Introduction to Microsoft Word 2016

Microsoft Word 2016 is a word processing application that allows you to create a variety of documents,
including letters, resumes, and more. In this lesson, you'll learn how to navigate the Word interface and
become familiar with some of its most important features, such as the Ribbon, Quick Access Toolbar,
and Backstage view.

The Word Interfaces

When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create
a new document, choose a template, and access your recently edited documents. From the Start Screen,
locate and select Blank document to access the Word interface.
 Title Bar Tell Me Bar
Quick Access Toolbar

Ribbon

File
Menu/Button

Tabs Dialog Box Launcher

Groups

Status Bar View Toolbar Zoom In or Zoom Out

Like other recent versions, Word 2016 continues to use features like the Ribbon and the Quick
Access Toolbar—where you will find commands to perform common tasks in Word—as well
as Backstage view.

The Ribbon

Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,

which you can find near the top of the Word window.
Each tab contains several groups of related commands. For example, the Font group on the Home tab
contains commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right corner that you can click for even more
options.

Showing and hiding the Ribbon

If you find that the Ribbon takes up too much screen space, you can hide it. To do this, click the Ribbon
Display Options arrow in the upper-right corner of the Ribbon, then select the desired option from the
drop-down menu:
 Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at
the top of screen.
Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open Word for the
first time.

To learn how to add custom tabs and commands to the Ribbon, review our Extra on Customizing the
Ribbon.

Using the Tell me feature

If you're having trouble finding command you want, the Tell Me feature can help. It works just like a
regular search bar: Type what you're looking for, and a list of options will appear. You can then use the
command directly from the menu without having to find it on the Ribbon.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no
matter which tab is selected. By default, it shows the Save, Undo, and Redo commands, but you can
add other commands depending on your needs.

To add commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access Toolbar.

2. Select the command you want to add from the menu.

3. The command will be added to the Quick Access Toolbar.

The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier
to adjust your document with precision. If you want, you can hide the Ruler to create more
screen space.
To show or hide the Ruler:
1. Click the View tab.

2. Click the checkbox next to Ruler to show or hide the Ruler.

Backstage view

Backstage view gives you various options for saving, opening a file, printing, and sharing your
document. To access Backstage view, click the File tab on the Ribbon.
Click the buttons in the interactive below to learn more about using Backstage view.
Document views and zooming

Word has a variety of viewing options that change how your document is displayed. You can choose to
view your document in Read Mode, Print Layout, or Web Layout. These views can be useful for
various tasks, especially if you're planning to print the document. You can also zoom in and out to
make your document easier to read.

Switching document views

Switching between different document views is easy. Just locate and select the desired document view
command in the bottom-right corner of the Word window.

 Read Mode: This view opens the document to a full screen. This view is great
for reading large amounts of text or simply reviewing your work.

Print Layout: This is the default document view in Word. It shows what the document will
look like on the printed page.
Web Layout: This view displays the document as a webpage, which can be helpful if you're
using Word to publish content online.
Zooming in and out

To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the Word
window. You can also select the + or - commands to zoom in or out by smaller increments. The
number next to the slider displays the current zoom percentage, also called the zoom level.

Contextual Tabs are designed to appear on the Ribbon when certain objects or commands are
selected. These tabs provide easy access to options specific to the selected object or command. For
example, the commands for editing a picture will not be available until the picture is selected, at which
time the Picture Tools tab will appear.

To Create a New Word Document:

1) Click the File tab
2) Click New
3) Click Blank Document
Navigating in a Document
The following table lists ways to navigate in a document using your keyboard to move the insertion
point in an active document:

Editing and Proofing Documents

Selecting Text
• Select a word: Click and drag or double-click on the word
• Select a sentence: Click and drag or click in the sentence while holding down the CTRL key
• Select a paragraph: Click and drag or triple-click in the paragraph or double-click in the
selection area to the left of the paragraph
• Select a block of text: Click and drag or click to the left of the first word, hold down the
SHIFT key, and then immediately click to the right of the last word
• Select a line: Click and drag or click in the selection to the left of the line
• Select an entire document: Triple-click in the selection area or hit the CTRL + A keys
• Undo an action: On the Quick Access Toolbar click the Undo key

Deleting Text
When deleting text in your document you can either use the Delete key or the Backspace key. The
Delete key deletes text to the right of your cursor while the Backspace key deletes text to the left of
your cursor.
Cut, Copy and Paste
Often times you will need to move text from one location in a document to another, or to a different
application. In this case you will perform a Cut and Paste. To reproduce a specific part of a document
and place it elsewhere, you will perform a Copy and Paste.

To Cut Text:
1) Select the text you want to move
2) Click on the Cut icon located on the Home tab in the Clipboard group

To Copy Text:
1) Select the text you want to copy
2) Click on the Copy icon located on the Home tab in the Clipboard group

To Paste Text:
1) Click in the area of the document where you want to paste your text

2) Click on the Paste icon located on the Home tab in the Clipboard group

Formatting a Document
To Make Font Changes:
1) Select the desired text that you want to format
2) Choose commands from the Font group on the Home tab
3) For additional formatting options, click on the Dialog Box Launcher in the lower-right corner
of the group to launch the Font dialog box
You can also use the MiniToolbar. The Mini Toolbar is activated when you select text to be
formatted. This toolbar is miniature and semi-transparent to help you work with fonts, font styles, font
sizing, alignment, text color, indent levels, and bullet features.

Live Preview
Using Live Preview temporarily applies formatting on selected text or objects whenever a formatting
command is hovered. This allows you to quickly preview how the formatting options will look before
they are made.

1) Select the desired text that you want to format

2) On the Home tab, in the Font group, do any of the following:
a. Click the arrow next to the Font box and move the pointer over the fonts that you want
to preview.
b. Click the arrow next to the Font Size box and move the pointer over the font sizes that
you want to preview.
c. Click the arrow next to the Text Highlight Color button and move the pointer over the
highlight or fill colors that you want to preview.
d. Click the arrow next to the Font Color button and move the pointer over the font colors
that you want to preview.

When you finish previewing the formatting choices, do one of the following:
 To apply the previewed formatting, click the selected font name, size, or color in the list.  To
cancel live previewing without applying any changes, press ESC.

Formatting a Paragraph
A paragraph is a select group of text that can have its own formatting characteristics, such as
alignment, spacing and styles.

1) Select the desired paragraph(s) that you want to format

2) Choose commands from the Paragraph group on the Home tab
3) For additional formatting options, click on the Dialog Box Launcher in the lower-right corner
of the group to launch the Paragraph dialog box

You can also use the MiniToolbar.

Previewing and Printing a Document
1) Click the File tab
2) Click Print

This view includes print preview, print commands, as well as the print settings:

Saving and Closing a New Document

To Save a New Document

1) On the Quick Access Toolbar, click the Save button

~OR~

2) Click the File tab

3) Click Save As
4) Select the location, the Save As dialog box will appear

5) In the File Name field, type the name of the document

 6) Click Save

To Close a Document
1) Click the File tab, and then click Close
2) If a Microsoft Office Word dialog box appears displaying a “Do you want to save…?” message:

Click Save to save, Don’t Save to discard changes, or Cancel to close the dialog box.

Prepared By:
Mark L. De Guzman
BSE III – MATHEMATICS

References:
https://edu.gcfglobal.org/en/word2016/getting-started-with-word/1/