How to Start Microsoft Word

To start Microsoft Word: 1. Click the Start button on the Windows taskbar. This opens the Windows Start menu. 2. Point to All Programs, and then select (click) Microsoft Word.

Microsoft Word opens, displaying a new, blank document. Tip:

You can also start Word using various shortcuts to the program. The Microsoft Word shortcut icon may appear in the top left of the Start menu (as in the picture above), in the Windows taskbar, and on the desktop.

Start a New Document
1. In Microsoft Word, open the File menu and select New.

2. The New dialog opens. This dialog displays the various document templates available for you to use.

3. To create a document based on the default template, click the General tab, and then the Blank Document icon. 4. Click OK (or simply double-click the Blank Document icon). A new, blank document opens. To begin entering text, simply start typing. Tip: You can also create a blank document based on the default template by clicking the New Blank Document button on the Standard toolbar, or by pressing Ctrl+n on your keyboard.

Open an Existing Document
To open an existing Microsoft Word document: 1. Start Microsoft Word. 2. Open the File menu and select open (or press Ctrl+o).

You can also open a document by browsing to the file in Windows Explorer and doubleclicking it. The Open dialog opens. 1.An Open button also appears on the Standard toolbar. simply select it. The document opens in Microsoft Word. To open one of these files. Browse to the location of the document file you want to open. Tip: Word displays a list of the files you’ve recently opened at the bottom of the File menu. then select the file and click Open (or double-click the file). .

This brings the window to the front of the stack of open windows on the desktop. Microsoft Word opens another window. click the button for that window on the taskbar. Buttons representing these windows appear on the taskbar. .Switch Between Open Documents Each time you open a document. To work in a particular document.

Save Your Work To save your document. . or press Ctrl+s on your keyboard. select it from the list. A list of all the open documents appears at the bottom of the menu. To switch to a different document.You can also switch between open windows using Word’s Window menu. with the current document indicated by a checkmark. click the Save button on the Standard toolbar.

If you . Click Yes to save your changes. then entire a file name and click Save. click the Close button in the upper right corner. If you’ve made changes to the document since the last time you saved it. Tip: For each document you open. When you click the Close button. Word closes both the window and the document. Close Your Work To close the Microsoft Word window. or click No to close the document without saving the changes. Word opens the Save As dialog. Word asks you if you want to save it now. Microsoft Word opens another instance of the window.If the document hasn’t been saved before. Browse to the location where you want to save the file.

Open the File menu and select Save As. The Save As dialog opens. While the Save button on the toolbar lets you save your document quickly while you’re working on it. the Save As command lets you save a copy of your work in another location: 1. enter a new file name. Back Up Your Work The File menu contains commands for saving your work. To close multiple documents at once and exit Microsoft Word. 3. Browse to the location where you want to save the copy. select Exit from the File menu. . Click Save.want to close your document without closing the Microsoft Word window. 2. If you like. 1. or open the File menu and select Close. click the document’s Close Window button.

and Ctrl + END to move to the end of the document. it’s much easier to browse page by page. and Ctrl + Page Down to move to the top of the next page. Move Around the Document 2 When viewing and editing long documents. left. The left and right scroll buttons let you scroll to the left and right when the document is viewed at a width larger than the Microsoft Word window. and Page Down to move down one screen. for example) and for moving directly to a specified page (or item) in a document. When you click and drag the scroll handle. Press Ctrl + HOME to move to the beginning of the document.Move the Insertion Point To move the insertion point in your document. Press Page Up to move up one screen. Word moves up or down the document in the direction you drag until you reach the beginning or end. a line at a time. To browse the document page by page (or item by item). by clicking the up and down scroll buttons. or right. and then click. To scroll up or down a screen at a time. Microsoft Word provides methods for browsing the document page by page (or item by item. simply position your mouse pointer where you want to type. Press Ctrl + Page Up to move to the top of the previous page. and END to move to the end of a line. or to jump directly to a specific page. click the Next and Previous buttons on the vertical scrollbar of the document window: . You can also use the arrow keys on your keyboard to move up. if you’re browsing by graphics. click anywhere on the scrollbar above or below the scroll handle (box). You can also use keyboard shortcuts to quickly navigate to various points in your document: • • • • Press HOME to move to the beginning of a line. while the left and right arrow keys move the insertion point one character at a time. You move up and down. than it is to use the arrow keys or mouse to scroll screen by screen. The mouse pointer indicates where you can type by changing to an I-beam . The up and down arrow keys move the insertion point up or down one line at a time. down. Move around the Document 1 The vertical and horizontal scrollbars at the edge of Word’s document window let you use your mouse to move around an open document.

Under Go to what. Open the Edit menu and select Go To. 1. select to move from page to page in your document.1. to go to a graphic. For example. located near the bottom of the vertical scrollbar. To go directly to a specific page (or item. select Graphic instead of Page. or press Ctrl + g on your keyboard. First. In the menu that pops up. The Find and Replace dialog opens to the Go To tab. 1. you can jump to many types of items in a document. Click the Next or Previous button to go to the next or previous item (for example. . 2. make sure Page is selected. Tip: As you can see. page) in the document. select the type of item you want to find in your document. 1. Enter the page number you want to go to and click the Go To button (which appears after you enter the page number). For instance. such as a graphic) within the document: 1. not just a page. click the Select Browse Object button.

Tools menu – Use Word’s tools. View menu – Change the document’s display size and style. and print a document are found in Microsoft Word’s menu bar. and undoing and redoing actions. drag it up or down to set the size of each “frame”. symbols. choose “Remove Split” from the Window menu. Insert menu – Insert objects into your documents. save. sometimes using submenus to further group commands: • • • • • • File menu – Create. open. cutting. . you don’t have to enter anything into the field. and set your Microsoft Word preferences. located at the top of the window. 4. Menu & Dialog Box Options All the commands you use to create. 1. Word also opens the Web toolbar. For example. you can have the table of contents in a frame at the top and the document in the bottom frame. you can use these to navigate to the linkedto locations. edit. you can browse item by item simply by clicking Next. which you can use to move back location and forward to the location whose link you followed. including graphics. both within and outside the document. 2. AutoText. and close documents. such as the spell and grammar checker. macro recorder. A bar appears in the middle of screen. and track changes. Format menu – Apply formatting to the text and objects in your documents. Each menu groups together related commands. save. You can scroll up or down independently in each frame section. to your original How to Split the Screen Splitting the screen in a Microsoft Word 2002 document allows you to view multiple parts of a document at the same time. When a Word document includes hyperlinks. Edit menu – Perform editing functions on your document. print. 3. Just click the hyperlink. moving to various points in the document. including copying. Choose “Split” from the Window Menu. and Word jumps to the location. page numbers and other fields. and pasting text and objects. opening another file if necessary. To remove the split.Tip: In most cases. and hyperlinks.

and keyboard shortcuts. Word includes it with the others you commonly use. or Cancel to discard them. the Preview pane in many dialog boxes. To access a menu command. Dialog boxes may use a combination of tabs. and preview panes to group selection choices and to display information. like the Page Setup dialog. displays the changes that will result from your selections. click the main menu to open it. first click the tab containing the choices you want to see.• • • Table menu – Insert and format tables. Selecting a command from a menu often opens a dialog box. menus. Note: Additional menus may appear when you install a program that includes a Microsoft Word plug-in. Besides the menu bar. Finally. which prompts you to select or enter information. and then select (click) the command. click OK (or Close. Word provides you with a number of ways to accomplish most tasks. toolbars. text fields. many dialog boxes include buttons that open . Once you select a command. so if you don’t see a command. Window menu – Work with multiple open document windows. For instance. in some cases) to accept the changes. click the double arrows at the bottom of the menu to expand it. To navigate a dialog box like the one above. and then select your choices from the list boxes or drop-down menus. Word hides those commands you don’t use frequently. Word then displays all the available commands. Help menu – Access Microsoft Word’s online help.

and save documents. Navigate in Word The Microsoft Word window is made up of a menu bar. print. you just point to the menu and click on it to view the available commands. then click the command you want to access. for example. toolbars. The toolbars group common commands together. The menu bar contains all the commands required to create. Although these dialogs are normally directly accessible from the main menus and the toolbars. grouped into logical categories. you can click a button on a toolbar to apply formatting. To access these commands. edit. a document window. . format. you can apply borders your page at the same time you define the other properties of the page layout. In the dialog box above. and the status bar. using buttons to provide quick access.additional dialog boxes. Word lets you handle related tasks at the same time. While working in your document. and insert a variety of objects. save or print a document. simply by clicking the Borders button. use Word’s drawing or reviewing features.

print layout. 1. simply by changing the display size in the Zoom menu (located on the Standard toolbar). and quickly set tabs. In addition. Tip: You can also split the window by selecting Split from the Window menu. To move up or down your document several pages at a time. or outline. or cut and paste text or objects from one page to another. This is done by splitting the window. which Word can display in several different views—normal. or simply double-click it. or box. To return to a single window. at the top of the vertical scroll bar. click and drag the border (split handle) separating them. increase or decrease indentations.) In addition. click and drag the split handle down to the middle of the screen. You can also view two parts of the same document at the same time. Move the mouse over the split handle . . web layout.You compose and format your text in the document window. click and drag the split handle off the screen. (You can also select Remove Split from the Window menu. use the vertical scrollbar on the right side of the document window. 2. Splitting the window is useful when you want to compare different pages. Use your mouse or the arrow keys on your keyboard to navigate through the pages of your document. you can zoom in on or out of your document. To adjust the size of each of the windows. the rulers at the top and left side of the document window display the document’s measurements and let you use the mouse to change the document’s margins. When the mouse pointer changes to a double horizontal line with arrows.

All of these elements will be covered in more depth in subsequent tutorials. and editing documents. Other toolbars available in Word are: . Word Toolbars Word includes a number of built-in toolbars that provide shortcuts to the commands found in the menus. and lets you quickly turn on and off features like the spelling and grammar checker and track changes. The most frequently used toolbars are the Standard toolbar and the Formatting toolbar. the status bar at the bottom of the Microsoft Word window displays information about your current location within the document. Tip: You can also access the toolbar menu by right-clicking anywhere on a visible toolbar. and then select the toolbar you want to show or hide. By default. open the View menu. select Toolbars. To show or hide a toolbar. The Formatting toolbar contains drop-down menus and buttons for changing the font and applying formatting to text. printing. saving. just below the menu bar.Finally. these two toolbars appear next to each other. The Standard toolbar contains buttons for opening.

right-click any toolbar and select the one to show or hide from the shortcut menu. Frames – Create framesets and frames for a Web document. You can customize any of these toolbars by adding and removing buttons. Working With Toolbars To show or hide a Microsoft Word toolbar. Reviewing – Insert. WordArt – Insert and format WordArt. . Database – Insert and work with data from a Microsoft Access database. Forms – Insert form objects. Picture – Insert and format pictures. Control Toolbox – Insert ActiveX controls into a form. edit. Web – Navigate a Web document. Clipboard – View and select the contents of the clipboard. and work with Microsoft Word Visual Basic code. and delete comments for or by document reviewers. or you can create your own toolbars to group your favorite commands.• • • • • • • • • • • • • • AutoText – Create and insert AutoText. Visual Basic – Record and run macros. Drawing – Insert and format drawing objects. Web Tools – Insert Web objects into a Web document. Tables and Borders – Insert and format tables and apply borders to objects.

Click OK to save the new toolbar.You can also access this menu by opening the View menu and selecting Toolbars. 2. To show and hide several toolbars at once: 1. 1. Tip: If you select a specific document. You can use the Customize dialog to create your own. From the shortcut menu. the toolbar will be available in any document you create that uses that template. click New. 3. custom toolbars. Click Close. and select the template or document where you want the toolbar to be saved. The Customize command also appears in Word’s Tools menu. In the Customize dialog. . and uncheck any toolbars you want to hide. Visible toolbars are indicated with checkmarks. the default Microsoft Word template. 1. select Customize. enter a name for the toolbar. In the dialog that opens. Right-click any toolbar and select Customize from the shortcut menu. Check the toolbars you want to display. as well: 1. the toolbar will be available only in that document. If you select Normal. 2.dot.

Then highlight a category to display a list of available commands. . To add buttons to the new toolbar. 1. 1.A small blank toolbar appears near the Customize dialog. click and drag it from the Commands list to the toolbar. To select a command. click the Commands tab in the Customize dialog.

Continue dragging commands onto your toolbar. You can also add a menu to your toolbar by selecting Buit-in Menus from the Categories list. 1. Notice that the toolbar expands to accommodate the buttons. and then dragging a menu to the toolbar. 1.The button appears on the new toolbar. .

1. Right-click the New Menu button on your toolbar. To add a custom menu to the toolbar. .1. Next. select New Menu from the Categories list. name the menu and add commands to it: a. and then drag the New Menu command to the toolbar.

click the menu button on your toolbar to display the empty list. Next. dock the toolbar below the others by clicking the title bar and dragging it to the lower edge of the Standard toolbar. close the Customize dialog. b. click the box next to Name and enter a name. The command now appears in the menu on your toolbar. Drag a command from the Customize dialog to the empty space on the menu. a.a. 2. 1. . When you’ve finished adding buttons to your toolbar. Finally. 1. In the menu that appears.

If you drag a toolbar to a full row. by selecting Add or Remove Buttons. indicating you can drag the toolbar. When you move the mouse over it. Tip: Remove buttons you don’t use. the pointer changes to horizontal and vertical arrows. In the menu.A new row is added to accommodate the toolbar. click the chevrons at the right edge of the toolbar. Each of Word’s toolbars can be moved simply by clicking and dragging the title bar (if the toolbar is floating) or the move handle (if the toolbar is docked). the surrounding toolbars will shrink to make room for it. 1. The toolbar changes from docked to floating. 1. Click the title bar and drag the toolbar back into place. Drag the toolbar off the row. which has changed from floating to docked. or check (select) new buttons to add. . Select Customize to choose from all the available commands. or add new buttons. The move handle is located at the left edge of the toolbar. To access a button that’s no longer visible. uncheck the buttons you don’t need.

. drag and drop the commands you want onto the toolbar.From the Customize dialog.

click the Toolbars tab. Right-click anywhere on a toolbar and select Customize. When you’re inside the margin. Instead. In the dialog that opens. The Reset button isn’t available for custom toolbars. 2. or the button won’t be added.dot) or just for the current document. Highlight the toolbar whose default contents you want to restore and click the Reset button. If you need to restore the default contents of a toolbar: 1. Right-click anywhere on a toolbar and select Customize. if you decide you no longer need the toolbar. you can delete it: 1. In the Customize dialog. click the Toolbars tab. you can choose to reset the toolbar for the default Word template (Normal. you’ll see a large I Beam. 4. 3.Tip: Make sure you drop the button inside the margin of the toolbar. In the Customize dialog. indicating that you’re in an editable region. 2. Make a selection from the menu and click OK. .

” If you’ve inserted section breaks into your document. The number of inches the insertion point is positioned below the top of the page. The physical page number (regardless of the numbering you’ve defined). . out of the total number of pages in the document. 4. This is based on the numbering you’ve defined. To turn it off. “1/25”).3. click OK. From left to right. The Status Bar The status bar at the bottom of the Microsoft Word window displays information about where your insertion point is currently positioned in the document. double-click TRK again. and the second section is front matter. If you’ve set the first page of the document to begin at page 10. When asked to confirm. if the first section of your document is a cover page. Word displays the page number defined for that page in the section. such as a table of contents. for instance. when you position your insertion point on the first page of Chapter 1. it shows: • The page number. The line number. Also displayed is the current status of: • The macro recorder (REC) • Track changes (TRK) • Extend selection mode (EXT) • Overtype mode (OVR) These are dimmed when the corresponding features are turned off.” • • • • • The section number. and the third section is Chapter 1 of a report. The number of characters from the left margin to the insertion point. Highlight the custom toolbar and click Delete. to turn on the track changes feature. then on the first page the status bar will display “Page 10. the first page will still be displayed as “1” out of the total number of pages (for example. You can double-click inside the box in the status bar to turn on one of the features. the status bar will display “Page 1” and then “Sec 3. For example. and you’ve set the front matter (Section 2) to begin on page iv and Chapter 1 (Section 3) to begin on page 1. double-click TRK. so if you’ve set the first page of the document to begin at page 10.

The spelling and grammar check status is displayed on the book icon in the status bar. Word displays the number of the page currently being printed next to the printer icon. 2. Open the File menu and select New. and formatting of the template you selected. which you can then adjust to suit the individual needs of each document. Double-click the book to see Word’s suggestion for correcting the error. respectively. for example. layout. which are available from the New dialog. open the File menu and select Save As. 4. 3. Using Word Templates Templates let you define a reusable design for multiple documents. blank document. blank document opens containing the styles. click the tab containing the template you want to use. and formatting. disk and printer icons may appear when Word is autosaving or background printing the document. Select the template and click OK. and lay out the page using the Page Setup dialog. . Word includes a large number of pre-defined templates. From the Save as type drop-down menu. If an error is found. When you’re printing a document. select Document Template. Specify the settings you want the documents based on this template to use. To create a document based on a template: 1. A new. You can create templates of your own simply by saving existing documents as template files: 1. You might define styles. an X appears on the book. layout. Finally. Create a new. 2. When you’ve finished. 3. Documents based on a template will share the same styles. In the New dialog box.

highlight it. since these changes will apply to all new documents you create (where you don’t specify an alternate template). it’s important to be careful of the changes you make to it. you need to open the template itself: 1. Make changes to the template as necessary. select Document Templates from the Files of type dropdown menu. which is the default template for all new Word documents. and then save and close it. To change a document template. Word automatically locates the Templates folder. If you want the template to appear on a different tab. whose contents are available only to the documents based on them. it will appear on the General tab of the New dialog when you create a new document. Open the File menu and select Open. 3. whose contents are available to all documents. 2. Click Save. Enter a file name for the template. if necessary) the corresponding folder. is a global template.1. In the Open dialog. select (or create. and click Open. If you save the template here. Browse to the location of the template. For this reason. 4. How to Change the Word Document Size . Word uses two types of templates: global templates. 2. The Normal template. and document templates. 3.

select the Landscape option button. 1. You can then trim the paper as necessary. with portrait orientation. The Page Setup dialog opens. Microsoft Word defaults to letter size. Although you can define any paper size in this dialog. or select Custom size to define a size using the Width and Height fields. if you define a custom paper size that’s smaller than letter size. For example. 2. To change the paper size. select one of the pre-defined options from the Paper Size menu. Click the Paper Size tab. You can choose to continue. . To change the orientation of the page to landscape. then print the document on letter paper. Tip: Despite Word’s warning.To change the size of a Word document: 1. Word will warn you if the margins of the page are outside the printable range for your printer. you can often still print your document. Open the File menu and select Page Setup. the document won’t print correctly unless your printer supports that paper size. Word will confine the printable area to the size you specified. or to return to the dialog to change the settings. When you click OK to exit this dialog. Word changes the orientation of the page in the Preview pane so you can see how the page will appear. 1.

In the Page Setup dialog. Notice that Word changes the picture in the Preview pane so you can see how the pages will appear with the binding. 3. This prevents text from being cut off by the binding. When you check this option. the Left and Right margin fields change to Inside and Outside. Enter the number of inches you want the main text of the page to appear from the top. First. If you selected the Left gutter position. letting you specify the margins for the inside (binding side) and outside margins of the page. . The Gutter field lets you define extra space for the left or top margin of a document for binding: a. Open the File menu and select Page Setup. b. 2.Set Margins To define the margins for a Word document: 1. click the Margins tab. 4. 2 additional options are available: Mirror margins and 2 pages per sheet. • Use Mirror margins to set up facing pages for double-sided documents. left. • When you select 2 pages per sheet. Word reduces each page in your document by 50% and fits 2 pages to each sheet of paper. 1. Second. enter the amount of additional space you want to reserve for binding. and right edges of the page. specify left or top binding by selecting the appropriate radio button under Gutter position. a. bottom.

Hold down the Alt key while you drag to display the measurements of the margins. The header and footer will appear between the edge of your page and the top and bottom margins you specified for your main text. click OK to apply them to the document and close the dialog. and the main text will begin 1 inch from the top of the page. or . . From the File menu. your header will appear . Most printers are unable to print on the outside quarter-inch of the page on all sides. Finally. Tip: You can quickly change the page margins by clicking and dragging the margin boundaries at the edges of the horizontal and vertical rulers. if you specified a top margin of 1 inch and a header margin of . Using Page Setup in Microsoft Word Use Word’s Page Setup dialog to define the layout for your page.1. Tip: It’s a good idea to keep at least a quarter of an inch between the top of the page and the header.5 inch from the top of the page.5 inch below the header.5 inch. select Page Setup. 1. When you’ve finished entering your settings. since this is the space the printer uses to grip the page. specify the position of your header and footer by entering the number of inches you want these to appear from the edge of your page. and between the header and the main text. For example.

if you want to print a cover page on special paper). including the placement of the header and footer in relation to the edge of the page. Paper Size – Lets you specify the paper size and orientation (portrait or landscape). as well as specify additional options for headers and footers. Preview and Print Use the Print Preview button on the Standard toolbar (or select Print Preview from the File menu) to preview your document before you print it. Layout – Lets you add line numbers and borders. . Paper Source – Lets you specify a different paper source for a part of your document (for example.The Page Setup dialog has 4 tabs: • • • • Margins – Lets you define the margins for your page. The Preview window lets you see exactly how your document will appear on the page.

click the Multiple Pages button on the toolbar.Notice that the pointer appears as a magnifying glass with a plus sign in the middle. . Click again to zoom back out. To view several pages at once. You can also zoom in and out by specifying a value in the Zoom box on the toolbar. Click the mouse to zoom in on the document. then select a layout from the menu.

Make sure the correct printer is selected in the Name field. Or. Open the File menu and select Print (or press Ctrl+p). To print your document from the Preview window. 1. The Print dialog opens. click the Close button. To print your document without previewing: 1. simply click the Print button on the toolbar.Use the One Page button to change the view back to one page. Tip: . to return to the document without printing.

collating and hole punching. Click OK. the layout of the page is not displayed—page numbers are not shown. and any text-wrapping you’ve applied to objects does not appear. 5-20). To print a specific page range. page numbers. . Web Layout view displays the document as a web page. text-wrapping. and text-wrapping. Change Document Views Microsoft Word provides 4 document views. 2. for example. and natural page breaks (indicated by dotted lines). Outline view displays the structure of the document. These include paper type. including any graphics. which you can choose from the View menu: • • • • Normal view displays the text and objects you insert. However. Enter the number of copies. as well as headers and footers. 1. as well as page and section breaks. including any white space at the bottom. Word will send the document to your default printer without opening the Print dialog. Microsoft Word prints your document using the selected printer. and color settings. Each page is shown in its entirety.The Properties button lets you specify additional options specific to your printer. You can collapse and expand the document depending on whether you want to view only headings or all the text. select the Pages option and enter the beginning and ending page numbers separated by a hyphen (for example. 3. Tip: Click the Print button on the Standard toolbar to print a document using the default settings. Print Layout view displays the document as it will be printed. allowing you to reorganize text by dragging and dropping headings. and backgrounds you’ve applied. Select the page range.

2. 3. Select the text you want to move. There’s no need to recopy the text. Open the Edit menu and select Cut. Move and Copy Text To copy text from one place in your document to another: 1. leaving the original text in place. This creates a copy of the text in the new location. Position the insertion point in the location where you want to copy the text. to switch to Outline view. because Microsoft Word keeps the original copy on the clipboard until you exit the program. button on the Standard toolbar. you can use the Copy and Paste buttons on the Standard toolbar. 4. use the View buttons at the bottom left corner of the window: • • • • Click Click Click Click to switch to Normal view. To move text to a new location. or press Ctrl+c on your keyboard to copy and Ctrl+v to paste. Open the Edit menu and select Copy. Tip: Instead of using the Edit menu. 2. you use the Cut command: 1. 4. or press Ctrl+x on your . Position the insertion point in the location where you want to move the text. Open the Edit menu and select Paste. Select the text you want to copy. Open the Edit menu and select Paste.The View Buttons To quickly change between document views in Word. to switch to Web Layout view. to switch to Print Layout view. You can use the Paste command to paste as many copies of the text as you like. 3. Tip: You can also click the Cut keyboard.

which allows you to use the mouse to move a selection from one place to another: 1. right-click. Drag and Drop Method to Move Text Microsoft Word includes drag-and-drop functionality.The Copy. Right-click and select Copy from the menu that pops up. Cut and Paste commands also appear in a shortcut menu. 2. 1. Hold down the mouse button and drag the selection to another location in the document. Select any text or object (such as graphic). Select a block of text to move. 2. Word drops the text in that location. which you can access by right-clicking anywhere in your document: 1. The selection is copied to the new location. and select Paste from the menu. . Release the mouse button. Move to another location in your document. 1.

The selection doesn’t have to be text. Word interprets the first few letters of the month and displays the word in a popup. . You can insert the complete entry simply by pressing Enter. To turn AutoComplete on and off: 1. If you don’t want to insert Word’s AutoComplete suggestion. Press Enter to insert the completed word into your document. when you begin typing a date. When Word’s AutoComplete option is turned on. these items appear as pop-ups when you type. you need only continue typing. Open the Insert menu and select AutoText. which you can insert by again pressing Enter. For example. and then AutoText again. Word displays today’s date. it can be any object on the page. Work with AutoText AutoText items are pre-built text and objects that you can quickly insert into a document. If you then press the space bar.

The AutoCorrect dialog opens. .

Click OK to close the dialog. for example. which you can select from the AutoText submenu: 1. 2. . but choose to prevent Word from replacing text as you type. Select or clear Show AutoComplete tip for AutoText and dates. Position the insertion point where you want to insert the AutoText. 1. The AutoText submenu contains additional submenus for AutoText categories. and then the particular AutoText entry you want to insert. Word includes a large number of pre-built AutoText entries. Tip: Additional AutoCorrect options are available on the AutoCorrect tab. Select a submenu. 3.1. You can. leave AutoCorrect on. Open the Insert menu and select AutoText.

click the New button. formatted text and objects you use repeatedly. .Create New AutoText You can create your own AutoText entries. To create an AutoText entry: 1. 2. Use at least 4 characters. Show paragraph marks by clicking the Show/Hide Paragraph button on the Standard toolbar. so you don’t have to continually recreate them. enter a name for your entry. Select the text or graphic and the final paragraph mark . To include the formatting in the AutoText entry: a. create the text or graphic and format it as you want it. 5. 3. On the toolbar. First. In the Create AutoText dialog. If necessary. this allows Word to insert the entry when you type using AutoComplete. b. show the AutoText toolbar: From the View menu. 4. select Toolbars and then AutoText. Select the entry.

.) 3. Click OK. Normal). Use AutoCorrect The AutoCorrect feature in Word automatically corrects spelling and capitalization errors as you type. Select Replace text as you type. Select or clear the options you want Word to use when autocorrecting your document. Click OK. complete the Replace and With fields. (Clear the check box to turn off AutoCorrect. open the Insert menu and select it from the appropriate AutoText submenu. Open the Tools menu and select AutoCorrect. To insert the entry into a document. 2. To enter your own corrections. and then click Add. To turn on AutoCorrect: 1. The AutoText dialog box opens to the AutoCorrect tab. The entry is listed in the AutoText submenu under the style that was used to create the entry (for example.1. 1.

Open the Tools menu and select Spelling and Grammar (or press F7 on your keyboard). Word begins checking the document. such as ignoring words in uppercase and checking spelling as you type. Tip: If Word displays a word or phrase in green. Tip: Click the Options button to select options for the spell check. Suggested corrections are listed in the bottom pane. When it finds a word it doesn’t recognize. 2. it is indicating a possible error in grammar. . The word is colored red in the top pane. To correct the error using one of the suggestions. highlight the suggestion and click the Change button.Spell Check Your Work To spell check your document: 1. uncheck the Check grammar box at the bottom left of the dialog. To stop it from checking grammar. which also displays the surrounding text. it opens the Spelling and Grammar dialog.

3. If the correct word doesn’t appear in the list, you can make corrections directly in the top pane. Just click inside the pane and type as you would in the document. Then click the Change button to apply your changes. 4. To ignore the word and keep it as you typed it, click the Ignore button. Tip: Use the Change All or Ignore All button to change or ignore the word throughout the document. Word completes the spell check and closes the dialog.

Create a New Dictionary
You can create a new custom dictionary, which you might use, for example, to maintain entries for particular types of documents, such as legal reports or medical reports. To create a new dictionary: 1. Open the Tools menu and select Options. 2. In the Options dialog, click the Spelling & Grammar tab.

1. Click the Dictionaries button. 2. Click the New button.

5. Enter a file name into the dialog that opens and click Save.

The new dictionary is now available for selection in the Custom Dictionary menu on the Spelling & Grammar tab of the Options dialog.

Add to the Custom Dictionary
Microsoft Word includes the ability to add words to a custom dictionary used when you spell check your document. For example, if you use a proper noun in your document, you might want Word to ignore it as an error. Adding it to the custom dictionary also causes Word to check the document for misspelled instances of the word, as you entered it into the dictionary. To add a word to the custom dictionary: 1. Open the Tools menu and select Options. 2. In the Options dialog, click the Spelling & Grammar tab.

Click the Dictionaries button. highlight the dictionary you want to edit (but be careful not to uncheck it) and click Edit.1. . In the Custom Dictionaries dialog. 2.

2. In the new window that opens. On the Standard toolbar. press Enter after each word. add the word as it should be spelled in the document. To add multiple words. Close the window. Tip: You can quickly add a word to the custom dictionary during a spell check: 1. Word adds the word to the dictionary and resumes the spell check. click Save to save the entries. 2. In the Options dialog. 1. Remove from the Custom Dictionary To remove a word from the custom dictionary: 1. Open the Tools menu and select Options. click the Add button. When the spell check highlights a word you want to add to the custom dictionary. Spell check your document by pressing F7 on your keyboard (or selecting Spelling and Grammar from the Tools menu). 2.1. click the Spelling & Grammar tab. .

highlight the custom dictionary and click Edit. 2. .1. In the Custom Dictionaries dialog. Click the Dictionaries button.

Word highlights the actions. Tip: If you find you moved too far back in the document’s history. delete the word from the list. . right . center . In the window that opens. returning the document to its earlier state. you can use the Redo button (or press Ctrl+y) to redo each action. 2. or bar ). To undo a series of actions: 1. The menu that appears displays your last 25 actions. 1. click Save to save the change. Undo Problems Use the Undo button on the Standard toolbar (or press Ctrl+z) to undo your last action.1. and then click the ruler in the location where you want to set the tab. In the left corner. decimal . Word removes the highlighted changes from the document. Stop at the earliest action you want to undo. On the Standard toolbar. Quick Tabs The easiest way to set tabs in Microsoft Word is to use the horizontal ruler. click the to select the alignment (left . 3. 2. Close the window. Click the down arrow next to the Undo button. Notice that as you scroll through the list.

and orientation. 4. or click Clear All to clear all tabs from the list. size. open the Format menu and select Tabs. 2. Enter the precise measurement. select it from the list and click Clear.You can move the location of tabs simply by dragging and dropping the tabs on the ruler. drag it off the ruler. For each tab you want to set: 1. such as defining a leader style. Click Set. to name just a few examples. Select the alignment. The tabs you set apply only to the current (or selected) paragraph(s). Use Section Breaks Use section breaks to divide the formatting of your document into sections. To clear a tab. This opens the Tabs dialog. To remove a tab. as well as different headers and footers. in inches. if appropriate. Each section can use a different page layout. into the Top stop position field. Select the leader style. Set Tabs To set additional options for tabs. 3. To insert a section break: .

To delete a section break. all of which are displayed in the Break dialog box. (If you don’t see the section break. 2. click Show/Hide on the Standard toolbar.) Be aware that when you delete a section break. you delete all the formatting for the preceding section. (Open the dialog by selecting Break from the Insert menu. The Break dialog opens. Types of Section Breaks Word provides several types of section breaks. just highlight it and press Delete on your keyboard. or on the same page). Click OK.) . The section break type tells Word where to begin the new section (for example. Open the Insert menu and select Break. Select the break type. 2. Position the insertion point where you want to insert the section break. 1.1. and then the section break type. on a new page.

select the section break type. . you can quickly find instances of a word or phrase—even of a particular symbol or formatting—and replace one or all instances with something else: 1. This opens the Find and Replace dialog. If you need to. click the Layout tab. 4. In the Page Setup dialog. you want the first page of each chapter in a document to begin on an odd page. then Word inserts a blank page. Click OK. 3. Continuous starts a new section on the same page.• • • Next page starts a new section on the next page. Odd page and Even page start a new section on the next odd. or press Ctrl + f on your keyboard. Find and Replace In Word. If the preceding section ends on a page of the same number type (odd or even). but it is included when the document is printed. for example. The blank page is not displayed on-screen. From the Section start menu. Open the File menu and select Page Setup. 1. Open the Edit menu and select Replace. Position the insertion point inside the section whose type you want to change.or even-numbered page. where you insert the break. you can change the type of an existing section break: 1. This is a handy way to create divisions when. 2.

The Go To tab lets you jump to a specific page. .The dialog box has 3 tabs: Find. in your document. Click Find Next. In the Replace with field. Replace. or Ctrl + g to open it to the Go To tab. 3. use Replace instead if you want to replace that text with something else. 1. enter the text you want to find. and Go To. enter the new text you want to replace the original text with. In the Find what field. Use Find to find a word or phrase in your document. the next instance of the text you’re searching for. and highlights. Tip: Press Ctrl + h on your keyboard to open the dialog to the Replace tab. Word moves to. 2. Click the Replace tab. line. etc. section. 1.

1.” Selecting this box restricts the search to “the. such as replacing “white” with “White. Down (toward the end of the document). Word replaces all instances of the text. click the Format button. Select Find whole words only to search only for whole words that match the text you entered. click the More button. 2. If you’re sure you want to replace all instances of the text in the document (for example. Word searches for all instances of letters matching the text you entered. click Replace All. You can also use the drop-down menu to specify the direction of your search: Up (toward the beginning of the document). Click Replace to replace the text. if you’ve misspelled a person’s name). This opens a menu from which you can select the formatting options you want to replace.” “theme.” and “then. To search for text containing a particular formatting. 3. By default.” Word finds “them.” 2. 4. . Under Search Options. select the Match case box to restrict the search and replace to the specific case format you enter. 4. and then from the beginning of the document back to this point). or Find Next to keep searching. So when you search for “the. whether they’re whole words or only parts of words. or All (from this point to the end of the document. To see additional options for finding and replacing text. 1.” 3.

For example. Notice that Word includes the style under the Find what field. . you can search for all text in your document that uses the Heading 1 style by clicking the Format button. and then selecting Heading 1 from the dialog box that opens. selecting Style. 1.

. Only enter text when you want to replace that specific text (and its formatting) with new text containing different formatting. Tip: You don’t have to enter any text into the Find what and Replace with fields in order to search and replace formatting elements. click Special. To replace the style with a different style. click Format. To find or replace special characters. such as Heading 2. 1. Select the new style from the dialog box that opens.1. and then select Style again. move the insertion point to the Replace with field.

so don’t be alarmed if the character doesn’t appear recognizable in the field. . Word inserts a symbol (or symbols) into the field representing the one you chose.When you select an item from this menu. The example below shows the symbols that appear when you select Em Dash from the menu.

Notice that OVR appears in black on the status bar at the bottom of Microsoft Word. Insert mode (the default) lets you insert text as you type. press the Insert key on your keyboard. and the new text will be inserted before the existing text. Use Overtype mode to type over existing text.Correct Your Document Word has two typing modes: Insert and Overtype. To switch to Overtype mode. Tip: You can also switch between Insert and Overtype modes by double-clicking OVR on the status bar. To switch back to Insert mode. press the Insert key again. . This means that you can position your insertion point anywhere inside a block of text and begin typing.

line by line. press and hold the Shift key. and then use the arrow keys to move to the end of the text. to simply select the text you want to replace and then type over it. Note: . • To select text using your keyboard. and remaining in Insert mode ensures that you don’t inadvertently replace text you meant to keep. You don’t need to switch to Overtype mode to do this. click and drag the mouse over the entire portion of text you want to select. position your insertion point at the beginning of the text. Click the word a third time to select the entire paragraph. The Delete key deletes the character to the right of the insertion point. To decrease the indent. To select a line of text. by holding down the mouse button and dragging to the end of the text you want to select. click the Decrease Indent button. click outside the left margin of the line. You can also use these keys to delete one character at a time. simply double-click the word. however. You can select text using your mouse or keyboard: • To select text using your mouse. Tip: To select an entire word. use the Increase Indent button on the Formatting toolbar. without selecting a block of text: • • The Backspace key deletes the character to the left of the insertion point. Word indents the paragraph by one tab stop each time you click the button. Indent Text To quickly indent text in Word. To delete selected text. use either the Backspace or Delete key on your keyboard. Selected text appears highlighted in black.It’s often easier. You can continue to select text.

click the Increase Indent button (with the insertion point positioned somewhere in the text). the upper marker represents the paragraph’s first line. Open the Format menu and select Paragraph.You can use these buttons to change the level of text in a numbered outline. as well. Word changes the level of the text. You can also change indentation using the Left Indent and Right Indent markers on Word’s ruler. if Level 2 is indented by one-quarter inch and Level 3 is indented by one-half inch. click the Indents and Spacing tab. If you have trouble dragging both markers at once. and you want to change a paragraph of Level 2 text to Level 3. Simply position the insertion point inside the paragraph whose indentation you want to change and then click and drag the marker to the appropriate place on the ruler. to create a hanging indent. 2. If necessary. Negative numbers extend the text beyond the current margins. You can drag the upper Left Indent marker. Word shows you how the text will appear relative to the surrounding paragraphs. The upper and lower paragraph markers can be moved separately. The Paragraph dialog opens. increasing the indent as appropriate. You can enter positive or negative numbers. for example. and adjusting the numbering or bullet style as appropriate. Change the left or right indentation using the up and down arrows next to the Left and Right fields. 1. and the lower marker represents the remainder of the paragraph. be sure to drag them using the small box at the bottom of the markers. Notice that in the Preview pane. . To set more specific options for indenting text. For instance. use the Paragraph dialog box: 1.

1. You can specify the precise indentation by entering a value into the By field. . To create a hanging or first-line indent. select the appropriate option from the Special drop-down menu.

This opens the Insert Table dialog. Create a Table To insert a table into your document. Click OK to apply the settings and close the dialog. open the Table menu and select Insert Table. which lets you specify the number of columns and cells.1. .

select Draw Table. click near the edge of the existing cell and draw the new cell. adjusting the height as necessary. 1. Word snaps the new cell to the border of the first one. click the Draw Table button. giving it roughly the same height.You can also draw a table using your mouse: 1. and the mouse pointer changes to a pencil. A floating toolbar appears. 1. To draw an adjoining cell. click and drag a rectangle on a blank area of the page. If necessary. . To draw the first cell of the table. From the Table menu. or click the Tables and Borders button on the Standard toolbar.

click just outside the left or right edge of the row. • To select a row. You can also select the table cell itself by clicking at the edge of the cell. To select multiple cells. You don’t have to draw cells of the same width. The same is true when you select a row or column.1. rather than just to the text. To format text inside a cell. . or the entire table. click and drag along the cells you want to select. When the mouse is in the correct position. for example. Continue drawing cells in this fashion until your table is complete. Format a Table The text and objects you insert into table cells can be formatted the same way you’d apply formatting to selections outside of tables. simply select the text and format it as usual. the pointer changes to a small black arrow. you can apply formatting to any text you later enter into the cell—the formatting is applied to the cell. rather than just the contents. By selecting the cell.

a row. height.) 2. move your mouse to the upper left corner and clicking the plus sign when it appears. or a column. (You can also select the table. Position the cursor inside a table cell. Open the Table menu and select Table Properties. • To select an entire table. such as width.• To select a column. When the mouse is in the correct position. cell margins. the pointer changes to a small black arrow. click at the top or bottom edge of the column. can be defined using Microsoft Word’s Table menu: 1. . and cell spacing. a cell. The Table Properties dialog opens. General table properties.

1. color. which you can access by rightclicking the table or cell(s). This opens the Borders and Shading dialog. 2. To apply a table border. Use the Table tab to select properties that apply to the whole table: its width and alignment. . click the Borders and Shading button. and whether or not surrounding text should wrap around it.Tip: Table Properties is also available from a shortcut menu. which lets you specify the border’s style. and weight.

. Click the Options button on the Table tab to change the default cell margins and spacing. Click OK to close the dialog and return to the Table Properties dialog.Tip: You can apply a border or shading more quickly by selecting the table (or cells) and then using the Border button and drop-down menu on the Tables and Borders toolbar. or by right-clicking the appropriate cells and selecting Borders and Shading. 1.

If you need to specify margins for a particular cell. The Row and Column tabs of the Table Properties dialog let you select options for the table’s rows and columns. click the Options button on the Cell tab instead.Note: These values apply to the entire table. . 1.

Use the Previous and Next buttons to scroll from one row or column to the next. In addition. you can click the Options button to define cell margins. and to specify text wrapping within the cell. 1. You can set different options for each row or column in the table. The Cell tab lets you specify the width and vertical alignment of the selected cell(s). .

The Table AutoFormat dialog opens. Word provides a large number of pre-formatted table styles. Open the Table menu and select Table AutoFormat. 2. Select the table you want to format.For faster table formatting. . which you can apply to any selected table: 1.

2. and any special formatting options. To insert a symbol into a document: 1. Select the format you want to apply. Open the Insert menu and select Symbol. symbols are special characters that don’t appear on a standard keyboard. For each format you highlight in the list. Click OK.1. Word displays a preview of the table. The Symbol dialog opens. These can range from a copyright symbol to icons like smiley faces and checkmarks. . Insert Symbols In Microsoft Word.

Many standard special characters. appear on the Special Characters tab. 2. the Symbol dialog opens with the Symbol font selected.1. You can select different fronts from the drop-down menu to view all the available symbols. . the trademark symbol. such as the em-dash. though many include the same standard symbols. and the copyright symbol. By default. the en-dash. Different fonts offer different symbol menus.

1. This opens the Customize Keyboard dialog. place the insertion point where you plan to type. You can use these to insert the symbol without opening the Symbol dialog. to apply formatting to new text. Select a font name from the Font box. click Close to close the Symbol dialog. highlight the symbol and click the Shortcut Key button. Select the text you want to change. 1. 2. or. Tip: Keyboard shortcut keys for these symbols appear in the Shortcut key column. Enter a new keyboard combination into the Press new shortcut key field and click Assign. Select a symbol from the menu and click Insert. style and color of text in your document. Enhance Your Work Use the Formatting toolbar to quickly change the type.1. Click Close to close the Customize Keyboard dialog. Once you’ve inserted a symbol. size. . To create your own keyboard shortcut keys.

Select a size from the Size box. press Ctrl+i. You can also click the Italics and Underline buttons. Click the Bold button to apply bold formatting. click the down arrow to the right of the Font Color button and pick a color from the menu that appears. press Ctrl+b. To change the color of the text. . 1. For underline. 2. For bold. For italics. Tip: To apply simple formatting using keyboard shortcuts: • • • 1. press Ctrl+u. Click the buttons again to remove the formatting from the text.1.

open the Format menu and select Font. 3. 2. engraving and animation. . To apply that color to more text. Select Bold from the Font style list. The Font dialog provides more options for formatting text. click the Font tab to select a font (type). To access the Font dialog. Select Verdana from the Font list.Tip: When you pick a color. size and style: 1. In the Font dialog. select the text and click the Font Color button. Tip: You can also open the Font dialog by right-clicking and selecting Font from the menu that pops up. Select 11 from the Size list. the Font Color button changes to display the new color. as well as for enhancing text with special effects such as embossing.

such as a shadow: 1. . Under Effects.The Preview pane shows you how the font will appear in your document. select the Shadow check box. You can also change the font color and add special formatting. Open the Font color menu and pick Red. 2.

.1. Select Blinking Background from the Animations list. simply select the check boxes to apply an outline. engraving or other effects. To add animation to text. open the Font dialog again and click the Text Effects tab. 2. With your text selected. use the Text Effects tab: 1. embossing. This is how the text now appears in the document: You can choose from a number of formatting options under Effects. Click OK to close the dialog.

The Character Spacing tab lets you adjust the width of text. The text now appears with a blinking black background. 3. The Scale menu lets you select a percent by which to scale the width of your text. between characters: . Use the Spacing menu to specify spacing. 4. the spacing between characters. 2. Select a short block of text. and the position of text in relation to the normal baseline: 1. The first figure below shows text with a default scale. the second figure shows the same text scaled to 200%.1. Click OK. Open the Font dialog and click the Character Spacing tab. in points.

select Expanded or Condensed. From the Position menu. . select Raised or Lowered. 5. In the By box. b. enter the number of points by which you want to expand or condense the text. b. Notice that the Preview pane shows the effect on the text. enter the number of points by which you want to raise or lower the text in relation to the baseline. You can continue to adjust the number of points using the up and down arrows next to the By box. a.a. while condensing compresses the space between characters. The baseline is represented by the horizontal black lines in the Preview pane. In the By box. From the Spacing menu. Use the Position menu to move the text above or below the baseline. Expanding text adds space between characters.

select Superscript or Subscript. which you can apply to body text. as just a few examples. Tip: Raising and lowering text is not the same as creating a superscript or subscript. under Effects. Introduction to Styles Styles are collections of formatting choices that you can apply to the text or objects in your document.In the figure below. click the Font tab and. you can quickly change the formatting of all the text in your document that uses a particular style. To change a character to superscript or subscript. It appears above the horizontal lines in the Preview pane. I’ve raised the text by 5 points. Microsoft Word includes a large number of built-in styles. . and to headers and footers. to headings and subheadings. Later. which makes text smaller. simply by changing the formatting of the style.

The styles available in a document appear in the Style drop-down menu on the Formatting toolbar. To apply a style to a selection of text. . 2. Open the Format menu and select Style. Select the text or object you want to apply the style to. The Style dialog opens. select the style from the menu. You can also view and apply styles from the Style dialog: 1.

or create new styles of your own. you may need to modify some of them.) 1. . (You can filter this list by selecting Styles in use or User-defined styles from the List menu. You do this using the Style dialog (from the Format menu. select Style).The Style dialog lists all the current styles available for use. Highlight a style and click the Apply button. Create a New Style Although Word includes many built-in styles.

.To change the formatting of an existing style: 1. Highlight the style in the Styles list. The Modify Style dialog opens. 2. Click the Modify button.

as well as a weight. color.1. . which lets you select a new font. style. size. For example. etc. selecting Font opens the Font dialog. Click the Format button to select the type of formatting you want to change.

click OK to close the Modify Style dialog. When you’ve finished formatting the style. To create a new style from the Style dialog: 1.1. . Click the New button. You can select as many options as needed from the Format menu. The New Style dialog opens.

For instance. by default. Be sure the name is unique. 3. telling Word to automatically apply the “Normal” or “Body Text” style to the paragraph following your heading prevents you from having to change the style over and over again. Click the Format button to select the formatting you want the new style to use. 1. select the existing style from the Based on drop-down menu. and Style for the following paragraph tells Word what style to apply to the text that follows the paragraph using your new style. as Word won’t allow a style to uses the names it’s reserved for built-in styles (like “Heading 1”). To build the style from an existing style. click OK to close the dialog. will apply the same heading style to the paragraph that follows your heading. The Style type drop-down menu lets you specify the type of style you’re creating. 2. it’s more common for body text to follow a heading.1. However. a table or table cell. Tip: . When you’ve finished formatting the style. 2. Word. This prevents you from having to select formatting that another style may already include. Open the Format menu and select Borders and Shading. Add Borders You can add custom borders to a paragraph. if you’re creating a heading style. in such a case. Select the element you want to add a border to. Enter a name for the new style. 2. or to entire pages: 1.

select the type of border you want to use. Click the button again to remove the border. open the File menu. click the Layout tab. Simply click the button indicating the side of the element where you want to apply a line. 1. click the Borders button. Tip: You can use the Preview pane to apply the border manually. Note: To add a border to the pages of your document. and in the Page Setup dialog. select Page Setup. Word opens the Borders and Shading dialog with Whole document selected under Apply to. You can . Under Setting.You can also right-click the element and select Borders and Shading from the shortcut menu. The Borders and Shading dialog opens. In the Page Setup dialog. On the Layout tab. click the Layout tab. and you should do this if you’re adding a custom border.

you will need to remove the border using the Preview pane and then reapply it. On the Formatting toolbar. When you’ve finished. it will appear in the Preview pane with your new line style settings. color. click the Align Left button. button. Select the line style. 2. Now. 1. When you reapply the border. The text is once again aligned along the left margin. it is aligned along the left margin. Select the text you want to align (or position the insertion point where you plan to type). The text is centered between the left and right margins. and width. if you add a vertical line to the left side of the page). 1. Optionally. Word automatically selects Custom. Finally. 1. click the Align Right The text is aligned with the right margin. Tip: If you change elements of the line style after applying a custom border. Click the Center button. but not with the left. 2. By default. Note that if you use the Preview pane to apply a custom border (for example. To adjust the margins of the border. . you can select a picture border from the Art menu. click the Options button. changing the selection if necessary.also click on the edge of the picture to apply a border to that side of the element without using the buttons. any alignment you apply to a text selection will be applied to the entire paragraph. click OK to apply the border and close the dialog. centered. 1. the text you type is left-aligned—that is. Use the Formatting toolbar to change the alignment: 1. 1. Because text is aligned in relation to the paragraph margins. click the Justify button. and justified. right. Aligning Text Microsoft Word provides four options for aligning text: left.

From the Format menu. If necessary. Tip: Because Word inserts additional spaces when justifying text. Set Line Spacing Line spacing is the amount of vertical space between the lines in your document. lines are single-spaced or double-spaced. click the Indents and Spacing tab. you specify line spacing using the Paragraph dialog: 1. Open the Format menu and select Paragraph. If necessary. select Paragraph. From the Line Spacing drop-down menu. 3. select the line spacing you want. The Paragraph dialog box opens. Select the alignment from the Alignment drop-down menu. click the Indents and Spacing tab. In Word. The alignment options also appear in the Paragraph dialog box: 1. 2. Commonly.Word inserts spaces between the words. 1. . forcing the text to line up along both the left and right margins. 2. justification is not normally recommended for Word documents.

You can specify more precise spacing by selecting Exactly and then entering a point value into the At field.1. .

. The Preview pane shows how the text will appear. Use the Before and After fields to specify different values for the amount of space you want to appear before (above) and after (below) a line of text.1.

. 1. The Page Setup dialog opens. Click the Layout tab.Add Line Numbers Line numbers are often included in draft documents to facilitate reviewing by readers. Open the File menu and select Page Setup. To add line numbers to a document: 1.

and save your document frequently. Don’t use line numbers unless absolutely necessary. . 1.1. 1. The remaining fields in the dialog box are enabled. Click the Line Numbers button. Select the Add line numbering check box. Tip: Line numbers can create instability in Word documents and may potentially cause Word to crash. The Line Numbers dialog opens. click OK. allowing you to set options for the line numbers. When you’ve finished.

Create a Header
A header is a line of text appearing across the top of each of your pages. Sometimes, the information in the header (such as title and page number) is the same on every page of the document; other documents, often those using facing pages, use two or more headers, so that different information appears on different pages (for example, the report title on even-numbered pages and the chapter title on odd-numbered pages). There may be still other pages in a document—the cover page, for example—on which you want no header at all to appear. Word lets you accomplish all these tasks with relative ease. To create a header: 1. Open the View menu and select Header and Footer. Word displays a dashed rectangle at the top of the page (the header region) and opens the Header and Footer toolbar.

1. Type your header directly into the header region. You can use the buttons on the toolbar to insert AutoText, page numbers, and other automatically updated fields. 2. When you’ve finished, click Close. The dashed rectangle disappears, and the header text you entered appears at the top of the page. Tip: Headers and footers are inserted and formatted the same way. Just use the Switch Between Header and Footer between the header and footer. button on the Header and Footer toolbar to move

The Header and Footer Toolbar
While you work within the body of your document, header text appears faded. When you scroll through the document, the cursor ignores this text, which is essentially inactive. To edit the header, just double-click anywhere in the header region. Each time you activate the header, the Header and Footer toolbar appears.

Use the buttons on the toolbar to navigate among multiple headers, to insert AutoText and fields into your headers, and to link headers in multiple sections so the contents remain the same: • To move between multiple headers in a document, use the Show Previous Show Next buttons. • To insert AutoText, click Insert AutoText and select the text from the menu. • Use the Insert Page Number , Insert Number of Pages , Insert Date and and

Insert Time buttons to insert those fields into the header. Word automatically calculates the values for, and updates, the fields as necessary. • You can link the header of the current section to the header of the previous section by clicking the Same as Previous button. Be aware that the header you’re linking will lose all its current formatting. To remove the link, click the button again. • To switch between the header and footer on a page, click the Switch Between Header and Footer button.

• To hide the document text while you work with the header, click the Show/Hide Document Text button.

Format Headers and Footers
You format headers and footers the same way you format text in the body of your document: simply select the text and apply the font and paragraph formatting of your choice using the Formatting toolbar. The Header and Footer toolbar contains additional commands for formatting page numbers and for changing the layout of your headers and footers using the Page Setup dialog: • To format page numbers, click the Format Page Number button. This opens the Page Number Format dialog, where you can define the number format and starting page number. • Click the Page Setup button to open the Page Setup dialog, where you can specify that different headers and footers should appear on odd- and even-numbered pages, or that the first page of the document should have a different header and footer from the rest.

Insert Page Numbers
To insert page numbers into a Word document: 1. Open the Insert menu and select Page Numbers. The Page Numbers dialog opens.

1. From the Position drop-down menu, you can choose to place the page numbers at the top or bottom of the page. Bottom of page is selected by default. 2. From the Alignment drop-down menu, select Left, Center, Right, Inside, or Outside. Inside and Outside are used for facing pages. 3. Click the Format button to view additional options:

1. a. Number format lets you specify Arabic or Roman numerals, uppercase or lowercase, or numbers or letters. b. Include chapter number inserts the chapter number, based on the style that’s been applied to the chapter’s heading, before the page number, using the separator you select.

Under Page numbering. To insert a footnote or endnote: 1. click Close instead of OK. The Footnote and Endnote dialog opens. for example. Tip: Follow the same steps to change the formatting of existing page numbers (for example. Click OK to return to the Page Numbers dialog. Position the insertion point where you want to insert the reference. However. each page is numbered consecutively by default. Footnotes and Endnotes Footnotes and endnotes contain supplemental information that’s referenced in the body of the document. Word automatically updates the numbering as you insert new references.” which should begin on “Page 1. When a document includes multiple sections. Open the Insert menu and select Footnote. so you can enter it. Once you insert the reference. close the dialog and. Word jumps to the location of your reference text. . Word applies the formatting to the existing numbers. When you insert a footnote or endnote. Footnotes appear at the bottom of the page containing the reference. you can choose to have a new section in a document begin on “Page 1”. you actually insert the reference—a number or symbol—into the body of your text. When you use reference numbers (rather than symbols). click OK. When you’ve finished making your selections from the Page Number Format dialog. and the next section of the document contains “Chapter 1. 2. if one section contains a table of contents using lowercase page numbers. in the Page Numbers dialog. you might do this. you can specify the page number the document (or section) should begin on. if you only need to change the number a page or section begins on). while endnotes appear together at the end of the document. The references always remain linked to their corresponding text. To insert the page numbers.c. 2.” d.

Word returns the cursor to location of the reference in the body of your document. Under Numbering.1. select AutoNumber or Custom mark. Select the type of note you want to insert: Footnote or Endnote. Use the mouse to return to the location in your document where you left off. 2. Type the reference text. . select Go to Footnote or Go to Endnote. click the Symbol button to select the symbol you want your references to use (such as an asterisk). If you choose Custom mark. from the shortcut menu. 1. Word inserts the references and then moves to the cursor to the location of the reference text. Tip: To quickly return to your previous position. right-click inside the reference text and. 1. as appropriate. Click OK. 2.

using the Options button in the Footnote and Endnote dialog: 1. and vice versa. footnotes are located at the bottom of the page containing their reference marks. Open the Insert menu and select Footnote. Word displays the reference text in a popup. Set Footnote Options By default. as well as define numbering options. and endnotes are located at the end of the document. The Footnote and Endnote dialog opens. This removes both the reference mark and the associated text. double-click the reference mark.You can also use the shortcut menu to convert a footnote to an endnote. You can view reference text at any time by moving your mouse over the reference in the body of the text. Word automatically renumbers the remaining references in your document. You can change the placement of footnotes and endnotes. when you do this. To edit the text. select the reference mark and press Delete on your keyboard. or just move the cursor to the reference text using your mouse or arrow keys. . Simply right-click the reference text and choose the appropriate Convert to option from the menu. To delete a reference.

Click OK to apply the options. To change the location of the notes. 1. within the document. if ever. 4. Click the Options button. . Choose when note numbering should restart. if you don’t want the notes to begin at 1. Footnotes can appear either at the bottom of the current page or directly beneath the current text. or the All Endnotes tab to define options for endnotes. if each section represents a new chapter or a new article in a publication. endnotes can appear either at the end of the document or the end of the current section. The Note Options dialog opens.1. Click the All Footnotes tab to define options or footnotes. you may want to renumber footnotes beginning with 1 at the start of each section in your document. select an option from the Place at drop-down menu. 2. For instance. 3. 5. Choose a numbering format and enter a starting number.

Bookmarks . select it from the menu and then type the text for the notice in the note pane.Format Footnotes You format reference text just as you would the other text in your document. You can change the formatting of the separator by selecting it from the drop-down menu at the top of the notes pane. Word automatically inserts a separator line between footnote and endnote text and the body of the document. use your mouse to select the notes you want to format. If you want to view and format all the notes in your document at once. switch to normal view . In the note pane. then open the View menu and select Footnotes. To insert a continuation notice. Word displays the note pane at the bottom of the document window. Selecting Footnote continuation separator and Endnote continuation separator from the same menu inserts a line between the main text of the document and notes that continue to the next page. A Footnote continuation notice (or Endnote continuation notice) is a notice telling readers that notes continue on another page. and then apply the formatting using the buttons on the Formatting toolbar.

Alternatively. 2. Click the Add button. Use Bookmarks To display the bookmarks in your document: 1. Simply click the link for a bookmark to jump to the linked-to location. Open the Tools menu and select Options. The name must begin with a letter and cannot include any spaces. Use bookmarks as a means of organizing and navigating longer documents. Open the Insert menu and select Bookmark. . 2. you can select text or an object that you want to bookmark. Open the Insert menu and select Bookmark. Click the View tab. To insert a bookmark: 1. 1. The Options dialog opens. 2. highlight the bookmark and click the Delete button. To delete a bookmark: 1. though you can use underscores (_). Position your insertion point where you want to insert the bookmark. In the Bookmark dialog box. Enter a name for the bookmark. 1.Bookmarks in Microsoft Word function the same way they do on a web page—as links to marked places in the document.

Click OK. 2. Then select the name of the bookmark from the drop-down menu and click Go To. Select Bookmark from the list. Organize Bookmarks . To navigate to a bookmark in your document: 1. highlight the bookmark you want to go to and click Go To. Tip: You can also navigate to a bookmark using the Find dialog: Press Ctrl + g (or simply F5) on your keyboard to open the dialog to the Go To tab. select Bookmarks. 1. Bookmarked text appears in brackets. Open the Insert menu and select Bookmark. Under Show. Bookmarks are displayed as I-beams in the document.2. In the Bookmark dialog.

and later accept or reject these changes as necessary. Word displays a pop up telling you the type of change made (for example. Word displays these changes using a different color for each reviewer. When Word stops at a change. Review each change using the Next Change on the Reviewing toolbar. Open the Insert menu and select Bookmark. The most common use for this feature is among multiple document reviewers. To accept or reject changes: 1. When a document includes a number of bookmarks. 2. click the Track Changes button on the Reviewing toolbar. who make changes to the document that are tracked by Word and then either accepted or rejected by the author. . As you move your mouse over each change. Sorting by location arranges the bookmarks in the order in which they appear in the document.Word displays a list of the bookmarks in your document in the Bookmark dialog. or open the Tools menu. and then Highlight Changes. making it easier to find a specific bookmark when navigating: 1. or reject it by clicking the Reject Change button. In the Highlight Changes dialog. select Track Changes. select Track changes while editing. Sorting the list by name arranges the bookmarks in alphabetical order. or Previous Change button 2. In the Bookmark dialog. you can sort them by name or location. choose Sort by Name or Location. select Highlight changes on screen to see the changes that have been made to the document. ack Changes Word’s track changes feature lets you track the changes you make to a document. In the Highlight Changes dialog. inserted or deleted) and the reviewer who made the change. accept it by clicking the Accept Change button. To turn on the track changes feature.

The Document Map The Document Map displays the headings in your document in a pane in the left side of the document window.To accept or reject all changes at once. Open the Tools menu and select Track Changes. click Accept All or Reject All. use the Accept or Reject Changes dialog: 1. and then Accept or Reject Changes. 2. . In the Accept or Reject Changes dialog. You can easily jump from one location to another in your document simply by clicking one of the headings in the map.

click the Document Map button on the Standard toolbar. .To show or hide the Document Map.

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