gallery to open the Format
3. Point to the desired type of effect and select
Shape pane.
the option

NOTES:

CHAPTER 21
INFOCUS
TABLE FEATURES
Tables in Word contain many features you can use to improve the
format and layout of your documents. As such, you can use tables
for a wide range of documents, such as invoices and forms.
 learn how to create a table from text

 learn how to change cell alignment
 learn how to display and hide table guidelines
 learn how to insert formulas into a table
 learn how to update formulas in a table
 learn how to sort table data
 learn how to merge cells in a table
 learn how to split table cells
 gain an understanding of table properties
 learn how to align tables on the page
 learn how to change the direction of text in a table
 learn how to create repeating heading rows in tables
 learn how to convert a table to text.
© Watsonia Publishing Page 185 Chapter 21 - Table Features

CREATING A TABLE FROM TEXT

You can easily convert a list into a table. This is a table, Word uses the paragraph marks to
useful if you have rows and columns of text you determine the number of rows and the tab marks to
would like to place into a table to make it easier determine where text should be split into cells.
to manage. By default when you convert text into
Try This Yourself:

Open

File
the file Table

Features_1.docx…
 Select the data below the

heading Paris Telephone
Listing

then click on Table in the
Tables group to display a
menu of options
 Select Convert Text to 1

Table to open the 3
Convert Text to Table
dialog box
Word has recognised that
six columns are required,
based on the number of
tabs set in the text...
 Click on AutoFit to
window under AutoFit
behaviour and ensure
Tabs is selected under
Separate text at
The text in this document
is separated by Tab
characters…
 Click on [OK] to convert

the text into a table with
borders applied

To create a table from text:  It is important to check that the Number of
1. Select the required text columns is correct in the Convert Text to
Table dialog box. If the number in this field
2. Click on the Insert tab, then click on Table in
isn’t as required, you may have forgotten to
the Tables group
insert a separator character in one or more
3. Select Convert Text to Table lines of text.
4. Select the desired options and click on [OK]

ALIGNING DATA IN CELLS

When you enter data into a table, the data will be cell alignment is changed. For example, if you have
left aligned in each cell by default. While this cells containing numbers of different lengths, they
alignment usually works well, there are times will appear neater if they are right aligned within the
when the table design could be improved if the cell.
Try This Yourself:

Continue using the
Same File

file Table
Features_2.docx...
 Select the top row of

the table, then click on
the Table Tools:
Layout tab
 Click on Align Top

Centre in the
Alignment group to
change the cell 2
alignment to centre
aligned 4
 Click to the left of the

first salary 52,500, then
hold down and
click to the right of the
last salary 35,750 to
select all salaries
 Click on the Table

Tools: Layout tab,
then click on Align Top
Right in the Alignment
group to change the cell
alignment to right
aligned
 Click outside the table

to deselect the text and
see the changes more
clearly

To change cell alignment:  If a table has rows that are significantly
1. Select the cell(s) higher than the text – perhaps you have
manually increased the Table Row Height –
2. Click on the Table Tools: Layout tab
the content will appear neater if you use the
3. Click on the desired alignment option in the three tools that centre the text vertically
Alignment group within the cell: Align Centre Left, Align
Centre or Align Centre Right.

DISPLAYING TABLE GRIDLINES

Table gridlines are displayed by default in Word. have applied borders to your table you won’t see
Gridlines help you to identify the borders of each the gridlines, as they remain obscured by the
cell when entering and formatting data. Gridlines borders.
appear as dotted lines and do not print. If you
2
Try This Yourself:
Open
exercise you MUST

File
open the file Table

Features_3.docx...
 Click in the table, then

click on the Table
Tools: Layout tab
The gridlines show the
columns, but as borders
are applied to the rows, 3
you will not see the row
gridlines...
 Click on View Gridlines

in the Table group to
show the gridlines
 Click on View Gridlines

in the Table group to
hide the gridlines again
Leave the document
open for the next
exercise

To display or hide gridlines:  Gridlines do not appear if you view the
1. Click in the table document in Print Preview or in a web
browser.
3. Click on View Gridlines in the Table group

INSERTING FORMULAS INTO A TABLE

Word can conduct simple calculations in tables calculate it. Word uses a function name to identify
such as subtracting by using formulas. A formula the calculation (such as SUM for addition), and the
is an instruction you can insert into a table that cells as references (such as cell C4) to determine
tells Word what data to calculate and how to the data to be calculated.
Try This Yourself:

Same
File
this exercise, or open the file Table

Features_3.docx...
 Ensure the gridlines are displayed,

Click in the Line Total cell for the
2500lt tank
 Click on the Table Tools: Layout tab,

then click on Formula in the Data
group to open the Formula dialog box 1
Let’s change the formula so it
multiplies the values... 4
 Select the value in Formula and type

=C3*D3
This tells Word to multiply cell C3 (3)
by cell D3 ($890.00) where the column
is given a letter from A-Z and the row
is given a number from 1 onwards…
 Click on the drop arrow for Number

format and select
$#,##0.00;($#,##0.00) to format the
result as currency
 Click on [OK]
 Repeat steps 1 to 5 to enter the

following formulas:
5000lt tank =C4*D4
750lt tank =C5*D5
600 pump =C7*D7
45 pump =C8*D8
800 pump =C9*D9
 Click in the empty Total cell, click on

Formula, type =SUM(E3:E9), then
click on [OK]
7

To insert a formula into a table:  The Formula dialog box has a list of built-in
1. Click in the cell, then click on the Table functions − such as Average, Maximum
Tools: Layout tab and If − that you can paste into the Formula
field. Using this feature will help to ensure
2. Click on Formula and type the Formula
that you type the formula correctly.
3. Select a Number format, then click on [OK]
 You can use the function PRODUCT(LEFT)
to multiply values.

UPDATING FORMULAS IN A TABLE

A significant drawback when using formulas in quantity of an item, the line total for that item will
Word is that the formula does not update not update automatically. You can, however,
automatically if the data in one of the dependent instruct Word to refresh all formulas in a table after
cells changes. For example, if you change the changing any data.
2
Try This Yourself:
Same

File
open the file Table

Features_4.docx...
 Triple-click on $1350.00 in
Unit Price for the 5000lt
tank to select the cell
We mistyped the Unit Price
for this tank...
 Type $1,390.50 and press 3
Notice the Line Total has

not updated – it is still
$2,700.00. For the correct
value to appear, the
formulas need to be
recalculated...
 Point to the top left corner of

the table until the cursor
changes to a four headed
arrow, then click once to
select the whole table
4
 Press to perform a
recalculation – every
formula in the table will
recalculate – then click
outside the table to deselect
it
Notice that the Line Total for
the 5000lt tank has
increased to $2,781.00 and
the Total at the bottom of
the table has increased to
$8,888.00

To update formulas:  To update a formula once you’ve made
1. Make changes to the cell value(s) changes to its dependent data, right-click on
the formula and select Update Field. This
2. Select the table
will recalculate the cells and update the
3. Press formula value.

SORTING TABLE DATA

The Sort function lets you sort data in a table. book or know at a glance which product is selling
Data can be sorted alphabetically, numerically or best, you can present the data in a table and then
by date, in either ascending or descending order. sort it.
So whether you want to organise an address
1
Try This Yourself:
Continue using the
Same

File

Table Features_5.docx...
 Select the three rows

below Round Tanks
 Click on the Table Tools:

Layout tab, then click on
Sort in the Data group, to
W open the Sort dialog box
3
 Ensure Column 1 is
selected in Sort by, then
click on the drop arrow for
Type and select Number
 Ensure Ascending is
selected, then click on
[OK] to sort the three tank
rows in ascending order of
volume
Let’s sort the Pump rows
but this time the entries in
the first column are
textual...
4
 Select the three rows
below Pumps, then repeat
the steps 2 to 4 to sort the
rows using the same
settings in the dialog box
 Click outside of the table

to deselect it

To sort table data:  To sort data in descending order select
1. Select the cells containing the data to be Descending in Sort by in the Sort dialog
sorted box.
2. Click on the Table Tools: Layout tab, then
click on Sort in the Data group
3. Select the sort criteria, then click on [OK]

MERGING TABLE CELLS

You can merge two or more cells in a table. To merge two or more cells, select the cells to
When you merge cells, all selected cells will merge and then apply the Merge Cells command
become a single cell. This is useful for headings to the selection.
that span across several columns, for example.
1
Try This Yourself:
Continue using the
Same

File

 Click in the Description

heading cell, then hold
down and click in the
cell to the right, to select
both cells

Merge Cells in the Merge
2
group
You can see the cells are
merged as the dotted
boundary has
disappeared between the
two cells…
 Repeat step 1 to select

the four cells in the
bottom row as shown
3
 Repeat step 2 to merge

the four cells into one
Because the word Total is
right-aligned, it remains in
the same position. If the
word had been left-
aligned, it would have
moved to the left of the
merged cell

To merge cells:  To merge several cells into two or more cells
1. Select the cells to be merged (such as merging 8 cells into 4 cells), select
the cells, click on Split Cells in the Merge
2. Click on Table Tools: Layout tab, then click
group, to open the Split Cells dialog box,
on Merge Cells in the Merge group
ensure that Merge cells before split is
ticked, then enter the desired number of
columns or rows.

SPLITTING TABLE CELLS

The Splitting Cells tool lets you select one or have created a form, you might split two cells into
more cells and split them into several cells. This six cells so that you can include several fields of
feature is particularly useful where you need data on the same row.
more cells in a particular row. For example, if you
2
Try This Yourself:
Same

File
the file Table

Features_7.docx...
4
 Click in the Description cell,
then click on the Table Tools:
Layout tab
Let’s add a new heading
between Description and
Quantity – Description will
need to be split into two cells...
 Click on Split Cells in the

Merge group, to display the
Split Cells dialog box
 Ensure 2 appears in Number

of columns and 1 appears in
number of rows, then click on
5
[OK] to create two equal-sized

cells
Let’s now make the new
heading cell the same width as
the rest of the column…
 Point to the gridline between

the two heading cells, until the
pointer changes to , then
hold down and drag to the
left until the gridline lines up
with the column gridline
 Click in the new heading cell,

then press + (bold) and
type Details

To split cells in a table:  If you have multiple cells selected (for
1. Select the cell(s) to split example 8 cells in one column), you can split
2. Click on the Table Tools: Layout tab, then them into numerous columns (e.g. 4) and
click on Split Cells in the Merge group merge them into a reduced number of rows
3. Specify the number of columns and/or rows (e.g. 2) simultaneously using the Split Cells
that you want to split the cell(s) into, then dialog box.
click on [OK]

UNDERSTANDING TABLE PROPERTIES

Tables offer much more flexibility than simply Properties dialog box. You can access this dialog
allowing you to create a grid of columns and box via the dialog box launcher for the Cell Size
rows. Many of the extra features you may require group on the Table Tools: Layout tab.
for your table can be found in the Table
1 2 3 4 5
 Table Use the settings in the Table tab to specify how wide the table should be (Preferred
width), its alignment on the page, how text should be wrapped around the table, how
far the table should be indented from the left margin and borders and shading options.
You can also set default cell margins and cell spacing via [Options].
 Row Use the settings in the Row tab to specify how high one row, several rows, or all rows
should be, whether a row should act as a header row, and whether the row can break
across pages.
 Column Use the settings in the Column tab to specify how wide one column, several columns
or all columns should be.
 Cell Use the settings in the Cell tab to specify how wide an individual cell should be and
how the text within the cell should be vertically aligned (top, centre or bottom of the
cell). You can click on [Options] to specify the default internal margins for an
individual cell.
 Alt Text In the event that the table will be uploaded onto the web and visitors to the web page
are waiting for the table to load or cannot see the table, you can insert alternative text
that will be displayed in place of the table. Here you might enter the name or
description of the table.

ALIGNING TABLES
You can align a table on a page, selecting to left- document. Word has several table alignment
align, centre-align or right-align the table. This is options available in the Table Properties dialog
useful if the width of the table doesn’t extend box.
across the page, or to improve the layout of your
1
Try This Yourself:
Continue using the
Same File

file Table
Features_8.docx...
 Click anywhere in the

table to activate it
 Click on the Table

Tools: Layout tab,
then click on 2
Properties in the Table
group to open the
Table Properties
dialog box
 On the Table tab, click

on Centre in
Alignment, then click
on [OK] to centre the
table (horizontally) on
the page

To align tables on the page:  You can open the Table Properties dialog
1. Click in the table box by right-clicking on a table and selecting
Table Properties, or by clicking on the
dialog box launcher for the Cell Size group.
3. Click on Properties in the Table group
4. Select an Alignment option
5. Click on [OK]

CHANGING THE DIRECTION OF TEXT

You can change the direction of text in tables so invoices, and the like. Click repeatedly on Text
that it appears vertically rather than horizontally. Direction on the Table Tools: Layout tab to cycle
Changing text direction is a useful feature for through some of the available styles and select the
specialised tables such as price lists, reports, style you want.
Try This Yourself:

Open
File

 Click in the first empty cell in

the first column
 Type Round Tanks, then

press and type Pumps in
the second empty cell
2
 Click on the Table Tools:
Text Direction in the
Alignment group
The text becomes vertical.
Let’s keep clicking on Text
Direction to cycle through
some of the available
styles…
 Click on Text Direction to

apply the next style, Align
Bottom Centre
 Select Align Bottom Left in

the Alignment group, then
repeat step 4 until Round
3
Tanks is the same

orientation
 Select both cells, click on the

Table Tools: Layout tab,
then click on Align Centre
Left in the Alignment group,
to centre the text along the
left of the cell
 Deselect the text to view the

result

To change text direction in a table:  Rather than cycling through the text direction
1. Select the text to be rotated options by clicking repeatedly on Text
Direction, you can also right-click on the cell
2. Click on the Table Tools: Layout tab, then
and select Text Direction to display the Text
click on Text Direction
Direction dialog box and then choose an
option directly.

REPEATING HEADING ROWS

If you have a table with many rows, such as a on the first page, it may be hard to navigate if the
contact or product list, the table may extend headings only appear at the top of the table. This
across multiple pages. In this instance, when the can be resolved by repeating the header row at the
user is looking at a section of the table that is not top of each page.
Try This Yourself:

Open
File

Table Features_10.docx…
 Scroll through the document

and notice the column
headings appear only at the
start of the table on the first
page
 Return to the top of the

document and click in the
blue-grey heading row
1
This row contains the

column headings that we
want to repeat on every
page…
 Click on the Table Tools:

Repeat Header Rows in the
Data group, to mark this row
as the repeating row 3
 Scroll down to page 2

The header row is now
repeated at the top of the
page…
 Click on the Next Page

button to view the other
pages
The header row should
appear at the top of each
page, where the table
occurs

To insert a repeating header row:  Note that the repeating header row feature
1. Click in the row that contains the headings will not work on a table that has been split
over two pages with a manual page break.
2. Open the Table Tools: Layout tab
When inserting a page break between a
3. Click on Repeat Header Rows in the Data table, Word recognises the tables as two
group separate tables.

CONVERTING A TABLE TO TEXT

Word lets you convert tables to text. You can conversion, you can specify the separator
choose to convert the whole table or a range of character that will be used in place of the column
contiguous rows anywhere within the table. You boundaries, such as tabs or spaces, while each
cannot convert selected cells. As part of the row will be separated with paragraph marks.
1
Try This Yourself:
Open

File
the file Table

Features_11.docx…
 Click anywhere in the

table
You will convert all data in
the table to text…

Convert to Text in the
2
Data group to open the

Convert Table To Text 3
dialog box
\
 Ensure Tabs is selected,
click on [OK], then click in
the heading to deselect
the text
The table will be
converted to text, where
each cell in a row is
separated by a tab mark
and each row has
become a new
paragraph… 4
 Click on the Home tab,

then click on Show/Hide
to display the tab and
paragraph marks that
have been inserted to
separate the text in the
conversion

To convert a table to text:  Although separating the text using tab marks
1. Click in the table, then click on the Table produces a pleasing effect when converting a
Tools: Layout tab table to text, you can choose other separator
characters. For example, if you want each
2. Click on Convert to Text and select a
cell entry to be converted to a new
separator
paragraph, click on Paragraph marks in the
3. Click on [OK] Convert Table To Text dialog box.

CHAPTER 22
INFOCUS
ENHANCING PICTURES
Word provides a number of tools to enhance your pictures which

can eliminate the need to use specialist image-editing software. You
can correct and recolour pictures, as well as apply picture styles
and effects to your pictures to improve their look and to match the
tone of the document.
 gain an understanding of how to enhance pictures

 learn how to remove the background of a picture
 learn how to correct pictures
 learn how to colour pictures
 learn how to apply artistic effects to pictures
 learn how to apply shadows and reflections to pictures
 learn how to apply a glow to pictures
 learn how to soften and bevel the edges of pictures
 learn how to apply picture styles
 learn how to reposition a picture and alter the text
wrapping
 gain an understanding of how to use the Format Picture
pane
 learn how to crop a picture accurately
 learn how to change the picture layout.
© Watsonia Publishing Page 199 Chapter 22 - Enhancing Pictures

UNDERSTANDING PICTURE ENHANCEMENTS

Word provides you with an array of tools on the applying artistic effects, or you can work with the
Picture Tools: Format tab you can use to picture border and apply styles, borders and
enhance pictures in your documents. You can effects. You may never need to use third-party
adjust pictures by correcting, recolouring and image-editing software again!
This is the left half of the

ribbon displaying the
Adjust and Picture Styles
groups on the Picture
Tools: Format tab.
This is the right half of the
ribbon displaying the
Arrange and Size groups
on the Picture Tools:
Format tab.
Adjust Group
By using the tools in the Adjust group on the Picture Tools: Format
tab (as shown above), you can remove the background of a picture and
apply corrections, such as sharpening or softening the picture or
adjusting the contrast and brightness (to lighten or darken the
picture). You can also colour the picture by adjusting the saturation,
tone or colour. If this range of enhancement options doesn’t quite add
the flair you’re after, you can also apply a range of artistic effects,
such as a glass, photocopy or paint strokes (see the picture directly to
the right which is the original unformatted picture in comparison with the
picture on the far right which is greyscale and has the artistic effect
pencil greyscale applied).
You can also compress a picture to reduce its size, use change
picture to swap the current image with a different one but still retain the
size and formatting, or use reset picture to revert the image to its
original unformatted state.
Picture Styles Group
While the tools in the Adjust group of the Picture Tools:
Format tab are designed to enhance the picture itself, the
tools in the Picture Styles group are used to work with
the border or frame of the picture.
You can apply styles, borders and effects to picture
borders to further enhance your pictures. Choose a style
from the Picture Style gallery, add a coloured picture
border or apply a picture effect to the border, such as a
shadow, glow or reflection. For example, the picture on
the far left has the picture effect Off Axis 2 left applied
while the picture on the right has the picture style double
frame black applied.
Arrange Group
Using the commands in this group you can position a picture on the page by selecting text wrapping
options which determine how text wraps around the picture or aligning and rotating your pictures.
Size Group
This group allows you to crop your picture to eliminate certain parts of the picture you may not want or to
simply reduce the size of the picture.

REMOVING A PICTURE BACKGROUND

There may be times when you want to remove picture or remove distracting detail. In Word, you
the background of an image. For instance, you can quickly remove unwanted areas of an image.
may want to make the image more aesthetically
appealing, accent or highlight the subject of the
2
Try This Yourself:
Open
exercise you MUST

File
open the file Enhancing

Pictures_1.docx…
 Select the picture on

page 1
 Click on the Picture

click on Remove
Background in the
Adjust group to display
the Background
Removal tab
The picture will be
recoloured and a square
selection marquee will
display in the image…
 Using the mouse, drag

the square handles of
the selection marquee to 4
the edge of the picture
until the marquee is as
large as the picture, as
shown, then press
to complete the
background removal
 Drag the image down to

readjust its position so it
appears as shown, then
click outside the picture
to deselect it and view
the result

To remove the background of a picture:  Background removal works best when there
1. Select the picture, click on the Picture is a great deal of contrast between the
Tools: Format tab, then click on Remove background and what you want to keep.
Background in the Adjust group  Background removal isn’t available for vector
2. Drag the square handles so the part you graphics files such as Adobe Illustrator
want to keep is enclosed in the marquee, graphics (AI), Windows Metafile Format
then click away from the picture (WMF), and Vector Drawing Files (DRW).

CORRECTING PICTURES
You no longer need access to image-editing softening a picture (increase or decrease the
programs in order to edit your photos or clip art. detail), or adjusting the brightness and/or contrast
By using the Corrections tool, you can perform of a picture (lighten or darken a picture).
basic corrections such as sharpening or
2
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_2.docx...
 Scroll down to page 3 and

select the picture

click on Corrections in the
Adjust group to display
the Corrections gallery
Any settings that are
currently applied are
surrounded by a blue
border…
 Point to each setting under

Sharpen/Soften to view
the change to the picture
in Live Preview 6
 Click on Sharpen +25%

The picture will be slightly
sharper. Now to increase
the brightness a little…
 Repeat step 2, then point

to the settings under
Brightness/Contrast to
view the change to the
picture in Live Preview
 Click on Brightness +20%

Contrast 0% (Normal) to
apply this correction

To correct a picture:  To make specific corrections to a picture,
1. Select the picture select the picture, click on Corrections in the
Adjust group and select Picture
2. Click on the Picture Tools: Format tab, then
Corrections Options to open the Format
click on Corrections in the Adjust group
Picture pane. Here you can correct pictures
3. Select the desired correction/s by adjusting the percentage sliders to a
specific percentage.

COLOURING PICTURES
Using the Colour tool, you can work with colour (higher temperatures highlight red tones while
to enhance your picture. You can adjust the lower temperatures highlight blue), or recolour the
saturation of a picture (the intensity and amount picture by overlaying the picture with a slightly
of colour), the tone or temperature of a picture, transparent colour, such as blue or green.
2
Try This Yourself:
Same

File
open the file Enhancing

Pictures_3.docx...
 Select the picture on page 3
 Click on the Picture Tools:

Colour in the Adjust group
to display the Colour gallery
 Point to the options under

Colour Saturation to view
the change to the picture in
Live Preview
Let’s look at the options for
Tone…
 Point to the options under

Colour Tone to view the
change to the picture in Live
Preview 7
 Click on Temperature 8800k

under Tone to apply this
option
Let’s recolour the picture…
 Repeat step 2 then point to

the options under Recolour
to temporarily view the
change to the picture in Live
Preview
 Click on Greyscale under

Recolour to convert the
picture to greyscale

To colour a picture:  The Black and White recolouring option
1. Select the picture, then click on the Picture converts all coloured areas of an image to
Tools: Format tab black, and white areas remain white.
Greyscale produces a more subtle result as
2. Click on Colour in the Adjust group
coloured areas are converted to varying
3. Select the desired Saturation, Tone and/or shades of grey.
Recolour options

APPLYING ARTISTIC EFFECTS

Whatever your artistic bent, you can let your Effects gallery contains lots of effects that may be
creative juices run riot using the Artistic Effects useful for reflecting the tone of your document
tool. This tool can help you turn a simple while others you’ll probably look at and tell yourself
photograph into a work of art! The Artistic you’ll never use in a million years!
2
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_4.docx...

page 3

click on Artistic Effects
in the Adjust group to
see a gallery of effects
 Point to the options in

the gallery to observe
the changes to the
picture using Live
Preview
The example depicts the
Pencil Greyscale artistic
effect…
 Click anywhere outside

the picture to cancel the
operation

To apply artistic effects:  Sometimes less is more. Just because Word
1. Select the picture, then click on the Picture throws all these effects at you doesn’t mean
Tools: Format tab and click on Artistic you have to use them all.
Effects
2. Click on the desired option

APPLYING SHADOWS AND REFLECTIONS

You can apply shadows to pictures to give them below the page, and perspective shadows make
an illusion of depth. For example, outer shadows the picture appear to be standing up on the page.
make the picture appear to be above the page, You can apply a reflection effect to an image to
inner shadows make the picture appear to be make it look more ‘live’.
3
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_5.docx...

page 3, then click on the
Picture Tools: Format
tab
 Click on Picture Effects

in the Picture Styles
group to display a menu
of options
 Point to Shadow, select

Offset Centre under
Outer (5th option), then
click away from the
picture to view the result
Let’s look at
reflections...
 Repeat steps 1 and 2 to

display the menu of
options
 Point to Reflection,
then select Tight
Reflection, touching
(1st option)

To apply a shadow or reflection to a picture:  To modify an applied effect, select the
1. Select the picture, click on the Picture picture, then click on Picture Effects in the
Tools: Format tab and click on Picture Picture Styles group, select the effect (such
Effects in the Picture Styles group as Shadow) and select the Options for that
effect (such as Shadow Options) to open
2. Select Shadow and select an effect, or
the Format Picture pane, then adjust the
select Reflection and select an effect
settings as required.

APPLYING A GLOW EFFECT

Another effect you can apply to pictures is the applying the colour with a ‘feathering’ effect – the
glow effect. This effect surrounds the image with colour is concentrated adjacent to the image but
a coloured glow, ranging in thickness from the concentration reduces towards the outer edge
5 pts to 18 pts. This effect is achieved by of the glow, similar to the effect of an airbrush.
4
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_6.docx...
 Select the picture on page

3, then click on the Picture
Tools: Format tab
 Click on Picture Effects in

the Picture Styles group
options, then point to Glow
preset glow options
 Point to the options to view

the effect on the picture in
Live Preview
Click on Grey –50% 18pt
 glow, Accent colour 3
(3rd option in 4th row) to 6
apply this glow
Now let’s remove the
effect…
 Click on Picture Effects in

the Picture Styles group,
then point to Glow and
select No Glow
 Repeat Step 2 to remove

the Shadow and
Reflection effects from the
picture

To apply a glow effect to a picture:  There are six colours provided in the glow
1. Double-click on the picture to open the options gallery. These are the six accent
Picture Tools: Format tab colours defined in the document’s current
2. Click on Picture Effects in the Picture theme.
Styles group
3. Select Glow, then select the desired glow
effect

SOFTENING AND BEVELLING EDGES

Two effects you can apply to the edges of images sliced off at an angle to the face of the image. Or,
are bevelling and softening. A bevelled edge to achieve a softer result, you can soften the edges
results in the image appearing like a 3-D button so that they appear to blend into the document.
where its edges look as though they have been
3
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_7.docx...
 Select the picture on page

2, then click on the
tab and click on Picture
Effects in the Picture
menu of options
 Point to Soft Edges to

display a gallery of preset
effects, then point to the 6
options to view the effect
on the picture in Live
Preview
 Click on 10 Point, then

click away from the
picture to view the result
 Press +
the change
to undo
Let’s try out the bevelling

effects...
 Repeat step 1, point to

Bevel, then point to the
options to view the effect
on the picture in Live
Preview
 Click on Hard Edge (3rd

option, 3rd row) to apply
this effect to the image

To soften or bevel the edges of a picture:  The soft edges effect applies a blur to the
1. Double-click on the picture to open the outer edge of an image. You can select a
Picture Tools: Format tab, then click on small distance of blur, say 1 or 2.5 points for
Picture Effects in the Picture Styles group just a subtle effect, or you can choose up to
50 points where a substantial amount of an
2. Select Soft Edges and select an effect, or
image will be blurred, resulting in a very soft
select Bevel and select an effect
edge.

APPLYING PICTURE STYLES TO IMAGES

Word provides you with easy options for applying two tools in the mini toolbar that appears when you
and changing styles. You can use the ribbon to right-click on an image.
access the picture styles gallery or you can
display the styles gallery directly from one of the
Try This Yourself:

Continue using the
Same File

Enhancing
Pictures_8.docx...

page 2, then click on the
tab
 Click on the More arrow

in the Picture Styles
group to open the gallery
2
 Point to each option to
view the effect on the
picture in Live Preview
 Click on the first option to

apply it to the image
Notice the picture style
overrides the bevel effect
applied earlier. Let’s
check out an even 5
quicker method for
applying a picture style… 6
 Right-click on the image

to display a shortcut
menu with a small toolbar
immediately above it
 Click on Style on the mini

toolbar to display a
gallery of options, then
click on Metal Oval (the
last option) to apply this
style

To apply or change a picture style:  You can use a Picture Style as a starting
1. Select the picture, then click on the Picture point and then tweak it using settings on the
Tools: Format tab Format Picture pane. You can then use the
Format Painter command on the Home tab
2. Click on More in the Picture Styles group
to apply the style and the changes to other
3. Select the desired option pictures in your document.

REPOSITIONING PICTURES
The traditional way of repositioning pictures is to reposition a picture with greater accuracy. If you
select the picture and drag it to the desired wish to get very particular while positioning an
location. But a gallery of preordained settings on image, you can access the Layout dialog box from
the Picture Tools: Format tab lets you the gallery.
4
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_9.docx...
 Scroll to page 2 and

select the picture, then
click on the Picture
Tools: Format tab
 Click on Position in the

Arrange group to see a
gallery of options
 Click on Top Centre to

position the picture in the
centre at the top of the
page
 Press until the picture

has two rows of text
above it
5
Let’s change how the text
wraps around the picture
6
using the Layout Options
button…
 Ensure the image is

selected, then click on
the Layout Options
button, as shown, to
display a gallery of
wrapping options
Currently, Square is
selected…
 Click on Tight then click

on close to close the
Layout Options gallery

To reposition a selected picture using presets:  Choosing Behind Text in the Wrap Text
1. Click on Picture Tools: Format, then click gallery places the picture behind the text
on Position in the Arrange group which is great for creating picture-based
2. Choose a position watermark effects, e.g. for front covers.
To quickly change the text wrapping:  Selecting More Layout Options in the
1. Click on the Layout Options button and Position gallery will display the Layout
select the desired option dialog box with the Position tab open.

THE FORMAT PICTURE PANE

The Format Picture pane allows you to edit Preview is not available with this feature. However
pictures with greater control and groups all as changes you make in the Format Picture pane
picture commands in one easy to access update live in the document, this is not too much of
location. Currently the only downside is that Live an inconvenience.
The Format Picture Pane

You can access the Format Picture pane via a number of different methods. You can right-click on an
image to display a shortcut menu from which you select Format Picture. Alternatively, you can click on
the Picture Styles dialog box launcher on the ribbon or select Options from the bottom of various
galleries such as the Picture Effects or Colour galleries.
Once open, you can use the Format Picture pane to perform any of the functions you would normally
use the Picture Tools: Format tab for because the Format Picture pane contains the same tools.
However, as well as providing access to the galleries of preset options, the Format Pane also includes
additional tools. These tools let you manually and accurately further adjust options as desired.
The Format Picture pane is divided into four categories – each of which is accessed by clicking on its
icon beneath the heading. Once a category is selected, the various subcategories will display in the
pane. To see the available tools, expand the subcategories by clicking on the arrow to their left.
1 2 3 4
 Fill & Line Fill & Line allows you to add a fill to your picture or add a line border. Depending
on what sort of fill you choose (solid, gradient, picture, texture or pattern)
determines the options you are provided with. The same goes for line – you can
choose no line, solid line or gradient line and each option comes with a range
of settings to choose from.
 Effects You can see in the corresponding image that Effects lists the Picture Effects
from the Picture Styles group on the Picture Tools: Format tab, as well as
Artistic Effects from the Adjust group. However, greater control and accuracy
is possible here, e.g, you can choose to apply the reflection preset effect to
your picture then adjust the transparency, size, blur and distance to suit your
requirements.
 Layout &
Properties
Layout & Properties allows you to edit a text box if you have one inserted or
add a title and description to your picture.
 Picture Picture contains commands from the Adjust and Size groups on the Picture
Tools: Format tab. Picture Corrections and Picture Colours contain the same
features as those on the ribbon, however they also contain additional features
such as slider bars for settings like sharpness, brightness, contrast,
saturation and more.

CROPPING PICTURES ACCURATELY

You can crop a picture to remove areas of an accurately crop a picture, and move the picture
image you don’t want or need in order to make around within the cropped area.
the image more aesthetically pleasing or smaller.
You can use the Format Pictures pane to
2 4
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_10.docx...
 Scroll down to page 2

and select the picture
 Right-click on the picture

and select Format
Picture to open the
Format Picture pane
 Click on the Picture icon

(fourth) under the
heading
5
 Click on the arrow to the

left of Crop to expand
this subcategory and
display the crop options
Let’s assume you want to
crop the image to an
exact size…
 Scroll down, then reduce

Crop position Width to 7
cm and reduce Crop 6
position Height to 7 cm
Notice the lady is now
closer to the right edge of
the photo. We can fix
this…
 Reduce Picture position

Offset X to 0 cm

To accurately crop a picture:  If you want to roughly crop an image by
1. Open the Format Picture pane dragging crop handles, right-click on the
image then click on Crop in the mini toolbar
2. Click on the Picture icon, then expand Crop
that appears above the shortcut menu. Crop
3. Select options as desired handles will display around the picture which
you can then drag to crop the image as
desired.

CHANGING THE PICTURE LAYOUT

SmartArt is a drawing feature that is handy for on the Picture Tools: Format tab, you can convert
creating graphics such as organisation charts a selected picture to a SmartArt graphic.
and the like. Using the Picture Layout command Here you will convert an image to a SmartArt so
you can add a graphical caption to the image.
2
Try This Yourself:
Continue using the
Same File

Enhancing
Pictures_11.docx...
 Scroll to page 1 and

select the picture

click on Picture Layout
in the Picture Styles 4
group to see a gallery of
layouts
 Point to the gallery items

and notice how the
picture changes in Live
Preview
 Click on Vertical Picture

Accent List (last row,
second left)
 Type Queen Victoria

and notice how the text
size adjusts to the shape
6
 Press and type
(1819 – 1901)
 Click on the picture to

select it, then drag the
picture up and off the
blue shape
 Drag the outside square

border to the right to
move the image towards
the centre of the page

To change a picture layout:  The drawing canvas (which appears as a
1. Select the picture, then click on the Picture frame) allows you to place multiple objects
Tools: Format tab and shapes, including pictures, into a frame
so that all of the objects are treated as one
2. Click on Picture Layout in the Picture
shape.
Styles group
3. Select the desired layout

CONCLUDING REMARKS
Congratulations!
You have now completed Microsoft Word 2016 - Level 2. Microsoft Word 2016 - Level 2 was
designed to get you to the point where you can competently perform a variety of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step-by-step approach will serve as a reference for you when you need to repeat a task.
Where To From Here?

The following is a little advice about what to do next:
 Spend some time playing with what you have learnt. You should reinforce the skills that you
have acquired and use some of the application's commands. This will test just how much of
the concepts and features have stuck! Don't try a big task just yet if you can avoid it – small
is a good way to start.
 Some aspects of the course may now be a little vague. Go over some of the points that you
may be unclear about. Use the examples and exercises in these notes and have another go
– these step-by-step notes were designed to help you in the classroom and in the work
place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
 read computer magazines – there are often useful articles about specific techniques
 if you have the skills and facilities browse the internet, specifically the technical pages of
the application that you have just learnt
 take an interest in what your work colleagues have done and how they did it – we don't
suggest that you plagiarise, but you can certainly learn from the techniques of others
 if your software came with a manual (which is rare nowadays) spend a bit of time each day
reading a few pages. Then try the techniques out straight away – over a period of time
you'll learn a lot this way
 and of course, there are also more courses and books for you to work through.
Hungry for More?

We live in an ever-changing world where we all need to review and upgrade our
skills.
If you have received this course book on a training course, why not ask the tutor or
trainer for other courses that may be of benefit to you. If you are attending a
college ask for one of their brochures.
Alternatively, if you’ve enjoyed using this course book you can find others that
cover a wide range of topics at our website www.watsoniapublishing.com.
© Watsonia Publishing Page 213 Concluding Remarks

INDEX
colour ..................................... 62, 200 document properties, view ...... 41, 43
colouring pictures ........................ 200 document sections .........................98
3 column break ................................. 13 documents .....................................35
column breaks, insert .................... 13 Draft view .......................................83
3D effects .................................... 167 column breaks, remove ................. 13 draw shapes .................................141
column widths, change .................. 12 drawing canvas ............................140
columns ......................................... 10 drawing canvas resize ..................143
A columns, create ............................. 11 drawing canvas, fill .......................150
columns, line between ................... 12 drawing canvas, insert .................141
address block, insert .................... 120 columns, one ................................. 11 drawing canvas, new ....................141
address block, match fields ......... 120 columns, remove ........................... 11 drawing canvas, resize .................141
adjusting pictures ........................ 200 columns, two ................................. 11 drawing canvas, wrap text ...........151
advanced properties ...................... 43 columns, uneven ............................ 12 drop caps........................................26
Advanced Properties ..................... 40 combination field ......................... 116
advanced Word options ................ 32 comments ...................................... 42
Align Bottom ................................ 145 connectors ................................... 140 E
aligning shapes ............................ 145 continuous section breaks ....... 11, 84
apply effects ................................ 165 contrast ........................................ 200 Edit Shape ....................................177
applying shape styles ................... 154 control handles ............................ 170 editing footers ................................99
Arrange all ....................................... 4 correcting pictures ............... 200, 202 editing headers ..............................99
arrows.......................................... 140 Corrections tool ........................... 202 effects, apply ................................164
artistic effects .............................. 204 creating a recipient list ................ 107 effects, reflection .........................164
author ............................................ 42 creating mailing labels ................. 128 enhancing pictures .......................200
automatic date .............................. 95 creating multiple columns ............. 11 Even Page headers and footers ....101
automatic hyphenation ................. 24 crop ...................................... 210, 211 even page section break ................85
automatic page numbering ........... 94 crop accurately ............................ 211
autorecover ................................... 35 custom properties.......................... 43
customising recipient list ............. 108
AutoRecovery ................................ 37 F
field heading ................................116
B D fields, insert....................................44
file format ......................................37
background removal .................... 201 data source file ............................ 116 file locations ............................. 35, 36
banners ........................................ 140 data source, attach ...................... 118 Fill & Line......................................210
basic shapes ................................. 140 data source, open ........................ 112 Fill In rule......................................138
bevel effect .......................... 166, 207 data source, save ......................... 111 fill, picture ....................................158
blank footer ................................... 91 data source, select ....................... 136 fill, texture ....................................150
blank header .................................. 90 date ................................................ 95 filling shapes ................................155
block arrows ................................ 140 date accessed ................................ 43 first line indent ...............................16
brightness .................................... 200 Date and Time.............................. 119 Flip Horizontal ..............................146
Brightness and Contrast .............. 202 Date and Time dialog box .............. 95 flowchart ......................................140
brightness, adjust ........................ 202 date created................................... 43 folder..............................................36
built-in footer ................................ 89 date modified ................................ 43 folder locations ..............................35
built-in header ............................... 89 date, insert ................................... 119 fonts ...............................................62
built-in styles ........................... 90, 91 default file format .......................... 38 footer position, adjust ....................99
default folder ........................... 35, 36 footer styles ...................................89
delete return .................................. 29 footer, activate...............................93
deleting property data ................... 46
C deleting shapes ............................ 149
footer, edit ............................... 93, 99
footer, First Page ..........................100
deselecting shapes ....................... 142 footers...................................... 89, 98
callouts ........................................ 140 DEVELOPER tab .............................. 59
category ......................................... 42 footers, Odd and Even .................101
DEVELOPER tab, show ................... 76 Format AutoShape .......................146
cells, changing alignment ............ 187 display formatting .......................... 30
cells, merging ............................... 192 Format Picture dialog box ............202
display options ......................... 32, 34 Format Picture pane ....................210
cells, splitting ............................... 193 Distribute Horizontally ................. 145
character style ................... 48, 50, 53 Format Shape ...............................163
Distribute Vertically ..................... 145 Format Shape pane ......................159
character style, apply .................... 50 distributing shapes....................... 145
character style, create ................... 53 formatting marks ...........................34
Document panel ................ 40, 41, 42 formatting shape text ..................162
character style, modify .................. 53 document properties ... 33, 34, 40, 42
clip art ............................................ 35 formatting, show ............................30
document properties, update ........ 45
formulas Updating ....................... 190

formulas, insert ........................... 189
J N
formulas, table ............................ 189
justify text ...................................... 10 New dialog box...............................75
newspaper columns .......................10
next page section breaks ....... 83, 102
G
K No Outline ....................................160
Normal template ............................70
general properties ......................... 40
glow effect ................................... 165 keep lines together .................. 19, 22
glow effect, apply ........................ 206 keep with next ......................... 19, 21
glow effect, pictures .................... 206 keeping paragraphs together......... 21 O
gradient fill, apply ................ 150, 157 keywords........................................ 42
greeting line ................................. 121 Odd Page headers and footers .....101
greeting line, insert...................... 121 odd page section break ..................86
gridlines ....................................... 144 L Open dialog box ...............................2
gridlines, hide .............................. 188 Open place .......................................2
gridlines, show ............................. 188 labels, editing ............................... 129 opening a recipient list .................112
grouping shapes .......................... 147 labels, inserting fields .................. 129 opening documents .........................2
labels, previewing ........................ 129 Organiser ........................................59
labels, printing ............................. 129 orphan ...................................... 19, 20
H Layout dialog box ......................... 174
line feed ......................................... 27
hanging indent ............................... 17 lines.............................................. 140 P
hard return .................................... 27 linking footers .............................. 103
hard return, insert ......................... 28 linking headers ............................. 103 page break before .................... 19, 23
header position, adjust .................. 99 linking paragraphs ......................... 21 page layout ....................................11
header styles ................................. 89 live preview .................................... 32 page numbers, insert .....................94
header, activate ............................. 93 long documents ............................. 98 pagination ................................ 19, 20
header, blank ................................. 90 Paragraph dialog box .....................20
header, edit ............................. 93, 99 paragraph keep lines together .......22
header, First Page ........................ 100 M paragraph marker ..........................27
header, insert ................................ 90 paragraph style ..............................48
headers .......................................... 98 Mail Merge .......................... 116, 132 paragraph style, apply ....................49
headers and footers ... 88, 89, 90, 91, Mail Merge columns, edit ............ 108 paragraph style, creating ...............52
95, 100, 102 Mail Merge document, select ...... 117 paragraph, Next Page .....................23
headers and footers, page Mail Merge filters ........................ 134 personalise .....................................32
numbering ................................. 94 Mail Merge letter ......................... 122 personalise Word ...........................33
headers and footers, switch .......... 92 Mail Merge process ..................... 116 picture borders ............................200
headers, Odd and Even................ 101 Mail Merge typing text ................ 122 picture colour ...............................210
height, Adjust .............................. 143 Mail Merge, complete ................. 125 Picture Correction Options...........202
hide text ........................................ 25 Mail Merge, preview .................... 124 picture corrections .......................210
hyphenation .................................. 24 Mail Merge, rules ......................... 137 picture effects ...................... 200, 210
Mail Merge, run ........................... 132 picture enhancements .................200
mailing address .............................. 33 picture layout ...............................212
picture styles ................................200
I mailing labels ......................... 33, 128
pictures ..........................................35
main document ............................ 116
main document, edit ................... 124 pictures Bevelling .........................166
If Then Else rule ........................... 137 pictures Softening ........................166
indent first line .............................. 16 main document, select ................ 117
manual hyphenation ...................... 24 pictures, adjust .............................202
indent hanging ............................... 17 pictures, Apply styles ...................208
indent right .................................... 18 manual soft return ......................... 27
match fields ................................. 120 pictures, Bevelling ........................207
initials ............................................ 33 pictures, colour ............................203
insert address block ..................... 120 maximise window ............................ 7
Merge & Finish ............................. 125 pictures, correct ...........................202
insert return .................................. 28 pictures, glow effect.....................206
insert right indent .......................... 18 merge fields, insert ...................... 123
merge record ............................... 116 pictures, reflection effect .............205
insert shapes................................ 141 pictures, Removing Background...201
inserting a drawing canvas .......... 141 merge to email ............................. 125
merge to new document ............. 125 pictures, Repositioning ................209
inserting first page footers .......... 100 pictures, shadow effect ................205
inserting first page headers ......... 100 merge to printer .......................... 125
metadata ....................................... 40 pictures, sharpen .........................202
inserting merge fields .................. 123 pictures, soften ............................202
inserting properties ....................... 44 mini-toolbar ................................... 32
Modify Style dialog box ................. 56 pictures, Softening .......................207
inserting text ............................... 162 popular options ..............................32
moving shapes ............................. 144
multiple documents ................. 2, 3, 5 preview Mail Merge .....................116
Preview Results .................... 124, 136
previewing merge documents ..... 124 reveal formatting ........................... 30 shapes, move ...............................144
Print Layout view ........................... 83 Reveal Formatting task pane ......... 30 shapes, Resize ..............................143
printing hidden characters ............ 34 right indent .................................... 18 shapes, rotating ...........................146
proofing ......................................... 32 Rotate .......................................... 146 shapes, select ...............................142
proofing tools ................................ 35 rotate shapes ............................... 146 shapes, send to back ....................148
properties ...................................... 40 rotate text box ............................. 170 shapes, ungroup ...........................147
properties data, delete .................. 46 rule, apply .................................... 137 Sharpen and Soften ......................202
Properties dialog box ..................... 40 Show/Hide .....................................11
Properties pane ............................. 41 side by side................................... 5, 7
Properties panel ............................ 42 S side by side viewing .........................6
properties, add .............................. 42 soft return ......................................27
properties, view ....................... 41, 43 sample template, new ................... 71 soft return, insert ...........................28
property fields, insert .................... 44 sample templates, use ................... 71 soften effect ......................... 166, 207
protect paragraph ......................... 22 saturation ............................ 200, 203 solid fill, apply ..............................156
saturation, adjust ......................... 203 sorting data in table .....................191
save ................................................ 37 special indent .................................17
Q save options ................................... 38 stars..............................................140
saving a recipient list ................... 111 startup folder .................................35
Quick Access Toolbar ..................... 32 section break ................................. 84 statisitical properties......................40
quick footer ................................... 89 section break (continuous) ...... 82, 84 statistics .........................................43
quick header .................................. 89 section break (even and odd page) 82 status..............................................42
quick style set, apply ..................... 49 section break (next page) ........ 82, 83 style set ..........................................51
quick style, create .......................... 51 section break, even page ............... 85 style, selecting all instances ...........57
quick style, new ............................. 51 section break, insert .......... 83, 85, 86 style, updating styles ......................57
quick styles .............................. 48, 51 section break, odd page ................. 86 styles ..............................................48
quick styles gallery ......................... 49 section breaks .................. 13, 82, 102 Styles dialog box.............................52
Quick Styles gallery ........................ 49 section breaks, insert ................... 102 styles, adding to template ..............74
section headers and footers ........ 102 styles, apply....................................54
sections .......................... 98, 102, 103 styles, Apply to pictures ...............208
styles, apply to text ........................50
R sections Link................................. 103
styles, copy .....................................77
sections Unlink ............................. 103
security .......................................... 32 styles, copying ................................59
receipients, select ........................ 136 styles, creating paragraph ..............52
recipient list, add records ............ 109 select recipients ................... 118, 136
selecting shapes ........................... 142 styles, delete ..................................54
recipient list, attach ..................... 118 styles, deleting ......................... 58, 59
recipient list, edit ......................... 113 selecting the main document ...... 117
shadow effect, apply .................... 205 styles, exporting .............................59
recipient list, new ........................ 107 styles, importing.............................59
recipient list, open ....................... 112 shadow effects ............................. 163
shadow options ........................... 163 styles, modifying ............................56
recipient list, save ........................ 111 styles, renaming ....................... 58, 59
recipients, add ............................. 109 shape effects ........................ 154, 165
Shape Fill .............................. 154, 156 subject ............................................42
recipients, delete ......................... 110 summary ........................................43
recipients, exclude ....................... 133 Shape Outline .............. 154, 159, 160
shape style Apply ......................... 177 switch between documents .............3
recipients, filter ........................... 134 Switch Windows ...............................3
recipients, new ............................ 109 shape styles, apply ....................... 154
shape text, Format ....................... 162 synchronous scrolling .......................6
recipients, select .......................... 133
recipients, sort ............................. 135 shape text, Insert ......................... 162
recolour ....................................... 203 shape, fill...................................... 150
recolouring a picture ................... 203 shape, gradient fill ....................... 157 T
records, delete............................. 110 shape, picture fill ......................... 158
records, filter ............................... 134 shapes .......................................... 140 table Align ....................................195
records, sort ................................ 135 shapes 3D effects ......................... 167 table Convert to Text ...................198
reflection effect, apply ................ 205 shapes Outline ............................. 160 table formulas Update .................190
reflection effects ......................... 164 shapes, Add Text .......................... 162 table properties ...........................194
reflection options ........................ 164 shapes, align ................................ 145 Table Properties dialog box..........194
remove return ............................... 29 shapes, arranging ......................... 148 table, create from text .................186
repeating header rows in tables .. 197 shapes, bring to front .................. 148 table, merging cells ......................192
reposition windows ......................... 7 shapes, Changing ......................... 161 table, splitting cells ......................193
repositioning pictures .................. 209 shapes, delete .............................. 149 tables Changing its alignment ......195
reset position ................................... 7 shapes, deselect........................... 142 tables Changing text direction .....196
resize drawing canvas .................. 143 shapes, distribute ........................ 145 tables Repeating header rows .....197
resize windows ................................ 7 shapes, draw ................................ 141 tables Sorting data .......................191
resizing shapes............................. 143 shapes, effects ............................. 163 tables Updating calculations ........190
return delete ................................. 29 shapes, fill .................................... 155 tables, cell alignments ..................187
return insert .................................. 28 shapes, group............................... 147 tables, creating formulas .............189
shapes, insert ............................... 141 tables, gridlines ............................188
tags ................................................ 42 text box, move ............................. 173 tone ...................................... 200, 203
template, attach ............................ 76 text box, new ............................... 176 tone, adjust ..................................203
template, copy ............................... 78 text box, position ................. 173, 174 tool tips ..........................................34
template, create ...................... 73, 78 text box, Remove ......................... 175 trust centre ....................................32
template, create from existing ...... 78 text box, resize ............................. 174
template, create from template .... 75 text box, Type .............................. 172
template, download ...................... 72 text boxes .................................... 170 U
template, new ............................... 78 text boxes, apply effects .............. 183
template, save ............................... 73 text boxes, Changing direction .... 182 ungrouping shapes .......................147
template, use ................................. 75 text boxes, Internal margins ........ 181 unlinking footers ..........................103
templates................................. 35, 70 text direction in a table ................ 196 unlinking headers .........................103
templates, adding styles ................ 74 text Format .................................. 177 update fields ..................................34
templates, change ......................... 71 text hide ......................................... 25 user name ......................................33
templates, copying styles .............. 77 text justification ............................. 10 User templates ...............................70
templates, guidelines .................... 79 text style, apply.............................. 50
templates, installed ....................... 71 text wrap................................ 10, 151
templates, modify ................... 71, 74 text wrapping, drawing canvas .... 151
templates, online ........................... 72 text, convert to table ................... 186
V
templates, standards ..................... 79 texture fill .................................... 150
templates, target audience ........... 79 theme fonts Modify ....................... 65 viewing documents ...................... 5, 6
text box controls .......................... 170 theme fonts New ........................... 65
text box Format ........................... 177 theme, apply .................................. 67
Text Box gallery ................... 170, 171 theme, Apply to Template ............. 67 W
text box style ............................... 171 theme, reset .................................. 68
text box, adjust ............................ 174 themes ........................................... 62 web safe colours ..........................156
text box, break link ...................... 180 themes, apply ................................ 63 widow....................................... 19, 20
text box, create............................ 176 themes, browse ............................. 63 widow orphan control .............. 19, 20
text box, Delete ........................... 175 themes, create ............................... 66 width, Adjust ................................143
text box, Drag .............................. 173 themes, custom ............................. 66 Word options .................................32
text box, draw.............................. 176 themes, modify colours ................. 64 word wrap ......................................27
text box, insert............................. 171 themes, new colours...................... 64 wrap text .............................. 151, 209
text box, Insert type .................... 172 themes, save .................................. 66
text box, linking ........................... 180 title................................................. 42

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Microsoft Word 2016

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This publication has been created using EngineRoom

MICROSOFT WORD 2016

Product Code: INF1611

© 2016 Watsonia Publishing

 work with multiple documents

© Watsonia Publishing -i- Preface

WORKING WITH TOPIC SHEETS

 General topic overview provides an introduction to the topic

 Try This Yourself (task-based topic sheets) is a detailed step-by-step practice

 The Handy To Know (optional) element provides additional information such as

© Watsonia Publishing - ii - Preface

Chapter 1 Multiple Documents .............................................................................................. 1

© Watsonia Publishing - iii - Contents

Creating A Quick Style ...................................................................................................... 51

© Watsonia Publishing - iv - Contents

Chapter 13 Mail Merge Recipient Lists ............................................................................. 105

© Watsonia Publishing -v- Contents

Changing Shapes ........................................................................................................... 161

© Watsonia Publishing - vi - Contents

A distinct advantage of working with a word processing application

In this session you will:

 learn how to open multiple documents simultaneously

© Watsonia Publishing Page 1 Chapter 1 - Multiple Documents

OPENING MULTIPLE DOCUMENTS

Try This Yourself:

 Click on Open Other

 Click on [Browse], then

 Click on the File tab, then

 Click on [Open] to open

For Your Reference… Handy to Know…

© Watsonia Publishing Page 2 Chapter 1 - Multiple Documents

SWITCHING BETWEEN OPEN DOCUMENTS

three files with this exercise.

 Click on the View tab, then

 Repeat steps 1 and 2 to

 Point to the Word icon in

 Click on the thumbnail for

For Your Reference… Handy to Know…

© Watsonia Publishing Page 3 Chapter 1 - Multiple Documents

 Click on the View tab, then

For Your Reference… Handy to Know…

© Watsonia Publishing Page 4 Chapter 1 - Multiple Documents

VIEWING SIDE BY SIDE

Try This Yourself:

previous three files

 Click on the View

For Your Reference… Handy to Know…

© Watsonia Publishing Page 5 Chapter 1 - Multiple Documents

Try This Yourself:

 Ensure the two

 Click on the scroll bar

For Your Reference… Handy to Know…

© Watsonia Publishing Page 6 Chapter 1 - Multiple Documents

RESETTING THE WINDOW POSITION

Try This Yourself:

exercise, or open the

 Ensure the two

 Click on the View tab,

For Your Reference… Handy to Know…

© Watsonia Publishing Page 7 Chapter 1 - Multiple Documents

© Watsonia Publishing Page 8 Chapter 1 - Multiple Documents

Depending on the type of document you want to create, you can